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ITEM: |
CONSENT CALENDAR
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5. |
Consider
APPROVAL OF EXPENDITURE FOR PHONE SYSTEM AND SERVER NETWORK UPGRADE |
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Meeting Date: |
June 18, 2018 |
Budgeted: |
Yes |
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From: |
David J. Stoldt, |
Program/ |
Fixed Assets |
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General Manager |
Line Item No.: |
Various |
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Prepared By: |
Suresh Prasad |
Cost Estimate: |
$60,000 |
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General Counsel Review: N/A |
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Committee Recommendation: The Administrative Committee reviewed this
item on June 11, 2018 and recommended approval. |
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CEQA Compliance:
This action does not constitute a project as defined by the California
Environmental Quality Act Guidelines Section 15378. |
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SUMMARY: The District’s current PBX phone system is about 20 years
old and is in dire need to get upgraded. Parts for the existing phone system
are not readily available at times, which adds to the lead time for getting the
system fixed. Additionally, running an old phone system incurs a higher
recurring monthly fees since we are not able to utilize the latest technology
available in the market. Most
organizations are using cloud based phone systems which eliminates having to
purchase costly equipment upfront.
District’s proposal is also based on a cloud based phone system.
In order to go through with a phone system upgrade,
District’s current network cabling will also need to be upgraded. The existing
network cabling are about 20 years old and will not be able to handle the new
phone system which works across these cables sharing both voice and data on the
same cable. Bundled together with the network cable upgrade, we will also be
re-locating the server room from first floor to ground floor. This move is required to help minimize noise
and vibrations that are caused by the server equipment’s in the existing
location. The ground floor location has
concrete flooring which provides better stability and support for the server
equipment as well as better environment for cooling and humidity control.
District’s server room air conditioner was also
budgeted to be replaced this fiscal year. Instead of replacing the unit in the
existing room, staff will be getting a new unit installed at the new server
location. The existing air conditioning unit is about 8 years old and is a
residential unit which is not the type to be used for server rooms. It has had
numerous service calls to get the unit repaired. Staff has also been
experiencing irregular climate control with the existing unit due to the
inefficiency of the existing unit.
District solicited cost estimate from phone vendor
that has experience in the phone and data network areas, and is available
locally for support. We also wanted a
vendor that has worked with public agencies, cities and special districts in
the area.
The cost breakdown for the upgrade project are
summarized in the following table:
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One-Time |
Current Monthly |
Proposed Monthly |
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Phone
Hardware & Setup |
$14,877 |
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Existing
Phone Charges |
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$3,250 |
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Proposed
Phone Charges |
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$2,500 |
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Network
Cabling Upgrade |
$14,820 |
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Server
Room Re-Location |
$9,934 |
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Server
Room Air-Conditioner |
$10,000 |
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Projected
Monthly Savings |
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$750 |
This project could have a potential savings of $750 or
more per month in phone bills, which would pay for the new hardware & setup
costs, and network cabling within 3 years. In addition, there are numerous
other value added benefits for changing to the new system, such as unified
communications, ability to answer desk phone calls using mobile phones while
out of the office, ability to access voice mails through email. Also, District
staff would not have to manage the phone lines or bills or schedule service
calls with local carrier. It will be done through the phone vendor.
RECOMMENDATION:
Staff recommends that the
Board authorize expenditure of funds to purchase and upgrade the phone system,
network cabling, server room relocation, and server room air conditioner at a
not-to-exceed price of $60,000. The approval of this item is contingent upon
the adoption of FY 2018-2019 budget by the Board.
BACKGROUND:
The Fiscal Year 2018-2019 Budget includes $43,500 for the purchase and
upgrade of the phone system, $25,000 for server room re-location, and $10,000
for server room air conditioner. The District’s current phone system and
network cabling are about 20 years old and is need of replacement. In addition
to upgrading the phone system and network cables, server room will also be
re-located from first floor to ground floor for noise and vibration reduction
as well as provide more stable flooring to house the server equipment’s.
5-A Phone & Network Upgrade
Proposal
U:\staff\Boardpacket\2018\20180618\ConsentClndr\05\Item-5.docx