HomeMy WebLinkAbout21 - Voice Over Internet Protocol Phone Replacement PurchaseCITY OF
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City Council Staff Report Agenda Item No. 21
September 11, 2012
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: City Manager's Office
Dave Kiff, City Manager
949 - 644 -3002, dkiff @newportbeachca.gov
PREPARED BY: Rob Houston —Assistant to the City Manager
APPROVED: � A
TITLE: Voice Over Internet Protocol (VOIP) Phone replacement purchase
ABSTRACT:
The City is modernizing its computer and telephone systems from analog technology to
VOIP. Replacement will be concurrent with the move to the new City Hall complex. The
first phase of this system was installed at OASIS followed by the conversion of the old
City Hall staff site. Now it's time to move over the Police Department and all other City
Hall facilities.
RECOMMENDATION:
Approve Budget Amendment 13BA -11 appropriating $284,283.90 from the IT
Strategic Fund Balance to the Phone System Account, 6420 -9325, for the
purchase of the City's VOIP system equipment.
FUNDING REQUIREMENTS:
There are sufficient monies in the IT Strategic Fund balance for this item
DISCUSSION:
The City is in the process of updating and modernizing the information technology
hardware and software systems. New systems will provide the foundation for new
service delivery options in the City's quest to become smarter, faster, and smaller. In
addition the City will be soon be moving into a state -of- the -art City Hall building
equipment with modern equipment and systems. These motivating factors are now
triggering purchases for new equipment in order to modernize our old systems.
Voice Over Internet Protocol (VOIP) Phone replacement purchase
September 11, 2012
Page 2
A majority of City phones are old analog technology that use physical phone lines and
require that a specialized phone system technician on staff repair, move, and
troubleshoot phone issues. It is currently a very time consuming effort to have a phone
technician travel to a City facility and troubleshoot or rewire phone lines in the event of a
phone issue or equipment move. Connected to the phone system is our out dated
voicemail system that is no longer supported and must be replaced. Another issue that
is triggering the need to move forward with this upgrade project is the upcoming move
to the new City hall complex. The integration of new technology was incorporated into
the construction of the new City Hall building. Separate phone lines were not run within
the building to save costs and follow modern systems best practices of the use of data
lines to handle phone call traffic. In addition the heart of the current analog system is the
old PBX phone switch equipment housed in an equipment room at the old City Hall site.
It does not make sense to move this old equipment into the new City Hall.
Industry best practices in "voice" technology now use the Voice Over Internet Protocol
(VOIP) to merge voice and data traffic over internet based lines. A VOIP phone system,
already in use at the Oasis Center and the current City Hall location, uses the existing
data network for voice calls instead of dedicated phone lines. The new VOIP system will
work on the existing data network, includes a new voicemail system, and can be
maintained by existing IT specialists. The moving of phone lines on the VOIP system
can be accomplished over the specialist's computer workstation instead of traveling
across town to the physical location of the equipmeht. This state -of- the -art equipment
will provide a modern phone and voicemail system that will offer many more features
that can be integrated into other computer functions at a lower maintenance cost. Some
of these new features include the ability to integrate instant messaging and video
conferencing through the phone system as well as a presence feature that can indicate
through a staff members computer if another City worker at any site is on the phone or
not.
The selection process in choosing the Cisco VOIP product specified in the attached
equipment invoices involved a series of 60 day on site demonstration studies. Four
different vendors brought in their phone systems and installed them for a test group of
staff to use for a 60 day test period. Staff analyzed the usability, reliability, level of
support received, the features offered and the overall pricing of each phone product. At
the end of the four test studies it was determined that the Cisco product offered the best
combination of features, usability, support and value. The Cisco product is an industry
leader in VOIP systems and was purchased for the Oasis center when it reopened
several years ago. A follow up installation was conducted at the City Hall site several
months ago to make sure the system would be operational prior to moving it to the new
City Hall site. The attached equipment invoices will allow for the completion of this
phone system transition with the purchase of the equipment needed to replace the
phones at the Police Department and all other City facilities.
