HomeMy WebLinkAbout2012-07-18 PACKET 04.Q.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #
DATE 7/18/12 s
PREPARED BY Finance Robin Roland
ORIGINATING DEPARTMENT DEPARTMENT HEAD
COUNCIL ACTION REQUEST
Consider approval of phone system upgrade.
STAFF RECOMMENDATION
Approve agreement with Marco Inc.for the upgrade to the City VoIP phone system.
BUDGET IMPLICATION $100,000 $63,077
BUDGETED AMOUNT ACTUAL AMOUNT
ADVISORY COMMISSION ACTION
DENIED
DATE
REVIEWED
❑ PLANNING
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❑ PUBLIC SAFETY
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❑ PUBLIC WORKS
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❑ PARKS AND RECREATION
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❑ HUMAN SERVICES /RIGHTS
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❑ ECONOMIC DEV. AUTHORITY
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❑ —
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SUPPORTING DOCUMENTS
® MEMO /LETTER: Jennings /Roland
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
® OTHER: Spreadsheet
APPROVED
DENIED
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❑
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❑
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❑
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t
ADMINISTRATORS COMMENTS
City Administrator Date
COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER
H: \Council items \City Council Action Form.doc
City of Cottage Grove
J Finance Department
TO: Honorable Mayor and City Council
Ryan Schroeder, City Administrator
FROM: Robin Roland, Finance Director
DATE: July 12, 2012
SUBJECT: Consider approval of phone system upgrade
Introduction
The City's phone system is proposed to be upgraded as part of the Public Safety /City Hall
project.
Discussion
The attached memo from the City's MIS Coordinator outlines the history of the current phone
system and a spreadsheet analysis of the two proposals received, along with the
recommendation for the Mitel solution.
Requested Action
Approve agreement with Marco Inc. for the upgrade of the City's phone system at a cost of
$63,077.
CITY OF
MINNESOTA
To: Robin Roland
COTTAGE GROVE
From: MIS Coordinator Jenny Jennings
Date: 6/19/2012
Subject: Phone System Upgrade Recommendation
Introduction
With the construction of the Public Safety /City Hall building, city staff has been evaluating
phone equipment options at the new site. Two vendors submitted quotes, and the most
fiscally responsible solution is to reuse the core of our existing Mitel system, replace our 18
year old handsets and add some advanced features available with a VoIP system such as
unified messaging and email integration.
Background
The current city phone system was purchased in 1994 at a cost of $138,242. Since then,
software upgrades were performed in 1995 and 1999, and the main controller was replaced in
2007. City staff requested an upgrade plan from our current vendor (Marco) as well as a
complete replacement plan from Dennison Technologies for a Shoretel system, in case that
would end up being comparably priced and /or offer more features. Members of the technology
sub - committee attended demos of both systems and agreed that either would meet our needs.
Recommendation
Two vendors submitted proposals for carrying out the conversion; Marco Inc. and Dennison
Technology Group (see attached spreadsheets for cost details). Marco's solution reuses our
main controllers, replaces our telephones and adds many features to the system, with a
savings of more than $25,000 over the Dennison solution. The Marco proposal is the cheaper
and preferred solution.
The staff recommendation is to hire Marco for this installation. We currently contract with them
for annual maintenance on our existing phone system, and have obtained an acceptable level
of service.
Action Requested
Authorize the agreement with Marco for the upgrade to our new telephone system.
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