Title
Unified Messaging Upgrade to Voice Mail
History
Unified Messaging will allow for a one point storage and retrieval system for all of the Village's electronic communications. Voice mails will be combined into users e-mail boxes and can be managed with e-mail clients such as Microsoft Outlook. This Unified Messaging will also be needed to continue supporting the use of voice mail through staff computer desktops, as the existing version can not be used with the new Microsoft 2010 software suite. Users will receive their voice mails in their e-mail boxes, allowing access to voice mail anywhere (web or smart phone). Police Officers will be able to listen to their voice mails in the squad cars and not have to come into the station to do so. This UM system will eventually eliminate costly maintenance fees on voice mail licensing.
Staff is recommending the purchase of software and services from CDW of Vernon Hills, Illinois through the Illinois National Intergovernmental Purchasing Alliance and the State of Illinois Select Software agreement with Microsoft.
Trustee Gira requested the potential reduction in maintenance costs by moving to a Unified Messaging platform. The reduction in maintenance fees would be approximately $900/year in Avaya Utility Maintenance.
On May 7, 2012, this item was reviewed and approved by the Finance Committee and referred to the Board for approval.
Financial Impact
This expenditure is budgeted in the 2012 computer hardware budget line item 010-1600-460110 in the amount of $27,800.
Quotes for this project include services, hardware and software needed to complete the system for a total of $25,720.
Recommended Action/Motion
I move to approve to waive the bid process,
And
approve the Unified Messaging upgrade to Voice Mail and accept pricing through the National Intergovernmental Purchasing Alliance program and State of Illinois Select Software agreement in an amount not to exceed $25,720.