HomeMy Public PortalAbout04-13-2011 transter TOWN OF
1630 WATERTOWN
' Ys Office of the Torun Manager
rfi ,'••-tg�,- .'ad. Administration Building
149 Main Street
Watertown,MA 02472
Phone:617-972-6465
Fax:617-972-6404
Michael J. Driscoll www•watertown-ma.gov
Town Manager townmgr@watertown-ma.gov
To: Honorable Town Council
From: Michael J. Driscoll, Town Manager
Date: April 7, 2011
RE: Agenda Item-Transfer of Funds Request
As you recall, at the March 8, 2011 Town Council Meeting the Honorable Town Council
adopted conceptual recommendations on the Fiscal Year 2012-2016 Capital Improvement
Program including a recommendation"to proceed with the new Town-wide phone system as
recommended in the "Telecommunications Needs Assessment Report", at an approximate cost of
$162,830 for the Town and $396,063 for the Schools,plus $14,500 to pay Webb Consulting
Services to oversee the project,to be funded by borrowing $573,500 in FYI 1". (see attached
Committee on Budget and Fiscal Oversight Report)
Attached please find correspondence from.Phyllis L. Marshall,Town Treasurer/Collector
outlining the timeline for RFP Development and vendor award.
Therefore, in order to fund services for RFP Development & System Selection and the
System Implementation Process related to the new Town-wide phone system, I respectfully
request the attached transfer be placed on the April 13, 2011 Town Council Agenda.
Thank you for your consideration in this matter.
cc: Phyllis L. Marshall,Town Treasurer/Collector
Thomas J. Tracy, Town Auditor
Department Heads
TRANSFER AMOUNT $14,500
FROM: FY 11 TOWN COUNCIL RESERVE $ 14,500
0111152-570780
TO: FY 11 TOWN-WIDE PHONE SYSTEM SERVICES $ 14,500
0194000-530303
1 hereby certify to the availability, authority of funding source, mathematical accuracy
and appropriate fiscal year.
/ r
DACE TOWN A(tDfTOR I
V
Town of Watertown
Town Council Committee of the Budget and Fiscal Oversight
Report of the Meetings of February 7, 14, 24, and March 2, 2011
Report Date: March 8, 2011
The purpose of the meetings was to review the Town's Fiscal Year 2012-2016 Capital
Improvement Program (CIP) as submitted by the Town Manager on January 11, 2011, and to
make recommendations to the Town Council,
The Committee convened on February 7, 2011 at 6:30 pm. Present were Vincent Piccirilli,
chair; Angie Kounelis, vice chair; Cecilia Lenk, secretary; Town Manager Michael Driscoll;
Town Auditor Tom Tracy; Treasurer/Collector Phyllis Marshall; and Director of Parks and
Recreation Peter Centola. Also present was Councilor John Donohue. The discussion
included:
• Overall review of the FY12-16 CIP by Nh•. Driscoll, and an update of the preliminary
FY12 budget revenues and expenditures.
e Review by Mr. Centola of proposed capital projects for Parks and Recreation, including
the plans for Victory Field, and renovations to other parks and playgrounds throughout
the Town.
• Review by Ms. Marshall of proposed capital items for the Department of
Administration, Information Technology, Fire Department, Police Department, Library,
Senior Center, and Skating Rink.
• The CIP energy-related projects and status of the ESCo contract. Ms. Marshall noted
that the `investment-grade audit" is in progress and will be completed by the end of
March. The scope of work will be presented in May for the Town to decide how to
proceed,
• Presentation by Mr. "Tracy of the "CIP FY12 to FYI 6 Cost Analysis" showing proposed
principal and interest payments by year for each capital expenditure.
The meeting adjourned at 8:45 pill.
The Committee reconvened on February 14, 2011 at 6:30 pill. Present were Mr. Piccirilli, Ms.
Kounelis, Ms, Lenk, Mr. Driscoll, Mr. Tracy, Ms, Marshall, Gerald Mee, Superintendent of
Public Works; Steven Magoon, Director of Community Development & Planning; and Joseph
Webb, Webb Consulting Services. The discussion included:
• Presentation by Mr. Webb of the "Telecommunications Needs Assessment Report" for
the both Town and School buildings, as prepared by Webb Consulting Services. The
estimated cost was $162,830 for the'fown and $396,036 for the Schools.
