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TO: Mayor Thomas J. Weisner
FROM: Ted Beck, Chief Technology Officer
DATE: 1-27-2015
SUBJECT:
A resolution authorizing the City of Aurora to enter into a 5 year lease agreement with Key Government Finance (Cisco) for Cisco Smartnet maintenance for the City's voice over IP phone system. Annual maintenance amount of $46,577.00.
PURPOSE:
The City is in the process of upgrading our voice over IP phone system. This project was originally approved by Council resolution R14-00629. The ongoing maintenance (Cisco Smartnet) of that system is done via a 5 year lease with Key Government Financial. Key Government Financial is Cisco's agent for doing leases of this nature. This lease is specific to annual maintenance only. The lease allows the City to pay for maintenance on the system annually instead of a lump payment upfront.
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. The first years maintenance cost is included in the project that was approved with resolution R14-00629. The remaining years of the lease agreement will be taken from 101.1231.419.38-13. Neither Cisco or Key Government Finance have outstanding debt with the City of Aurora. A sole source affidavit is attached. This affidavit is the same as was originally used with R14-00629.
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:
I request authorization to enter into this 5 year lease agreement with Key Government Finance for ongoing maintenance of the City's phone and video system.
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 a 5 year Lease Agreement with Key Government Finance (Cisco) for Cisco Smartnet maintenance for the City's voice over IP phone system.
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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's phone system hardware and software is provided by Cisco and implemented by Sentinel Technologies, Downers Grove, Illinois
WHEREAS, the use of the voice of IP solution has saved significant cost by utilizing the City fiber optic network as its backbone
WHEREAS, continued maintenance of the phone system hardware and software is highly desirable, and will be paid out of account 101.1231.419.38-13.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizing a 5 year Lease Agreement with Key Government Finance (Cisco) for Cisco Smartnet maintenance for the City's voice over IP phone system, at an annual maintenance cost of $46,577.00.