Agenda - 06-02-2009 - 4cc - Laserfiche WebLink

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• City of Charlotte • City of Fayetteville • Greenville Utilities • Shaw University • NC DMV 2 Although cost was a strong consideration, the recommendation for award is based on a variety of critical elements such as: the configuration of the system proposed, hardware proposed, similar experience, implementation approach, and the quality and completeness of actual response to the proposal. Of the system's many features, two in particular are expected to provide enhanced operational efficiency: • "Meet Me Conference Calling" allows up to fifty participants to join a conference call by dialing a single phone number. This will enable staff to more easily utilize teleconferencing, thereby cutting down on the need for travel to a central location. • Contact Center will allow multiple call centers to be set up. This would allow users to "log into" a call group to assist in answering calls during times of heavy call volumes. This would be particularly helpful during times of emergency. Implementation of the phone system will be done in phases to provide a smooth transition. Hillsborough Commons, the new Office Building and the new Library would be the first installations of the new system. Full implementation is anticipated by the end of the calendar year. The system will replace the approximately 650 phone sets in Hillsborough offices. Implementation of this system will also require upgrading networking equipment in each of the buildings and providing new networking equipment for the Library, Hillsborough Commons and Office Building. This equipment will be purchased through either the State Contract of North Carolina or a GSA contract and will constitute about 30% of the estimated $575,000 acquisition cost. Staff will meet with County departments and the proposed vendor to establish the final configuration and cost following Board approval of the acquisition. As a side note, at their June 16 meeting, the Board will consider a contract to lease/purchase phone equipment from Cisco for the Chapel Hill/Carrboro City Schools (CHCCS). Both Orange County Schools and CHCCS currently utilize Cisco systems throughout their Districts. Cisco also responded to the County's RFP through their local providers with costs ranging from $850,000 to $1.1 million. Given the cost differential and the strength of the Avaya proposal submitted by RTS, staff feels the Avaya solution is the best overall response for the County. FINANCIAL IMPACT: The County's 2009-10 Capital Investment Plan (CIP) allowed for debt financing of up to $1 million in FY 2009-10 to replace the County's telephone system. The actual cost of the phone system replacement will not exceed $575,000, $425,000 less than the original estimate. In action to be discussed by the Board during a later agenda item, staff recommends the Board authorize a total of $1 million debt financing in fall 2009 to cover costs of replacing the County telephone system ($575,000) and complete Link Center renovations to the extent funding is available ($425,000). Debt capacity calculations presented to the Board during 2009-19 CIP discussions have anticipated financing of $1 million. Payment for the phone system will be required before the financing is secured. A Reimbursement Resolution is included to allow the necessary flexibility in the timing of the financing.