Title/Name/Summary
Mindsight Cisco Phone System Upgrade
History
The Village replaced the telecommunications system with the Cisco Unified Communications system version 12.5 in 2022. At the time of installation the version of Unified Communications that was supported was version 12.5. Cisco is ending its the support of version 12.5 in August of 2025 which necessitates the upgrade of the software to version 15 SU1. The following software is part of the upgrade plan;
Cisco BE7K Server Upgrade
Cisco Communications Manager (CUCM) Upgrade
Cisco Unity Connection (UCON) Upgrade
Cisco IM and Presence (IM&P) Upgrade
Cisco Emergency Responder (CER) Upgrade
Cisco Expressway Core and Edge (Exp C/E) Upgrade
Cisco Unified Contact Center Express (UCCX) Upgrade
Singlewire InformaCast Upgrade
The upgrade requires a complete uninstall and reinstallation of the new software and due to the complexity of the phone system, the staff is recommending that the vendor that assisted with the original installation complete the upgrade for the Village, Mindsight. The proposal includes development of the project plan, completing health checks, pre-upgrade testing, disaster recovery validation, software installation, ESXi upgrades, phone upgrades, validation and post go-live support. Mindsight is part of the Interlocal Purchasing System Cooperative (TIPS) and has provided a quote using the TIPS purchasing cooperative.
Financial Impact
Funds for the upgrade of the telecommunications system are approved in the Information Technology 2025 budget.
Recommended Action/Motion
I move to approve the waiver of the competitive bid process in lieu of participation in the Interlocal Purchasing System (TIPS) Purchasing Cooperative pursuant to Contract #230105 for Consulting and Other Related Services and authorize the approval and execution of a vendor contract with Mindsight for the Cisco Unified Communications Version Upgrade based on Mindsight’s proposal dated February 19, 2025, for a not-to-exceed contract price of $40,850.00;
AND
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.