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TO: Mayor Thomas J. Weisner
FROM: Ted Beck, Chief Technology Officer
DATE: 8-28-2014
SUBJECT:
A resolution authorizing the purchase and implementation of a Cisco VOIP (voice over IP) system upgrade with Cisco and Sentinel Technologies, Downers Grove, IL. Total project cost of $227,963.43. The first year of maintenance is included in the purchase price.
PURPOSE:
The City began the implementation of a Cisco VOIP during the fall of 2009 with the Aurora Police Department. We had a full City cutover to this system during the summer of 2010. This upgrade would upgrade our core Cisco VOIP software to Cisco's current 10.X software platform. This upgrade is required to stay current for system maintenance and support our feature sets. The upgrade also includes a broader suite of capabilities known as Cisco Unified Communications. The upgrade includes integration to our existing Exchange environment and integration with our existing Cisco Telepresence System.
BACKGROUND:
The use of the Cisco voice system has provided the City with substantial benefits. Approximately $500,000.00 annually in cost savings from utilizing the City's fiber network instead of carrier networks. This system provides for a common phone system and numbering plan throughout the City. The system also provides for a common call handling and queuing for both the Customer Service Center and Water Billing Departments.
DISCUSSION:
Funds for this upgrade were approved as a 2014 Capital Improvement Package C105. Budget Account 101.1231.419.64-10. Sentinel Technologies does not have outstanding debt with the City of Aurora. A sole source affidavit is attached.
IMPACT STATEMENT:
The Cisco VOIP system has provided substantial benefits to the city for the past 5 years. This phone system has enabled a more efficient method of communication for our staff and residents
RECOMMENDATIONS:
That the members of the Finance Committee authorize the Cisco VOIP upgrade project with Cisco and Sentinel Technologies, Downers Grove, IL total project cost of $ 227,963.43.
cc: Alderman O'Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Peters, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the purchase and implementation of a Cisco VOIP (voice over IP) system upgrade with Cisco and Sentinel Technologies, Downers Grove, IL. Total project cost of $ 227,963.43.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, The City of Aurora has successfully utilized a Cisco voice over IP solution since 2009; and
WHEREAS, Cisco has provided pricing to the City for this project that is significantly below both the State and Federal contract prices; and
WHEREAS, Sentinel is a registered vendor with Cisco and has extensive experience with the City of Aurora and specifically with our VOIP system; and
WHEREAS, This VOIP system upgrade is a planned capital improvement project in the 2014 City budget. Funding for this project is set aside in CIP budget account 101.1231.419.64-10; and
WHEREAS, that pursuant to Aurora Code Section 2-335(a)(3) this upgrade to the City's VOIP, voice over IP communication system, is more cost and time frame effective with Sentinel Technologies and Cisco in this situation; and failure to act promptly may likely result in a substantial increase in cost thereof to be borne by the city.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: Authorizes the purchase and implementation of a dCisco VOIP (voice over IP) system upgrade with Cisco and Sentinel Technologies, Downers Grove, IL. Total project cost of $227,963.43.
PASSED AND APPROVED on ______________.
AYES ____ NAYS ____ NOT VOTING ____ ABSENT ____
____________________________ __________________________
Alderman Bohman, Ward 1 Alderman Garza, Ward 2
____________________________ __________________________
Alderman Mesiacos, Ward 3 Alderman Donnell, Ward 4
____________________________ __________________________
Alderman Peters, Ward 5 Alderman Saville, Ward 6
____________________________ __________________________
Alderman Hart-Burns, Ward 7 Alderman Mervine, Ward 8
____________________________ __________________________
Alderman Bugg, Ward 9 Alderman Johnson, Ward 10
____________________________ __________________________
Alderman Irvin, At Large Alderman O'Connor, At Large
ATTEST:
____________________________ __________________________
Acting City Clerk Mayor
Attachments: Affidavit, Sentinel Statement of Work