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Home My WebLink About05/20/2013 (2) Council Work Session May 20, 2013 Time as indicated below Council Chambers Roll Call. Approval of Agenda, as proposed or amended. 4:05 p.m. Nuisance Property Ordinance—Submitted by Mayor Clark. 4:20 p.m. Discussion of Rental Property Inspections Submitted by Craig Clark, Building Official/Maintenance Administrator. 4:45 p.m. Discussion of Phone System Submitted by Matt O'Brien, Director of Technology. ADJOURNMENT Suzy Schares City Clerk MARIA ARMSTRONG From: SUZY SCHARES Sent: Wednesday, May 08, 2013 11:03 AM To: MARIA ARMSTRONG Cc: Matt O'Brien Subject: FW: phone system update Maria, Please schedule 20 minutes for the 20`h.Thanks, Suzy Schares,CMC City Clerk City of Waterloo 715 Mulberry Street Waterloo IA 50703 319-291-4522#3008 From: O'Brien, Matt [mailto:obrienm@waterlooschools.org) Sent: Wednesday, May 08, 2013 10:18 AM To: SUZY SCHARES Subject: FW: phone system update Do you think we can get a 20-30 minute work session scheduled for 5/20 for phones? Let me know—thanks! From: MAYOR CLARK fmailto:BUCK.CLARK@WATERLOO-IA.ORGI Sent: Wednesday, May 08, 2013 8:24 AM To: O'Brien, Matt Subject: RE: phone system update Matt, Thanks for all your good work. I think a work session for Council would be a good thing whenever you are ready but a week before it gets to the agenda would be optimum. I'm not looking for something very long,just an explanation of what we're doing, why we're doing it and some nuts and bolts of the system and how it is going to be different. Just schedule with Suzy when you're ready. Thank You, Mayen£&tcfI etaith City of Waterloo Iowa 715 Mullberry Street Waterloo, Iowa 50703 319-291-4301 From: O'Brien, Matt [mailto:obrienm@waterlooschools.orq] Sent: Tuesday, May 07, 2013 7:59 PM To: MAYOR CLARK Cc: MICHELLE WESTPHAL; SUZY SCHARES; Brian Hintz Subject: phone system update Mayor, 1 I just wanted to give you a brief update on the phone system. You may recall that Schmitt Telecom partners was the low bid by about$30,000. I met with several department representatives last week to review the RFP responses. I then spoke with two of Schmitt's references, both of which were glowing. Brian Hintz, Mark Rice, Dennis Clark, and myself met with Steve and Brenda (STP operations manager)to ask further clarifying questions this morning. I was very blunt in relaying my concerns regarding them being able to complete a project of this size,since they have only done smaller scale VOIP(voice over Internet Protocol phone) installations.They had acceptable answers for all of our questions and assured us they can pull resources from Avaya (the phone manufacturer)when needed.At this point, I can't see any reason to disqualify them from receiving the contract as the low bidder. I am planning on taking the bid award to council on May 28th (Michelle Weidner OK'ed that date). I also am in the process of two additional RFPs as part of the project—network cabling and network switches. I am still worried about the aggressive timeline given my schedule conflict for the 2nd half of July, but am confident that all of the work we are doing now will lay the groundwork for a successful project even if some of the pieces are being finished when I am out of town (and again, Brian Hintz is actively involved in the project and will be here through July). The phone system is a collaboration between the City and the Water Works. I am working with Dennis on an agreement for sharing the costs of the system and the phone service. Am I correct that you wanted to schedule a council work session on this? If so, would it make sense to do so on the 28th (the meeting where bid award will come before council),or do you want it to take place before then? Thanks, Matt Matt O'Brien Executive Director of Technology Waterloo Community Schools and City of Waterloo,Iowa Help Desk:319.433.1858 obrienm@waterlooschools.org NOTICE TO RECIPIENT:This communication and any response to it may constitute a public record.and therefore.may be available upon request in accordance with Iowa public records law, Iowa Code chapter 22. NOTICE TO RECIPIENT:This communication and any response to it may constitute a public record,and therefore,may be available upon request in accordance with Iowa public records law. Iowa Code chapter 22. 2 Telephone System Replacement %rloo \o Why a New Phone System? • Current telephone system is >16 years old o Typical phone system lifespan is—8 years • New parts/equipment are not available • Current system has a number of limitations o Caller ID, remote offices, no redundancy, etc... • System has high recurring costs o Individual POTS lines o Support costs • Timing is advantageous due to two new City facilities coming online in the coming months Current Phone System • Digital system, meaning phones are "hard-wired" (punched down) into phone blocks, making changes/maintenance more challenging. • Utilizes POTS lines (traditional phone lines) o POTS lines are expensive,so there is a high recurring cost. o Each department has their own lines, meaning capacity is not shared. • Each city entity has an independent phone system. New Phone System • VOIP (voice over IP system), meaning it runs on the computer data network. o Moves/changes in this system are much easier. • Utilizes PRIs,which are trunks of lines. o Cheaper than individual POTS lines. o Capacity shared throughout the City. • Shared phone system across the City meaning capacity is efficiently utilized. Bids Received Networking Vendor Marco Schmitt T.P. Sol. TriCity Electric System Bid Mitel Avaya Shoretel Toshiba Base bid $ 174,209.59 $ 142,907.97 $195,405.00 $ 192,104.15 Contract Award Recommendation • Contract with Schmitt Telecom partners will come before Council on May 28. • Contract amount will be slightly higher than bid amount due to: o Alternate 4 being selected. o Additional equipment requested by the City to serve phones outside of Ethernet distance limitations at Waste Management. Other Components/Requirements of New Phone System • Network cabling (Cat 5e or Cat 6) needs to be ran from phone locations to network switches o Existing phone cable isn't used. o In most locations,the phone can use the cable the workstation's computer is currently using, and the computer can receive its network connection from the phone. o The Police Station and Library run physically separate networks from the City, so new cabling is needed for those department's phones. o Much of the cabling in City hall is old (Cat S)and in bad shape, so replacement of some of that cable is included in an alternate. o We have an RFP out for cabling. Bids will be opened on May 28 with the contract taken to Council on June 3. • Network POE switches are needed o POE stands for power over Ethernet,which means the switch injects power into the network cable for the phone. o All switches in the City need to be replaced. o Most switches in the City are 8-10 years old and have already been identified as a priority to replace as part of our network/security modernization program. o We have an RFP out now for switches. Bids will be opened on May 28 with the contract taken to Council on June 3. Projections of Recurring Costs • We will still need to retain a number of POTS(traditional phone) lines for locations without network, alarms, elevators,etc... • However,we are estimating we will be able to eliminate 145 POTS lines. At a cost of roughly$30 a month,each,that is a cost of roughly$4350 • The new PRI/DID service will cost approximately$2300 a month. • Total recurring cost avoidance is estimated to be approximately$20,000 a year. Agreement with Water Works • Water Works is entering into an agreement to share the system with the City. • They will pay for their portion of the system based on the number of phones they utilize as a percentage of the total number of phones in the phone system. • This will enable better customer service with seamless call transfers and other capabilities. • Agreement will come before Council on May 28.