We have some exciting news to share regarding a significant upgrade to our city's telephone system that will enhance our ability to serve you better. At the August City Council meeting, important information about changing phone service providers was reviewed, and we'd like to provide you with all the details.
A Leap into the Future
Our current telephone system has served us well, but with the rapid evolution of technology, we've recognized the need for a more adaptable and integrated solution. The current premises-based system lacks the functionality required to seamlessly integrate with emerging technologies that can help us grow and serve our staff and residents more efficiently.
Embracing Cloud Hosting for Enhanced Functionality
To meet these evolving needs, we are transitioning to a cloud-hosted telephone system. This shift will unlock a realm of possibilities, including the integration of features like a chatbot. This move toward innovation ensures that we stay at the forefront of technological advancements while providing you with a more seamless and interactive experience.
Finding the Right Partner
After thorough research and evaluation of various options, the services offered by Nextiva, Inc. emerged as a standout choice. Nextiva is renowned for its comprehensive suite of communication channels, including voice, video, collaboration, SMS/MMS, and surveys. These tools enable us to access vital information at the right time, enhancing your overall experience with more efficient and effective communication.
Nextiva is distinguished by its reputation for reliability, ease of setup, award-winning support, and expertise in the field. Moreover, their system boasts robust security measures and scalability, ensuring that our communication infrastructure remains resilient and adaptable.
A Closer Look at the Costs
In the meeting packet, the Council reviewed a detailed quote for Nextiva's services, breaking down both non-recurring and recurring costs. The one-time cost for equipment and installation is $10,500. The necessary funds for this expenditure will be sourced from the Capital Replacement Fund savings, which has been thoughtfully accumulated over several years, with a balance of $175,000 as of the 2022-2023 budget year.
The recurring monthly cost of $2,270.67, along with an additional $889.51 for taxes and fees, will be covered by the funds already budgeted for the city's phone services. Rest assured, these costs will not require additional funds. It's important to note that some of these fees, such as the FCC Regulatory Fee and State E911 Surcharge, are obligatory and not exclusive to our city. Any listed state and local taxes will be canceled in the final monthly billings.
A Step Towards More Engaging Communication
This transition also opens the door to more interactive communication with our residents. With the ability to text in questions and receive real-time answers, we're making it easier than ever for you to engage with us. By the end of 2023 the chatbot feature should be fully live. Utilizing the latest technology in AI residents will be able to text the city and receive real time answers to their dynamic questions. Two-way texting between the city and residents will provide another valuable channel for communication for day to day operations as well.
Change is on the Horizon
The City Council has authorized this significant change, which is tentatively scheduled to take place in October. The good news is that you should see no disruptions or impacts during this transition. Our commitment to providing you with exceptional service remains unwavering.
This move is not just about technology; it's about improving the way we connect and serve you, our valued residents. As we step into this exciting new chapter, we'll keep the community updated at each important interval. Stay tuned for more details on how this innovative shift will enhance our city's communication landscape.
Thank you for your continued support as we embrace the future and strive to make our city an even better place to call home.