TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Steven Scardina, Information Technology Manager
1. Subject
title
Agreement with Protel Communications, Inc. DBA ProTelesis for telephone service support.
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2. Summary
The City utilizes a Mitel phone system. This agreement will provide for hardware and software maintenance and licensing as well as general phone system support.
3. Recommended Action
recommendation
Approve the agreement with Protel Communications, Inc. DBA ProTelesis in the amount of $198,660.12 for telephone service support; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The annual expense for this agreement is $39,732.02 and will be funded through Information Systems Operations (780):
780.1601.51420.00000 Maintenance Contracts
This agreement is for five years totaling $198,660.12, payable in $39,732.02 annual installments. Future installments will be budgeted in conjunction with the annual operating budget.
5. Strategic Plan Goals
Goal 5: Improve Infrastructure, Mobility, and Technology
6. Discussion and Background
Through a competitive RFP process, on February, 11, 2020, the City Council approved a five year agreement with Protelesis for telephone support services. The City’s Mitel phone system is the main enterprise system providing phone communications to 23 City facility locations. This maintenance agreement provides for 24/7 support for the hardware inclusive of hardware replacement. The agreement further provides for the Mitel phone system licensing. This agreement provides for a predictable cost to maintain the City’s phone system infrastructure for five years. The phone system is a modern telephone communication platform allowing for rich communication features such as calling trees, ring groups, unified desktop communications, and automated attendant features. Protelesis provides guidance and support in these complex areas of phone system programming.
The existing five-year contract with Protelesis totaled $153,575 with a fixed annual cost of $30,715.00. The new five-year contract similarly provides for a fixed annual cost of $39,732.02 which is within a reasonable inflationary range. Staff have been satisfied with the services provided by Protelesis and recommend continuance of their services.
7. ATTACHMENTS
• Agreement with Protel Communications, Inc. DBA Protelesis