Chambana Sun

Champaign City Council Post-Council met October 3.

Here is the minutes provided by the Council:

Council Members Present: Clarissa Fourman William Kyles

Vanna Pianfetti Greg Stock

Alicia Beck Angie Brix

Mayor Feinen

Council Members Absent:Tom Bruno Matthew Gladney

Staff Present: Dorothy Ann David, City Manager

Fred Stavins, City Attorney

Mark Toalson, Information Technologies Director

Colleen Killian, Administrative Assistant

Others Present: Pat Daniels, Elert & Associates

Time Started: 7:43 p.m.

Topics Discussed:

Phone System Purchase [SS 2017-039]

Director Toalson noted the last phone system replacement for the City was in 2002. Topics to be addressed include history and status of the existing phone system; and Elert & Associates as a consultant.

Staff Presentation: Director Toalson and Administrative Assistant Killian’s presentation included the following topics:

• Phone System History

• Phone System Today

• Consultant Selection (CB-2016-233, December 2016) – 4 vendors

• Request for Proposal (RFP)

• Selection Process – 15 Proposals Received (5 Primary Manufacturers, including scoring proposals, issues beyond costs, code language)

• Local Advantage (MBE/FBE/Veteran Owned Advantage - JG Enterprises Inc. d/b/a DNDC Telephone Company)

• Council Options (including alternatives)

(Note: Information on how to obtain staff’s written report on this subject is provided below.)

Action Recommended: The Administration seeks Council direction to proceed with preparation of a contract to purchase a phone system and bring the contract for consideration and approval by Council.

Council Members’ Technical Questions: Council Members raised the following technical questions in relation to phone system purchase including existing phone system and Mitel recommendation; recurring cost after five years; typical time frame for keeping hardware; long- term maintenance comparison between DNDC and Telcom Innovations Group; service catalog for maintenance after five years; saving calls, and expectations on cloud technology; possible impacts on current voice recordings; impacts on the Library and their technologies; and recommendation from staff.

(Note: Information on how to view video and audio recordings of the full Council Meeting is provided below.)

Public Input: The following members of the audience spoke regarding the phone system purchase, and advantages of the DNDC system and maintenance:

Susanne Kaehlert, DNDC representative

John Calderon, CEO, DNDC

Council General Discussion: Council Members comments included the following topics: local vendor code language, interesting advantages and disadvantages, thanks for information regarding the phone system and selection process, interpretation of diversity language needs policy directive, and interest in the ability by one company to invest or reallocate funding to other City needs; concern with the upfront cost; local purchaser language concerns; difference in request for proposal and bid purchasing language, saving funds for citizens, and concern with phones currently being down all the time; decisions based on expertise of those hired, policies, and staff to help guide our thought process; parameters for proposals must be considered, and need to continue our discussion about what is local purchasing, and woman and minority owned business; thanks to all vendors that submitted proposals; appreciate DNDC’s presence and explanation about their process, and glad the Library will be on the same system allowing integration; want to stay local but comes down to fiscal responsibility; and inability to justify paying an additional $260,000 with all the needs outlined in Council’s recent goal setting process, need to rely on experts and staff understanding of the proposals and maintenance issues reviewed, and support of selecting the staff recommendation of the Telcom Group.

(Note: Information on how to view video and audio recordings of the full Council Meeting is provided below.)

Poll: Mayor Feinen polled Alternative One directing staff to proceed with contract negotiations with Telcom Innovations Group and bring a resolution to purchase a phone system forward for City Council approval. The result of the poll was 7 ayes and 0 nays.

Audience Participation: None

Council Member Comments: None

Adjournment: Council Members previously moved to adjourn to Post-Council Session followed by adjournment. Mayor Feinen declared the meeting adjourned.

The meeting adjourned at 8:38 p.m.

http://documents.ci.champaign.il.us/v/0BxXlsxmGBHsebEhwdmE5bTRvdkk