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Home My WebLink About4.05 Fire Station Phone Sys Replaceor 19 82 /ii � 111 DATE: TO: FROM: SUBJECT STAFF REPORT CITY COUNCIL November 6, 2012 Honorable Mayor and City Councilmembers Joni Pattillo City Manager""' CITY CLERK File #600 -30 Authorization to Execute an Agreement for Replacement of Telephone Systems at Dublin Fire Stations Prepared by Steve Pappa, Information Systems Manager EXECUTIVE SUMMARY: The Telecommunications Evaluation Report accepted by City Council on June 5, 2012 recommended the replacement of the telephone systems at the three Dublin Fire Stations. Staff concurs with the Alameda County Fire Department's proposal to replace the telephone system using a sole source provider that currently implements and supports data and communication network initiatives at all ACFD Fire Stations. FINANCIAL IMPACT: Total appropriations for Capital Improvement Project #930017 (Telephone System Replacement) are $409,890. This project includes replacement of the telephone systems at the three Dublin Fire Stations, as well as other City facilities. The current staff report only addresses the replacements for the Fire Stations. Of the total project appropriations, $304,890 is designated for equipment. The proposed negotiated cost to replace the telephone systems at the Dublin Fire Stations is $42,894, which is within the amount designated for this portion of the project. The equipment replacement is funded from Internal Service Equipment Replacement Funds. RECOMMENDATION: Staff recommends that the City Council adopt the resolution authorizing the City Manager to execute a Consulting Services Agreement with Definitive Networks Incorporated for the purchase of telephone equipment and its installation at the three Dublin Fire Stations. Submitted By Reviewed By Administrative Services Director Assistant City Manager Page 1 of 2 ITEM NO. 4.5 DESCRIPTION: At the June 5, 2012 meeting, the City Council accepted the Telecommunications Evaluation Report recommendation for replacement of City telephone systems and gave authorization to proceed with a Request for Proposals and project management services in Fiscal Year 2012- 2013. At that time, it was proposed Staff would present a separate solution for replacement of telephone systems for the City's three (3) Fire Station locations, based on their need to integrate with the Alameda County Fire Department (ACFD) Network. Attachment 1 is an excerpt from the report related to the Fire Stations, which recommended replacement of the current systems installed in 2003 and 2004. The current systems are no longer supported by the manufacturer. Alameda County Fire Department currently uses Definitive Networks Incorporated (DNI) to implement and support the ACFD data network connecting all ACFD Fire Stations, including the three Fire Stations in Dublin. ACFD is working to standardize common telephone solutions for all ACFD Fire Stations. The new telephone systems will utilize the ACFD data network and therefore, it is advantageous to have a vendor familiar with their systems install and maintain the system. The actual phone system will be owned by the City similar to other building components. For continuity, ACFD has chosen Definitive Networks to provide, install, and support the telephone solution at Fire Stations as it utilizes the data network supported by Definitive Networks. ACFD Staff worked with DNI to identify potential replacement system components. The final recommendation was the use of Shore -Tel phones with Cisco switches. ACFD obtained a cost proposal from DNI to purchase equipment and install new telephone systems at all three Dublin stations. The City's independent telephone consultant, Communication Strategies, also reviewed the quotation to assess the technical aspects of the proposal. Communications Strategies also reviewed the costs and found the proposal in line based on their experience with bidding telephone system installations. The total cost proposed by Definitive Networks is $42,894 including equipment, labor and installation. This is slightly less than the cost identified in the Evaluation report. It is Staff's opinion that there are also expected benefits from working with the same vendor that currently supports the ACFD information technology network. The equipment costs of Capital Improvement Project #930017 Telephone System Replacement are funded from Internal Service Equipment Replacement Funds. NOTICING REQUIREMENTS /PUBLIC OUTREACH: None. ATTACHMENTS: 1. Excerpt from Telecommunications Report presented to the City Council June 5, 2012. 2. Resolution authorizing the City Manager to execute an Agreement with Definitive Networks Incorporated for replacement of Fire Station Phone Systems. Page 2 of 2 TPIE CITY Of r~ t "CA`LIFORNIA TELECOMMUNICATIONS EVALUATION REPORT EXCERPT OF REPORT PRESENTED TO DUBLIN CITY COUNCIL JUNE 552012 (Phone System Recommendation For Dublin Stations #16, #17, and #18) City of Dublin Telecommunications Evaluation 20. Executive Summary for Alameda County Fire This report is an independent evaluation of City of Dublin's: telephone and telecommunications infrastructure, current communications needs, long -term requirements, and overall system reliability. This section is included as a convenience for Alameda County Fire personnel to review the key findings of the larger report as it relates to the Fire Department. City of Dublin maintains 5 Toshiba CTX /CIX telephone systems that service 7 locations including the Civic Center complex (City Hall, Police Department