HomeMy Public PortalAbout10A New Telephone SystemCity Council
September 16, 2014
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The City's voice and voicemail service that serves all the City's facilities (i.e., City Hall,
Maintenance Yard, Live Oak Park and Live Oak Park Annex building) is currently
supported by AT&T, with the primary PBX at 9701 Las Tunas Drive. All incoming calls
for all City employees and departments must be answered by an Office Assistant who
acts as Receptionist at City Hall. The current system uses copper wires to send signals
versus Voice over IP (Internet Protocol) (VoiP). The recommended VoiP system for
voice will be transmitted the same way data is sent through the internet. With VoiP,
speech is digitized and transmitted using the organization's existing data network,
eliminating the need for a separate and unique voice communications infrastructure,
resulting in a lower cost to operate and maintain. Further the system is completely
portable. Should the City decide to remodel or change the configuration of City Hall, the
system is easily disconnected (i.e., unplugged) and then reconnected (plugged back in)
into data network lines, similar to connecting personal computers.
Staff recommends replacement of the City's existing phone system due to the following
reasons:
• The City's existing phone system is staff intensive and antiquated;
• This proposed system is completely portable;
• The existing systems is costly to maintain and operate especially when moving
lines; and
• A VoiP solution is easier and less costly to maintain; lines can be moved easily
by IT staff, thereby saving cost of having vendor performs these services.
Ultimately, staff's goals are to lower the total cost of ownership, reduce long distance
charges, allow for an easier system to manage, and enable new solutions such as
"unified communications" that can deliver phone calls (direct dialing), faxes, voice mails,
and email to any handset or cell phone.
Although the City's Purchasing Code (Code) requires a formal bid process for supplies,
services and equipment in excess of $25,000, the Code does allow the City to contract
directly with a consultant if a competitive bidding by another Federal, State, County or
local government agency has been completed and is in substantial compliance with the
City of Temple City's Code. The quote provided by KTS Networks is part of the State of
California Multiple Award Schedules (CMAS). CMAS offers a wide variety of commodity,
non-IT Services, and information technology products and services at prices which have
been assessed to be fair, reasonable and competitive. The use of these contracts is
available to California State and Local Government agencies and is common. staff has
been investigating new phone systems for over a year and is familiar with the
approximate cost for replacement of the current system. KTS is competitive and they
have successfully awarded CMAS contracts to other agencies for this VoiP telephone
system. In addition, staff checked with other cities that are currently utlilizing KTS
Networks, and references reviewed very positive.
Current staffing will be relieved of answering all telephone calls coming into City Hall
providing for additional staffing resources that can be utilized elsewhere, i.e., providing
for relief coverage for vacations and other time taken to be away from City Hall. The
City Council
September 16, 2014
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City will evaluate staffing needs once the new telephone system is completely
implemented. While each employee will have a unique telephone number (i.e., direct
dialing) the general number will remain and will also be answered by the Receptionist.
When installation is completed, anticipated for mid-November, the new direct dial
numbers for all employees will be communicated to residents and constituents with
assistance of the Communications Office. The current telephone number of City Hall
will also remain in service.
If the City does not update the current telephone system, cost savings in maintenance
will not be realized. Further, with the direct dialing feature, current staffing resources
can be realigned to other priorities, providing for more effective and efficient services.
CONCLUSION:
In order to address the antiquated telephone system, realize a savings in maintenance
costs and on-going line charges of approximately $7,200.00 annually, and more
efficiently utilize staff resources, it is recommended the City Council approve the
proposal to upgrade its current telephone system to VoiP, and award the contract to
KTS Networks in an amount not to exceed $41 ,61 0.12.
FISCAL IMPACT:
If this action is approved, an additional $ $41,611.00, will be appropriated for Capital
Outlay from the General Fund Undesignated Fund Balance.
ATTACHMENT:
A. Purchase Agreement for KTS Networks