E2. Award Cerium Unified Communications as a ServiceMY OF
KALISPELL
TO: Doug Russell, City Manager
FROM: Erika Billiet, Information Technology Director
SUBJECT: Recommendation to Award Unified Communications as a Service
Project
MEETING DATE: July 3, 2023
BACKGROUND: The City has allocated funds to replace the phones within City offices.
Limited field offices and radio loops will not be impacted.
The City advertised a request for proposals (RFP) due June 2, 2023, to replace the Centrex
service through Lumen, formerly CenturyLink. The core of the existing service is located at the
local Lumen Central Office. The existing phones are either multi -lines or single -line analog
phones.
The City requested proposals for a comprehensive city-wide Unified Communications as a
Service (UCaaS) that delivers a manageable, secure, reliable, and scalable system to replace the
City's existing PBX telephone system. Specific requirements and terms were established based
on the existing functionality City phones provided. New functionality was requested based on
current offerings of phone systems in today's industry. Required solutions included functionality,
security, resiliency, IP phones, and training.
Eight vendors submitted proposals and the Selection Committee consisting of five staff
representatives reviewed and scored the firms based on the RFP criteria. A short list of three
vendors were then selected for an interview and presentation.
RECOMMENDATION: Staff is recommending Cerium be awarded the project for
subscription -based Unified Communications as a Service and support for 5 years totaling
$88,532.56. One-time costs of $86,147.54, include hardware for phones and phone
functionality, deployment services, training, and travel. Managed services for the first year will
be determined as the project continues from year to year. First year costs are $6,833.36.
Considerations included but were not limited to:
• Technical requirements and system capabilities to meet provided specifications.
• Work schedule to be completed by October 31, 2023.
• Warranties based on Cisco WebEx Calling limited lifetime warranty for products and
services with service level agreements and response times from WebEx.
ACTION REQUESTED: Motion to select Cerium as the firm to proceed with the Unified
Communications as a Service project.
FISCAL EFFECTS: Costs for the Unified Communications as a Service are allocated in the
Information Technology budget line item # 6030-403-410585-345. Funding was budgeted in
fiscal year 2023 and will be carried over into fiscal year 2024.
ALTERNATIVES: As suggested by the City Council.