Item 8B - Phone SystemAGENDA ITEM:
DATE:
SUBMITTED BY:
BACKGROUND:
STAFF REPORT
City of Atlantic Beach
Commiss ion Meeting
New Ci ty Phone System
April 30 , 2015
Keith Randich , IT Director ~~
AGENDA ITEM #8 0
MAY26,2015
The City uses th e or ig inal a na log phone sys tem tha t was insta ll ed when the C ity Hall buil di ng was constructed .
The Po li ce Stat ion has thei r own ph one system. That system is a t ca pac it y and cannot add additional phones. ln
add it ion, it does not provid e voice mailboxes for all emp loyees, most notab ly police o ni cers. Neither syste m has
th e opti on to answer and direct call s with an auto-a tt endant. We regu larly ex pe1ience difficultly acqu iri ng phone
equipmen t tha t can work wit h the analog ph one lines. Tn a City emergency, a sma ll nu mber of phones can be
forwarded, but most ca ll s to the Ci ty woul d go un answered.
Staff exam ine d a number of vend ors providing digi ta l pbone system s usin g technology called Voi ce over JP
(VolP). We e lected a sys tem from Shoretcl as the best fit for the Cit y. This system g ives us the capab ility of
prov iding multipl e li nes to a ll phone s, vo icemai l boxes for a ll s taff, ca ll recordin g, and auto-allcnd ant answering
fo r the Ci ty ca ll centers s uch as C ity Hall , Po li ce Department, a nd Utility Billing. Thi s syste m allows the City to
reduc e the num be r of phone lines they rent fr om the ph o ne com pa ny by 33%. The design of the phone system
also allow s it to operate i n the event of a power ou tage in th e C ity. A po1tion of the phone system wou ld be
house d at a co-loca tion site, and wou ld receive and forward ca ll s, as well as record voice mail messages du r in g an
emergency.
Com mu nica ti on Plaru1in g Corporatio n of Jackso nvill e submitted the low qu ote of $62,167.39 for the phone
system. However, staff is reconun endi ng that th e City co ntract with Vet1eks Consult ing of Oca la for $64,285.96.
Both companies are providing t he same phone sys tem . Vcrteks' quote incl ud es 24 by 7 system monitoling.
Because the ph o ne system will require support in the eveni ngs a nd weekends (primar ily in the Poli ce
Departm e nt), thi s ad ditiona l feat ure and it s associa ted cost was deemed necessary.
BUDGET: $102,500 is in the 2014-20 15 lT Department Capital Budget for the New C ity Phone System
RECOMMENDATION: S taff recommends authoriza ti on for the City Manager to sig n the pu rchase agreemen t
between the C ity and Yerteks Co nsult ing for the amo unt of$64,285.96.
ATTACHMENTS: City Co-Location Pr oject Powe rpoint
REVIEWED BY CITY MANAGER: '-1"7. (/~ ~