HomeMy WebLinkAboutSpecial 2010-12-13 Item 3C - Agreement - 2011-2012 Phone Services with Integra Telecom for $125,000 COUNCIL AGENDA SYNOPSIS
1� ∎l.q`h� Initials ITEM NO.
f r 41r
Meeting Date Prepared by Mayor Ievtew Council review
MM y 12/13/10 MM pip 3
x:90
ITEM INFORMATION
I CAS NUMBER 10-145 I ORIGINAL AGENDA DATE: DECEMBER 13, 2010
\c,I.ND I'l'EM TIT] ,I Agreements with Integra Telecom for telephone services.
C I'1 DZscawsszon N Motion "'Resolution 1 Ordinance Bad Award 1 I Public Hearing Other
114tg Date 12/13/10 Mtg Date 12/13/10 Mtg Date Mtg Date Mtg Date Mtg Date 112tg Date
I SP( )NSUIt n Council 1 Mayor IT n DCD 1 1 Finance Fire I Legal I I P &R Police I PW
SPC )NSOR's With the implementation of the City's new VoIP phone system, new phone services will be
SUMMARY required to replace existing services. The benefits include reducing monthly costs,
integrating services into one source for ease of maintenance and accountability, and allows
the City to have a known 24 -month fixed cost for budgeting purposes. The agreements for
the new telephone services require Council approval prior to the Mayor's signature.
RI;\' II?W1 ?D BY COW Mtg. CA &P Cmte F &S Cmte 1 Transportation Cmte
Utilities Cmte 1 1 Arts Comm. Parks Comm. 1 J Planning Comm.
DATE: 12/07/10
RECOMMENDATIONS:
SPONSOR /ADMIN IT Department
COMMJYFEE Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
ExPI NDI'1'URE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$125,000 2 yr term $165,594 2 yrs $0
Fund Source' ALLOCATED WITHIN CITY -WIDE COMMUNICATION BUDGET LINES
Comments. See attached memo,
1 MTG. DATE RECORD OF COUNCIL ACTION
12/13/10
MTG. DATE ATTACHMENTS
12/13/10 Informational Memorandum dated 12/07/10, plus attachments
Minutes from the Finance and Safety Committee meeting of 12/07/10
1
71
72
A NN ILA
7 43T ss City of Tukwila
Iti Jim Haggerton, Mayor
190 INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Mary Miotke, IT Director
DATE: December 1, 2010
SUBJECT: Phone Services Agreement with Integra Telecom
ISSUE
With the implementation of the City's new VoIP phone system, new phone services will be
required to replace existing phone service. The benefits of the new services include reducing
monthly costs, integrating all disparate services into one source for better accountability, and
allowing the City a known 24 -month fixed cost for budgeting purposes. The agreements for the
new telephone services require Council approval prior to the Mayor's signature.
BACKGROUND
Over the years, the City's phone service vendor has changed numerous times due to corporate
buyouts, service need, or financial improvement opportunities. We currently have contractual
obligations to Integra Telecom, the phone service provider for the City's Executone system,
which services City Hall, 6300 Building, both PW Shops and the Parks /Golf Maintenance
building. Several other vendors provide service to the remaining City buildings. It is our
intention to consolidate phone services into one service package with Integra for a specific term
moving forward with the new VoIP phone system.
DISCUSSION
As we implement a digital system, we need to change the type of service we receive. There are
two main digital lines (PRIs) and one Internet connection line required to serve the entire phone
system. Each City building will have, at a minimum, two analog lines (called Plain Old
Telephone System or POTS lines) for a primary and secondary fire alarm line as required by
law. The secondary fire alarm can be shared by the security system. Other special use POTS
lines will be for the building's main phone number, an elevator phone line (6300) and fax lines.
Having a POTS line for the main number at each building provides redundancy, as analog lines
will work even if the VoIP phone system has failed. The fax lines will need to be in place until
we have implemented the fax server purchased with the VoIP system during a later
implementation phase.
Attached is an overview of how we expect our phone service and associated charges to be
configured as we reach the final phases of this project. The total for the 2 -year term (including
anticipated taxes and surcharges) is $118,238.40 ($59,119.20 per year). However, because
there may be other phone service needs not accounted for at this time, staff is asking Council
approve a 'Not to Exceed' limit of $125,000 for all of the current and future Integra agreements.
This is well within the amount budgeted for City -wide communications, which includes $60,600
($30,300 per year) allocated within the IT budget and $104,994 ($52,497 per year) allocated
within other City -wide communication budget lines. It is also considerably less than the
$114,111.90 that was spent in 2009.
73
INFORMATIONAL MEMO
Page 2
RECOMMENDATION
The Council is being asked to approve the Mayor signing agreements with Integra as they come
forward, not to exceed $125,000 for the two -year term, and consider this item at the December
13, 2010 Committee of the Whole meeting and the Special Meeting to follow.