z
Voice Over Internet Protocol (VOIP) Phone replacement purchase
September 11, 2012
Page 3
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by:
i 4 -
Rob Houston
Assistant to the City Manager
Attachments: A. Resilient Systems VOIP system equipment quotes
B. Budget Amendment
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as
Page 1 CNB - Police Deparment Phone System - ver2.xis
Budgetary Pricing ONLY - CMAS # 3- 11- 70 -2492E
Resilient
for
1 1
I 1 a 1
1 1 r
City of Newport Beach
Communications
C (5
Part #
Po /ice Department Phone System
Description
Cisco Unified Communications Mananer Licenses
CUCM- USR -LIC
Top Level Sku For User License
1
Included
CCK 8.5 Promo Bundle available only with NEW CUCM or BE6000
1
Included
Include PAK Auto- expanding PAK for CUCM
1
Included
Include PAK Auto - expanding User for CUCM
1242
Included
CUCM Auto-Expansion Media Kit
1
Included
CUCM 7825 Node
1
Included
Include PAK Auto-expanding UCSS PAK for CUCM
1
UC- CUCM-USR -A
Unified Communications Manager Enhanced Single User -Under iK
207
121.80
25,212.60
42%
210.00
UCSS- UCM -1 -1 -A
UC Manager Enh UCSS Less than 1K users - 1 user - 1 year
207
6.96
1,440.72
42%
12.00
UCM- 7825 -86
Unified Communications Manager 8.6 Server Software
1
Cisco Unity Connection Licenses
UNITYCN8 -K9
Unity Connection 8.x Software
1
Included
SpeechView Demo License for 50 users for 6 months
1
Included
Unity Connection 8.x HA PAK
1
UNnYCN8 -7825
Unity Connection 8.x for 7825
1
UNITYCN8 -USR
One Unity Connection 8.x User - All user Features
250
43.50
10,875.00
42%
75.00
UNIfYCNB -HA -7825
Unity Connection 8.x HA for 7825
1
UCSS -MSG
UCSS for Messaging Products - Unity/Unity Cxn
1
UCSS- MSG -1 -1
UCSS for Messaging - 1 Year - I User
250
5.80
1,450.00
42%
10.00
Cisco IP Phones
CP- 6945 -C -K9=
Cisco UC Phone 6945, Charcoal, Standard Handset
105
223.30
23,446.50.
42%
385.00
CP- 7962G=
Cisco UC Phone 7962, spare
59
287.10
16,938.90
42%
495.00
CP- 7965G=
Cato UC Phone 7965, Gig Ethernet, Color, spare
1
359.60
359.60
42%
620.00
CP -7915=
7915 UC Phone Grayscale Expansion Module
23
243.60
5,602.80
42%
420.00
CP- PWR- CORD -NA=
7900 Series Transformer Power Cord, North America
23
5.80
133.40
42%
10.00
CP- PWR- CUBE -3=
IP Phone power transformer for the 7900 phone series
23
26.10
600.30
42%
45.00
CP- SINGLFOOTSTAND=
Footstand kit for single 7914, 7915, or 7916
23
19.14
440.22
42%
33.00
as
Page 1 CNB - Police Deparment Phone System - ver2.xis
Budgetary Pricing ONLY - CMAS # 3- 11- 70 -2492E
Resilient for ell 1 1 1 1 1,
Communications City of Newport Beach
Po /ice Departurent Phone System Cisco
Line Part Description Qty Unit Price Extended Price Discount List Price
33
34
35 Summary of SMARTnet Warranty Support for Cisco Equipment
36 CON- ESW- EUSRAI ESSENTIAL SW Unified Comm Mgr Enh Sngle User Under 1K 207 8.50 1,759.50 15% 10.00
37 CON- ESW- UNCN8R ESSENTIAL SW One Unty Con8.x User - All user features 250 6.80 1,700.00 15% 8.00
Equipment Total
Warranty Services Total
Professional Services Total
Shipping & Handling
Sales Tax (7.75%)
Total Investment
Payment Terms
NET -30 upon delivery of products (progress invoicing based on date of delivery)
NET -30 upon completion of professional service deliverables
This quote is valid until September 29, 2012.
