Committee approves $207,388 purchase to migrate city phone system to Cisco WebEx

Assistant IT Director Steve Weiser told the Government Operations Committee that the city—s on‑premises Cisco Call Manager, installed in 2000 and last upgraded in 2018, is now end of life and no longer supported by Cisco. He recommended migrating to Cisco WebEx cloud calling and asked the committee to approve a resolution to purchase hardware, licensing and professional services from MineSite IT totaling $207,388, all paid from the city—s equipment replacement fund.

Weiser said migrating to the cloud would reduce the city—s annual phone bill by about $24,000 and avoid roughly $60,000 in near‑term hardware replacement costs and ongoing maintenance on the on‑premises system. He told the committee staff solicited quotes from MineSite, Heartland, Sentinel and PACE and that MineSite submitted the lowest quotes for hardware, licensing and professional services. Weiser said staff performed reference checks, consulted a Gartner representative and noted that MineSite is a Cisco gold partner and has worked with the city previously.

During committee questions, a member identified as Brian asked whether the $24,000 savings covered only the phone bill; Weiser replied that the $24,000 figure represented savings on inbound and outbound calling plans only and reiterated the separate hardware replacement estimate. Another member asked where MineSite is headquartered; Weiser said MineSite is based in Downers Grove and that support would be provided through MineSite with the city able to open cases with Cisco as needed. Weiser said staff anticipates purchasing hardware and licensing soon and beginning professional services and a phased dual‑system migration in February to allow gradual cutover.

The committee approved the resolution on a motion by Munn, seconded by Werbaugh. Roll call votes recorded during the meeting were announced in the record as affirmative. The purchase is authorized for $207,388 to MineSite IT for the hardware, licensing and professional services required for the Cisco WebEx calling migration.