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HomeMy WebLinkAbout1996-03-12; City Council; 13542; COMMUNICATION SYSTEM UPGRADES* ' E EL q Z 0 F 0 a 6 8 z 3 i Cu OF CARLSBAD - AGEWA BILL AB # i.??, 5va TITLE: DEPT. MTG. 3/12/96 COMMUNICATION SYSTEM UPGRADES CITY E CITY h DEPT. RECOMMENDED ACTION: Adopt Resolution No. Sk-83 , approving the upgrade of the city's voicemail system, the Water Districts' phone system, the communication links between those systems, and appropriating $175,000 from Data Processing retained earnings for the upgrades. IS ITEM EXPLANATION: On May 2, 1995, Council authorized staff to upgrade some of the city's telecommunication network. Those upgrades will provide the communication link between some of the city facilities that will be required to access the new Financial Information System. The only circuits which were included in those upgrades were those that would result in a savings to the city as a result of the change in Pacific Bell's pricing structure for telephone and data circuits. Those previous upgrades did not include the communication link tc the Water District. It is also essential to upgrade that communication link in order to give them access to the neb Financial Information System. The telephone system in the Water District offices was installel in 1989, and is a smaller system which is not capable of handlinc the upgraded circuit. Though it could handle additional circuits comparable to those installed, those circuits will not providc users with the capability accessing the Financial Informatior System at the required speed. Therefore, it is also necessary tc install a new phone system. To ensure full compatibility with the other NEC phone systems ir the city, the new phone system would also be an NEC. Since therc are a number of vendors who can sell, install and service NE( phone systems, this would go out to bid. Another piece of our communications network is voicemail. 11 September, 1995, we began experiencing problems with tht voicemail system at our Las Palmas facility as a result 0: insufficient capacity. In order to fix the problem and tht resulting impact on people calling the facility, immediate actio] was required. The quickest way to solve the problem was tc immediately add hardware to increase the capacity of the system p+tL 0 Agenda Bill # / Page 2 The cost of that hardware was $5,245, and funds were not available to cover the cost. However, due to the nature of the problem, our vendor immediately installed the hardware with the understanding that payment would be made as soon as Council approval was received. Payment has not yet been made, and that amount is still owed the vendor. Additionally, in February, 11996, the voicemail system at thc Safety Center failed. Since we have no redundancy for any of our voicemail systems, all of the voice data was Post. Oncc again, the vendor responded promptly and replaced the hardwarc and recreated the structure, but all names, greetings anc messages were lost. Staff had previously analyzed the current voicemail systems ir the city, and was planning to upgrade all systems as part of oua overall communications upgrades. As a result of the recent problems, it is even more apparent that the voicemail system: need to be upgraded as soon as possible. An additional factor ii moving forward with the upgrade immediately is a promotfona offering to installed customers, which will result in a saving: sf approximately $47,000. The immediate upgrade would allow us to return the hardware addec on the Eas Palmas system so we are not investing more money in q system that will be eliminated in the near future. Our fou systems would be consolidated into one, and would allow us ti fully utilize all of the new communication circuits. It wouPl also give us the much needed redundancy of all of the voice dat, on the system, This would be an upgrade of an existing system, and is availabl through only one dealer in San Diego County and dealers in othe counties do not compete with each other. Therefore, it woul fall under the category of sole source, and would not be bid. FISCAL IMPACT: The total cost to upgrade the communj-cation links, the Wate District telephone system, and the voicemail systems is estimate at $175,008. The city is currently paying a total of $18,000 annually fc maintenance of the four voicemail systems. We would be credite for the unused portion of those maintenance agreements and woul have a 2-year warranty on the new system. The 2-year warranty i also a part of the special promotion. Maintenance costs woul begin in year three, and are estimated to be the same or slight1 less. We also currently owe $5,245 for the hardware that was added t the Las Palmas system in 1995. The vendor indicated they woul issue a credit for that invoice if we upgrade. * 0 Agenda Bill # ?> 5L.BL, Page 3 In the past, no funds have been set. aside for upgrade 01 replacement of the city's communications systems, However, funds are available from the retained earnings in the Data Processin< Fund. Departmental charges for Information Systems services will be adjusted next fiscal year to incorporate these costs. It would cost an additional $47,000 to upgrade the voicemail systems as part of the budgeting process, and we would need tc pay the $5,245 invoice for the hardware that was installed at La: Palmas in October sf 1995. EXHIBIT: 1. Resolution No. ?6-8:3 I approving the upgrade of the cityP$ communication systems, and appropriating $175,000 from thc Data Processing Fund retained earnings. a ' .. ? ** 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 0 0 - RESOLUTION NO. 96 83 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING CERTAIN COMMUNICATION SYSTEM UPGRADES. WHEREAS, there is a need to upgrade some communicat: links to facilitate access to the Financial Information Syst and WHEREAS, the existing telephone system at the Water District cannot accommodate the upgrade; and WHEREAS, all of the voicemail systems need to be upgraded to better utilize the communication systems; and WHEREAS, funds are available for the upgrades from retained earnings in the Data Processing Fund. NOW THEREFORE, BE IT RESOLVED by the City Council o City of Carlsbad, California, as follows: 1. That the above recitations are true and correct 2. That staff is authorized to proceed with the upgrades to the voicemail systems, the Water District's pho system, and the communication links between those systems. 3. That $175,000 is hereby appropriated from Data Processing retained earnings to fund the upgrades. I 3- .- - .I 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 I 8 rlt PASSED, APPROVED, AND ADOPTED at a Regular Meeting o the city Council of the City of Carlsbad on the 12th day of March, 1996, by the following vote, to wit: AYES: Council Members Lewis, Finnila, Hall NOES: None ABSENT : Council Membe Mayor ATTEST: ALETHA L. RAbT City Clerk (SEAL) 2