HomeMy WebLinkAboutF-10 Staff Report - Client First VOIP ServicesCONSENT ITEM
F-10
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY &
LIBRARY SERVICES
DATE: APRIL19, 2021
SUBJECT: REQUEST TO APPROVE AGREEMENT WITH CLIENT FIRST FOR VOIP
IMPLEMENTATION SERVICES
BACKGROUND:
The City has an aging telecommunications system purchased over 25 years ago. System software and
hardware is at end of life, the vendor has limited support available, and parts will become difficult to
find as the system continues to age. The system no longer meets the City’s operational needs.
The City contracted with Client First in 2018 to assist in analyzing the existing phone system and
determine the functional and technical needs of the City. In 2018 the City Manager executed an
agreement with Client First to provide Telecommunication operational needs assessment and strategy
for replacement services for the existing phone system and the assistance in the preparation of
competitive Request for Proposals (RFP) for a phone/telecommunication system, network and cable
infrastructure upgrades and vendor selection. The phone system replacement is being implemented in
three phases: cabling infrastructure replacement, network equipment upgrade and replacement, VOIP
system selection and implementation. Client First has provided support and implementation services
throughout the first two phases of the project. The City requests approval for support through phase
three.
RECOMMENDATIONS:
Staff recommends the City Council take the following actions:
1)Waive the competitive bidding process as authorized under Azusa Municipal Code section 2-
517(38) Solicitation and Bidding exceptions; Computers, Computer components and services;
2)Approve Professional Services Agreement with Client First in a not to exceed amount $40,000;
and
3)Authorize the Mayor to sign and execute the Professional Services Agreement and Scope of
Work, in a form acceptable to the City Attorney, on behalf of the City.
APPROVED
CITY COUNCIL
4/19/2021
Purchase of network infrastructure equipment
January 19, 2021
ANALYSIS:
The third and last phase of the telecommunications replacement project is the implementation of a VOIP
telephone system. Client First has been extremely beneficial and cost effective providing support and
expertise in all the area of telecommunications acquisition, and providing the City with the needed
implementation support and for the new telephone system moving forward.
The City would enter into a Professional Services Agreement with Client First for VOIP Implementation
services Data which would include the acquisition, configuration, and implementation of the upgrade
and replacement of computer networking equipment.
FISCAL IMPACT:
Upon Council approval of the recommended actions, award the VOIP Implementation services to Client
First in an amount not to exceed $40,000. The telephone system project cost was included in the approved
FY 2020-21 Capital Outlay Budget at $661,500 under the Capital & Infrastructure account 46-00-000-
000-7140. This amount is included in the telecommunications replacement project cost.
Prepared by: Fiscal Impact Review:
Ann Graf Talika M. Johnson
Director of Information Technology Director of Administrative Services
& Library Services
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachment:
1) Scope of work
Step
City of Azusa, CA
ClientFIrst - Telecom Implementation Project Management
Work Plan
Weeks Weiman Struwing Ayala Network Total Hours
1 Project Management and Planning Meetings Assumes a 12 Week
Project Management Meetings/Calls ( We have found that conducting a
weekly internal City Call on Monday and then a call with the selected
vendor and the City provides the City with the best approach and
coordination.)
12 2 2 2 0 72
Assumes Selected
Vendor provides a
project manager for
implementation and
2 Project Definition and Schedule Creation
Contract Negotiation 8
Work with team to establish milestone schedule 1 1 1 0 3
Work with team to establish detailed phone implementation schedule 0 1 1 0 2
3 Finalize Data Network Design
Review of subnet and IP addressing 2 2 4
Review Routing and QoS 2 2 4
Review Physical install and inventory process documentation 20 20
Review and finalize test plan 2 2
4 Monitor/Coordinate Telecom Services Carriers Implementation
Plan and Coordinate the elimination of the old telecom services 2 16 0 18 Coordinate with City
IT Staff. City IT Staff
Dial Plan development, Coordinate the implementation of the new
SIP/internet Trunking services witrh cloud based system vendor, DID
Number Port Planing and Coordination
2 16 18
Assumes
coordination of
movement of
5 Detailed Station Review, Call Flow Process and Design and
Documentation
Assist with planning schedule 1 1
Conduct detailed station review process for each department. Develop
Visio Call Flow Documentation for each department, provide
documentation to departments for approval, provide documentation to
selected vendor for system programming. This process also includes the
inclusion of connectivity for fax machines, paging systems, door closures,
gates, etc.
2 58 60
Assumes CF
development of Visio
call flow diagrams for
each City
deppartment to be
used to verify and
validate the
operation, serve as
documentation to be6Participation in E911 Design
E911 location information 1 4 5
CF to work with City
to provide details
and operational
requirements for 911
7 Participation in Automated Attendant Design
Attachment 1
Automated attendant 0 0 0 Included in the
Station review and
8 Monitor and Audit Staff and Administrative Training 2 8 10
9 Cutover and Operational Testing
On-Site Support and test audit 8 8
Testing Plan Review 0 1 1
Monitor vendor testing 1 1
10 Reconcile the Final Billing from Vendors (Equipment and Carriers)4 12 0 16
11 Conduct 30-Day Operational Review for Acceptance 1 1 2
Hours 255 47 152 52 4
Rates 195$ 140$ 170$ 180$
Total Fees 40,005$
Expenses -$
Assumes we would
be able to conduct all
departmental
operational design
meetings and
discussions over a
video Teams or Zoom
meeting. Travel
related expenses are
additional.
Total Expenditure 40,005$