Consideration and Approval of Contract:  Approval to purchase and upgrade to a Voice over Internet Protocol (VoIP) phone system for the Flagstaff Police Department in the amount of $135,534.73.

1. Approve the purchase of the VOIP System and upgraded wiring in the amount of $135,534.73, plus applicable sales tax, from Extreme Integration purchasing agreement with the Mohave Cooperative Contract 16B-EXTR-0723.
2. Authorize the City Manager to execute the necessary documents.

The Flagstaff Police Department’s phone system will no longer be supported after January 1^st, 2020.  The system is 29 years old and out of date.  The Coconino County Information Technology Department is advising our system is susceptible to hacking and will no longer be supported by Microsoft, because it is still running on a virtual maintenance server running on Windows XP platform and cannot be updated.  If this purchase is approved, we will upgrade our phone system to be the same as the Coconino County Sheriff's Department as well as the same system the City of Flagstaff is utilizing.
 

One-time cost of $135,534.73, plus applicable sales tax.  The FY 2019-2020 budget appropriation for this purchase is in account 001-04-061-0221-2-4343. This cost has been approved by the City of Flagstaff Budget Team.  The system will also require a yearly maintenance fee and the police department already has an established account for phone maintenance. 

Strategic Plan: Provide Exceptional Service: Provide employees tools, training and support.

None.

1. Approve the VoIP purchase and upgrade.
2. Do not approve this purchase and continue using our existing phone infrastructure system until it fails or we are removed offline by the County.

Our current analog phone system was purchased in 1990 and brought over from the police department on Beaver Street and installed in the current building in 2000 when the building was completed.  The phone system is supported by Coconino County and Coconino County Sheriff’s Office Information Technology Department under the Co-Location Agreement.  The Sheriff’s Office upgraded its phone system in 2018 to a digital Voice Over Internet Protocol System (VoIP).   The Flagstaff Police Department requested our phone system be upgraded in the FY 2019 and FY 2020 budget.   Due to other pressing priorities, there were no resources available to be put towards the phone upgrade.  We were informed by Coconino County Information Technology Department our system is now a liability to the County Network and would be taken off-line if it is not upgraded.  We scheduled a follow-up meeting with our budget team informing them of the needed expense.  The department explained to the Budget Team that without the upgrade we will have a catastrophic failure or be taken offline.  This is the system that enables employees to have a phone line and voicemail capability to be contacted by employees or the community.  This system is different and not related to the 911 Communications Center.

The County Central Information Technology Department changed leadership and they are now concentrating on limiting security vulnerabilities. Our outdated phone system has been identified as one of the larger vulnerabilities to the entire County system.  We have also learned that our phone system runs off the Windows XP Platform, which has been outdated and will no longer be supported by Microsoft come January 1^st.   Microsoft is not supporting operating systems older than windows 10.  Due to the age of the system, it cannot be upgraded to run on a more recent windows platform unless we move to a new system. 
 

The VoIP system cost to upgrade will be $135,534.  This will include 116 new phone lines, new desktop telephones, new licenses, ports, switches, connectors, cables, security, and other electronic phone related items.  The County has graciously offered to let us share their phone servers, which will be an estimated savings of $50-60,000.00 to the City.  The total amount requested for this expenditure is $135,534.73, plus applicable sales tax.  The Police Department currently does not have a revenue stream to pay for this upgrade, however, we will purchase and locate funds within our budget to purchase this fiscal year utilizing 001-04-061-0223-2-4231.
 

There will be an on-going maintenance fee for the performance and infrastructure stability which will help to keep our system in compliance with security vulnerabilities.

The new system will allow us to continue our exemplary customer service by having a phone system to communicate with the public and other police department employees for non-emergency calls.  

None.