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 19-258    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 9/16/2019 Final action: 9/16/2019
Title: A Resolution Approving an Independent Contractor Agreement with Telcom Innovations Group, L.L.C. to Upgrade the Mitel Telephone System Software in an Amount Not to Exceed $11,396.00 and Authorizing its Execution
Attachments: 1. Telcom Resolution, 2. Telcom ICA, 3. TIG Software Update Quote - 34378

Submitted By                     

Alvin Nepomuceno, Information Technology Director 

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving an Independent Contractor Agreement with Telcom Innovations Group, L.L.C. to Upgrade the Mitel Telephone System Software in an Amount Not to Exceed $11,396.00 and Authorizing its Execution

 

End

Overview

Overview

This item is to upgrade the Mitel phone system software to the latest version to ensure village phone functionality. The project also includes the removal of some controllers to minimize cost and simplify the system.

 

End

Recommendation

Recommendation

Approve the Resolution.

 

Fiscal Impact

The total project cost is $11,396.00 and is covered under the 2019 budgeted IT Telephone Maintenance fund (account number 1001.41040.101.550672, which has a current balance of $15,657.04).

 

Background

On 10/06/2014, the Board approved an agreement with Telcom Innovations Group (TIG) for implementation of our Mitel phone system (RES-2014-R-199_I.2_100614) and the project was completed in February of 2015.

 

The approved 2015 agreement included a 5-year annual telephone maintenance and software assurance support schedule beginning in the 2015 fiscal year. The annual cost for this support was under $22,000 annually.

 

In January 2019, the village renewed year-five of the annual telephone maintenance and software assurance support agreement at a cost of $21,342.96.  In addition, the upgrade (this agenda item) will cost $11,396.00.   Therefore, this agreement is submitted for Village Board approval since the  combined total exceeds the Village Manager’s spending authority of $25,000.

 

Alternatives

The Board could elect to not approve the system upgrade and risk the functionality of the internal village phone system.

 

Previous Board Action

On 10/06/2014, the Board approved an agreement with Telcom Innovations Group (TIG) for implementation of our Mitel phone system and annual maintenance support (RES-2014-R-199_I.2_100614).

 

Citizen Advisory Commission Action

The Civic Information Systems Commission (CISC) first reviewed the Village’s IT Strategic Plan at their April 17, 2014 meeting.  This plan includes the telephone system, including its upgrade and maintenance, and CISC receives regular updates. 

 

Anticipated Future Actions/Commitments

Continued annual maintenance and software assurance support at a cost anticipated to remain under $25,000 annually.

 

Intergovernmental Cooperation Opportunities

NA