• Review by Mr. Nlee of the Department of Public Works CIP items, excluding road
construction projects.
• Presentation by Mr. Magoon of the Department of Community Development and
Planning's CIP items.
The meeting adjourned at 8:45 pill.
i
Budget and Fiscal Oversight Report- March 8, 2011
']'be Committee reconvened on February 24, 2010 at 7 pun. Present were Mr. Piccirilli, Ms.
Kolmelis, Ms. Lenk, Mr. Driscoll, Mr. Tracy, Ms. Marshall, Council President Mark Sideris
and Councilor Donohue. 'file following Watertown Public Schools representatives were
present: Anthony Paolillo, School Committee chair; Laurie NicNlanus, School Committee
member and Chair of Buildings & Grounds subcommittee; Superintendent Ann Koufiman-
Frcde'ick; Allie Altman, Director of Business Services; and Jay Francione, Director of
Facilities. Also present was Dr. Gong I laoqun, a visiting scholar from China, and a student
reporter from Boston University.
Discussion of the School Department's CIP items included the following key points:
• Ms. Altman and Nil•. Francione presented the status of the School capital projects from
FY07 through FYI 0. They reported that$165,252 in school capital funds remains
unspent from FYI 0 and earlier.
• Nis. Altman and Mr. Francione presented the status on the School capital projects from
FY I 1 (summer 2010), showing$164,343 unspent but budgeted for work remaining to
be done, and a positive variance of$29,326, from the Town COnneil $525,000
appropriation.
• Ms. Altman and Mr. Francione presented the School's proposed FYI (summmer 2011)
capital requests totaling $570,700.
• Mr. Webb presented his telephone report to School officials earlier in the day. The new
phone system was the School Department's top priority last year, and they agreed it was
still their top priority. It was noted that tine phone system cost of$396,036 was not
included in the requested $570,700.
• It was calculated that the School Department had $358,921 available in unspent capital
funds from prior years. (165,252 + 164,343 + 29,326)
• A working concept was agreed to as follows:
a) Tile School Department would use the available $358,921 and reprioritize it for
summer 2011 projects.
b) Instead of borrowing$600,000 in FYI I for school projects, the Town Council
would borrow about $570,000 for the town-wide phone system in FYI 1.
c) The School Department would have $358,921 plus $396,036 for the phones for
work to be done in summer 2011.
• The following actions were agreed for the next meeting:
a) The School Department will come back with a re-prioritized list for the
$358,921 for summer 2011 projects.
b) The School Department will confirm that the phone system is their top priority
project for summer 2011.
c) Mr. Francione would provide a list of school vehicles, and discuss with Mr. Mee
the potential cost savings from sharing of vehicles with the DPW.
The meeting adjourned at 8:40 pm.
,file Committee reconvened on March 2, 2011 at 5:30 pm. Present were Mr. Piccirilli, Ms.
Kounelis, NIs. Lenk, Mr. Driscoll, Mr. Tracy, Nis. Marshall, Mr. Mee, Mr. Francione, and Mr.
Sideris. Also present were Vice President Steve Corbett and Councilor Tony Palomba.
Page 2 of 6
Budget and Fiscal Oversight Report - March 8, 2011
Discussion of the School Department's CIP items included the following key points:
• Mr. Francione confirmed that the School Department agrees that that the $396,036
phone system is their top priority project for summer 2011.
• Ntr. Francione presented the reprioritized list of capital projects for summer 2011 using
the $358,192.
• It was agreed that the $35,000 for the I Iosmer PA/Clock system should be included in
the phone bid. If that is possible, Nh. Francione said the $35,000 would be used for the
High School auditorium ceiling and wall repairs, as it was his next highest priority.
• NL•. Francione presented the list of school vehicles currently in use.
• Mr. Tracy noted that the $358,921 that Ms. Altman reported that the School Department
has in unspent capital funds is different than what the Town accounting system shows.
Ms. Altman was not able to supply updated information in time for this melting.
Discussion of the DPW's CIP road projects included the following key points;
• Mr. Mee presented a report showing$1 19,167 remaining from the Phase 1 $2.5M
(summer 2009) and Phase 2 $2.5M (summer 2010) local road projects. This will be
used to finish the mill & overlay of Arlington St from Nichols to Arsenal, which was
not able to be completed last year.
