AgdaPkt 2008-10-27 Clsd and Reg - Laserfiche WebLink

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6.10 Page 1 R,EPORT To the Honorable Mayor and City Council .FrQm1b~ yi Mana er October 27, 2008 SUBJECT Unified Communications System Agreement RECOMMENDATION By Motion, approve and authorize the City Manager to execute an agreement with Nexus IS for a Unified Communication System (voicemail system) in the amount of $106,875.93. BACKGROUND The City's voicemail system needs to be replaced due to several factors: the system's age (over twenty years old), features of the system, and availability of repairs and maintenance. Important features in the latest voice mail systems such as being able to receive your voicemail through your email account are not available in the current system. Maintenance is extremely challenging, and impossible at times due to the lack of parts and available, qualified technicians. Also, the system is no longer supported by the manufacturer. A new, well supported, automated, and functional voice mail system is part of the recommended Unified Communication System. Along with a new voice mail system, the following new functions will be acquired: . Integrated FAX with e-mail: Faxes are received by the email system and can be viewed and printed through the email interface. Outbound faxes can also be sent through the email system. . Integrated voice messages with email: Voice mail messages can be retrieved on a PC through the emaH interface. All the functionality included in email will apply to voice mail messages as well, including forwarding, saving, and deleting. . The ability to integrate the telephone system with other information systems. For example allowing a resident to enter their utility account number in the phone system to retrieve their utility account balance. . More robust and user manageable call trees. . Automated callouts. For example, overdue utility bill account information can be exported from our utility billing system and an automated call can be placed to the customers, including real-time balances and instructions. The City currently contracts for this service. . Integrating the telephone directory with a telephone, allowing users to look-up telephone numbers on their telephone instead of requiring them to use Microsoft Outlook, the Intranet, or other methods. . Text to speech recognition: "say or push one to go to Public Works", etc. Although this function is not included in this request, it can be added easily later, including multi-lingual speech recognition. The cost to include this function is $20,000 and is not included in the project budget.