04/03/2006 Council Packet - Laserfiche WebLink

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• • • WS -3 WORK SESSION MEMORANDUM To: Mayor Bergeson and City Council Members From: Rick DeGardner, Public Services Director Meeting Date: April 3, 2006 Re: Voice -Over IP /Generator Hookup /Access Control System There are three important projects related to the civic complex building that city staff request the city council consider: Voice -Over IP System - In February, 2006, we were notified by the Centennial School District that they will no longer be able to provide telephone service to the civic complex effective July 15, 2006. Staff has thoroughly reviewed /considered several options. We are recommending that we convert to a Voice -Over IP system to provide telephone service at the civic complex and public works facility. An IP (Integrated Platform) system allows voice, data, and video to be transmitted over a single network. In addition, voice mail, email, and fax messages are all integrated. For example, staff can retrieve and respond to all messages from a PC, touch tone telephone, or over the internet. Voice -Over IP is the most efficient and inexpensive telephone system to meet our needs. This type of system is the standard of what is being currently installed across the country. We will be able to retain the same phone numbers. We have met with the city of Roseville MIS staff on several occasions to formulate the change over. The estimated project cost is $40,000. We also have to be prepared to fund up to $10,000 (worst case scenario) for potential outside consultant fees (Berbee). If any unforeseen problems occur during the changeover, it's possible that the city of Roseville may need some technical assistance due to time constraints, etc. Ongoing operating /maintenance costs are expected to be approximately $1,925 per month. (We are currently spending $1,525 per month for the operations /maintenance of the existing telephone system).