HomeMy WebLinkAbout8-Consideration of the Purchase of a Voice-Over-IP Phone SystemAgenda Item #8
To:
From:
Date:
Subject:
Board of Directors
Ian Fitzgerald
February 05, 2014
Consideration of the Purchase of a Voice-Over-IP Phone System
ACTION
1. WHY THIS MATTER IS BEFORE THE BOARD
Board action is required for expenditures in excess of $15,000.
2. HISTORY
The District's phone technology is well beyond its useful life. The current office private
branch exchange (PBX) phone system was developed in the early 1990's, and is
missing many functions present in today's phone technology. The importance of
reliable, clear, uninterrupted communication in a dangerous work environment like
high voltage electricity, and in a regional environment where natural disasters like
earthquakes and forest fires are prevalent, cannot be undervalued. New technology
exists today that will improve phone communications and integrate disparate systems
seamlessly.
The District has been building a foundation of technology that is now capable of
supporting a voice-over-IP phone system. The system will drastically improve the way
District staff communicates with employees, community partners, and the public.
A history of the District's communication technology is as follows:
• 2011 (fall) - District replaced network infrastructure with new switches, wireless
access points, and firewalls. System standards of checks and balances for
technology fail over were put in place. This allowed for high bandwidth traffic
required for voice over Internet protocol (VOIP) technology and communication
access from other cities.
• 2011 (winter) - District began fiber installation, providing fast network access to
District owned remote sites. This allows for placing phones and paging
systems at substations and water stations throughout the District.
• 2012 (spring) - District implemented data center technology to support servers
and applications. This allows for the computing power and storage required for
VOIP servers and unified communications integration.
• 2013 (spring) - District implemented disaster recovery technology to allow for
server and data fail over off site. This ensured technology failure at District
offices would not cause loss of phone communications.
Stephen Hollabaugh Michael D. Holley
Assistant General Manager General Manager
3. NEW INFORMATION
The District has vigorously researched VOIP phone systems over the last 8 months.
Two systems were reviewed extensively: Cisco and ShoreTel. After full reviews of
specifications, functionality, interoperability, and cost with department and executive
managers, it was a consensus decision to purchase the Cisco Unified Communication
System as the District's next phone system.
Cisco Unified Communication System will provide the District with advanced phone
functionality, allowing for integration of phones, mobiles, email, and radios. This
system will make use of the existing IP network infrastructure, reducing costs and time
to implement. This system also provides the foundation for future technologies such as
audio conversation recording, customer information system (CIS) integration, video
web conferencing, Interactive Voice Response (IVR), and reverse IVR.
To deploy the proposed VOIP phone system, one contract divided by materials and
labor is required.
Section 3.08.060 of the District's code (Joint Purchasing with the State of California
and other public agencies) permits the District to take advantage of other agencies low
bids providing that competitive procurement procedures were followed. The code also
permits the purchase of goods at or below government contract bids. The cost
proposal submitted by World Wide Technology through the California Multiple Award
Schedulte (CMAS) put the materials at $68,525, and labor at $39,957, less any vender
discount.
The total cost for this project is $108,482, less any vender discount; 13% below the
FY14 project budget for outside labor and material costs.
4. FISCAL IMPACT
Sufficient funds exist within the FY14 approved budget.
5. RECOMMENDATION
Authorize a purchase contract with World Wide Technology for Cisco VOIP hardware
and software for $68,525, and for professional services for $39,957, for an amount of
$108,482 plus a 10% change order allowance of $10,848 for an amount not to exceed
$119,330 plus tax, less any vender discount.