AGENDA REPORT
DATE: October 13, 2025
TO: City Commission
FROM: Bill McDaniel, City Manager
SUBJECT: Contract with Spectrum Business for hosted VOIP Telephone system
EXECUTIVE SUMMARY:
On December 12, 2016, the City Commission approved Resolution 199-2016 authorizing Bright House Networks, LLC to install and support a Voice over Internet Protocol (VoIP) phone solution for a five-year contract. The cost of this five-year contract was $80,520 annually with a five-year total cost of $402,600. During the contract term, Spectrum Business bought Bright House and took over support services for existing customers.
The end of the five-year agreement has passed. It is imperative that the City, in its entirety, upgrade from the legacy Bright House system to the newer Spectrum platform as the older legacy system is being dissolved.
The new enhanced VoIP telephone system was installed in the Solid Waste and Utilities Maintenance (SWUM) Building. Other city locations are not up-to-date. Upon conversion to the new platform, full system capabilities will be available to all City departments. This agreement will provide the City enhanced capabilities including a 4-digit dialing function.
The cost of the new seven-year contract for upgrading to the newest Spectrum Platform will be $72,953 annually or $510,671 for the entire seven-year contract.
RECOMMENDATION:
That the City Commission adopt a resolution authorizing the City Manager to execute a seven-year contract with Spectrum Business for hosted VoIP Telephone system services to all city departments, and authorize the City Manager to approve future price and service location adjustments that are in the best interest of the City based on the terms and conditions outlined in the agreement
FISCAL IMPACT:
Funds are available in Obj # 441000 - Telephone within the various user department/ divisions throughout all City funds.
Prepared by: Kent Andrel, Information Technology Manager