Authorize the Township Supervisor and Clerk to enter into a phone system service upgrade and renewal for the township-wide Avaya phone system, subject to Township attorney approval

The current phone system was purchased at the end of 2009 and the main server hardware has remained the same since then.  The Avaya software on the current system has been unable to be upgraded due to hardware incompatibility for approximately 7 years.  To ensure continuing functionality of the phone system the server hardware and software needs to be upgraded.  The phone system is still a critical part of our public communication for Public Safety and other essential government functions.  Also, the latest three-year service agreement is now expiring.  ConvergeOne (previously SPS) installed the original system and has provided annual maintenance since.  This agreement will keep ConvergeOne as the primary maintenance provider with their 24x7 monitoring service for the next three years.  It covers the critical phone equipment hardware for failures and provides remote troubleshooting.  Onsite service will cost additional fees.  The new annual maintenance will be three annual payments of $7,413.24.  Year one of this maintenance is included in the current year payment of $65,307.91.

The 2022 payment of $65,307.91 will be charged to 101-900-970.  In 2023 and 2024 the annual payment of $7,413.24 will be charged to 101-259-928.  A budget transfer will be submitted separately.