• Mr. Nice presented a CIP strategic plan showing 18 major roadway, sidewalk, water,
sewer and other construction projects. These projects will be started in April 2011. The
total unspent costs identified to date are $16,079,103. The total funds currently
available are $10,964,427 per the analysis supplied by Mr. Tracy.
• Ntany of the DPW projects shown are still in the conceptual stage, and Mr. Mee will
bring these before the Public Works Committee for policy guidance before proceeding.
• It should be noted that Watertown does not actually have MassDOT Chapter 90 funds
yet, but they are apportioned by NlassDOT after the projects start.
• There is actually$684,254 in ` FY I 1 Street & Sidewalk Funds". The $300,000 shown
on the list will be used for projects as shown. With the balance of$384,000 Mr. Mee
would like to do selective mill and overlay roast repairs to the most severely pot-holed
roads, noting that this winter's weather has taken quite a toll.
• Regarding the Phase 3 $2.5M local road construction proposal that was presented in
February 2010, Mr. Mee said that he needs to update the Roadway Management
Program, which was clone in 2007, because the condition of many roads has changed.
He will update the Phase 3 plan and present it next year.
After completing the review of the CIP, the C'onunitlee noted unanimously to approve each of
the fallouviiig concelm(al reconanen(allo rs;
l) For School Department projects, use the $358,921 unspent capital fund balance they
currently have on hand for summer 2011 projects, instead of borrowing $600,000 as
planned in FYI 1.
2) Proceed with the new town-wide phone system as recommended in the
"Telecommunications Needs Assessment Report", at an approximate cost of$162,830
for the Town and $396,063 for the Schools, plus $14,500 to pay for Webb Consulting
Services to oversee the project, to be funded by borrowing $573,500 in FYI 1.
Page 3 of 6
Budget and Fiscal Oversight Report - March 8, 2011
3) Remove the $155,000 for the street sweeper from the FYI I CIP and fund it from the
Water-Sewer capital fund as this is an EPA stormwater requirement.
4) Have Ms. Marshall work with bond counsel to use the $75,000 bonded funds left over
Front the purchase of the new pumper in FYI 0 to be allocated to the purchase of the
new $209,000 ambulance in FYI1.
5) Take a holistic and comprehensive approach to 1T spending in each department, so that
the most efficient and uniform hardware and software solutions will be used.
6) Have the Historic Commission prioritize and make recommendations on use of capital
funds allocated for monument restoration, and seek both grants and state and federal
funds for these projects.
7) Agree with the DPW recommendation to use the approximately $11M unspent capital
fund balance and apportioned Chapter 90 funds for projects beginning in April 2011,
while deferring the planned $2.5M borrowing until FYI for summer 2012 projects,
subject to the following conditions:
a) Mr. Tracy will work with Mr. Nice to synchronize DPW projects with the
availability of unspent capital funds and Chapter 90 funds to be apportioned.
b) The Roadway Managennent Program must be updated with the current pavement
status prior to bringing forward the $2.5Ni loan order for Phase 3 construction it)
PY12.
8) Agree with the DPW recommendation to use the $384,000 FYI 1 Street& Sidewalk
Fund balance for selective mill and overlay resurfacing to the most severely pot-holed
roads to be done in summer 2011.
9) Regarding School capital finds:
a) Ms. Altman unist reconcile unspent school capital funds with what Mr. Tracy
shows in the Town's accounting system. This task must be complete before the
March 22"d Town Council meeting.
b) Mr. Francione will work with Mr. Mee and Nil. Tracy to develop a plan for
school vehicle use and replacement that seeks to reduce costs by sharing
resources with the DPW motor pool.
c) The $35,000 for the Hosmer PA/Clock system should be included in the phone
bid, allowing those finds to be used for the High School auditorium ceiling and
wall repairs.
10)Regarding the Energy Service Company (ESCo) proposal, this Committee reconnnends
that it reconvene to discuss the results of the "investment grade audit" and the resulting
proposal to assess its impact on energy-related CIP items, and to make a
recommendation on how to proceed.
Page 4 of 6
Budget and Fiscal Oversight Report- March 8, 2011
Nest, Mr. Driscoll presented the changes to the proposed FY201 1 Loan Order based upon the
recommendations (refer to the bottom of page 2 of the 1/1 1/1 1 document).
