Item 3B Phone SystemAGENDA ITEM:
DATE:
SUBMITTED BY:
BACKGROUND:
STAFF REPORT
City of Atlantic Beach
Co mmi ss ion Meeting
New City Phone System
April30, 2015
Keit h Randich , IT Director /ct..
AGENDA lT I~M u:m
JlJNE 8, 20 15
The City uses the origin al ana log phone system that was installed when th e C ity Ha ll building was constructed.
The Police Station ba s their own pho ne syste m. That sys tem is at capacity and cannot add addi ti o nal phones. 111
addition, it does not provide vo ice mailboxes for all emp loyees, most notabl y police oflicers. Neither system has
the option to answer a nd dire ct ca ll s with an auto-attendant. We regul arly experience di[{icult ly acquiring phon e
equ ipment that ca n wo rk with the analog ph one li nes. 1n a City eme rgen cy, a sma ll number of phones ca n be
fornarde d, but most calls to th e City would go unan swered.
Staff examined a numb er of vendors provid ing digital phone systems using technology ca ll ed Voice over lP
(Vo Jl>). We elected a syste m from Shoretel as the best fit for the City. This sys tem gives us th e capabi lity of
providing multiple line s to a ll p hones, vo icemail boxes for all staff, call recording, and auto-attendant answering
for the City ca ll centers suc h as City Hall , Police Departme nt, and Utility Billing. T his system a ll ows th e Cit y to
reduce the num ber of phone lines I hey rent from the phone compa ny by 33%. The design of the phone system
also a ll ows it to operate in the even t of a powe r outage in the City. A portio n of the phone sys tem wo uld be
housed at a co-location s ite, and would receive and forward ca ll s, as we ll as record voice mail messages during an
eme rgency.
Com muni cat ion Pl a1ming Corp orati on of J ac kso nville subm itted the low qu ote of$62, 167 .39 for the phone
sys tem. However, staff is recommending that the City co ntract with Ve1teks Cons ultin g of Ocala for $64,285 .96.
Doth companies are provid ing the sa me ph one sys tem . Vertcks' qu ote includes 24 by 7 system monitoring.
Because the phone system will req uir e support in t he evenings and weekends (prima rily in the Poli ce
Department), th is add iti ona l featu re and its associated cost was deemed necessary.
BUDGET: $102,500 is in the 20 14-20151T Department Cap ital Budget fo r the New Ci ty Phone System
RECOMMEND A TTON: Staff recommends authoriza ti on for the City Manager to sig n the purchase agreement
between th e C ity and Vcrteks Consu lt ing for the amo unt of$64,285.96.
ATTACHMENTS: City Co-Locat ion Proj ect Powerpoint