CCP 09-25-2006 - Laserfiche WebLink

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. . . the Public Works facility, Currently the City of Arden llills is being charged approximately $13,200 annually through the State of Minnesota for phone scrvicc at City Hall, The current phonc system at City Hall is older and the technology is becoming outdated, The City's current phone system is also not very user fiicndly in regards to utilizing the voice mail system, phone transfers, and inter-office phone calls, 1n thc past, City staff mcmbers have received poor customer service from the State of Minnesota regarding technology and/or billing questions, The City of Roseville has submitted a proposal to the City for switching over to the JP phone system, The City was quoted a price of $10,020,67 for new telephones, adaptors, and other necessary equipment. Thc City would bc purchasing approximately twcnty-two new telephones for the new system, The City of Roseville charges a monthly fee for dial tone, voice mail, maintenance, and licensing, The current monthly charge is $20 per phone for users with voice mail, and $10 for incidental use telephones in meeting rooms, public phones, etc." Based on the number of required telephones, the monthly charge will be approximately $600 which would include the Public Works facility, This would result in a monthly savings of about $300 over what the City currently pays the State of Minnesota for its servicc, In effect. the initial investment in the telephone equipment would pay for itself in less than 36 months, At this time, City staff has not budgeted for this purchase in the proposed 2007 budget. If the proposed phone system change is adopted by the City Council, tbe City would have to change the phone numbers at City HaIL This would rcquire some marketing and education of the public regarding the changing phone numbers, The City of Roseville recently went through this change and would be agreeable to assist the City with markcting and advertising the proposed phone number changes and making the transfer as smooth as possible. City staff is not required to provide a YO or 120 day written notice to the Statc of Minnesota regarding the cancellation of services, but we must provide the State with a written notice identifying the date that we are planning on canceling our existing service and what phone features wc are planning on disconnecting, Staff Recommendation City staff is requesting City Council input regarding the possibility of switching our existing phone system to the Internet Protocol phone system eunently being offered by the City of Roseville,