Agenda Item
City Council
Item #: 3.5. 4/11/2023 File #: 23-0186
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Susan Galvan, Assistant City Manager
1. SUBJECT
First Amendment to agreement with Protel Communications, Inc. DBA ProTelesis for VoIP telephone upgrade.
2. SUMMARY
This First Amendment to a VoIP telephone service support agreement with ProTelesis authorizing the purchase and installation of a VoIP telephone system upgrade.
3. RECOMMENDED ACTION
Approve the first amendment to agreement with Protel Communications, Inc. doing business as ProTelesis in the amount of $72,833.35 for VoIP telephone upgrade; and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this amendment is $72,833.35, for a total agreement cost of $226,408.35, and will be funded in Phone System Refresh (20509) through Computer Replacement (790).
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service
c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
Through a competitive RFP process, on December 9, 2014, the City Council approved the purchase and installation of a City-wide Shoretel Voice over IP (VoIP) telecommunication system for $531,142.27 which, in addition to the purchase of a new phone system, also included support services for five years through a Shoretel reseller -Packet Fusion. Through a competitive RFP process, on February 11, 2020, the City Council awarded the next five-year support contract with Protelesis. At the time of the award with Protelesis, it was known that Mitel acquired Shoretel in 2017. One of the key expectations with Protelesis was to assist the City in any affected areas due to the Mitel acquisition.
For the last few years it has been known that select key Shoretel equipment in operation at the City will reach “end of life” on June 30, 2023, meaning the manufacturer will only provide best effort technical support for catastrophic failures and critical issues. As a remedy to this risk, Protelesis has negotiated an agreement with Mitel to furnish Mitel equipment and software at a reduced cost. The City of Orange Printed on 4/5/2023Page 1 of 2
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Item #: 3.5. 4/11/2023 File #: 23-0186
negotiated an agreement with Mitel to furnish Mitel equipment and software at a reduced cost. The Shortel licensing will transition to become Mitel licensing as a result of the upgrade per the negotiated agreement. Mitel is motivated to transition their Shoretel customers to their more current Mitel platform. Mitel has provided an upgrade pathway to replace the “end of life” Shortel equipment through our VoIP support partner Protelesis totaling $62,833.35. The current reduced cost approach with Mitel is available now as an incentive to transition. All indications are this opportunity exists now but will likely be unavailable at a later date.
The project approach for the transition from Shoretel to Mitel will involve a hybrid phased phone system setup. Effectively, both phone systems will co-exist in the environment but will be seamless to both the outbound and inbound caller’s experience. Due to the complexity of the project undertaking, staff recommends including a $10,000 contingency for any additional needs that may be identified during the project and authorized by the City’sIT Project Manager, making the total first amendment increase to $72,833.35 and overall amended contract total cost to $226,408.35.
Staff recommend approval of the first amendment with the VoIP phone system support provider Protelesis to upgrade the phone system to Mitel and transition off Shoretel.
7. ATTACHMENTS
· First Amendment with Protel Communications, DBA Protelesis City of Orange Printed on 4/5/2023Page 2 of 2
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