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Home My WebLink AboutIT Budget Amendment Phone System Replacement Mayor Robert E. Simison E I D IAN A Joe Bo City Council Members: rton John Overton Liz Strader Jessica Perreault d A H O Brad Hoaglun Luke Cavener MEMORANDUM TO: Mayor Robert Simison City Council FROM: Dave Tiede, Chief Information Officer, IT Director DATE: July 21, 2023 RE: FY2023 Budget Amendment in the Amount of$175,000 for Phone System Replacement. Summary This budget amendment is for funding to replace the City-wide phone system. We plan to migrate from the current Mitel "Connect" system to the Mitel "MiVoice Business" system. We have been using the current phone system since it was implemented in October 2008, and Mitel has announced its end of life.They offered a migration path to the other system for very little cost for most of the back end (support only),which will save the City nearly$200,000. After considering various options, this was determined to be the best option for the City as it's a solid system and the most cost-effective direction for the City. Moving to this new system will require us to purchase new phones,which makes up the bulk of the amendment amount, but will continue to keep operational costs low versus moving to a hosted voice service. Part of this effort will be moving to SIP trunks instead of the legacy PRI option that carriers are phasing out. In addition,we have worked with departments to look for opportunities to eliminate phones where possible, such as field worker positions that are issued a City cell phone. This was originally planned as an FY2024 replacement item. If the council approves the budget amendment for FY2023,we would remove the replacement request in our FY2024 Proposed Budget. Reason for Amendment Doing this amendment now gives us more time to transition while minimizing negative impacts to employees. Recommended Action When presented at City Council meeting on 06/27/2023, move to approve the budget amendment. 611412023 2:48 PM City of Meridian FY2023 Budget Amendment Form Personnel Costs Full Time Equivalent(FTE): Fund# Dept.# G/L# Proj.# G/L#Description Total E IDIAN 011 1510 1 41200 1 0 Wages 01 1 1510 1 41206 1 0 1 PT/Seasonal wages 01 1510 41210 0 lOvertime Please only complete the fields 01 1510 41304 0 1 Uniform Allowance highlighted in Orange. 01 1510 42021 0 FICA $ Amendment Details 01 1510 42022 0 1 PERSI $ Title: Phone SystemReplaoement 01 1510 42023 0 worker's Comp $ Department Name: IT 01 1510 1 42025 1 0 1 Employee Insurance $ Presenting Department Name: IT Total Personnel Costs $ - Department#: 1510 Operating Expenditures Primary Funding Source: 1 Fund# Dept.# G/L# Proj.# G/L#Description One-Time On-Going Total CIP#: 01 1510 56103 1 0 Communications Expense $ 9,000 $ 9,000 Project#: 01 1510 1 0 $ 01 1510 0 $ Is this for an Emergency? ❑ Yes El No 01 1510 0 $ New Level of Service? ❑ Yes F1 No 01 1510 0 $ 01 1 1510 0 $ Clerks Office Stamp 01 1510 0 $ 01 1510 0 $ 01 1510 1 0 $ 01 1510 0 $ 01 1510 0 $ 01 1510 0 $ 01 1510 0 $ 6 27-2023 Date of Council Approval Total Operating Expenditures $ 9,000 $ $ 9,000 Capital Outlay Fund# Dept.# G/L# Proj.# G/L#Description Total Acknowledgement Date 01 1510 94600 1 0 Capital-Communications Expense $ 166,0001U� 06/14/2023 01 1510 0 _ ,_ ��,/ 01 1510 0 Department Director 01 1510 o FErIEWED fields 6.14.23 01 1510 0 odd Lavoie at 4:31 pm,Jun 14,2023 01 1510 0 Chief Financial Officer Total Capital Outlay $ 166,000 Revenue/Donations Approved Brad Hoaglun via email 6.20.23 Fund# Dept.# G/L# Proj.# G/L#Description Total Cowi6 Liaison \ 01 1 1510 1 1 0 01 1 1510 0 � i� i 6-20-23 01 1 1510 0 1 Mayor � Total Revenue/Donations $ Total Amendment Request $ 175,000 Total Amendment Cost-Lifetime City of Meridian FY2023 Budget Amendment Form T:\Administration\Budgeting\FY2023\FY2023 Budget Amendment-Phone System Replacement.xlsx 6/14/2023 2:48 PM City of Meridian FY2023 Budget Amendment Form Prior Year(s) Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Department Name: IT Funding 2023 2024 2025 2026 2027 Title: Phone System Replacement Personnel $ - $ $ $ $ Iia [mitt for Submitting Budget Amendments Operating $ 9,000 $ $ $ $ ➢ Department will send Amendment with Directors signature to Finance(Budget M a nager)for review Capital $ 166,000 ➢ Financewi l l send Amendment to Council Liaison for signature Total $ - $ 175,000 $ $ $ $ ➢Council Liaison will send signed Amendment to Mayor Total Estimated Project Cost: $ 175,000 ➢ Mayorvnll send signed Amendment to Fin-(Budget Manager) Evaluation Questions ➢ Finance(Budget Manager)will send approved copy of Amendment to Department Please answer all Evaluation Questions using the financial data referenced above. ➢ Department will add copy of Amendment to Council Agenda using Municode Agenda Manager 1. Describe what is being requested? Replace the City wide phone system,moving from Mitel MiVoice Connect to Mitel MiVoice Business. 2. Why was this budget request not submitted during the current fiscal year budget cycle? Vendor announced plans to phase out our current system after budget was set and migration options were not yet available. 3. What is the explanation for not submitting this budget request during the next fiscal year budget cycle? Gives us more time to transition while minimizing negative impacts to employees etc,was originally planned as an FY2024 replacement item. 4.Describe the proposed method of funding? If funding is split between Funds(i.e. General,Enterprise,Grant),please include the percentage split. List the amounts and sources of anticipated additional revenue that will result from approval of this request. General fund,fund balance. 5.Does this request align with the Department/City's strategic plan? If not,please explain how this request was not included in the Department/City strategic plan? Yes 6. Does this request require resources to be provided by other departments? If yes,please describe the necessary resources to be provided by other departments. Will impact all City departments as we move to new phone system. 7.Does this Amendment include any needed Equipment or Software that will utilize the Cit 's network? Yes or No Yes 8.Is the amendment going to result in the disposal of an asset?(Yes or No) Yes 9.Any additional comments? Total Amendment Request $ 175,000 Every effort should be made to avoid reopening the budget for an amendment. Departments will need to provide backup and appear before the City Council to justify budget amendments. Budget amendments are intended for emergency or mandatory changes to the original balanced budget. Changes to the original balanced budget may cause a funding shortfall. City of Meridian FY2023 Budget Amendment Form T:\Administration\Budgeting\FY2023\FY2023 Budget Amendment-Phone System Replacement.xlsx