HomeMy WebLinkAboutCOM 0288.000 2012-2014 �' 'f Nancy E. Crawford
William P.Kenoi �Li;s
Mayor n .p�� i Director t.
Deanna S. Sako
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Deputy Director
County of Hawaii
Finance Department
25 Aupuni Street,Suite 2103 • Hilo,Hawai`i 96720
(808)961-8234 • Fax(808)961-8569
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May 16, 2013
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J Yoshimoto, Council Chairperson and o•• CD""<
Members of the Hawai`i County Council
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Hawai`i County Council `4
25 Aupuni Street y�
Hilo, Hawai`i 96720
Re: Resolution for multi-year lease
Enclosed is a resolution authorizing the payment of funds for more than one fiscal year, for a
new multi-year lease agreement, for one a Voice Over Internet Protocol system for the Office of
the Prosecuting Attorney in Kona. Their current phone system is approximately 15 years old.
There are no longer maintenance plans available for this system, and new parts for maintenance
are no longer manufactured.
If there are any questions, please do not hesitate to call Lee Lord from the Office of the
Prosecuting Attorney at 934-3315.
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Nancy Crawford
Director of Finance
Enc.
cc: Prosecutor
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Comm. No. o
Ref. To: PC
Ref. Date MAY 16 2013
Hawaii County is an Equal Opportunity Provider and Employer
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.
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SIGNED: DATE:
Department Head
Re: Resolution for multi-year lease
Enclosed is a resolution authorizing the payment of funds for more than one fiscal year
for a new Voice Over Internet Phone system for the Office of the Prosecuting Attorney's
Kona Office. Their current copier, purchased in 1998, is becoming obsolete and
requiring frequent service calls. Having a fully operational phone system is critical to the
Kona office's operations as it is needed by the staff that handle a large volume of work
with two Circuit Courts, one District Court, and one Family Court.
A new leased VOIP system that is able to meet their phone, fax, and alarm service
needs would improve overall efficiency in the office and allow staff to complete their
duties without interruption. It is more cost effective to lease a new system than
purchasing a replacement and paying the maintenance costs. The estimated annual cost
for this system is $1,600.
If there are any questions,please do not hesitate to call the Office of the Prosecuting
Attorney.