Submitted By
Alvin Nepomuceno, Information Technology Director
Reviewed By
Erin E. Baynes, Assistant to the Village Manager
Agenda Item Title
Title
Resolution Authorizing the Execution of a Five-year Contract with Total Communication Solutions (TCS) for a New Voice over Internet Protocol (VoIP) Telephone System by Zoom in an Amount Not to Exceed $362,331.66 over 5 years
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Overview
Overview
The current telephone system no longer meets the needs of the Village of Oak Park. It is requested that the Village Board approve and authorize the execution of the five-year contract with TCS to provide the Village with a more modern and feature-rich telephone system by Zoom.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The existing telephone system, installed in 2014, consists of now outdated, power-consuming hardware and end-of-life components. This legacy system no longer meets the demands of the evolving work environment, including remote and mobile users.
The Information Technology (IT) department prepared and posted a Request for Proposal (RFP) for a VoIP cloud-hosted telephone system in the Wednesday Journal, on DemandStar, and on the Village’s website. Seventeen vendors responded.
Staff from various departments reviewed and evaluated the proposals. Two vendors were selected to demonstrate their services to the evaluation team. A finalist vendor was chosen, and staff received equipment to “sandbox” in a test environment the Zoom VoIP system. TCS was identified as the most qualified vendor to meet the Village’s requirements.
The recommended vendor offers a robust Zoom VoIP system with non-proprietary equipment, compatibility across multiple hardware and operating platforms, enhanced service, and a simplified support and maintenance solution.
Initially, the project was anticipated as a $90,000 annual cost. However, TCS’s proposal is for $362,331.66 with a first-year cost of $118,066.46 and subsequent four years at $61,066.30 annually. The first-year cost was budgeted in the Equipment Replacement Fund, and subsequent annual maintenance and support costs will be covered by the IT operating department budget.
Fiscal Impact
The FY24 Equipment Replacement Fund (3029.41300.884.570720) is adequately budgeted for Telephone, Server, Storage, and Network projects. No additional funds or budget amendments are required for this $118,066.46 expense in FY24. Future annual maintenance costs of $61,066.30 will be requested in the IT operating department budget.
DEI Impact
The legacy system includes several power-consuming hardware units at each Village facility. The new cloud-hosted VoIP system will eliminate these power-consuming components and provide an additional layer of efficiency. Furthermore, a more robust telephone systems accommodates employees who opt to work remotely or via telecommuting.
Alternatives
The Board may delay action to obtain additional information.
The Board may choose not to adopt the Resolution, in which case staff would focus on managing outdated components instead of implementing enhanced telephone services.
Previous Board Action
The Board approved implementation of the current phone system on October 6, 2014 under Resolution 2014-R-199 for the total amount of $395,000.00.
Citizen Advisory Commission Action
The Civic Information System Commission (CISC) received updates and supported funding this FY25 project.
Anticipated Future Actions/Commitments
IT will request $61,066.30 through the budget process for annual maintenance and support.
Intergovernmental Cooperation Opportunities
N/A