HomeMy WebLinkAbout~Master - Waiver of Purchasing Policies and award of contract for single-source purchase of Unify Phone System upgrade RESOLUTION NO. 16-498
RESOLUTION APPROVING WAIVER OF PURCHASING POLICIES FOR SINGLE-
SOURCE PURCHASE OF UNIFY PHONE SYSTEM UPGRADE
AND AWARDING CONTRACT TO BLACK BOX NETWORK SERVICES
FOR THE CITY OF AMES
WHEREAS,the City's existing digital phone system is outdated and can no longer be fully
supported by Unify(formally Siemens); and,
WHEREAS,the current handsets are 26 years old, and the system itself is 19 years old and
is becoming difficult to support; the last upgrade of the system was 10 years ago, and software
enhancements can no longer be made to the system; and,
WHEREAS,the proposed upgrade is for a network phone system which allows voice phone
calls over the data network instead of traditional phone lines; and,
WHEREAS, during the last two years, $132,814 has been invested in Unify network phone
technology when providing new phone service to the Library, E911 call handling, City Hall
basement,and the Water and Pollution Control Plant;this investment has allowed integration of the
old and new phone technology simultaneously; and,
WHEREAS, City staff was also able to transition to new technology in remodeled work
areas, add new phone functionality, and replace obsolete phone equipment; and,
WHEREAS, the staff recommendation is to upgrade our existing Siemens digital phone
system to a Unify network phone system provided by Black Box Network Services in the amount
of$417,408; and,
WHEREAS,upon completion of this project,the City will be using state of the art network
phone technology, all users will have new telephone sets,and the remote City locations will use the
City fiber optic network for voice as well as data services; and,
WHEREAS,through the budgeting process, $473,376 has been accumulated in technology
replacement funds for this digital phone system replacement; and,
WHEREAS, staff is requesting a single-source purchase from Black Box Network Services
to complete the Unify network phone system upgrade,as$132,814 has already been invested in the
system at new locations and integration with our existing digital phone system; and,
WHEREAS,to date,the City's experience with the functionality and reliability of the recent
Unify network phone installation has been very good.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa,
that the waiver of the City's Purchasing Policies is hereby approved,and the single-source purchase
of a Unify network phone system upgrade, awarding a contract to Black Box Network Services in
the amount of$417,408, is hereby further approved.
ADOPTED THIS 23rd day of August, 2016.
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Diane R. Voss, City Clerk Ann H. Campbell, Mayor
Introduced by: Orazem
Seconded by: Betcher
Voting aye: Beatty-Hansen, Betcher, Corrieri, Gartin,Nelson, Orazem
Voting nay: None Absent: None
Resolution declared adopted and signed by the Mayor this 23rd day of August, 2016.