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File #: 2018-905   
Title: Telephone System Updates - Purchase
Attachments: 1. Att 1 - Proposed Resolution, 2. Att 2 - Project Proposal
TO: City Council

FROM: Larry A. Patterson, City Manager

PREPARED BY: Information Technology Department

MEETING DATE: Monday, January 07, 2019

SUBJECT:
TITLE
Telephone System Updates - Purchase

LABEL
RECOMMENDATION
RECOMMENDATION
Adopt a Resolution to award an agreement to CDW Government LLC for the purchase of replacement telephone system hardware and licensing in the amount of $141,630.88, and professional installation services in the amount of $68,461, for a total of $210,091.88; and authorize the Director of Information Technology to execute the agreement.

BODY
BACKGROUND
San Mateo implemented a Cisco phone system in November 2008 to replace its previous phone system from NEC in a $716,864 procurement. After ten years of continuous service, several key components now require replacement. These include multi-service routers, servers, and analog voice gateways along with current versions of the Cisco Call Manager support features like software telephones, unified communications, instant messaging, and smartphone integration.

Staff considered two alternatives to the proposed upgrade of the city-hosted telephone system; a total replacement telephone system or adopting a cloud-based telephone service. Both alternatives were determined to be necessarily more expensive, without providing demonstrable additional value. A total replacement fails to leverage systems the city currently owns - most notably the phones themselves. A cloud-based system fails to leverage the steep calling service discounts the city currently enjoys through the California Network and Telecommunications (CALNET) program, as well as failing to account for the roughly 200 analog telephone lines currently used for systems like intrusion alarms, credit card and facsimile machines.

An upgrade of the specific telephony components no longer supported by their manufacturer and a version upgrade of the Cisco Call Manager application will eliminate the operational risks of being out-of-s...

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