Agenda Packets - 2005/07/11 - Laserfiche WebLink

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called for most modifications or troubleshooting needs based on an hourly charge. This system does not provide the continuity that joining the Roseville system provides. Staff has also contacted Nextel, the city’s current cell phone provider, to get an idea of the cost associated with using cell phones for a six-month period. To provide phone and voicemail to all existing employees who currently have phone and or voicemail would require the purchase of 67 phones. The monthly charge for a 1000-minute plan would be $45.91 each. The total cost for this monthly service plan on 67 phones for six months would be $18,455.82 not including the purchase of the phones or the activation fees. The cost of the phones varies widely base upon the features needed. Assuming a typical phone cost of $50.00 and an activation fee of $25.00 would add $5,025 to the cost for a grand total of $23,480.82. This total would not include phone lines that need to be set up for modems and faxes. Many plans are available for cell phone service. Unlimited minutes would cost more and lower minute plans would cost less. Minutes are used for incoming, outgoing and access to voicemail. A 1000-minute plan was used for a base line average. With this scenario the existing phone system will need to be removed and stored, then reinstalled and configured for the move back into the renovated city hall at an additional cost. Reception is also a factor to consider with cell phone use in a brick/block building. Since the change to IP Telephony would provide the city with a new phone system at a comparable cost to the other options and the current network connections to Roseville and other cities are already established, staff recommends that Mounds View proceed with the conversion to IP Telephony with Roseville. In addition the maintenance and support of the system by Roseville IT staff, through the Joint Power Agreement, will free up time for Mounds View staff maintaining the current phone system. The change to IP Telephony would need to take place as soon as possible to guarantee that the phones will be operational for the initial move. The existing phone numbers would remain the same. The conversion of the phone system would be financed as part of the City Hall Renovation Project utilizing the Special Projects Fund. Recommendation: It is recommended that the City Council approve the conversion to an IP based phone and voicemail system with the City of Roseville as part of the renovation to city hall and to approve the draft Joint Powers Agreement and draft Cost Recovery Agreement (contingent upon review by legal council) for support and use of the system. Respectfully Submitted, Jim Hess, Engineering/IS Technician