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Home My WebLink AboutC-3700 - Telecommunications System Upgrade (purchase of equipment, installation and training)CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 9 April 27, 2004 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Administrative Services Department Dennis Danner, Administrative Services Department Director 949 -644 -3123 ddanner@city.newport-beach.ca.us APR 2 7 2004 SUBJECT: TELECOMMUNICATIONS SYSTEM UPGRADE PROJECT — APPROVAL OF PURCHASE OF EQUIPMENT, INSTALLATION, AND TRAINING WITH GLOBAL CTI GROUP RECOMMENDATIONS: 1. Approve a purchase from Global CTI Group, of Irvine, California for a telecommunications system upgrade project at a contract price of $219,972 and authorize the Mayor and City Clerk to execute the Purchase Requisition. 2. Approve a contingency amount of $5,000 to allow for unforeseen expenses. 3. Approve a Budget Amendment, in the amount of $224,972 from the General Fund Reserve balance to Account No. 7017- C0630754. BACKGROUND: The existing NEAX2400 RDS PBX switches located at City Hall and the Police Department facilities are approximately twenty years old. The NEAX2400 HDS PBX switch located at the Central Library is approximately ten years old but is essentially the same technology as the City Hall and PD switches. The NEAX2400 HDS PBX installations were last sold by NEC in 1993. The last NEAX2400 RDS systems were sold more than thirteen years ago. The City Hall facility has encountered more and more system problems affecting service. NEC America has announced Manufactured Discontinued Status End of Life (EOL) for the three PBX switches. EOL support phase became effective January 1, 2004 for both the NEC PBX systems located at the City Hall and Police Department facilities and EOL for the equipment located at the Central Library was effective as of January 1, 2003. At that time, NEC made a commitment for continued support with spare parts and technical assistance for a period of an additional seven years following the discontinuance of these models. The seven year limit was tied to the customary life Telecommunications Systen*grade Project • April 27, 2004 Page 2 cycle of PBX equipment as perceived by the telecommunications industry. However, maintenance, support, and replacement components will become more and more difficult to obtain. NEC will no longer manufacture components for these systems and no new software development or "bug fixes" will be provided. The current NEAX2400 PBX models do not support newer advancements in telephony technologies. All three switches are at capacity, there is no room for expansion or growth. The present Cisco Unity voicemail system will not support the planned City of Newport Beach migration to Microsoft Exchange 2000 email environment. The system is currently difficult to support and maintain and is functioning in a limited administrative capacity. The upgrade to NEAXMail AD -120 Release 2.6, as part of this project, will provide integration with a planned upgrade to the existing Microsoft Exchange mail system. The present AIMWorX call accounting and E911 Automatic Location Identifier (ALI) does not support the local telephone company (SBC) Public Safety Answering Point (PSAP): Presently emergency 911 calls cannot accurately identify specific buildings or offices within the city's multiple building environments. The upgrade to AIMWorX 5.0 provides this capability. The City's existing 48VDC plants for powering the PBX equipment in the City Hall location and Police Department facility is over ten years old and needs to be replaced with newer more efficient Retifier /DC power plants. Replacement of these units will qualify for Southern California Edison Company discounts and/or rebates. Additionally, as part of the scope of the project, a 24 -port external forum conferencing bridge will also be installed and configured. This device will facilitate and provide an integrated solution designed to meet complex departmental requirements for telephone conferences between multiples sources. SCOPE OF WORK SUMMARY: • Comprehensive system migration to a level 3 redundant NEAX2400 IPX system,, software Release 8800 at the City Hall and Police Department locations. • Comprehensive system migration to a level 3 redundant NEAX2000 IPS system at the Central Library. • Install/configure/implement 24 -port external forum conferencing bridge at the City Hall Location. • Upgrade hardware and software from existing Unity (2.46) 16 -Port Voicemail to NEAXMail AD -120 Unified messaging platform. • Upgrade hardware and software from existing Call Accounting /E911 AIMWorkX 3.O.to AIMWorkX 5.0. Telecommunications Systen-&rade Project April 27, 2004 Page 3 TDM Digital Remote Units (DRU's) located at six remote City sites: Fire Station 7, Balboa Yacht Basin, Fire Station 8, Fire Station 4, Fire Station 5 /CDM Branch Library, and Fire Station 1 will be replaced with