HomeMy Public PortalAbout2011.013 (01-18-11) RESOLUTION NO. 2011.013
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD
AUTHORIZING THE PURCHASE AND SERVICE AGREEMENT WITH KTS
NETWORK SOLUTIONS, FOR A CITYWIDE VOICE OVER INTERNET PROTOCOL
(VOIP) TELEPHONY SYSTEM USING SHORTEL EQUIPMENT, AUTHORIZING THE
CITY MANAGER TO NEGOTIATE THE SAID AGREEMENT AND AUTHORIZING
THE MAYOR TO EXECUTE THE AGREEMENT
WHEREAS, staff released a Request for Proposals (RFP) for a Voice over
Internet Protocol (VoIP) phone system to replace the City's aging and outdated phone
system; and
WHEREAS, the existing handsets are ten years old and the main system has
been upgraded and maintained by the same vendor (Data Plus Communications) for
the past 20 years; and
WHEREAS, the current system is costly to maintain, has many limitations, and
is problematic in various areas; and
WHEREAS, a five member committee was formed to review eight proposals that
were received by the City Clerk's office on December 30, 2010 and ultimately selected
KTS Nefinrork Solutions to implement a new voice over IP system; and
WHEREAS, staff feels that it is an ideal time to replace the City's existing phone
system due to the following reasons:
• The City's existing phone system is outdated and using older technology.
• Voice mail is problematic and often cuts off in mid-sentence.
• The existing system is costly to maintain and operate especially when moving
lines.
• Staff from the Annex building will be moving temporarily to portable trailers next
to Bateman Hall and wifl require a phone system.
• The new Annex and Council Chambers will require phone systems.
• A VoIP solution is easier and less costly to maintain; lines can be moved easily
by IT staff, thereby saving cost of having vendor perform these services; and
WHEREAS, staff's goals are to lower the total cost of ownership, reduce long
distance charges, allow for easier system management, and enable new solutions such
as "unified communications" that can deliver phone calls, faxes, voice mails, and email
to any handset or cell phone; and
WHEREAS, funding sources are available for a new phone system which will
cost approximately $130,000 and include a five-year maintenance contract; and
WHEREAS, the system is expected to last a minimum of 10-12 years and the
true savings and the total cost of ownership will be seen after the first five years; and
WHEREAS, IT staff will administer the new phone system and the City will
budget at most $80,000 for years 2016 through 2020 for maintenance and support,
which is $148,000 less than what it cost the City to maintain the legacy Mitel phone
system for the past five years.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LYNWOOD DOES
HEREBY RESOLVE AND DETERMINE AS FOLLOWS:
Section 1. That the City Council of the City of Lynwood approves and
authorizes the City Manager to negotiate the said agreement with KTS Network
Solutions and the Mayor to execute agreement from KTS Network Solutions to
implement a new voice over IP phone system for the City of Lynwood, subject to
approval of the form of the agreement by the City Attorney.
Section 2. This Resolution shall go into effect immediately upon its adoption.
PASSED, APPROVED and ADOPTED this 18 day of January, 2011.
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Aide Castro, Mayor
ATTEST:
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Maria Quinonez, City Clerk Roger L. Hale , ity Manager
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
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F d a nt City Attorney Robert Torrez,' sistant City Manager
STATE OF CALIFORNIA )
) SS.
COUNTY OF LOS ANGELES )
I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the
foregoing Resolution was passed and adopted by the City Council of the City of
Lynwood at a regular meeting held on the 18 day of January, 2011.
AYES: COUNCIL MEMBERS RODRIGUEZ, SANTILLAN, MORTON AND
CASTRO
NOES: NONE
ABSENT: COUNCIL MEMBER FLORES
ABSTAIN: NONE
i
Maria Quinonez, City Clerk
STATE OF CALIFORNIA )
) SS.
COUNTY OF LOS ANGELES )
I, the undersigned City Clerk of the City of Lynwood, and the Clerk of the City
Council of said City, do hereby certify that the above foregoing is a full, true and correct
copy of Resolution No. 2011.013 on file in my office and that said Resolution was
adopted on the date and by the vote therein stated. Dated this 18 day of January,
2011.
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Maria Quinonez, City Clerk