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Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 24-124    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 8/27/2024 Final action: 8/27/2024
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
Attachments: 1. Independent Contractor Agreement.pdf, 2. Resolution-Telecommunication System.pdf, 3. TCS Village of Oak Park RFP Response, 4. Village of Oak Park Final Pricing, 5. Village of Oak Park Final Quote, 6. VoIP Telephone RFP Vendor Responses List
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

End
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.
End

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The existing telephone system, installed in 2014, consists of now outdated, power-consuming hardware and end-of-life components.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 ...

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