FROM: Robert Thompson, General Manager
Originator: Wally Ritchie, Director of Finance
SUBJECT:
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PROFESSIONAL SERVICES AND IT HARDWARE FOR TEAMS VOICE DEPLOYMENT
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Approve a Purchase Order Contract to Enabling Technologies for the purchase of Professional Services and IT Hardware for Teams Voice Deployment using OMNIA Contract No. R200803, for an amount not to exceed $438,342; and
B. Approve a contingency of $65,751 (15%).
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BACKGROUND
As Orange County Sanitation District's (OC San) Mitel Voice System is set to end its licensing and hardware support in December 2024, with its projected end-of-life in December 2029, a new voice and communication system must be implemented to replace it. Currently, our communication tools use Mitel for voice services and Microsoft Teams for meetings and collaboration.
RELEVANT STANDARDS
* Protect OC San assets
* Ensure the public's money is wisely spent
* 24/7/365 treatment plant reliability
* Maintain a culture of improving efficiency to reduce the cost to provide the current service level or standard
PROBLEM
As the OC San phone system approaches its end-of-life sales deadline in December 2024, existing equipment and maintenance services will continue to be supported until December 2029. Starting in January 2025, OC San will no longer be able to purchase additional hardware or licenses, limiting our ability to expand voice capacity or accommodate new users. Additionally, the current communication system, which relies on both Mitel and Microsoft Teams, is inefficient for OC San employees. Furthermore, using a shared internet connection for both communication systems may negatively impact call quality.
PROPOSED SOLUTION
Staff recommends migrating and consolidating our phone system to Microsoft Teams Voice. This initiative aims to unify the Mitel and Microsoft Teams systems, streamlining communication channels and i...
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