HomeMy WebLinkAboutFS 2010-12-07 Item 2D - Agreement - Telephone Services with Integra Telecom y4 %LA hq
City of Tukwila
L.1
o Jim Haggerton, Mayor
905 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.
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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
24
W InfoMemosllntegra Telephone Agreements- REV2.doc
INTEGRA SERVICE AGREEMENTS
City of Tukwila IT Department
11/30/2010
Location Service- Chg /Month 36% Taxes Total Cancel?
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
25
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Master Sales Agreement Citywide $0.00 0 $0.00
450 DID's 6200 $67.50 12 $810.00 2 $1,620.00
6m Bonded T -1 (Internet connection) 6200 $1,150.00 12 $13,800 00 2 $27,600.00
76 Business lines 6200 $1,926.60 12 $23,119.20 2 $46,238.40
15 Analog DID Trunks 6200 $545.40 12 $6,544 80 2 $13,089 60
Novus 1.5M Integrated T -1 6200 $449.75 12 $5,397 00 2 $10,794.00 Y
New Service Agreements
2 PRI's 6200 $897.50 12 $10,770.00 2 $21,540.00
2 DID's and basic business line 6200 $35.65 12 $427 80 2 $855.60
1 Basic business line Parks Maint $34.35 12 $412.20 2 $824.40
1 Basic business line Minkler $34.35 12 $412.20 2 $824.40
2 Basic business lines Golf $59.70 12 $716.40 2 $1,432.80 Y
2 Basic business lines Records Cntr $50 70 12 $608.40 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 $716 40 2 $1,432.80
Closes 1/1/11? NRC
2 basic business lines Tukwila Library $59.70 12 $716.40 2 $1,432.80 Y
Old Records
2 basic business lines Center/ 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