The revised list of items in (lie FY201 I CIP which would be included in the proposed loan
order totaled $5,324,000, The following changes would be made:
a) Reduce the Victory Field Improvements by $100,000 based upon bids received.
b) Delete the $600,000 School Building Improvements.
c) Reduce the Public Works Equipment by $155,000.
d) Add the Town-wide Phone System for $573,500,
As a result, the revised FY201 I Loan Order would be for$5,042,500. The Committee voted
unanimously to approve this cis a conceptual recommendalion. For the record, Councilor
Kounelis stated that the Victory Field project was still controversial.
Finally, the impact on the FY12 budget, based on the Committee's conceptual
recommendations, would be as follows:
• Debt and interest payments in FY 12 would be reduced by $81,375 as follows (see
attached CIP FY 12 to FY16 Cost Analysis):
a) Victory Field Improvement interest cost would be reduced by $3,500 to
$105,000 in FY 12.
b) The $155,000 street sweeper FY I 1 borrowing would be removed, eliminating
$35,000 in principal and $7,750 in interest in FY 12.
c) The $600,000 school FY 1 1 borrowing would be removed, eliminating $60,000
in principal and $30,000 in interest in FYI 2.
(I) The $570,000 school FYI 2 borrowing would be removed, eliminating $60,000
in principal and $29,500 in interest in FY 12.
e) For the phone system, add $573,500 FYI 1 borrowing(at 5 years), adding
$1 14,700 in principal and $28,675 in interest in FY 12.
• Mr. Driscoll presented an update to the October 26, 2010 preliminary budget overview
showing revised assumptions (see attached dated 2/7/11).
a) Revised expenditure forecast for debt & interest for FY2012 (page 49) reduced
by $807,918 from $8,252,393 to $7,444,475, primarily by moving the$2,5M
street & sidewalk borrowing from FYI 1 to FYI2. FY2013 was reduced by
$1,083,760 and FY 2014 was increased by$597,158 by moving the $5M street
& sidewalk borrowing from FYI to FYI 3.
b) Revised projected comparison of remnies and expenditures for FY2012 (page
55), showing the latest FY2012 assumptions. Revenue assumptions have
increased $1,132,609 from $97,815,947 to $98,948,555, Expenditure
assumptions have decreased $858,328 from $101,278,007 to $100,419,679.
Page 5 of 6
Budget and Fiscal Oversight Report - March 8, 2011
• Implementing the Committee's conceptual recommendations on the CIP would have the
following impacts on the FY2012 budget:
a) Total FY 12 Debt & 6ilerest would be $7,363,100, consisting of revised estimate
of$7,444,475 minus $81,375 in additional debt and interest reductions.
b) Total FY 12 Capital Spending would be $8,226,567, consisting of$7,363,100 in
debt and interest plus $863,467 of non-debt capital expenditures.
c) The $81,375 in additional debt and interest reductions will further reduce the
FY12 expenditure assumptions from $100,419,679 to $100,338,304,
d) Based on the latest FY 12 expenditure assumptions of$100,338,304, the total
FY 12 Capital Spending of$8,226,567 would be 8.2% of the budget.
e) Based on the latest FY12 revenue assumptions of$98,948,555, the total FY12
Capital Spending of$8,226,567 would be 8.3% of the budget.
f) The Committee feels this meets the FY12 Budget Policy Guideline that the
Town should seek to make annual capital expenditures (including debt and
exclusive of enterprise funds) equal to at least 7.5-8%of the operating budget.
• Proceeding as outlined above would reduce the projects/items in the FY12 CIP with
funding source "to be determined" by$350,000 by eliminating the TBD amount for the
teleplione system (line 24). The'IBD amount would be reduced from $13,045,000 to
$12,695,000.
The meeting adjourned at 8:20 pm.
Prepared by Cecilia Lenk and Vincent Piccirilli
Attachments:
A. October 26, 2010 preliminary budget overview assumptions revised 2/7/11 (5 pages)
B. CIP FY12 to FY 16 Cost Analysis (2 pages)
C. DPW Status of Local Road Projects Phase I & 2 (1 page)
D. DPW Strategic Plan of 18 Proposed Projects and Funding Sources (2 pages)
E. DPW Available Funds (2 pages)
F. WPS School Capital Projects FY2007—FY2010 (3 pages)
G. WPS FY201 1 Capital Projects Status (2 pages)
H. WPS Proposed FY12 Capital Plan (I page)
1. WPS Outstanding Capital Projects Completion Schedule— Summer 2011 (1 page)
J. WPS School Vehicles as of2/24/11 (1 page)
The "1'eleconununications Needs Assessment Report dated February 4, 2011 is not attached but
is available upon request.
