Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH N2NET, INC. FOR A VOICE OVER INTERNET PROTOCOL (VoIP) TELEPHONE REPLACEMENT SYSTEM; AND DECLARING AN EMERGENCY.
Executive Summary: The City of Hudson’s VoIP phone system is approaching seven years old, it is currently not supported and some of the equipment is beginning to fail. In lieu of investing significant funds into an old system, and with an increasing risk of extended outages, we have decided that replacing the existing VoIP system is the best course of action. After an extensive research and review process conducted by staff we have selected the Digium SwitchVox Phone system provided by N2Net as the replacement VoIP solution.
Body
Legislative History
None.
Purpose & Explanation
In lieu of investing significant funds into an old system, and with an increasing risk of extended outages, we have decided that replacing the existing VoIP system is the best course of action. Communications have evolved significantly over the past few years and there are various options to consider. By analyzing the existing phone functions and the current needs of Staff we were able to identify a handful of potential solutions. Staff reviewed each solution and assessed them on which best met the needs of the City.
VoIP Solutions Reviewed:
- Digium - SwitchVox
- Digium - Asterix
- Cisco - Unified Communication System
- Ring Central - Hosted Solutions
- Jive - Hosted Solution
A consensus opinion was established after these presentations and Digium’s SwitchVox was selected. Here is a list of features Digium’s SwitchVox contains that exceeds the other solutions reviewed:
- Much lower costs than brand named alternatives
- Has the same functionality as the large brand-named alternatives
- Can leverage our existing VMWare infrastructure
- Quick deployment time
- Phone costs are very competitive
- Have experience in the Public Sector deploying to various other cities and counties across the country, including the Summit County Health Department
The City Administration is requesting City Council approval to authorize the City Manager to award and enter into a contract with N2Net for the purchase of the Digium SwitchVox VoIP solution and professional services. Here are all the costs associated with the purchase and implementation of the Digium SwitchVox Phone system.
Equipment & Software $60,291.20
Professional Services and Configuration Costs $2,049.00
Additional Discounts $-2,000.00
Total Cost: $62,340.20
Timing Considerations
Upon authorization to proceed by the City Council, the administration will award and enter into a contract with N2Net for the above amounts. Delays may impact the project completion timeline as projected below.
- City Council contract approval anticipated on September 4, 2018
- Contract finalized no later than September 5, 2018
- Selected firm begins work September 5, 2018
- Project completion date November 5, 2018
Fiscal Impact
X Currently Budgeted
Supplemental Appropriation Required
Appropriation Not Required.
Recommendation
Suggested Action
Staff recommends that City Council approve this Resolution authorizing the City Manager to award and enter into a contract with N2Net, Inc., and we are requesting an emergency clause be added to this legislation in order to maintain the requested timeline for completion.
Submitted by,
Jane Howington, City Manager
Paul Leedham, Information Systems Director