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Title:
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(1) Waiver of the Competitive Bidding Procedures as Authorized by Section 3.07.065 of the Culver City Municipal Code, and (2) Approve the Quotation for the Purchase of Voice Over Internet Protocol (VoIP) Technology from Arreva Communications (Irvine, CA) for Fire Stations 2 and 3 to Support Voice Communications.
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City of Culver City, California
City Council Agenda Item Report
A9-1
RECOMMENDATION:
Staff recommends the City Council approve the purchase of Voice over Internet
Protocol (VoIP) technology in the amount of $41,290.88 to support voice
communications to Fire Stations 2 and 3 from Arreva Communications (Irvine, CA)
BACKGROUND:
The City currently utilizes a microwave operating within the 18 GHz band for voice
telecommunications to Fire Stations 2 and 3. In June of 2002 the Federal
Communication Commission issued a Report and Order (Attachment 1) which in
essence required the City to abandon use of the microwave operating within the 18
GHz band.
At the February 4
,
2008
meeting, the City Council agreed to accept DirectTV’s
proposal to abandon the microwave frequencies. At that time Information
Technology advised the Council that we would come forward with a voice
communication plan for Fire Stations 2 & 3.
ANALYSIS:
Our current analog Mitel PBX system is over 13 years old. For several years the
department has recognized that it is time for an upgrade based on:
Meeting Date: 2/11/2008 Item Number: A-9
AGENDA ITEM: (1) Waiver of the Competitive Bidding Procedures as Authorized
by Section 3.07.065 of the Culver City Municipal Code, and (2) Approve the
Quotation for the Purchase of Voice Over IP (VoIP) Technology from Arreva
Communications (Irvine, CA) for Fire Stations 2 and 3 to Support Voice
Communications.
Contact Person/Dept.: John Richo Phone Number: 310-253-5950
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: E-Mail Master Notification List on (02/06/08), Arreva
Communications on 1/31/2008.
Department Approval:
John Richo (01/31/2008)
City Attorney Approval:
Carol Schwab (by H. Baker) (02/07/08)
Fiscal Impact Review:
Jeff Muir (by N. Kimball) (02/06/08)
City Manager Approval:
Jerry B. Fulwood (02/07/08) City of Culver City, California
City Council Agenda Item Report
A9-2
1) The system being so old that replacement parts are increasingly difficult to
obtain.
2) It is an analog system and the City wishes to move to a digital VoIP system.
3) Important productivity features such as combined messaging (e-mail and
voice mail) are available in digital systems.
Staff’s recommendation is based on the need to have compatibility between Fire
Stations 2 & 3 and the City’s current phone system upon abandonment of the
microwave channels. Additionally, the recommended technology must be compatible
with our choice for a new telephone system.
The options for Fire Stations 2 & 3 are: (Attachment 2)
1. Fiber Modems ($16,392.86) – Fiber modems installed at the far ends of the
existing fiber cables complete the circuit, nothing gained, nothing lost.
2. Full VoIP conversion at both Fire Stations and City Hall ($41,290.88) – Will
utilize existing data infrastructure to transmit voice traffic between Fire
Stations and City Hall. This is an upgrade to new technology with enhanced
features.
3. VoIP Gateways at Fire Stations and City Hall ($32,693.01) – VoIP gateways
will act as bridges tying together the existing Mitel PBX’s. This is money
spent on maintaining outdated equipment.
4. Hybrid VoIP/Fiber Modem Solution ($36,514.36) – Fiber modems are
installed on fiber link between Fire Station 3 and City Hall. This will
minimize the capital investment on Fire Station 3 since a new Fire Station is
under construction and this one will be taken off-line in the near future
(approximately 6 months). Fire Station 2 will be upgraded to VoIP and a
VoIP gateway will be installed at City Hall to complete the VoIP link. The
investment of old Fire Station 3 is lost when it shuts down.
The Option 2 solution will be compatible with the anticipated new system for the City.
This plan is in development. Option 2 is Information Technologies’ recommended
solution because it leverages the most performance/features/expandability for future
growth.
Exception to Bidding Requirements
Section 3.07.065(D) provides that the City Council may waive the formal competitive
bidding process for purchase of equipment which “is a component for equipment or
a system of equipment previously acquired by the City, and is necessary to repair,
maintain or improve the City's utilization of the equipment.” This exception is
applicable to this proposed purchase as this equipment is a component of the City’s
existing telephone system and will improve the utilization thereof. City of Culver City, California
City Council Agenda Item Report
A9-3
FISCAL ANALYSIS:
At the City Council meeting on February 4, 2008, the City Council approved
accepting $75,000 from DirecTV as compensation for the City abandoning the use of
the 18GHz band for voice telecommunications. These funds will be applied to CIP#
P-701, Network Redesign Infrastructure Enhancement (42000701). Once those
funds are received, a portion will be appropriated to cover the cost of the proposed
option described above.
Other than minimal in-house staff time, the VOIP option will not have associated
ongoing cost.
ATTACHMENTS:
1. FCC Commission Report and Order
2. Options for Microwave Removal for Fire Stations 2 & 3
3. Arreva Communications (Irvine, CA) quote
MOTION:
That the City Council:
1. Waive the formal competitive bidding procedures as authorized by Section
3.07.065 of the Municipal Code; and
2. Accept the quotation for the purchase of VoIP technology from Arreva
Communications (Irvine, CA) in an amount not to exceed $41,290.88 from
account 42000701; and,
3. Authorize the City Attorney to review/approve necessary documents and
authorize the City Manager to execute such documents on behalf of the City