Placentia City Council
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DAVID RADOMSKI, SERGEANT
DATE: OCTOBER 4, 2022
AGENDA REPORT
SUBJECT: AMENDMENT OF CITYWIDE UNIFIED COMMUNICATIONS (TELEPHONE SYSTEM) AS A SERVICE (UCaaS) SOLUTION FROM RINGCENTRAL, INC.
FISCAL
IMPACT: EXPENSE: $6,222.52 Current Monthly Subscription $6,628.93. New Monthly Subscription (101523-6136)
$2,138.00 Hardware Purchase (101523-6840)
AVAILABLE BUDGET: $110,732.76 IT Software Maintenance (101523-6136) $90,000 IT Machinery & Equipment
SUMMARY:
On May 4, 2021, the City approved the purchase and authorized a software agreement and monthly contract with RingCentral, Inc. for its City-wide phone service. Since then, the addition of employees and need for additional workstations has required fifteen (15) new user licenses, one (1) new limited extension, and two (2) new T43u desktop handsets. Fourteen (14) of the new extensions are upgrading existing limited extensions required by the Fire & Life Safety Department in order to utilize additional feature sets, such as voicemail and call -forwarding. One (1) additional line is for the new office at the Koch Park facility. One (1) additional limited extension is for the mechanic's desk at the Corporation Yard. The two (2) additional handsets are for Koch Park and Corporation yard extensions. Lastly, this scope will also provide the necessary telephone equipment for the newly remodeled Fire & Life Safety Headquarters located at Old City Hall which will include one (1) new CP965 conference room phone, six (6) new T43u desktop handsets, six (6) new user licenses, and one (1) limited extension for the conference room line.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the City Administrator's purchase authorization increase in the total amount of $6,628.93, a $406.41/month increase and one-time purchase of $2,138.00; and
2. Authorize the City Administrator to execute all necessary documents, in a form approved by the City Attorney; and
i.f.
Oct 4, 2022
City Council Agenda
September 20, 2022
3. Authorize the City Administrator or their designee to manage future routine changes without further Council approval, in order to adjust for addition/subtraction of workforce and workstations as needed for daily operations.
DISCUSSION:
City staff currently manages the user licenses and hardware requirements for this program as it is now the City's sole landline phone utility. This practice is now very similar to our wireless/cellular data account management process. Staff is asking that Council give authorization to manage this account on a monthly basis comparable to our previous copper solution with AT&T. Users will be added or subtracted in a timely manner without further Council approval. This will assist in avoiding delays setting up or removing workstations in all departments.
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
FISCAL IMPACT:
The total expense associated with the amendment to the RingCentral agreement is a $406.41/month increase and one-time purchase of $2,138.00. The annual subscription fees will remain in future operating budgets.
Prepared by.
David Radoms�i
Police Sergeant
Reviewed and approved:
Jennifer' ampman
Director of Finance
Reviewed and approved:
Rosanna Ramirez
Deputy City Administrator
Reviewed and approved:
City Administrator
Attachment:
Change Order Form for City of Placentia 09-27-2022