Focus Area: Quality of Life
Staff Contact: Mike Sirna & Barrett Baumgartner
Subject: Consideration of contract with Allegiant Networks, Inc. for the migration to Persona Connect.
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Consideration of contract with Allegiant Networks, Inc. for the migration to Persona Connect.
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Summary:
City staff propose a vendor-managed platform migration from the Avaya IP Office phone system to Persona Connect. This action renews the City’s existing agreement with Allegiant Networks and maintains Allegiant as the single service provider. Allegiant currently manages the City’s Avaya environment and will deliver and manage Persona Connect, which is based on the Net Sapiens platform. The change replaces the underlying telephony platform while preserving continuity of support for all departments and users. There are many reasons that led to the need to make this change and the selection of this product:
• The current platform is subject to broad price increases by Avaya, which will take effect at our next license renewal in June 2026.
• Avaya is shifting priority and support towards their hosted platform rather than client self-hosted servers.
• Persona Connect offers enhanced features and supports existing hardware, with most equipment being reused with the new platform.
• Allegiant Networks, having detailed knowledge of the complex systems connected to the city phone system, is the most efficient partner to manage this transition to a new solution.
Monthly costs are estimated at about $22,000 for Persona Connect upon initial implementation, compared to roughly $23,000 today and about $25,000 at renewal, avoiding about $1,000 per month for the first six months and about $3,000 per month thereafter. With implementation costs of about $29,000, the blended savings yield a payback of approximately 14 months and spend is expected to scale toward the requested $290,000 annual authority as usage grows.
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Financial Impact:
Estimated annual expenditure will be approximately $290,000 for 10 years for a total agreement not to exceed $2,900,000 and will be funded from planned operating budgets.
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Action Needed:
Estimated annual expenditure will be approximately $290,000 for 10 years for a total agreement not to exceed $2,900,000 and will be funded from planned operating budgets.
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Attachment(s):
City Olathe Agreement - 10 Years - 12-16-2025 Allegiant Contract