Discussion and Consideration on Proposal for Access Cloud Communication Solution for a new phone system – Motion to Approve — K.8

AGENDA ITEM # K-8 AGENDA INFORMATION TIFFIN CITY COUNCIL COMMUNICATION DATE: February 27, 2026 AGENDA ITEM: Discussion and Consideration on Proposal for Access Cloud Communication Solution for a new phone system – Motion to Approve ACTION: Motion Background This item is to request Council authorization to replace the City’s existing phone system, which will soon no longer be supported by the vendor. With the opening of the new Tiffin Recreation Center, the current system presents operational limitations—specifically, inability to transfer calls to the new facility, resulting in a fragmented and inefficient calling experience for residents and staff. Approval of a replacement system will ensure continuity of service, compatibility with multiple City facilities, and improved customer service for residents. The City’s current phone system will soon no longer receive vendor support. This creates increasing operational risks including: • System failures without available technical support • Security vulnerabilities due to lack of updates • Inability to scale the system as the City adds facilities and staff Additionally, once the new Recreation Center opens, callers will be unable to reach the facility unless they have the direct phone number. The current system does not allow call transfers between sites, forcing staff to rely on manual call-backs or asking residents to redial another number—an inefficient and confusing experience. To address these issues, staff requested a proposal from Access Systems, the City’s existing IT and technology partner. Access Systems has provided a proposal for the Access Cloud Communication Solutions (ACCS) platform, which includes upgraded phones, unified communication features, and installation support. Staff Recommendation Staff recommends approval of the Access Systems Cloud Communications proposal to replace the City’s existing phone system and support the operational needs of all City departments, including the new Recreation Center. ATTACHMENTS: Proposal 1