Page 6 of 6
MEMORANDUM
Date: April 7, 2011
To: Michael J. Driscoll, Town Manager
From: Phyllis L. Marshall, Treasurer- CollectoiL
RE: Webb Consulting Services for Telephone System Procurement and
Installation
As you are aware, the Budget and Fiscal Oversight Committee approved and
recommended on March 8, 2011 to the Honorable Town Council that the Town proceed
with implementation of a new town-wide telephone system with funding in FY2011.
Mr. Joseph M. Webb of Webb Consulting Services has indicated the time necessary for
development of the Watertown Telephone System Request for Proposal (RFP),
advertising, receipt of proposals, evaluation of vendor experience and qualification, and
recommendation of vendor award will take up to eight weeks. The Consulting Service
fee is $14,500 for the procurement through complete installation. I have attached
relevant sections of reports from Webb Consulting Services.
I respectfully request the funding of$14,500 for Webb Consulting Services so that the
RFP development and procurement process can begin as soon as possible following the
appropriation.
i
w
webbConse1ilnpseMces- Proposal for Telecommunications Consulting Services
for the Town of Watertown•March 10,2010
e
Once the Town of Watertown has agreed with our recommendation regarding the design of the
new system, Webb Consulting Services will perform the following tasks to ensure that the
recommended system solution is procured according to the requirements of Chapter 30B or by the
use of existing Commonwealth Statewide Contracts.
Webb Consulting Services has extensive experience with the Chapter 30B procurement process
as well as Statewide Contracts.The project approach described below would be used under both
circumstances. The main difference would be the development of a complete RFP document
(Chapter 30B) or the creation of a "System Specifications Document" to solicit quotes from
Statewide Contracts. The use of Statewide Contracts reduces the amount of time that we need to
conduct this phase of the project. (Please refer to the discounts applied to our professional fees
listed in Section Five.)
1. From the information gathered, Webb Consulting Services will prepare a comprehensive
Request for Proposal (RFP) document (or System Specifications Document) which will be y
designed according to the unique needs of Town/Schools,The RFP document developed by
Webb Consulting Services will include,but not be limited to,the following:
• Instructions to the vendors regarding how to submit a proposal in response to the RPP
Including such information as number of hard copies required,electronic submissions,
contact information for inquiries and questions, appropriate.vendor on-site meetings
and proposal due dates;
• Detail of Watertown's Town and School operations with regard to its
telecommunications needs, t
• The complete configuration required for the new telecommunications system solution
for the Town and Schools;
• The complete configuration and requirements for the new voice messaging system
including voicemail,call processing and unified messaging functionality;
• A listing of all required system features and functionality;
• A listing of any optional features and/or functionality;
• The technical and functional requirements of all separately bid or optional items such
as call accounting,wireless telephones,etc.;
• Vo1P and IP Telephony applications,functionality and required Implementation; c
• Requirements of internal cabling(installation of new cabling or reuse of the existing
cabling)including testing,cross connection,etc.;
• Requirements with regard' to system security, system installation and system
operation;
• Requirements with regard to system warranty and subsequent maintenance services;
• Requirements with regard to the future availability of system parts as well as
component add-on costs associated with the system;
• Requirements with regard to the business and service capabilities of the proposing
vendor;
4
• Formal proposal response forms outlining system capacities,features,and costs items.
The RFP is an all-inclusive document which will provide a means to compare vendor
proposals and capabilities on an"apples-to-apples"basis.
Pagel .
n
WeppconsuRmgservices• Proposal forTelecommunleations Consulting Services
.... for the Town of Watertown 0 March 10,2010
The "System Specifications Document" would include most of the items listed above but s
would rely on the Statewide Contract's Terms and Conditions for a portion of the"standard"
items such as bid procedures,maintenance requirements,etc.
2. Webb Consulting Services will meet with the Watertown"Project Team"to review the RFP
(or System Specifications) draft, answer any questions regarding the document and make
revisions to the document based on input from Town and School personnel.
