Consent 1.F.
Regular City Council Meeting
- Meeting Date:
- 06/13/2011
- TITLE
- Purchase Approval for City Telephone System Upgrades
- PRESENTED BY:
- Tina Volek
- Department:
- City Hall Administration
Presentation:
PROBLEM/ISSUE STATEMENT
The City of Billings utlizes an Avaya (formally Nortel) centralized telephone system to provide telephone service to its facilities. This system includes a main Nortel CS-1000M PBX located at City Hall, two (2) new Media Gateways at MET Transit and the Airport, and four (4) very old remote Option 11 units located at the Billings Operations Center (BOC), PW-Belknap, Library, and the Communications Center/Fire #1.
The proposed upgrade will upgrade the Option 11 at the Communications/Fire Station #1 to a new Media Gateway. The Option 11 upgrade at the Communications Center will bring the non-emergency and EOC phone system up to the current hardware to improve reliability and ensure on-going manufacturer support. The proposed upgrade also includes upgrading the core software at the City Hall PBX to the lastest software release. The City Hall upgrade benefits the entire organization and keeps current with the core of the centralized phone system.
Attached is the Statement of Work, Contract and quote for the proposed upgrade. The City will purchase the proposed upgrade from Black Box Network Services, which has an exclusive contract for telephone services with the State of Montana. Black Box has been the City's telephone vendor for over 15 years.
The proposed upgrade will upgrade the Option 11 at the Communications/Fire Station #1 to a new Media Gateway. The Option 11 upgrade at the Communications Center will bring the non-emergency and EOC phone system up to the current hardware to improve reliability and ensure on-going manufacturer support. The proposed upgrade also includes upgrading the core software at the City Hall PBX to the lastest software release. The City Hall upgrade benefits the entire organization and keeps current with the core of the centralized phone system.
Attached is the Statement of Work, Contract and quote for the proposed upgrade. The City will purchase the proposed upgrade from Black Box Network Services, which has an exclusive contract for telephone services with the State of Montana. Black Box has been the City's telephone vendor for over 15 years.
ALTERNATIVES ANALYZED
Staff reviewed several strategies for addressing the telephone system upgrades needed by the City of Billings. The proposed upgrades were determined to be the best next step to modernize the system. The City Council may accept the recommendation and authorize purchasing the system upgrades from Black Box or it may reject the recommendation and provide further guidance to staff.
FINANCIAL IMPACT
The City Telephone System Upgrades for the Communications Center/911 and the City Hall Core upgrades will be funded out of the FY2011 IT Centralized Telephone Budget. The purchase of $ 62,635.92 will be made through an existing State of Montana contract with Black Box Networking Services for telephone systems and services. The City is allowed to purchase items and services from State contracts because the State's competitive bidding/selection process complies with the State law that applies to the State and local governments.
RECOMMENDATION
Staff recommends that Council approve the purchase of the City Telephone System Upgrades from Black Box Network Services at a total cost of $ 62,635.92.