10.2 SR 01-17-2023
Request for Action
To Item Number
Mayor and City Council 10.2
Agenda Section Meeting Date Prepared by
Work Session January 17, 2023 Seth Calvin, IT Manager
Item Description Reviewed by
Phone System Upgrade Cal Portner, City Administrator
Reviewed by
Action Requested
Receive information, discuss, and provide staff direction.
Background/Discussion
During the IT budget review and CIP discussion, the Council was informed a phone system server is in need of
replacement and the telephone system, purchased in 2015, was also nearing its end of life. The replacement server
would be sufficient to use in (2025) in which the phone system is scheduled to be replaced.
Further research into the replacement phone system has shown that technology improvements and use of cloud
technology could create an opportunity for significant annual savings for telephony services. IT staff took the
liberty of getting quotes and specs from eight providers and having staff test three of the providers products and
services.
Staff would like the Council to consider advancing the purchase of a new phone system which would both better
meet city needs and significantly save money over the next 10 years.
Financial Impact
IT capital purchases generally are funded through the Capital Outlay Reserve Fund, which has sufficient funds
available.
Mission/Policy/Goal
The City of Elk River Mission Statement
Meet changing needs – agile
Responsible for every dollar – good stewards
Attachments
Phone System Cost Comparison
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity.
Updated: August 2020
/ƚƭƷƭ CiscoWebExZoom3CX
ĻğƩƌǤЊЉĻğƩƭ UserCount262262262
VistaPoint1,500.0$0$15,000.00Cost/User5.92$$7.25$2,950.00
ServerH/W5,000.0$0$50,000.00Add.MonthlyCosts402.0$0$175.00$910.22
ServerS/W2,942.5$0$29,425.00MonthlySupport786.0$0
CiscoLicensing8,500.0
$0$85,000.00E911043.35$
Support1,500.0$0$15,000.00ComplianceRecoveryFee0
CiscoRouter380.86$$3,808.58
CiscoOriginalCost15,750.5$0$157,504.97
PRI23,112.0$0$231,120.00
ManagementCost10,992.0$0$109,920.00
1Timecost17,350.0$0$17,970.00$7,656.00
DeskPhoneCost$$20,000.00$20,000.00
TypicalYearlyCost30,992.0$01TimeCredit
Total69,677.8$6$696,778.55$32,875.20$24,894.00$14,392.84
MonthlyCost5,806.49$$2,739.60$2,074.50$1,199.40
TheyProvideSIP$3,045.27$4,105.00$1,199.40
"YearlyTotal$36,543.20$49,260.00$14,392.84
MonthlyCosts
$3,000.00
$2,739.60
$2,500.00
$2,074.50
$2,000.00
$1,500.00
$1,199.40
$1,000.00
$500.00
$
CiscoWebExZoom3CX
OneTimeProjectCost
$25,000
$20,000.00$20,000.00
$20,000
$17,970.00
$17,350.00
$15,000
$10,000
$7,656.00
$5,000
$
$0
CiscoWebExZoom3CX
OneTimeCostsDeskPhoneCosts