3. Webb Consulting Services will prepare a final version of the RFP(or System Specifications)
and distribute it to qualified vendors capable of meeting Watertown's requirements. Webb n
Consulting Services will provide a list of vendors who are qualified to meet the requirements
of the RFP and work with the Watertown"Project Team"to further refine this list.
q. Webb Consulting Services will conduct a vendors' meeting on site at a specified Town or
School location to ensure that the vendors have a clear understanding of the.Installation
requirements as well as have the opportunity to ask questions or request clarification of any
portion of the RFP document(or System Specification Document).
5. Webb Consulting Services will remain available to the vendors, until the proposal due date,
to answer questions regarding the RFP.
6. Upon receipt of the vendor proposals by the Town, Webb Consulting Services will obtain a
copy of each proposal in order to review and analyze the responses. Webb Consulting
Services will conduct the following tasks during this project phase.
7. Webb Consulting Services will review each vendor's proposal for compliance with the RFP
requirements. Vendor proposals that do not meet the baste requirement of the RFP, for any
reason, will be Identified and discussed with the Watertown"Project Team" to determine if
the proposal should be disqualified from further consideration.
8. Webb Consulting Services will prepare spreadsheet comparisons of all qualified proposals.
These spreadsheets will present comparisons of the proposing vendors based on financial
requirements, system feature and function requirements, system operational requirements,
system growth requirements and system options.
9. Webb Consulting Services will contact the appropriate vendors with any questions regarding
their submitted proposals.
10. Webb Consulting Services, with the information from the proposals and any clarifications
provided by the vendors, will then prepare a final spreadsheet comparison report for the
Town, This report will contain system spreadsheets comparing various system and vendor
information as well as a specific system and vendor recommendation.
11. Webb Consulting Services will meet with the Watertown "Project Team" to review the
evaluation spreadsheets and our specific recommendation,
i
12. Webb Consulting Services will accompany the Watertown "Project Team" on system
demonstrations and vendor presentations.
Page 9
y
/ \
we66consuntngservtcec• Proposal for Telecommunications Consulting Services
for the Town of Watertown•March 10,2010
13. Webb Consulting Services will meet with the Watertown "Project Team" upon the 4
completion of system demonstrations to discuss the final selection of a vendor and
telecommunications system solution.
14. Webb Consulting Services will work with the Watertown "Project Team"and the vendor to
ensure that a mutually agreeable contract (including the vendor's response to the RFP) is
executed.
15. Webb Consulting Services will notify all vendors of the Town's decision upon execution of a
contract with the selected vendor. y
Upon completion of this phase of the project, Watertown will be ready to begin Implementation
of the selected system solution,
4
46
4
Page 10
44
a
webbconsutiingserwces. Proposal for Telecommunications Consulting Services
for the Town of Watertown•March 10,2010
LP roj cc(Tasks: Phase3—S.%steni Sohition I ill I)Ielll ell tatio I)
Webb Consulting Services will work closely with the Watertown "Project Team" to ensure the
efficient implementation of the selected telecommunications solution. During this
Implementation project, Webb Consulting Services will work with the Town and Schools, the
selected local service provider,the chosen system vendor and the selected long distance carrier to
ensure the proper installation of the network and correct programming of the selected system
solution.During Implementation,Webb Consulting Services will conduct the following tasks: a
1. Webb Consulting Services will conduct an initial Implementation meeting with the selected
telecommunications system vendor,appropriate carrier personnel and the Watertown"Project
Team"where the following tasks,at a minimum,will be performed:
• Introduction of the Webb Consulting Services Team and our role in the
implementation of the system solution;
• Introduction of the Watertown"Project Team"; a
• Introduction of the telecommunications system vendor's Project Team;
• Introduction of the local and long distance carrier Project Team;
• Review of overall system project and establish initial installation schedules;
• Review of the system solution to be installed at the Town and Schools;
• Define required information for system database programming;
• Establish a schedule for any required network testing for VoIP and IP Telephony
Applications;
• Create calendar of events for the system Installation(cutover);
• Establish a schedule for end user training,operator training and training of Town and e
School system administrators;
• Generate a task list identifying each party responsible for the completion of each
task;
• Establish implementation meeting schedule for refinement of tasks and ensuring
adherence to the implementation schedule.
2. Webb Consulting Services will conduct weekly (or bi-weekly) implementation meetings to
ensure that the installation and training schedules are being met by the selected vendor and
the Town/Schools.
