City of Culver City, California
Agenda Item Report
Meeting Date: 07/13/09 Item Number: A-2
CITY COUNCIL AGENDA ITEM: Discussion of Network Refresh and Telephone
System Replacement and Direction to Staff as Deemed Appropriate.
Contact Person/Dept.: John Richo Phone Number: 310-253-5950
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agendas and Meetings – City Council (07/07/09)
Department Approval:
John Richo (07/07/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/07/09)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (07/07/09)
City Manager Approval:
Mark Scott (07/08/09)
RECOMMENDATION:
Staff recommends the City Council discuss the Network Refresh and Telephone
System replacement project and direct staff as deemed appropriate.
BACKGROUND:
The City’s data network was designed in 1994 and installed in 1995. At that time, it
was a small network supporting about 275 network attached devices. It was based
on a flat network topology which was appropriate for a small network. Over time the
network expanded as it was extended to new buildings (Public Works,
Transportation, Senior Center) and connected to established buildings (Vets, PD,
Fire Station 2, Fire Training Drill Yard, Transfer Station). PD was subsequently
segmented off to its own network of approximately 150 devices.
As of today the City’s network encompasses approximately 659 network attached
devices. It has both outgrown its basic design, and its outdated networking
components which lack necessary manageability and security features.
The City’s telephone system (Mitel 2000) began installation in 1995. During the
implementation, the third party installer entered bankruptcy and the system did not
reach a state of satisfactory functionality until 1998. The system is built around a
core of four Mitel SX-2000 Light and one Mitel SX-2000 PBX’s. They support 935
telephone lines.
City of Culver City, California
Agenda Item Report
DISCUSSION:
This proposed project covers both the refresh of the network components and a
critically needed redesign of the City’s and Police Department’s networks, as well as
replacement of the City’s telephone system. In terms of cost, approximately 70% of
the cost is associated with the network and 30% to the telephone system. Additional
details of the proposed project are included below.
Network
There are approximately 77 devices (switches, routers, firewalls) that direct and
secure data traffic on the City’s and Police Department’s networks. More than 75%
of them are out of warranty. As a matter of fact, the manufacturer (Bay Networks) is
no longer in business. Three years ago we faced a challenge. Up to that time the
City and the PD were on the same network. However, that configuration was not
consistent with provisions of agreements that PD has with certain Law Enforcement
Agency resources that they access. In other words, the PD cannot share a network
with the City. Since funds were not available to build a network for PD, we utilized
old City equipment that had been retired to set up a separate network for the PD.
Further complicating the situation is the fact that even though the PD must be
effectively segmented from the City, PD still has a need to access several
applications on the City’s network such as the financial system, intranet, and e-mail
applications. We put in a short term fix that was barely adequate at the time and has
proven to be inadequate as we implemented the Public Safety CAD/RMS
application. For that project, Fire and PD share the application, but Fire and IT are
on the City’s network and PD is segmented. In operation it means that several times
a day IT staff must walk over to PD to access their network in order to support the
CAD/RMS application. Some functions like “rip and run” printing are being
communicated from PD to Fire by fax instead of over the network. There are other
important issues of deficiency with both the City’s and PD’s network. The most
troubling relates to security issues that are beyond the capability of the out-of-date
components now installed.
While both the City and the PD have technologies in place to protect their networks
from external security threats from the internet, both are potentially vulnerable to
internal threats. Consultants and employees can have access without challenge
from any of the ports that are distributed throughout the City and may by purpose or
inadvertently cause damage. A recent event related to web casting of Council
meetings highlighted our need for network access control and monitoring of traffic.
Also of concern is the lack of manageability of our current networking components,
that are at least a technological generation behind in function and feature. The City’s
network has expanded to thirteen locations, requiring centralized management for
efficient operation. City of Culver City, California
Agenda Item Report
Telephone System
Our present system came to market in 1993 and was installed in the City in 1995.
About two years ago the vendor that supports the telephone system gave us a
heads up that some parts for the system were becoming increasingly difficult to
obtain in a timely manner from the manufacturer and in the aftermarket. We
contacted the vendor (Mitel) and found out that sale of the Mitel SX-2000 ended in
May of 2009. They also provided a timeline for the end of parts manufacture, which
varies by part ending in May 2010. However they are also in an inventory depletion
mode and they will only make “reasonable efforts” to secure new or refurbished
parts. The bottom line is our key communications technology is at increasing risk
should we experience a parts failure.
In addition to the necessity for replacement based on the age of the City’s system,
there are many features and functional advantages to be gained by upgrading. Our
current system is analog and will be replaced by digital technology. At the present
time our telephone system does not display location (within a city building it only
identifies calling extension) when calls are made to 911. The new system will correct
this deficiency. The current system also lacks redundancy (i.e. if the PBX or
telephone cabling malfunctions at Vets Memorial, Senior Center, Public Services, or
Transportation, that location would be completely down until repair.) Due to our
current trunking that feeds much of our telephone lines to and through City Hall, a
malfunction at City Hall would also affect all non-PD Service. The proposed new
system would both split some of our trunks to PD and would provide some
redundancy for PD and City Hall in the event that there is an incident at either
location. All locations will have emergency calling ability. A new digital system will
open up opportunities to integrate our telephone system with applications such as
permits, business license and with the ability to process renewals or obtain status
over the phone. As part of the initial installation we will integrate the phone system
with our email/voice mail systems. We will also enhance our ability to automate call
distribution, (phone trees), to better serve the public.
Voice Mail
Our Voice Mail System, (Octel VMX 200) has been out of production, out of
warranty, and out of manufacturer’s parts for several years. In recent years we have
been experiencing problems on a consistent basis. For example:
1. The System does not notify (by message lamp) when a voice mail exists.
This condition often causes staff to be unaware when/if a matter needs
attention.
2. Transferring callers to voice mail is problematic.
3. The system may clear out voice mails without prompting.
4. Programming voice mail trees is difficult to accomplish.
City of Culver City, California
Agenda Item Report
Single Mode Fiber/Modifications in the City’s Data Center
As part of the Network Refresh we are replacing the City’s multi-mode fiber optic
cabling connections to Transportation, Public Services, and the Senior Center/Vets
Auditorium. The issue relates to distance. Multi-mode fiber is not effective for digital
voice communications beyond 1,968 feet. Both Transportation/Public Services on
Duquesne and the Senior Center/Vets exceed that distance. The modifications to
the Data Center relates to the unplanned and uncontrolled growth of network
connections in our Data Center. This is the key hub for fiber network traffic to and
from facilities and will involve adding an additional rack and re-racking components
and labeling cables.
Staff has completed the review of the results of the RFP process as authorized by
the City Council in January, 2009. Prior to returning to the City Council with an item
for consideration of award of the agreements to implement the Project, staff is
requesting the City Council’s discussion of this important project to provide the City
Council with an opportunity to ask questions and/or provide direction to staff. It is
anticipated the item related to the award of agreements for this Project would be
included on the City Council’s agenda before the end of July.
FISCAL ANALYSIS:
The primary funding source for the Network Refresh/VOIP Project is the Equipment
Replacement Fund (42000907). The estimated cost of the project is $1.3 million.
MOTION:
That the City Council:
Receive the report from staff and direct staff as deemed appropriate.