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REQUEST FOR COUNCIL ACTION Date: 12/16/2002 Item No: III. g, Department ApprovaL Manager Approved: Agenda Section: ,�,�� j Presentations Item Description: Request to Approve a Feasibility Study for the Replacement of the City's Communications System Background Over the past two decades, the use of communication and information technology has become increasingly central to the provision of services to the Community. The City of Roseville has traditionally been a leader among local governments; in utilizing technology to not only enhance services, but also to make our service delivery process more efficient. As with any communication or information system, the need to periodically replace and/or upgrade these systems plays a crucial role in maintaining service levels. During the 2002 and 2003 budgeting cycles, City Staff identified the phone system at City Ha11 and other city facilities in need of replacement. This conclusion was based on the following: ❑ Both the phone and voice mail systems are approximately nine years old. ❑ The phone system is analog-based, and cannot take full advantage of digital technologies ❑ The phone system has reached its ma�mum number of allowable phone units ❑ The voice mail system is unstable, failing at an increasing rate, and is no longer supported by the manufacturer. 0 A number of phone switches and support equipment have failed and have been replaced ❑ City facilities currently operate under three separate phone number prefixes ❑ Incoming calls into City Hall cannot be transferred to all city facilities The 2003 Equipment Replacement Schedule and Budget appropriated $250,000 to replace the City's phone and voice mail system, pending a full evaluation. Discussion Items During the past year, City Staff has been evaluating a number of options for replacing the City's communication system. These options include the State's Centrex system, PBX system, and an IP telephony system. The evaluation has included both a stand-alone system as well a shared system with other jurisdictions. After several discussions with surrounding communities, the City of New Brighton and CTV are prepared to evaluate the possibility of a shared system with Roseville for the mutual benefit of all parties. The City of New Brighton and CTV have conceptually agreed to share in the funding of this study.