Voice over IP (VOIP) deployed digital telephones. Note: these displaced units will be re- deployed to the Central Library and Police Department sites. SUMMARY: Three firms were invited to submit proposals to provide telecommunications services. Three firms responded to the City's request for proposals: NEC Business Network Solutions, Inc. $236,763.39 Global CTI Group $219,972.00 Nexus Integration Services $211,964.00 The proposals were independently reviewed to evaluate each firm's qualifications, past experience on similar projects, and availability before ranking Global CTI Group the highest. Upon selection, staff negotiated with Global CTI Group to provide the necessary scope of services for a fee of $219,972. Global CTI Group possesses the expertise, experience, and knowledge required to successfully complete the project as outlined in the scope of work. City staff members have an extremely high degree of confidence in the ability of Global CTI Group to successfully complete this very complex telecommunications project with a minimal amount of impact on the City's daily communications needs required for day -to -day operations. The company's strengths are primarily in the expertise and experience that they possess in the complete integration of data and voice communication solutions. Global CTI Group's engineering, design and operations staff members have a thorough working knowledge of the current City of Newport Beach telecommunications equipment and environment, having implemented and assisted City staff in the installation and maintenance of existing hardware and software components. Additionally, Global CTI, as part of negotiations, has made available at no charge a five -day training course offered by the NEC Technical Center designed to provide necessary skills for the maintenance and programming of the new telephone equipment. They have further agreed to provide maintenance and support of all existing telecommunication switching equipment (Utilities, General Services, Lifeguard Headquarters, Oasis Senior Center, and Fire Station 3) at no charge during the included 12 -month warranty period of new equipment and their long term maintenance pricing covers the entire City's existing components at a much lower cost than other respondent's proposals. It is primarily because of Global CTI's additional training and support commitments that they were ranked the highest and most cost - effective bidder. Telecommunications Systeregrade Project • April 27, 2004 Page 4 Funding Availability: Funds for this project are not available in the current budget. Staff recommends Council approve a Budget Amendment appropriating $224,972 from General Fund Reserve Fund to Account No. 7017- C0630754. This amount includes a $5,000 contingency for unforeseen expenses. -If "the contingency monies are not needed by the project, they will be returned to the General Fund Reserve Fund. Prepared by: i� MI W. Malkemus S. Manager Submitted by: Dennis. Danner Administrative Services Director lity of Newport BeaCi NO. BA- 04BA -052 BUDGET AMENDMENT 2003 -04 AMOUNT: $22a,s72.00 'FECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance Increase Expenditure Appropriations A&D 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 Telecommunications System Upgrade Project. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account 010 3605 VENUE ESTIMATES (3601) Fund /Division Account EXPENDITUREAPPROPRIATIONS (3603) Description General Fund Fund Balance Description Description Division . Number 7017 Automation /Communications Account Number C0630754 PBX System Division Number Account Number Division Number Account Number Division Number Account Number Signed Services Director Sinned: /& Administrative Appp val: City Manager Signed: City Council Approval: City Clerk Amount Debit Credit $224,972.00 $224,972.00 Date at Date #I %ty of Newport BeaCi NO. BA- 04BA-052 BUDGET AMENDMENT 2003 -04 AMOUNT: $za4,s72.00 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance �X 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 NX from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To increase expenditure appropriations for the Telecommunications System Upgrade Project. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account 010 3605 REVENUE ESTIMATES (3601) Fund/Division Account EXPENDITURE APPROPRIATIONS (3603) Description General Fund Fund Balance Description Signed: Services Director Signed: City Signed: L49 /U A/7y • op / , Imo` City Council Approval: City Clerk Amount Debit . Credit $224,972.00 $224,972.00 i r Date yv at a /G Date Description Division Number 7017 Automation/Communications Account Number C0630754 PBX System Division Number Account Number Division Number Account Number Division Number Account Number Signed: Services Director Signed: City Signed: L49 /U A/7y • op / , Imo` City Council Approval: City Clerk Amount Debit . Credit $224,972.00 $224,972.00 i r Date yv at a /G Date