ATTACHMENTS
Integra Service Cost Estimate Spreadsheet
Current and Proposed Cost Comparison
7 4 W12010 InfoMemoslIntegra Telephone Agreements- REV2.doc
INTEGRA SERVICE AGREEMENTS
City of Tukwila IT Department
11/30/2010
�;.,tg, ;::;y "�,:,i� y� u n�.� e:.. a... ':4 �.z,.�'r'. i- 1;;"s j: >s .-a. "+=9
,1 io .�.Se 'c -C.h %Moj 36:Lo ''Total;• ce'�'I�
City Hall 2 PRI's $897.50 $323.10 $1,220.60
6200 Southcenter Blvd 545 DID's $81.75 $29.43 $111.18
4 POTS $110.40 $39.74 $150.14
6300 Building 5 POTS $135.75 $48.87 $184.62
6300 Southcenter Blvd 6M Internet $1,150.00 $414.00 $1,564.00
(Includes 1 line for Suburban Cities, Suite #206)
George Long Shops 3 POTS $85.05 $30.62 $115.67
14000 Interurban Ave S
Fire Dept #52 3 POTS $85.05 $30.62 $115.67
5900 South 147 St
Fire Dept #54 3 POTS $85.05 $30.62 $115.67
4237 South 144 St
Fire Dept #53 3 POTS $85.05 $30.62 $115.67
4202 South 115 St
Fire Dept #51 -Main 3 POTS $85.05 $30.62 $115.67
444 Andover Park East
Tukwila Community Center 4 POTS $110.40 $39.74 $150.14
12424 42nd AV S
Water Tower Pumphouse 2 POTS $50.70 $18.25 $68.95
15045 57
PD Neighborhood Resource 4 POTS $101.40 $36.50 $137.90 $137.90
14661 Tukwila Intl Blvd
Park /Golf Maintenance 3 POTS $85.05 $30.62 $115.67
13900 Interurban
Minkler Shops 5 POTS $135.75 $48.87 $184.62
600 Minkler Blvd
Tukwila Library (Heritage Center) 2 POTS $50.70 $18.25 $68.95
14475 59
Old FS 53 Records Storage 2 POTS $50.70 $18.25 $68.95
12026 42
PW Lift Station 1 POTS $25.35 $9.13 $34.48
1005 Andover Park
Foster Pool 5 POTS $126.75 $45.63 $172.38
4414 S 144 St.
Foster Golf 3 POTS $85.05 $30.62 $115.67
13500 Interurban Ave S
At present time serviced by Qwest
Move from Qwest after Term date 8/24/2012
Reduce
Monthly Total: $3,622.50 $1,304.10 $4,926.60 $137.90
Annual Total: $43,470.00 $15,649.20 $59,119.20 $1,654.85
Term Total: $86,940.00 $31,298.40 $118,238.40
75
cn
Existing (Frank)
Master Sales Agreement Citywide $0.00 0 $0.00
450 DID's 8200 $67.50 12 $810.00 2 $1,620.00
6m Bonded T-1 (Internet connection) 8200 $1 12 $13 2 $27.800.00
76 Business lines 8200 $1.926.60 12 $23.119.20 2 $48.238.40
15 Analog DID Trunks 6200 $545.40 12 $8.544.80 2 $13.089.60
Novus 1.5M Integrated T-1 6200 $44975 12 $5.397.00 2 $10.794.00 Y
New Service Agreements
2 PRI's 8200 $897.50 12 $1O.770.00 2 $21.540.00
2 DIDs and basic business line 6200 $35.65 12 $427.80 2 $855.60
1 Basic business line ParkoK4aint $34.35 12 $41220 2 $824 40
1 Basic business ine K4ink|er $34.35 12 $412.20 2 $824.40
2 Basic business lines Golf $50J0 12 $716.40 2 $1,432 80 Y
2 Basic business lines Records Cntr $50.70 12 $808.40 2 $1,216.80
Other Existing/Future Agreements
3 basic business lines George Long
3 basic business lines FD 51
3 basic business lines FD 52
3 basic business lines FD 53
3 basic business lines FD 54
3 basic business lines TCC
2 basic business lines Water' Tower $59.70 12 $718.40 2 $1.432.80
Closes 1/1/11? NRC
2 basic business lines Tukwila Library $5970 12 $716.40 2 $1.432.80 Y
Old Records
2 basic business lines Centor/FS53 $50.70 12 $608.40 2 $1,216.80
1005 Andover
1 basic business line Park $34.35 12 $412.20 2 $824.40 Y
Closes 1/1/11? Pool
1 basic business line for FAX SCA $34.35 12 $412.20 2 $824 40 Y
Qwest 3 Business lines Golf
$65,883 60 $131'767.20
11A
Q City of Tukwila
c�
y Finance and Safety Committee
40:_:
FINANCE AND SAFETY COMMITTEE
Meeting Minutes
December 7, 2010 5 :00 p.m.; Conference Room #3
PRESENT
Councilmembers: De' Sean Quinn, Chair; Allan Ekberg and Kathy Hougardy
Staff: Shawn Hunstock, Frank Iriarte, Marty Grisham, Eric Dreyer, Mary Miotke, Steve Lancaster
and Kimberly Matej
CALL TO ORDER: Chair Quinn called the meeting to order at 5:00 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Public Defense Contract with Kirshenbaum and Goss
Staff is seeking Council approval to enter into a contract with Kirshenbaum and Gross for public defender
services to be provided during the 2011 -12 biennium.