and Library). In addition, 3 Fire Stations are serviced by standalone 3Com NBX telephone systems that have reached end of life and end of support from the manufacturer. These 3 NBX phone systems are currently maintained by 247 service level agreements for about $5,000 /year, however it is anticipated that maintenance costs will either rise dramatically or be unavailable due to the age of the systems and lack of replacement parts. Following are excerpts from the larger report that deal with key findings regarding the Fire Stations: • Fire Stations #16, #17 and #18 o Are stand -alone telephone systems and are not networked to the City of Dublin data network. o Further, City of Dublin does not have Wide Area Network (WAN) connectivity to these facilities and it would be cost prohibitive to provide WAN connections to these facilities for a centralized, single image telephone system o Fire Station #17 is the backup Emergency Operations Center (EOC) facility that key personnel would go to in case of an emergency or crisis which prevents use of the primary EOC at the Police Department 13. Maintaining and troubleshooting the NBX systems at the Fire Stations is problematic for the City as these systems do not match the hardware for the rest of the City, cannot be accessed remotely, are reliant on lines provided by other providers (Alameda County and AT &T), run on a separate LAN from the Fire Stations' data network, and is End of life and End of Support for the manufacturer. City of Dublin would like to replace the telephone systems at these locations as soon as possible with a system that could be owned by City of Dublin but maintained by the Alameda County Fire Department. • City of Dublin outsources operation of its 3 fire stations to Alameda County Fire Department; and the installed telephone and data network systems must integrate with existing ACFD network, and is not joined to the City network. • ACFD currently standardizes on Cisco network equipment and ShoreTel telephone systems, through their managed services provider Definitive Networks (DNI). • City of Dublin has 3 options regarding the Fire Stations: i. Replace the Fire Stations ASAP and independent of the rest of the City network. This will resolve potential reliability issues, and would allow for operation and City of Dublin Telecommunications Evaluation Page 24 maintenance of the system to move to ACFD personnel and procedures. Equipment would be sourced under existing ACFD contract with DNI. ii. Wait to see if the City would choose the same telephone system vendor (ShoreTel) and use the overall contract and public bid process to source the equipment. It should be noted that installation of the system would still likely need to be contracted to DNI as they are the network providers for ACFD. iii. Generate a separate Request for Quotation (RFP would not be needed as the manufacturer /system is already decided) for the equipment, and then have DNI install it. Due to synergies of having the same company source and install the system, as well the low overall cost of the system — this solution is unlikely to provide a financial benefit to the City. • Communications Strategies recommends option above (i.) for the reasons stated. Communication Strategies has identified multiple design scenarios which include upgrading the existing platform to a TDM /Vo1P Hybrid design, replacing it with a Tier 1 or Tier 2 premise -based VolP solution, installing open source telecommunications solutions, as well as evaluating a Hosted (Cloud- based) VoIP platform. Based on an analysis of costs and key benefits, City of Dublin recommends upgrading to a Tier 1 VoIP platform as the best long term strategy. It is estimated that replacing the telephone systems at the 3 Fire Department Stations will be $50,000- 60,000. It is recommended that this amount be allocated from the larger fund approved for replacement of the City telephone systems, and procured as a separate project. City of Dublin Telecommunications Evaluation Page 25 RESOLUTION NO. xx —12 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH DEFINITIVE NETWORKS INCORPORATED FOR THE REPLACEMENT OF FIRE STATION TELEPHONE SYSTEMS WHEREAS, the telephone systems at the three Fire Stations are in need of replacement and updating; and WHEREAS, the Alameda County Fire Department has a chosen provider, Definitive Networks Incorporated, for acquisition and support of telephone and network systems at its facilities; and WHEREAS, the three Dublin Fire Station systems are connected to Alameda County Fire Department network maintained and supported by Definitive Networks Incorporated; and WHEREAS, Definitive Networks Incorporated is most qualified to provide, install, and support telephone equipment connected to the Alameda County Fire Department network at the three Dublin Fire Stations; and WHEREAS, Definitive Networks Incorporated has provided a quotation for replacement of the telephone systems at the three Dublin Fire Stations that does not exceed $42,894; and WHEREAS, the Alameda County Fire Department, the City, and the City's telephone system consultant, Communication Strategies, have reviewed the Definitive Network Incorporated quotation and found it to be acceptable. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorize the City Manager to execute a Consulting Services Agreement with Definitive Networks Incorporated for the replacement of the telephone systems at the Dublin Fire Stations. PASSED, APPROVED AND ADOPTED this 6th day of November 2012, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor