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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Information Services Department
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DATE:
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February 16, 2006
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BOARD MEETING DATE:
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February 28, 2006
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Four-fifths vote
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TO:
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Honorable Board of Supervisors
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FROM:
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Chris Flatmoe, CIO/Director of Information Services
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SUBJECT:
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Appropriation Transfer Request To Fund The Purchase of Nortel Networks Voice Mail System, Call Pilot.
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RECOMMENDATION:
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Adopt a Resolution:
Authorizing an Appropriation Transfer Request in the amount of $244,950.00 from reserves to fixed assets for installation of a Nortel Networks Voice Mail System, Call Pilot.
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VISION ALIGNMENT:
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Commitment: Responsive, effective and collaborative government.
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Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.
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This installation contributes to this goal by providing all San Mateo County employees better technology service availability. Departments will also have the option of new services such as desktop facsimile sending and receiving and telephone messaging routed to email addresses with no negative impact on the intranet.
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Performance Measure(s):
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Measure
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FY 2004-05
Actual
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FY 2005-06
Projected
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Percent of Information and Technology service available
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99.9%
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99.8%
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BACKGROUND:
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The Meridian Mail System was purchased and installed in Redwood City in 1991 and has been upgraded and expanded throughout the years. Two additional voice mail systems were added in 1995 to provide departments with the ability to forward voice mail messages across the County. Voice mail messaging and its voice menus (automated attendants) have been very well received and depended on by County departments. Today, there are 4500 voice mail users and 82 voice menus throughout the County providing departments with reduced labor requirements and subsequent cost savings. The manufacturer, Nortel Networks, is no longer supporting expansion or advanced software paths for this product. The vendor will continue to resolve maintenance issues that might arise but will be slowly “sun setting” the product line completely. The Meridian Mail System has reached the end of its useful life and is in need of replacement.
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DISCUSSION:
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ISD is requesting the upgrade/replacement of the existing Meridian Voice Mail System(s) to the next-generation voice mail messaging system. The replacement is Call Pilot with unified messaging. Unified messaging offers employees the ability to have voice messages appear in the County’s email system (GroupWise) as written text or the ability to receive or send faxes from ones desk. Additionally, unified messaging will record voice mail messages and read email messages. All these integrated services will be available in addition to immediate upgrade benefits and other highly desirable features. Call Pilot will provide the County with a platform more conducive to future application upgrades and VOIP (voice over Internet protocol) telephony. The Board signed an Agreement with NetVersant on November 15, 2005 for Nortel equipment and maintenance. The Nortel Call Pilot system will be purchased and installed under the authority of this Agreement.
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FISCAL IMPACT:
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The total amount for this ATR is $244,950.00. Funding is available from ISD telephone’s equipment reserves.
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