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<br />CITY OF SAN LEANDRO <br /> <br />STAFF REPORT <br /> <br />APPROVED AND <br />FORWARDED <br />TO CITY COUNCIL <br /> <br />TO: <br /> <br />John J ermanis, City Manager <br /> <br /> <br />DATE: <br /> <br />May 24, 2007 <br /> <br />VIA: <br /> <br />Stephen Hollister, Assistant City Manager <br /> <br />FROM: <br /> <br />Rayan Fowler, Information Services Manager <br /> <br />BY: <br /> <br />Kenton J ang, Assistant Information Services Manager <br /> <br />SUBJECT PROJECT/PROJECT DESCRIPTION: <br /> <br />RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONSULTING <br />SERVICES AGREEMENT WITH EXTRATEAM FOR THE DESIGN, IMPLEMENTATION, <br />INTEGRATION, AND ALSO PURCHASE REQUIRED HARDWARE OF A JOINT <br />MICROSOFT AND CISCO UNIFIED COMMUNICATIONS SOLUTION FOR A CITY- <br />WIDE IP COMMUNICATIONS SYSTEM <br /> <br />SUMMARY AND RECOMMENDATION <br /> <br />The City's existing private branch exchange (PBX) phone system is at the end of its life cycle <br />and the existing voicemail system is near the end of its life cycle. Staff recommends that the <br />City Council authorize the City Manager to execute a consulting services agreement with <br />ExtraTeam for the design, implementation, integration, and also the purchase of required <br />hardware of a joint Microsoft and Cisco Unified Communications solution to replace the existing <br />NEC 2400 PBX plus any and all related components and the Octel 250 Voice Message Server at <br />the June 4, 2007 City Council Meeting. <br /> <br />BACKGROUND <br /> <br />Analvsis <br /> <br />The City installed the existing PBX and Voice Message Server in the early 1990s. Over the <br />years, cost effective hardware and software enhancements have been made to the original <br />components in order to maintain the reliability and functionality of the City's core <br />telecommunications system. While the system performed well for many years, it is now <br />considered at the end of its life cycle by the manufacturer. As a result, the cost for replacement <br />parts (if available), maintenance, and support are on the rise. In addition, the system <br />infrastructure is such that technical capabilities are limited and implementing new applications <br />and features to enhance service delivery to the community is no longer possible. <br /> <br />Staff considered the following three approaches towards a solution. First, maintain the status <br />quo and adapt future operations to the technological shortcomings of the existing system and <br />operate with an ever increasing risk factor. This would involve the City risking the potential <br />crippling of its communications for an undetermined amount of time in the event of a serious <br />