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IT manager recommends Nextiva cloud phone system; vendor offers 435 free phones
Summary
IT Manager Phillip Chau told the Finance Committee Cisco no longer supports the current phone system and presented a Nextiva cloud solution with an 8‑week implementation and 36‑month term; the vendor offers 435 free phones and the monthly cost was confirmed at $6,082.25 for 36 months.
IT Manager Phillip Chau presented a vendor quote to replace the Village's phone system, saying Cisco no longer supports the system the Village currently uses. He recommended Nextiva's Cloud Communications Enterprise plan as a supported replacement and described vendor assistance to offset the IT Department's staffing shortfall.
"Nextiva is compatible and will provide support for the entire implementation of the project which will take 8 weeks," Chau said, noting the company was offering 435 free phones and was willing to waive certain fees if the Village purchased the enterprise service plan. He described the purchase as a 36‑month term under $20,000 and confirmed a recurring payment structure: "the phone system will be $6,082.25 for 36 months." Trustee Michael Carpanzano asked about customer service and monthly recurring fees; Chau said the IT Department could reach out to both Constellation and Nextiva for assistance.
Committee members did not take a final vote on procurement at this meeting; the presentation provided cost and implementation details for future consideration. The committee recorded implementation time (8 weeks), the vendor's assistance given short-staffing in IT, and the budgetary framing that recurring fees will be introduced where the Village previously had none.
Next steps: staff will return with procurement paperwork or a formal recommendation if the Village elects to proceed with Nextiva or another vendor.
