SR - AGR-6172 - PURCHASE & INSTALLATION CITY WIDE SHORETEL VOICE OVER IP TELECOMMUNICATIONS SYSTEMZy ,p4
AGENDA ITEM
December 9, 2014
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City Manager
FROM: Rick Otto,
Assistant City
1. SUBJECT
ReviewedNerified By:
City Manager
Finance Direc or
To Be Presente : Rick Otto
Cons Calendar
City Mgr Rpts
Council Reports _
Legal Affairs
Boards /Crates _
Public Hrgs
X Admin Reports
Plan /Environ
Agreement with Packet Fusion, Inc., for the purchase and installation of a City -wide Shoretel
Voice over IP (VoIP) telecommunications system.
2. SUMMARY
The City's telephone systems have reached their end of life. As such, the City's 2012 -2015
Information Technology Strategic Plan identified a critical initiative to implement a consolidated
voice and data solution. RFP No. 145 -09 for a telecommunications system was issued July 31,
2014. Based on the results of bids received, it is recommended that the City Council approve the
purchase and installation of a Shoretel VoIP telecommunications system from Packet Fusion, Inc.
3. RECOMMENDED ACTION
1. Approve the Consultant Services Agreement with Packet Fusion, Inc.; and,
2. Authorize the Mayor to execute and the City Clerk to attest to the Consultant Services
Agreement with Packet Fusion, Inc.
1 4. FISCAL IMPACT
Funds were budgeted in the FY 2014 -15 budget and are currently available in the following
account:
790.1601.56033.19640 $531,142.27 MIS Fund
5. STRATEGIC PLAN GOAL(S)
4c. Enhance technology to improve public accessibility to information and services.
ITEM 1 12/09/14
6. GENERAL PLAN IMPLEMENTATION
Not applicable.
7. DISCUSSION and BACKGROUND
The City's current telephone system infrastructure consists of five distinct phone systems. The
largest of the five phone systems is a Rolm PBX, which has been in use for more than 28 years.
Rolm PBX is no longer being manufactured and it is difficult to find replacement parts for the
system. As such, the telephone system is at end of life. The City's 2012 -2015 Information
Technology Strategic Plan identified a critical initiative to implement a consolidated voice and
data solution in order to realize significant cost savings, improve staff communications
efficiencies, and reduce maintenance and support of legacy phone systems.
The City has a disparity of network cabling infrastructure varying from category 3 to category 6
specifications. A separate but related Cabling Bid No. 145 -21 was approved by the City Council
on November 21, 2014 for network cabling installation to ensure that it is consistent and
compatible with current technologies. The new network cabling will replace outdated cabling
infrastructure to improve network data communications performance. Upon completion of the
network cabling effort, the entire network cabling infrastructure will have the capacity to support
1 Gbps (gigabit per second) for every network node. This will allow the City networking
infrastructure to support the recommended VoIP telecommunications system.
Selection Process
City staff considered the three leading top -tier vendors for VoIP system providers: Cisco, Avaya,
and Shoretel. The three vendors were invited to demonstrate their respective systems to a number
of City employees representing various departments. In addition, IT staff evaluated the three
vendors based on cost of ownership, reliability, and ease of use. At the conclusion of this
process, it was determined that the Shoretel system provided the superior user experience, lowest
cost of ownership, and ease of administration.
In addition to being the lowest cost, Packet Fusion presented the best proposal and strongest
references. Packet Fusion, Inc., with offices located in Irvine, has installed similar Shoretel
systems in the City of El Cajon, City of Thousand Oaks, City of Santa Ana and the City of
Laguna Beach.
ITEM 2 12/09/14
The next step in the process was to select a reseller and implementer for the Shoretel system.
Therefore, RFP No. 145 -09 for a Shoretel telecommunication system was issued on July 31,
2014, and the City received four viable proposals from authorized Shoretel partner resellers.
Project Benefits
Because of the age of the current phone system and end of life status, there has been a loss of
institutional knowledge for support of the system. Administrating changes and supporting the
current system is difficult and costly.
The new system will allow for improved operational administration effectiveness for many years.
There are many feature benefits for this technology including:
• Visual voicemail.
• Search contacts by name for the public.
• Improved conference calling ease and accessibility.
• Improved call forwarding, and call center functions.
• Unified communications for other non - handset devices such as cell phones and desktop
computers for consistent communications across multiple devices.
Conclusion
The City's phone systems have reached their end of life. Staff recommends approval of the
Consultant Services Agreement with Packet Fusion, Inc., for the purchase and installation of a
City -wide Shoretel Voice over IP telecommunications system.
8. ATTACHMENTS
• Consultant Services Agreement with Packet Fusion, Inc.
ITEM 3 12/09/14