Title
Consider approving Resolution No. 2025-149 authorizing the City Manager to execute, negotiate, and amend an Agreement not to exceed $204,000 with Peak Uptime for a new Citywide phone system; and take appropriate action.
Body
REQUESTOR:
Innovation and Technology Department
BACKGROUND:
The City of Farmers Branch currently uses a ShoreTel phone system, which was originally purchased in 2011. In 2017, ShoreTel was acquired by Mitel, and in March 2025, Mitel filed for Chapter 11 bankruptcy. As a result, ShoreTel products are no longer sold and will not be supported after December 31, 2025.
Continuing to use this outdated system poses serious risks, including:
? Citizens potentially being unable to reach the City
? Staff being unable to communicate internally
? Delays in staff contacting emergency services, including 911
Although replacing the phone system was originally scheduled for Year 2 of our IT Five-Year Plan, Mitel's recent bankruptcy necessitates accelerating the schedule to avoid operational disruptions.
DISCUSSION:
Staff is seeking approval to move forward with the implementation of a new cloud-based phone system, in partnership with our long-term telecom vendor, Peak Uptime. Peak Uptime is familiar with the existing phone system and has successfully migrated other cities to cloud-based phone systems. Their knowledge will ensure a smooth and secure transition.
The new cloud-based phone system offers:
? Better integration with modern communication tools (e.g., Microsoft Teams, mobile apps)
? Cloud-based hosting for greater reliability
? Modern, non-proprietary phone handsets
? An estimated 3-month implementation window
FISCAL IMPACT:
Unbudgeted financial impact not to exceed $204,000 from the fixed asset fund balance.
DISTRICT:
Citywide
POSSIBLE COUNCIL ACTION:
1. I move to approve Resolution No. 2025-149 as presented.
2. I move to approve Resolution No. 2025-149 with modifications.
3. I move to table the issue for further study or take no...
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