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TR-2011-39 LOAN ORDER FOR NEW PHONE SYSTEM ayi=fcf-6r 01 1 TR-2011-39 appa A RESOLUTION AUTHORIZING A LOAN ORDER FOR THE PURCHASE AND INSTALLATION OF A NEW TOWN WIDE TELEPHONE SYSTEM (Sponsored by: Mayor Richard A. Cohen) WHEREAS, the Town of Agawam is in desperate need of a new up to date town wide telephone system as the current system has reached its end of service; and WHEREAS,replacement parts and services for the current telephone system are extremely difficult to locate, as the telephone system in use in obsolete; and WHEREAS,bids were submitted and reviewed by the town to replace the current system in the most effective manner possible; and WHEREAS, the purchase and installation of a new town wide telephone system is in the best interest of the Town of Agawam in order to conduct efficient daily operation of the municipality; NOW, THEREFORE, THE AGAWAM CITY COUNCIL hereby resolves to authorize the following: that $350,000 is appropriated for the purchase of a new town wide telephone system; that to meet this.appropriation the Treasurer with approval of the Mayor is authorized to borrow $350,000 under Massachusetts General Law c.44,§7(9); and that the Mayor is authorized to take any other action necessary to carry out this project. 0 DATED THIS_ --DAY 1 2011. U PER ORDER OF THE AGAWAM CITY COUNCIL Donald M. Rheault, President, Agawam City Council ROVED JAST FORM AND LEGALITY um� Virneent#F. d'io`s`c-iea, Solicitor co — 01L 14 I S 'N .A *4 MAYORAL ACTION r"k Received this day of 2011 from Council Clerk, a Signed by Council President this day of 2011. U APPROVAL QF LEGISLATION By the powers vested in me pursuant to Article 3, Section 3-6 of the Agaw Ch er, as the passage of the above legislation on this 1-nWCV, day of x 2,x. Richard A. Cohen, Mayor DISAPPROVAL OF LEGISLATION By the powers vested in me pursuant to Article 3, Section 3-6 of the Agawam Charter, as amended, I hereby veto the passage of the above legislation on this day of 2011 for the following reason(s): Richard A. Cohen, Mayor RETURN OF LEGISLATION TO COUNCIL CLERK Returned to Council Clerk this day of 201 L r Page I of I Rebecca Budreau From: Jeffrey Hulbert Sent: Thursday, June 16, 2011 910 AM To: Rebecca Budreau Subject: Phone System Capital Plan Nearly all the phone systems at the schools and municipal buildings are at the end of their useful lives. Most of the phone systems are at capacity and cannot be upgraded without significant investment. New phone systems would leverage the town fiber network which would result in significant reduction of phone costs by reducing the number of phone lines that are run into and between each building by the phone company. Cost: 350,000 Jeffrey Hulbert IT Director TownofAgawam 36 Main St Agawam, MA 01001 413-786-0400 X263 413-374-6851 CELL 6/16/2011 TR-2011-39 A RESOLUTION AUTHORIZING A LOAN ORDER FOR THE PURCHASE AND INSTALLATION OF A NEW TOWN WIDE TELEPHONE SYSTEM (Sponsored by: Mayor Richard A. Cohen) WHEREAS, the Town of Agawam is in desperate need of a new up to date town wide telephone system as the current system has reached its end of service; and WHEREAS,replacement pads and ser-vices for the current telephone system are extremely difficult to locate, as the telephone system in use in obsolete; and WHEREAS, bids were submitted and reviewed by the town to replace the current system in the most effective manner possible; and WHEREAS,the purchase and installation of a new town wide telephone system is in the best interest of the Town of Agawam in order to conduct cfficient daily operation of the municipality; NOW, THEREFORE, THE AGAWAM CITY COUNCIL hereby resolves to authorize the following: that $350,000 is appropriated for the purchase of a new town wide telephone system; that to meet this appropriation the Treasurer with approval of the Mayor is authorized to borrow $350,000 under Massachusetts General Law c.44,§7(9); and that the Mayor is authorized to take any other action necessary to carry out this project. DATED THIS I DAY OF 2011. PER ORDER OF THE AGAWAM CITY COUNCIL Donald M. Rheault, President, Agawam City Council Cz APPROVED AS TO FORM AND LEGALITY fp Vincent F. Gioscia, Solicitor NJ C- Page I of I Rebecca Budreau From: Jeffrey Hulbert Sent: Thursday,June 16, 20119:10 AM To: Rebecca Budreau Subject: Phone System Capital Plan Nearly all the phone systems at the schools and municipal buildings are at the end of their useful lives. Most of the phone systems are at capacity and cannot be upgraded without significant investment. New phone systems would leverage the town fiber network which would result in significant reduction of phone costs by reducing the number of phone lines that are runinto and between each building by the phone company. Cost: 350,000 Jeffrey Hulbert IT Director TownofAgawarn 36 Main St Agawam, MA 01001 413-786-0400 X263 413-374-5851 CELL 6/16/2011 ........ NZ 0 '5 Vw") \ z wo ku w > FM LW cn 5h Lu CL 0 0 uj ,C) v Z' CL a Now" 01, Introduction • New phone system will replace all of the existing systems in all town and school buildings. • Immediate need for a phone system. • Process • Completed site surveys at every town and school building. • Identified all of the problems and needs for each building/department. • Created RFP focused on the needs and resolutions to our problems. • Committee reviewed and evaluated all proposals. • Invited vendors to demonstrate their proposed system. Technolociv concerns considerations • Schools and town offices are getting complaints about busy signals when calling their main number. • Limited interconnections for voice between facilities. • Limited ability to intercom other extensions or buildings. • Verizon system has limited voice mail capabilities. • Public safety. mi Need to develop disaster back up — redundancy plan. • City is currently using phone system equipment that is outdated and requires upgrade and replacement. • The need to replace the existing phone equipment is becoming more frequent, costly and difficult to find. Benefits of a new phone system • All phone numbers will stay the same when the new system is implemented. • The city of Agawam will have the ability to dial every City employee by way of a 4 digit extension with a' new phone system. A new phone number and extension can be added with no increase in monthly recurring charges. • Caller ID will now be a standard feature with