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
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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.
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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