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INDIAN RIVER COUNTY, FLORIDA MEMORANDUM TO: Joseph A. Baird, County Administrator THROUGH: Christopher R. Mora, P.E., Public Works Director FROM: Manuel Cabo, Telecommunications Manager Z� SUBJECT: Sandridge Golf Course Telephone System Replacement Proposal for NEC Telephone System Replacement and Approval of NEC Corporation of America (NEC) as Sole Source Provider. DATE: November 4, 2013 BACKGROUND The existing telephone system at Sandridge Golf Course has reached the end of its service life and is no longer functioning properly. The telephone system hardware and software are no longer supported. Replacement telephones for this system are proprietary and no longer manufactured. Used replacement telephones may be available from an after-market supplier, depending on market/availability. Currently, the Sandridge telephone system is not covered by the NEC Maintenance & Support contract that covers most other IRC telephone systems and locations. The existing telephone system at Sandridge is known as a "Key" Telephone System, and is designed primarily for small office or remote location applications in a Private Branch Exchange (PBX) telephone systems network. ANALYSIS In the current status, Sandridge has no on site voice or "auto-attendant" features. Incoming calls are "call forwarded" using AT&T Centrex line features external to the system, a process which degrades the functionality of the system. The system often fails and loses calls due to this process. If NEC were to handle replacement of the Telephone System at Sandridge, NEC has applied discounted pricing toward the replacement quote for this system, due to their handling of the Support and Maintenance contract for all other IRC PBX telephone system sites. An added benefit of the NEC product line replacement system is that the new telephones for this site will be directly compatible with all other NEC telephone system sites at IRC. This reduces overall costs, in that a separate line of inventory does not need to be kept for system replacement parts, and a separate maintenance & support contract does not need to be purchased for this location only. The new proposed NEC SV8100 Key system has a built-in, fully integrated voice mail system, Non-IP multi-line extensions, and is capable of being integrated into the IRC PBX network by fiber optic connectivity. This system also has the new feature of being fully independent, as a stand-alone application, should the main voice mail system link to IRC Administration be lost. This situation would render the current telephone system incapable `40W of receiving telephone calls through the IRC main voice main system. FAPublic Works\Luanne M\Telecomm un icationsWgendas\Sandridge NEC approval BCC 10-28-13.doc 22