the new system. (if carrier offers caller ID) Will help with PD and FID for call tracing ability. • City can save money by reducing the number of phone lines, updating calling plans and leveraging the City's fiber network to place inter-building calls. Benefits of a new phone system a New system will make it much easier to make moves, adds and changes as well as faster resolutions to problems from any computer. n City will be able to add fax machines without incurring any monthly recurring charges. The # of analog ports on the new phone system will allow the City to add fax machines. a New phone system will be more efficient with fewer phone lines, one vendor with a common phone system to manage with fewer equipment devices to support which will save additional time and money. m All employees will have their own 7 digit direct inward dial number so they can reach the employee without calls needing to be answered by a receptionist or auto attendant. Btenefits of a new phone system a New phone system will reduce the cost of adding new numbers and phones. No more costly expenses for Verizon to install a new line and run inside wiring. 0 City can create an liernergency" travel package with the new phone system. City/department/building can have a box of phones on standby in the event they need to evacuate and set up operations in another location. a Phone system can have information mail boxes for many applications: Directions, information regarding upcoming town meetings, leaf burning parameters, etc. Bt,:a*- inefits of a new phone system • Service level agreements will protect the City from an extended system outage. Service level agreements are set with vendor to provide emergency response to a system failure. • System will have a back up call processor in the event the main system is out of service so that calls can still be made and received. • Each location will have back up phone lines to make calls in the event there is a problem with the fiber network. • System is easy to upgrade features and software and less expensive to maintain. • Voice mail system will allow a department manager to record one message and broadcast it to an entire department. benefits of a new pho'ne system w New phone system will allow the City to create emergency ring down circuits all over town. The phones can be programmed to have 1 button dial directly to the police or fire department in the event of an emergency. m Voice mail notification — When an employee gets a voice mail the phone system can automatically call your cell phone or pager. w Voice mail — All employees of the town and schools will have voice mail capabilities on the system. 2z 01) ,4nmJ "'wn wz W 0,') Ul > ""1 21, Om Ol * Room uoncept Telecom Inc Concept Telecom is an independent Telecommunications Consulting firm. An independent study was completed to review the benefits of a new City wide phone system. Technology concerns cons"Iderations, Limited interconnections for voice between facilities. Limited ability to intercom other extensions or buildings. Verizon system has limited voice mail capabilities. Public safety. Need to develop disaster back up — redundancy plan. City is currently using phone system equipment that is outdated and requires upgrade and replacement. • The need to replace the existing phone equipment is becoming more frequent, costly and difficult to find. • City and schools wiring and equipment infrastructures require an upgrade. Benefits of a new phone system All phone numbers will stay the same when the new system is implemented. The City of Agawam will have the ability to dial every City employee by way of a 4 digit extension with a new phone system. A new phone number and extension can be added with no increase in monthly recurring charges. Caller ID will now be a standard feature with the new system. Will help with PD and Fl) for call tracing ability. City can save money by reducing the number of phone lines, updating calling plans and leveraging the City's fiber network to place inter-building calls. Benefits of a new phone system New system will make it much easier to make moves, adds and changes as well as faster resolutions to problems from any computer. City will be able to add fax machines without incurring any monthly recurring charges. The # of analog ports on the new phone system will allow the City to add fax machines and modems. New phone system will be more efficient with fewer phone lines, one vendor with a common phone system to manage with fewer equipment devices to support which will save additional time and money. All employees can have their own 7 digit direct inward dial number so they can reach the employee without calls needing to be answered by a receptionist or auto attendant. Benefits of a new phone system • New phone system will reduce the cost of adding new numbers and phones. No costly expenses for Verizon to install a new line and run inside wiring. New phones will only need a data jack and network access. • City can create an "emergency" travel package with the new phone system. City/department/building can have a box of phones on standby in the event they need to evacuate and set up operations in another location. • Phone system can have information mail boxes for many applications. D i irections,, information regarding upcoming town meetings, leaf burning parameters. Benefits of a new phone system • SLA's will protect the City from an extended system outage. Service level agreements are set with vendor to provide emergency response to a system failure. • System will have a back up call processor in the event the main system is out of service so that calls can still be made and received. • Each location will have back up phone lines to make calls in the event there is a problem with the fiber network. • System is easy to upgrade features and software and less expensive to maintain. • Voice mail system will allow a department manager to record one message and broadcast it to an entire department. Benefits of a new phone system L • New phone system will allow the City to create emergency ring down circuits all over town. The phones can be programmed to have 1 button dial directly to the police or fire department in the event of an emergency. • Voice mail notification — When an employee gets a voice mail the phone system can automatically call your cell phone or pager. • Unified messaging — Voice mails can be sent to you by email.