Accepted by
Date
86,500.04
3,459.49
27,987.50
6,703.75
124,650.78
N
Page 2 CNB - Police Deparment Phone System - ver2.xls
Budgetary Pricing ONLY - CMAS # 3- 11- 70 -2492E
Resilient for a I I 1 a 1 I 1 a
Communications City of Newport Beach
City Phone system - Phase Irl Cisco
Line
Part #
Description
Qty
UnitPrice Extended'Price
Discount
List Pricel
1
2
3
Cisco Unified Communications Manager Licenses
4
CUCM - USR -LIC
Top Level Sku for User License
1
5
Included
CCX 8.5 Promo Bundle available only with NEW CUCM or SE6000
1
6
Included
Include PAK Auto - expanding PAK for CUCM
1
7
Included
Include PAK Auto-expanding User for CUCM
2088
8
Included
CUCMAUtc-Expansion Media Kit
1
9
Included
CUCM 7825 Node
1
10
Included
Include PAK Auto-expanding UCSS PAK for CUCM
1
it
LIC -CUCM -USR -A
Unified Communications Manager Enhanced Single User -Under 1K
348
121.80
42,386.40
42%
210.00
12
CON- ESW- EUSRA1
ESSENTIAL SW Unified Comm Mgr Enh Sngle User Under 1K
348
13
UCSS- UCM -1 -1 -A
UC Manager Enh UCSS Less than 1K users - 1 user - 1 year
348
6.96
2,422.08
42%
12.00
14
UCM- 7825 -86
Unified Communications Manager 8.6 Server Software
1
15
16
Cisco Unity Connection Licenses
17
UNITYCNB -K9
Unity Connection 8.x Software
1
18
Included
SpeedrView Demo License for 50 users for 6 months
1
19
Included
Unity Connection B.x HA PAK
1
20
UNTfYCN8-7825
Unity Connection 8.x for 7825
1
21
UNrrYCN6 -USR
One Unity Connection 8.x User- All user features
300
43.50
13,050.00
42%
75.00
22
CON- ESW- UNCNBR
ESSENTIAL SW One Unty Con8.x User - All user Features
300
23
UNIWCN8-HA -7825
Unity Connection 8.x HA for 7825
1
24
UCSS -MSG
UCSS for Messaging Products - Unity/Unity Cxn
1
25
UCSS- MSG -1 -1
UCSS for Messaging - 1 Year - 1 User
300
5.80
1,740.00
42%
10.00
26
27
Cisco IP Phones
28
CP- 6941 -C -K9=
Cisco UC Phone 6941, Charcoal, Standard Handset
137
153.70
21,056.90
42%
265.00.
29
CP- 6945 -C -K9=
Cisco UC Phone 6945, Charcoal, Standard Handset
32
223.30
7,145.60
42%
385.00
30
CP- 7962G=
Cisco UC Phone 7962, spare
100
287.10
28,710.00
42%
495.00
31
CP- 7965G=
Cisco UC Phone 7965, Gig Ethernet, Color, spare
7
359.60
2,517.20
42%
620.00
32
CP -7915=
7915 UC Phone Graysale Expansion Module
9
243.60
2,192.40
42%
420.00
33
CP -PWR- CORD -NA=
7900 Series Transformer Power Cord, North America
9
5.80
52.20
42%
10.00
34
CP- PWR-CUBE -3=
IP Phone power transformer for the 7900 phone series
9
26.10
234.90
42%
45.00
35
CP- SINGLFOOTSTAND=
Footstand kit for single 7914, 7915, or 7916
9
19.14
172.26
42%
33.00
rn
Page 1 CNB.- City Phone System Phase III - ver2.As
Budgetary Pricing ONLY - CMAS # 3- 11- 70 -2492E
Resilient for 1 1 1 1 1 1 1 1 1 4
Communications City of Newport Beach Cisco
City Phone System - Phase III
Line Part # Description Qty Unit Price Extended Price Discount List Price'
36
37
38 Summary of SMARTnet Warranty Support t for Cisco Equipment
39 CON- ESW- EUSRAI ESSENTIAL SW Unified Comm Mgr Enh Sm31e User Under IK 348 8.50 2,957.99 15% 10.00
40 CON- ESW41NCN8R ESSENTIAL SW One Unty ConS.x User - All user Features 300 6.80 2,039.99 15% 8.00
Equipment Total
Warranty Services Total
Professional Services Total
Shipping &Handling
Sales TaY (7.75%)
Total Investment
Payment Terms
NE17-30 upon delivery of products (progress invoicing by date of delivery)
NET -30 upon completion of professional services
This quote is valid until September 29, 2012.
Accepted by
Name
Title
Signature
121,679.94
4,997.99
23,525.00
9,430.20
159,633.12
V
Page 2 CN8 - City Phone System Phase III - ver2.)ds
City of Newport Reach NO. BA- 13BA -011
BUDGET AMENDMENT
2012 -13 AMOUNT: $zea,za3.so
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
P1 Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase expenditure appropriations for the purchase of the City's VOIP system equipment. Replacement will be
concurrent with the move to the new City Hall complex.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
642 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
IT Strategic Fund - Fund Balance
Description
Amount
Debit Credit
$284,283.90
Description
Division Number 6420 IT Strategic
Account Number 9325 VOIP Infrastructure $284,283.90
Signed:
cial Approval: Finance Direct r Date
Signed: R�5 It
Adminis ati Approval: City Manager Date
Signed:
City Council Approval: City Clerk Date
D