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• <br />• <br />AGENDA ITEM 1B <br />STAFF ORIGINATOR: Rick DeGardner, Public Services Director <br />MEETING DATE: April 10, 2006 <br />TOPIC: Consideration of Resolution 06 -57, Approving Funding for <br />Voice Over IP System <br />VOTE REQUIRED: Simple Majority <br />BACKGROUND <br />As discussed at the April 3, 2006 City Council Work Session, we were recently notified <br />by the Centennial School District that they will no longer be able to provide telephone <br />service to the civic complex effective July 15, 2006. We are recommending that we <br />convert to a Voice -Over IP system to provide telephone service at the civic complex <br />and public works facility. An IP (Integrated Platform) system allows voice, data, and <br />video to be transmitted over a single network. In addition, voice mail, email, and fax <br />messages are all integrated. For example, staff can retrieve and respond to all <br />messages from a PC, touch tone telephone, or over the internet. Voice -Over IP is the <br />most efficient and inexpensive telephone system to meet our needs. This type of <br />system is the standard of what is being currently installed across the country. We will <br />be able to retain the same phone numbers. <br />We have met with the city of Roseville MIS staff on several occasions to formulate the <br />change over. The estimated project cost is $40,000. We also have to be prepared to <br />fund up to $10,000 (worst case scenario) for potential outside consultant fees. If any <br />unforeseen problems occur during the changeover, it's possible that the city of <br />Roseville may need some technical assistance due to time constraints, etc. Ongoing <br />operating /maintenance costs are expected to be approximately $1,925 per month. (We <br />are currently spending $1,525 per month for the operations /maintenance of the <br />existing telephone system). <br />In order to ensure that the change over is completed by July 15, we need the city <br />council to approve the installation of the Voice -Over IP System at the April 10 City <br />Council meeting. Equipment order /delivery, telephone lines relocations, etc. require <br />several weeks lead time. <br />Staff recommends that funding for this project be designated from the Capital Projects <br />Fund. <br />OPTIONS <br />1 Approve Resolution 06 -57 <br />2. Do not approve Resolution 06 -57 <br />3. Return to staff for further review <br />RECOMMENDATION <br />Option 1 <br />