04 - Laserfiche WebLink

THE CITY OF 4 CITY COUNCIL AGENDA REPORT pL£ASANTONo January 15, 2013 Assistant City Manager TITLE: APPROVAL OF AN AGREEMENT WITH PACKET FUSION TO PURCHASE AND INSTALL A NEW CITY TELEPHONE SYSTEM SUMMARY The City received two bids in response to its June 21, 2012 Request for Proposals (RFP) to procure and install a new ShoreTel voice over Internet Protocol telephone system to replace the City's current Mitel system installed in 1999. The new system will service all facilities at the city hall campus and outlying facilities such as the Senior Center, fire stations, Aquatic Center, etc. The project will improve communications significantly, including unified communications which provides a convergence of various communication mediums including voice, email, video, and instant messaging whether in or away from the office using a ShoreTel handset, personal computer or cell phone. The system will also significantly improve phone management administration and reduce phone costs overall by eliminating leased phone lines and services. The project's estimated cost is $310,799 plus $12,260 sales tax, and in addition, staff is recommending a 10% project contingency to address enhanced features or system modifications that become apparent during the implementation process. RECOMMENDATION 1. Approve the attached agreement with Packet Fusion (Attachment A) in the amount of $310,798.82, plus sales taxes estimated at $12,260.11 for a total of $323,058.93. 2. Approve a project contingency of $26,941 to address equipment and service modifications that may develop during project installation. 3. Appropriate $350,000 from the Equipment Replacement Fund (042900) to cover the cost of the project. FINANCIAL STATEMENT This purchase is scheduled as part of the City's equipment replacement program (042900) which has $350,000 allocated for completion of this project.