The monthly contract rate for the biennium will be $10,315.80 for up to 120 cases per month. Case loads
in excess of 120 will be charged at $85.00 per case. The contract amount remains that same as the 2010
base rate. CPI escalators are not built into this two -year contract; however, staff recognizes that a federal
mandate for public defenders may affect contract cost which will be addressed when appropriate.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 13 COW FOR DISCUSSION AND
SPECIAL MEETING IMMEDIATELY FOLLOWING FOR APPROVAL AS APPROPRIATE.
B. Video Public Defense Contract with Kirschenbaum and Goss
Staff is seeking Council approval to enter into a contract with Kirshenbaum and Gross for video public
defense services to be provided during the 2011 -12 biennium in the amount of $43,200.
The monthly contract flat rate for the biennium will be $1,800 per month. This contract is coming forward
for Council approval since the biennium contract rate will exceed $40,000. Future video arrangements
with the Regional Justice Center and SCORE Jail may affect the need to renegotiate future contract costs.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 13 COW FOR DISCUSSION AND
SPECIAL MEETING IMMEDIATELY FOLLOWING FOR APPROVAL AS APPROPRIATE.
C. 2011 Contract Renewal with Ball Janik. LLP for Lobbvina Services
This is a renewal contract for professional services with Ball Janik, LLP for the representation of the City
of Tukwila in Washington, D.C. and on federal issues.
The most significant change to the contract is a reduction of the Scope of Work and Specific Services.
This reduction results in a $50,000 annual savings in comparison to past years and was reduced as part of
City -wide budget cuts. The Scope of Services is much more detailed and focused than past contracts.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 13 COW FOR DISCUSSION AND
SPECIAL MEETING IMMEDIATELY FOLLOWING FOR APPROVAL AS APPROPRIATE.
D. Phone Services Agreement with Integra Telecom
Staff is seeking Council approval to enter into a two -year agreement with Integra Telecom for phone
services in an amount not to exceed $125,000.
77
Finance Safety Committee Minutes December 7, 2010 Pape 2
Interga Telecom currently provides telephone services for the City's existing phone equipment which
serves City Hall, 6300 Building, both Public Works Shops and the Parks /Golf Maintenance Building.
Remaining buildings are serviced by other providers. The City is in the process of installing a new Voice
Over Internet Protocol (VoIP) phone system which also requires phone service that will be provided by
Integra Telecom. Differing from past practice this new system will allow all City locations to function on
the same system and serviced by the same vendor. Although serviced by the same vendor, the services
may be administered under separate service agreements. Regardless of the separate locations, the two
year contract will not exceed $125,000 for phone service. UNANIMOUS APPROVAL. FORWARD
TO DECEMBER 13 COW FOR DISCUSSION AND SPECIAL MEETING IMMEDIATELY
FOLLOWING FOR APPROVAL AS APPROPRIATE.
E. Yakima County Department of Corrections Contract
Staff is seeking Council approval to enter into a contract with the Yakima County Department of
Corrections from January 1, 2011 through December 31, 2011.
The current contract with Yakima County expires on December 31, 2010, and the SCORE Jail is not
anticipated to be operational until Fall 2011. In order to ensure the Police Department has ample room for
housing inmates prior to SCORE completion, staff is recommending entering into this one -year contract.
Specifically, this contract has no minimum bed requirement for the City. Charges will be incurred as beds
are utilized, and charges will not be assessed when there is no use. Based on staff calculation and previous
usage, it is anticipated that if Yakima County services needed to be utilized, the associate costs would not
exceed $150,000. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 13 COW FOR
DISCUSSION AND SPECIAL MEETING IMMEDIATELY FOLLOWING FOR APPROVAL AS
APPROPRIATE.
F. Update on Special Legal Matters
Per a request made at the November 16 Finance and Safety meeting, staff returned to Committee with
a breakdown of Special Matters that were processed by Legal during 2009 -10. After review and
discussion, staff agreed to provide the following to Committee members: a memo addressing matters
involving World Wide Video, legal matters as provided in the agenda packet sorted by item, and a
summary of feedback regarding items that are expected/anticipated to be covered under general
counsel (i.e.: Code Enforcement). INFORMATION ONLY.
G. Sales Tax Report
Sales tax receipts for September showed the fourth increase and second consecutive of sales receipts this
year in comparison to the previous year. Cumulative totals to date now show the City just under 30%
behind budget and only 1.45% below last years' actuals. September receipts reflected the highest increase
($247,000) above the same month last year. INFORMATION ONLY.
H. 2010 3 Ouarter Reports
The Committee asked clarifying questions as appropriate regarding the status of program goals outlined in
the 2010 3rd Quarter Report. INFORMATION ONLY.
III. MISCELLANEOUS
Meeting adjourned at 5:46 p.m.
Next meeting: Per pending 2011 Committee Calendar
0 Committee Chair Approval
Minutes by KAM. Reviewed by MM, ED SH
78