Consent 1.B.
Regular City Council Meeting
- Meeting Date:
- 08/26/2013
- TITLE
- Library Phone System Upgrade & Managed Wi-Fi System
- PRESENTED BY:
- Tina Volek
- Department:
- City Hall Administration
Presentation:
Information
PROBLEM/ISSUE STATEMENT
For the past 1 1/2 years, the Information Technology & Library staff have worked together to determine the most cost effective and functional phone & Wi-Fi system for the new Billings Library. The phone system at the existing library is 19 years old and its upgrade was delayed, knowing that the new library was on the horizon. The project includes moving the phone system to the new library, upgrading the library phone system with the latest hardware & software, a new managed Wi-Fi system to meet the wireless needs of the new library, installation of a Collaboration Pack that will add more unified communications functionality such as the ability to use inexpensive mobile devices to extend desktop phone services to staff wherever they are in the facility and updating the City Hall core phone system to the latest release.
Wi-Fi service is a major cornerstone of delivering content and providing library services to the patrons today and even more so in the future. The Collaboration Pack greatly improves the staff's ability to stay in touch while away from their desks without the expense of a cellular device. It channels all phone calls through the centralized system for long distance and call tracking. In addition to adding enhanced functionality throughout the organization, the inclusion of the Collaboration Pack saves almost $7,000 on the phone & Wi-Fi systems and approx. $10,000 on the entire project due to a currently available incentive program from Avaya.
The City of Billings has a core PBX and seven (7) remote gateways that communicate with the centralized phone system. Six (6) of the remote gateways have been updated over the past 3 years. The upgrade of the Library system will complete the goal of modernizing the remote phone systems, which were last upgraded in the early 90's.
The products and services are being purchased from Blackbox Network Services through an existing State of Montana contract. Blackbox has served the City of Billings for over 20 years and is a reliable and trusted business partner.
Wi-Fi service is a major cornerstone of delivering content and providing library services to the patrons today and even more so in the future. The Collaboration Pack greatly improves the staff's ability to stay in touch while away from their desks without the expense of a cellular device. It channels all phone calls through the centralized system for long distance and call tracking. In addition to adding enhanced functionality throughout the organization, the inclusion of the Collaboration Pack saves almost $7,000 on the phone & Wi-Fi systems and approx. $10,000 on the entire project due to a currently available incentive program from Avaya.
The City of Billings has a core PBX and seven (7) remote gateways that communicate with the centralized phone system. Six (6) of the remote gateways have been updated over the past 3 years. The upgrade of the Library system will complete the goal of modernizing the remote phone systems, which were last upgraded in the early 90's.
The products and services are being purchased from Blackbox Network Services through an existing State of Montana contract. Blackbox has served the City of Billings for over 20 years and is a reliable and trusted business partner.
ALTERNATIVES ANALYZED
The Council may:
- Approve the contract with Blackbox Network Services to upgrade the City Hall core phone system software, upgrade the phone system for the new Library, install a new, robust Wi-Fi System in the new library, and implement a Collaboration Pack or,
- Not approve the contract with Blackbox Network Services and direct staff on how to meet Library patrons' expectations and needs for these communication and digital services.
- Approve the contract with Blackbox Network Services to upgrade the City Hall core phone system software, upgrade the phone system for the new Library, install a new, robust Wi-Fi System in the new library, and implement a Collaboration Pack or,
- Not approve the contract with Blackbox Network Services and direct staff on how to meet Library patrons' expectations and needs for these communication and digital services.
FINANCIAL IMPACT
Information Technology and the Library Department will share in the cost of the project for the new Library.
The phone system upgrade of $ 23,839.15 will be funded 100% from IT's Central Telephone Budget. This upgrade was budgeted in FY 2014 and approved as a part of the Technology Replacement Plan (TRP). The new Wi-Fi system quoted at $ 73,569.85 will be funded 100% from the Library Department and was approved in the FY2014 Budget. Information Technology and the Library Dept have agreed to share equally the $ 34,569.22, which represents the cost of the Collaboration Pack.
The phone system upgrade of $ 23,839.15 will be funded 100% from IT's Central Telephone Budget. This upgrade was budgeted in FY 2014 and approved as a part of the Technology Replacement Plan (TRP). The new Wi-Fi system quoted at $ 73,569.85 will be funded 100% from the Library Department and was approved in the FY2014 Budget. Information Technology and the Library Dept have agreed to share equally the $ 34,569.22, which represents the cost of the Collaboration Pack.
RECOMMENDATION
Staff recommends that Council approve the $131,978.22 contract with Blackbox Services for the technology upgrades and services needed to support the new Billings Public Library.