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4 DATE: May 6, 2024
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Diane Pitman, Administrative Services Director
Rob Lasky, IT Manager
DEPARTMENT: Administrative Services
SUBJECT: AUTHORIZING THE ISSUANCE OF A REQUEST FOR
PROPOSALS FOR A CITYWIDE PHONE SYSTEM
REPLACEMENT
RECOMMENDATION
It is recommended that the City Council of the City of Foster City approve the issuance of the attached Request for Proposals (RFP) for a Citywide Phone System Replacement.
EXECUTIVE SUMMARY
The City’s current Shoretel phone system was purchased in 2013 and is due for replacement. A replacement system will provide a reliable communications platform to support the City’s operations. The necessary funding is available within the Information Technology (IT) Internal Services Fund budget for Fiscal Year 2023-2024.
BACKGROUND/ANALYSIS
Foster City purchased the current Shoretel phone system in 2013. Shoretel was acquired by Mitel in 2017. In 2022, Mitel announced the planned end-of-life for all Shoretel hardware and software by 2029.
A replacement phone system will provide the City with the stability of long-term support, enhanced communications and will offer better integration with other devices, like
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4 smartphones. It is anticipated that the new system will be cloud-based, which will make the system more resilient than the premise-based hardware we are currently using.
California Environmental Quality Act
Not Applicable
FISCAL IMPACT
There are no costs associated with the issuance of the RFP. Once the proposals have been reviewed and a recommended reseller is chosen, the purchase will come back to City Council for approval. The estimated cost for the citywide replacement phone system is $275,000 and is included in the Information Technology (IT) Internal Services Fund budget for Fiscal Year 2023-2024.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Innovation and Sustainability
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Request for Proposals – Citywide Phone System Replacement