Our existing Avaya (formally Nortel) legacy phone system has served our entire organization for almost 30 years.  The original system was updated in the summer of 2016 with the last available release update.  The system went End of Manufacturer Support in June of 2018 and is currently being supported by Black Box Networks.
The City’s telephone system provides phone service, voicemail, call accounting, conference calling, call routing, and auto-attendant services to all city facilities.  City departments and their staff rely heavily on the phone system to communicate with each other, council members, citizens, businesses, and visitors to our community.  The replacement of our existing telephone system was presented and approved in both the Technology Replacement Plan (TRP) and the Central Telephone Budget for FY2020.  Funding for the new telephone system will come from reserve funds saved specifically for the replacement of our existing phone system.
Information Technology investigated the upgrade path to a new Avaya system and the move to a MiTel solution, both of which are covered by existing contracts with the State of Montana.  We found the MiTel solution to have all of the features and functionality that we desired and the system is available at a much lower upfront and on-going cost.  We received very positive feedback from existing MiTel customers, including the City of Great Falls and the Cody Regional Health Hospital. 
The recommended MiTel System from High Point Networks will lower our on-going telephone system costs, will be much easier to maintain and support, and will eliminate current additional contracts that we have for call accounting and voice mail systems.  High Point Networks has two (2) certified MiTel support technicians available in Billings and a team of experts throughout their organization available to support the new system and answer our questions.  High Point Networks is a valued business partner with the City of Billings and the only reseller authorized to sell the MiTel phone system through the existing State of Montana/NASPO contract # AR627.
 

City Council may:

• Approve the purchase of the MiTel Telephone system through the State of Montana/NASPO contract # AR627 from authorized reseller High Point Networks for $311,980.80, or
• Disapprove the purchase and provide guidance to staff.

The total cost of the MiTel Telephone system including all system hardware, software, licensing, phones, auto-attendants, voicemail, call accounting, system maintenance/support, and complete implementation and migration services is $311,980.80.  Funding for the purchase of the telephone system is available through the planned use of reserve funds saved specifically for this purpose.  The replacement of our telephone system was approved in the FY2020 Technology Replacement Plan (TRP) and Central Telephone Budget.
 

Staff recommends that Council approves the purchase of the MiTel Telephone System including all system hardware, software, licensing, new phones, auto-attendants, voicemail, call accounting, and complete implementation and migration services through High Point Networks on State of Montana/NASPO contract # AR627.