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DATE: June 27, 2016 TO: Honorable Mayor and City Councilmembers FROM: Sue Iverson, Interim City Administrator/Director of Finance and Admin Services SUBJECT: Purchase New Phone Equipment Budgeted Amount: Actual Amount: Funding Source: $40,000 $8,000 General Fund: Government Buildings Department Background The City’s IP Cisco phones are 10 years old and went off support last year with Cisco. While the phones still work with the server software IT is currently running, this might not be the case next spring when they do the next software patch upgrade. Cisco no longer supports these phones and is not obligated to update the software packs that recognize these old models. A number of other agencies need to replace their phones as well. Roseville, Mounds View and the Watershed District have already updated their phones. IT is recommending that Arden Hills replace the majority of the phones with the 8800 series which is similar (but not identical) to the 7900 series phones we currently use. Based on the expected replacement cost it will be about $9,800. Cisco has been offering a trade-in program with a $75 credit for used phones but the program comes and goes. I contacted IT to find out if there was a rebate program currently in place and they confirmed that there is one if we submit our order no later than June 30, 2016. We would save about $1,800 on our replacements which is a savings of 18.5%. IT estimates with the savings our cost would be about $7,500 - $8,000 if we do it now versus waiting until early next year. The funding would come from the maintenance line item in the Government Buildings department which currently has a budget of $40,000 for maintenance items. Council Action Requested 1. Motion to approve replacing the current IP Cisco Phones with the 8800 series Cisco IP Phones. CONSENT ITEM – 6I MEMORANDUM