3. Webb Consulting Services will ensure that all required network service orders are placed and
circuit installation coordinated with the telecommunications system installation timeframes;
4. Webb Consulting Services will coordinate, through the Town and Schools, any additional
user interviews required by the vendor to complete system programming.
S. Webb Consulting Services will oversee the extension and feature button layout of telephone
instruments by working with the vendor and required Town/School personnel.
6. Webb Consulting Services will coordinate the collection of information from the Town and
Schools to ensure that all call coverage,station hunting,and other programming requirements
are being met.
Page 11
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W+6bConsulNn95ervlcesL Proposal for Telecommunications Consulting Services
for the Town of Watertown•March 10,2010
7. Webb Consulting Services will oversee any network assessment or network readiness
evaluation required for the deployment of any IP Telephony applications.
8. Webb Consulting Services will oversee the re-use of existing telephone cabling including any
necessary testing and re-labeling, the replacement of any non-usable cabling and the
installation of any required additional cabling.
9. Webb Consulting Services will oversee the scheduling of end user training, attendant
(operator) training and training of Town/Schools system administrators with the
telecommunications system vendor's training staff.
10. Webb Consulting Services will coordinate the system installation(cutover)at each Town and
School location to ensure the minimum of"downtime" while end users are switched to the
new system. This will include ensuring continued uptime for emergency room operation
while the new system is brought online.
11, Webb Consulting Services will oversee all system and network acceptance testing by the
telecommunications system vendor and network carrier and will instruct the Town In regards
to official acceptance of the system.
12. Webb Consulting Services will conduct a post-installation project meeting after the system
installation to create a"punch iist"of any outstanding items to be completed and coordinate
such task completion with the appropriate party (e.g., Town, Schools, system vendor,
network carrier,etc.)
13, Webb Consulting Services will review all network service bills 30 days after Installation to
make sure that all billing is correct for both Installation work and monthly service charges.
14, Webb Consulting Services will arrange for end user refresher training 90 days from system
installation to ensure that all users continue to fully utilize the system features to their
advantage.
Upon completion of the system implementation phase of this project, the Town of Watertown
will have installed a completely functional telecommunications system solution designed to meet
the current needs of the Town and Schools as well as adapt to the changing needs of the
organization as it moves into the future, ,
- Page 12
7.2 Procurement/Implementation Schedule
The purchase (under the competitive bid process) of the new systems and the implementation of
such will require careful scheduling and preparation. Based on our experience with past projects
similar to the Town of Watertown, Webb Consulting Services presents the following project
schedule.
/5 Telecommunications Consultants
WebbConsuRingServices< 35 Culler Street•Cnnton,Massachusetts
781.575-1600•www.webbeonsutt.com
Telecommunications Needs Report Page 129
for the Town of Watertown February 4,2011
Project ApprovaVComnrencement 1
_ '_M _
ORS- :--�3.--3.,
f:.f e.� _
Vendor Bid Meeting—On Site 5
Evaluation of Vendor Proposals 7-9
Contract Signing with Vendor 10 11
�-N IWt ttia ilepieh all a kl elillg _. ' r, .
First System Cutover(Town Hall) 18
�zednd' y18>?ii3ariSer:Nigh Soll�. xv:irk
Subsequent System Cutovers(Weekly) I 21-31
After completion of the Town Hall and High School system installations, the pace of the
installations of the remaining sites may be increased depending on the network services being
installed, the resources of the Town and Schools for training and providing information for
programming and the resources of the selected vendor.
7.3 Summary
The replacement of the new IP telephony system solution will allow the Town of Watertown and
Watertown Public Schools to take advantage of new functionality, install systems at the
beginning of their Iifecycle, replace the current antiquated systems and eliminate the technical
problems listed in Section 2.1.
Upon review of the recommendations of this Needs Assessment Report, the Town and Schools
should proceed to establish firm system costs through the use of the competitive bid process. In
this way, the Town and Schools can move toward selecting a vendor that best meets the needs of
the Town and Schools for both the systems provided but also for ongoing support.
Webb Consulting Services will remain available to assist Watertown through the system
procurement(RFP development,vendor proposal evaluation)and system implementation process
as outlined in our proposal dated March 10,2010 for the total consulting fixed fee of$14,500.
Telecommunications Consultants
WebbConsulting5ervker 35 Fuller Street•Canton,Massachusetts
781-575-1600 www.webbeonsult.com