HomeMy WebLinkAbout05 - CC-6 - Approval of City's Phone System Upgrade - 3/6/2012CITY COUNCIL AGENDA REPORT
MEETING DATE: MARCH 6, 2012 ITEM NUMBER:
SUBJECT: RECOMMENDED APPROVAL OF THE CITY'S PHONE SYSTEM UPGRADE
DATE: FEBRUARY 27, 2012
FROM: POLICE DEPARTMENT -TELECOMMUNICATIONS BUREAU
PRESENTATION BY: BRYAN GLASS, LIEUTENANT
FOR FURTHER INFORMATION CONTACT: BRYAN GLASS, LIEUTENANT - 714.754.5603
RECOMMENDATION:
1. Approve the upgrade to the City's Avaya phone system by Merrill & Associates.
2. Approve Budget Adjustment No. 12-009 in the amount of $18,000 to the Police Department
Telecommunication's operating budget for the phone upgrade.
3. Authorize the expenditure of funds ($257,740.00) to Merrill & Associates for the upgrade to the
City's Avaya phone system.
BACKGROUND:
The City of Costa Mesa currently utilizes the Avaya Definity G3SIR6 telephone system with an
Intuity Audix R1 Voice Mail and CAS for Windows call accounting systems for the in-house
voice communications network. The City also utilizes smaller Avaya Definity Prologic telephone
systems at the remote sites, i.e., fire stations, community centers, city yard, and police
substations. These remote sites are linked back to the main Civic Center campus via a fiber
optic system, thus allowing for centralized administration and programming functions. The
City's current phone system is an upgrade to the previous Avaya phone system and became
operational in August 1999.
The previous contract with then Lucent Technologies, now Avaya Communications, was for a
five-year lease -purchase agreement. At the end of the agreement, all telephone equipment
became the sole property of the City and an upgrade to the next generation of communications
systems was pursued. This action would have resulted in the next upgrade taking place in the
2004 or 2005 time frame. The planning and implementation stages for the proposed upgrade
were initiated, but never implemented. Additionally, the City discontinued all repair and support
services from Avaya, thus leaving the responsibility to city staff.
ANALYSIS:
To date, an upgrade to the City's phone system has not occurred. The system is now over 12
years old and is completely obsolete and unsupported. If any sort of equipment failure should
occur to the phone system, the City will be faced with no phone system to perform city business.
The duration of the phone system being inoperable could range from days to weeks depending
upon the issue.
To upgrade and modernize the City's phone system, staff has obtained a proposal from Merrill &
Associates, an Avaya partner group, to advance the City's phone system to a new, highly
developed, dependable, and supportable system. The upgrade will offer the City a number of
new features to keep pace with modern technology. It will entail the complete replacement of
the phone system backbone components, while supporting the City's existing telephone desk
sets. The new system will allow for future expansion and will be capable of upgrading with
additional features dependent upon the needs of the City. Additionally, the upgrade project
includes the training of in-house staff for maintenance and support service, as well as the
reestablishment of 24-7 support from the Avaya partner group. The cost of the upgrade is
$257,740.
The maintenance and service contract for the first year is included in the project cost. Following the
first year of the maintenance contract, the annual cost will be $27,224 per year. If the City decides
to pursue IP handsets as part of the project, the minimum cost would be an additional $45,000.
ALTERNATIVES CONSIDERED:
No action can be taken and the City will be required to address phone system issues as they
occur.
FISCAL REVIEW:
As part of the FY 2010/2011 Budget, City Council approved and allocated funds in the amount of
$240,000 for the phone system upgrade. Since these funds were not spent in FY 10/11, they were
carried over into FY 11/12. Since the current cost of the upgrade is $257,740, budget adjustment
No. 12-009 allocates an additional $18,000 from the General Fund contingency budget to the Police
Department Telecommunication's operating budget to fund the phone system upgrade.
LEGAL REVIEW:
Not required.
CONCLUSION:
Staff recommends City Council approve the upgrade to the City's Avaya phone system
infrastructure, Budget Adjustment No. 12-009, and authorize the expenditure of funds to Merrill &
Associates for the upgrade project.
TOM GAZSI
Chief of Police
BRYAN GLASS
Lieutenant
DISTRIBUTION
ATTACHMENTS
BOBBY YOUNG
Finance & IT Director
Finance Department
Lt. Bryan Glass, Police Department
1. Merrill & Associates Phone System Proposal
Part 1
Part 2
Part 3
Part 4
Part 5
2 Budget Adjustment No. 12-009
CITY PHONE SYSTEM UPGRADE Date
Time
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