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Form #: B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Office of the Prosecuting Attorney DATE: 5/6/2013 STAFF CONTACT: Lee Lord PHONE: 934-3315 A. REQUEST: To enter into a multi -year lease agreement for five (5) years for a VOIP phone system for the Kona office to replace a system that is approximately 15 years old and has no source of replacment parts except for refurbished used parts. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): We are seeking replacement of the Voice Over Internet Phone system in the Kona office. The current system was in approximatley 1998. There is no longer any maintenance plans available as the system can no longer be supported by new parts for repairs as no new parts are being made. The system is becoming obsolete, has been requiring frequent service calls, and is not suitable for continued service for an additional minimum of 5 years (earliest we could be moving into the WHCC campus site). The system in the Kona office is critical to handle the volume of work for our staff covering two Circuit Courts, one District Court and one Family Court. It is essential to have a fully operational phone and FAX system available to receive and transmit information to the courts, witnesses, defendants, etc., and meet Court deadlines daily. A new leased system able to meet our voice, FAX and alarm needs will improve overall efficiency in the office and allow staff to complete their daily duties and receive information in a timely manner from outside the office. The estimated monthly lease would be $1,600 month, which includes all maintenance and parts if needed. This is more cost effective than purchasing a replacement and paying maintenance charges and having a purchase system left behind once we move to the WHCC. l}jr0 r G3 SIGNED: DATE: Department Head