Columbus, Georgia

(E) TELEPHONE SYSTEM UPGRADE



It is requested that Council approved the purchase of a telephone system

upgrade from BellSouth/BSFS in the amount of $1,102,200.00 with a monthly

five-year lease rate of $18,370.00, for an annual total lease amount of

$220,440. The telephone system upgrade includes AVVID IP/Telephony Cisco Phone

Equipment, Installation Services, Software, Training and Warranty.



As part of the on going effort of the CCG to continue to progress in

technology, and to reduce monthly operating costs by enhancing efficient

technology methods and systems, it has been determined that a migration to an

Internet Protocol (IP) Communications System would not only be cost effective,

but beneficial to the daily operations of the CCG. IP Communications, also

known as "convergence," refers to the integration of data, voice, and video

solutions onto a single, IP based network. Simply put the phone system and the

data system will both reside and function on the same network infrastructure.

This type of system will not only make the management of the phone system more

efficient, but will also include features such as IP/Voice Mail, Call Forward

if Busy, Call forward if No Answer, Directories of missed, placed, received

calls list stored on selected IP phones, Multiparty Conference, Music on Hold,

On-hook Dialing, Voice Mail Light Indicator on Hand Set and centralizing faxing

over the network.



BellSouth phone service will be reduced approximately $16,000 a month when the

new system is installed and operating. This will offset much of the cost of

equipment, software, installation services and training. Currently, the

monthly cost for BellSouth service is approximately $30,100. When the new

AVVID System is on-line and operational the monthly cost for leased equipment,

installation services, software and training will be approximately $32,100 per

month, which is an increase to the City?s current BellSouth phone service of

$2,000 a month. At the end of the five-year equipment/installation services

lease, it is estimated the BellSouth monthly service will be approximately

$13,755, which is a savings on the monthly phone service of $16,288 per month.



Per the Procurement Ordinance, BellSouth/BSFS is considered an only known

source, because this is a migration and upgrade of the current phone system

already under contract with BellSouth at this time.



Pending approval of the FY04 budget, funds are budgeted in the telephone

accounts (6621) of the various City departments; and Information

Technology-Telephone; 0101-210-1000-ISS-6621.



?ITEM E?



A RESOLUTION



NO.___________



A RESOLUTION AUTHORIZING THE PURCHASE OF A TELEPHONE SYSTEM UPGRADE FROM

BELLSOUTH/BSFS IN THE AMOUNT OF $1,102,200.00, WITH A MONTHLY FIVE-YEAR LEASE

RATE OF $18,370.00, FOR AN ANNUAL TOTAL LEASE AMOUNT OF $220,440.00.



WHEREAS, the telephone system upgrade includes AVVID IP/Telephony Cisco

Phone Equipment, Installation Services, Software, Training and Warranty; and,



WHEREAS, As part of the on going effort of the CCG to continue to

progress in technology, and to reduce monthly operating costs by enhancing

efficient technology methods and systems, it has been determined that a

migration to an Internet Protocol (IP) Communications System would not only be

cost effective, but beneficial to the daily operations of the CCG. IP

Communications, also known as "convergence," refers to the integration of data,

voice, and video solutions onto a single, IP based network. Simply put the

phone system and the data system will both reside and function on the same

network infrastructure; and,



WHEREAS, Per the Procurement Ordinance, BellSouth/BSFS is considered an

only known source, because this is a migration and upgrade of the current phone

system already under contract with BellSouth at this time.



NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:



That the City Manager is hereby authorized to purchase a telephone

system upgrade from BellSouth/BSFS in the amount of $1,102,200.00, with a

monthly five-year lease rate of $18,370.00, for an annual total lease amount of

$220,440. Pending approval of the FY04 budget, funds are budgeted in the

telephone accounts (6621) of the various City departments; Information

Technology-Telephone; 101-210-1000-ISS-6621.

______________________________



Introduced at a regular meeting of the Council of Columbus, Georgia,

held the _________ day of ____________, 2003 and adopted at said meeting by

the affirmative vote of _________ members of said Council.



Councilor Allen voting __________.

Councilor Anthony voting __________.

Councilor Davis voting __________.

Councilor Henderson voting __________.

Councilor Hunter voting __________.

Councilor McDaniel voting __________.

Councilor Rodgers voting __________.

Councilor Suber voting __________.

Councilor Turner Pugh voting __________.

Councilor Woodson voting __________.





___________________________________ _____________________________

Tiny B. Washington, Clerk of Council Robert Poydasheff, Mayor