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M)IN9F 1RGCTg6AU0@H GENERAL MANAGER Jim Friedl DATE: December 4, 2014 TO: Board of Directors FROM: Jim Friedl, General Manage SUEIJECT: Telephone System Upgra e RECOMMENDATION 101ATOEf� BOARD OF DIRECTORS Joe Gibson, Chair Ed Jones, Vice Chair George Lange, Director Susan L. Holt, Director Chuck Huffer, Director GENERAL MANAGER EMERITUS Tex Ward Authorize the General Manager to enter into an agreement (attached) with Integrated Telemanagement Services, Inc. to provide Voice over Internet Protocol (VoIP) phone services to the District's facilities. DISCUSSION The District has been searching for a district -wide phone solution that would standardize the current varied systems that are in place at district facilities. Hosted Voice over Internet Protocol phone service was identified as a potential solution that would meet the District's needs while saving money compared with an analog phone system. Quotes were obtained from six different vendors: Corporate Telecom, GSolutionz, Integrated Telemanagement Services, Sage Communications, MegaPath and Verizon. Each of these vendors offered several different solutions that varied in price, services, and length of term. The District has tested VoIP solutions from Integrated Telemanagement Systems and Verizon and found that the technology as a whole will meet the needs of the District. Integrated Telemanagement Systems (ITS) offers the best blend of price, features, support and reliability at this time. The pricing provided by ITS is competitive with the other vendors. ITS has also provided exceptional service at our test locations and has proven to be a reliable business partner that consistently goes above and beyond expectations. A cost analysis examined the phone bills at the Conejo Community Center over a six month period for fiscal years 2012-2013 and 2013-2014 and found significant savings with ITS. Phone usage was also examined over various periods of time at several district locations and it was determined that the vast majority of usage is well under the proposed minute plan. It is recommended that the General Manager sign a one year VoIP Services Agreement with Integrated Telemanagement Systems. Strategic Plan Element 3.0 — Our objective in financial planning is to manage public funds to assure financial stability and demonstrate responsible stewardship. Pre are by Respectfully >7tmitte , S gedie, I Analyst eryl L.ewan rnstrator Attachments 403 West Hillcrest Drive I Thousand Oaks, CA 91360-4223 (805) 495-6471 FAX: (805) 497-3199 Email: parks@crpd.org