HomeMy WebLinkAboutRes2010-121 Sponsored by: Oates
CITY OF SEWARD, ALASKA
RESOLUTION 2010 -121
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,
AUTHORIZING THE CITY MANAGER TO APPROPRIATE ADDITIONAL
FUNDS TO COMPLETE THE VOIP /PBX INSTALLATION FOR THE CITY OF
SEWARD, PROVIDENCE SEWARD MEDICAL CENTER AND SEWARD
MOUNTAIN HAVEN IN THE AMOUNT OF $20,643.65
WHEREAS, it was determined in 2008 that the telephone system was out -dated
causing interruptions to service and cost more to maintain and operate on an annual basis
than an upgraded system; and
WHEREAS, the local telephone company TelAlaska, Incorporated ( "TelAlaska ")
reviewed the City's current system and recommended upgrading the current system to
VOIP /PBX rather than replacing the entire telephone system; and
WHEREAS, a sole source contract was issued to TelAlaska with Resolution 2008-
082 under Seward City Code §6.10.120(a)(5), §6.10.120(a)(8) and §6.10.120(a)(9) that
exempts specialized products and professional services from the competitive procurement
process, including "the purchase of electronic data processing software and hardware systems
and communication equipment "; and
WHEREAS, when the project began in 2008 there were a number of system
unknowns in conjunction with the Seward Police Dispatch System, necessary upgrades to
other wiring and equipment within existing City Facilities including City Hall and the Public
Works Shop, and the system at Seward Providence Hospital to include the then construction
project of Seward Mountain Haven; and
WHEREAS, because of the system unknowns and additional integration required,
an additional $20,643.65 must be appropriated for upgrades to network equipment
($11,586.56), final contract work and additional from ProComm Alaska, LLC for Dispatch
Headset incorporation ($1,132), and TelAlaska Change Order #8 to complete work at Seward
Mountain Haven ($7,925.09); and
WHEREAS, to the best of Administration's knowledge based on submitted requests
from TelAlaska and ProComm these are the final costs for the project, however if additional
work is required to fully incorporate Police Dispatch, then project costs will be taken out of
Police Department's Communication Budget or, if necessary, return to Council for further
appropriation.
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CITY OF SEWARD, ALASKA
sil RESOLUTION 2010 -121
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA, that:
Section 1. The City Manager is hereby authorized to enter into Change Order #8 with
TelAlaska, Inc. in the amount of $7,925.09, complete the Seward Police Headset
incorporation with ProComm Alaska for $1,132, and fund the necessary equipment
purchases for system integration for $11,586.56.
Section 2. The amount of $20,643.65 is hereby appropriated from the General Fund's fund
balance account no. 101 - 0000 - 3071 -0668 to the City Hall Equipment account no. 668 -000-
3070 -0101 to complete the VOIP /PBX project account no. 668 -6680 -5930.
Section 3. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 13th
day of December, 2010.
THE CITY OF SEWARD, ALASKA
// / e, Willard E. Dunham, Mayor
AYES: Valdatta, Bardarson, Keil, Shafer, Dunham
NOES: None
ABSENT: Smith, Casagranda
ABSTAIN: None
ATTEST:
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Council Agenda Statement e 4 of sew
Meeting Date: December 13, 2010 r iy�
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From: Community Development Director Christy Terry gtasKP
Through: City Manager Phillip Oates
Agenda Item: Authorizing the City Manager to appropriate additional funds to
complete the VOIP /PBX installation for the City of Seward,
Providence Seward Medical Center and Seward Mountain Haven
in the Amount of $20,643.65
BACKGROUND & JUSTIFICATION:
In 2008 City administration realized that the then current telephone system had reached
its limits and started to fail with interruptions to service including dropped customer calls
and inaccessible voicemail. Operational and maintenance costs continued to rise and the
need for an immediate upgrade to save costs, respond to our customer's needs and
become energy efficient was paramount.
The local telephone company TelAlaska, Incorporated ( "TelAlaska ") reviewed the City's
then current system and recommended upgrading the current system to VOIP /PBX rather
than replacing the entire telephone system. When the project began in 2008 there were a
number of system unknowns in conjunction with the Seward Police Dispatch System,
necessary upgrades to other wiring and equipment within ey.ts +(n. City Facilities
including City Hall and the Public Works Shop, and unknown requirements for the
system at Seward Providence Hospital to include the then construction project of Seward
Mountain Haven. As the installation progressed, the logistical unknowns were completed
within the Council authorized contingency.
At this point in the project, Administration is bringing forward this appropriation request
for the final equipment purchases to update and install the network equipment required
for the VOIP /PBX for City of Seward facilities and also the fmal system specifications at
the Providence Seward Hospital and Seward Mountain Haven. The Providence systems
have been fully incorporated and are providing savings based on additional features and
added systems. However, for the City to realize the monthly operation savings discussed
in the original contract, the Seward Police Department must be fully incorporated into the
system. Also, having the Seward Police Department on a separate system is becoming
increasing inefficient.
Administration has diligently tried to solve logical issues to complete the final element
necessary to assimilate the Police Department into the VOIP /PBX system. The Dispatch
headset feature is a required tool for dispatchers to safely complete their duties with a
multitude of concurrent tasks for them to monitor. To the best of Administration's
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headset feature is a required tool for dispatchers to safely complete their duties with a
multitude of concurrent tasks for them to monitor. To the best of Administration's
knowledge, based on submitted requests from TelAlaska and ProComm, these are the
fmal costs for the dispatch portion of the project. However if additional work is required
to fully incorporate Police Dispatch, then project costs will be taken out of Police
Department's Communication Budget or, if necessary, return to Council for further
appropriation.
INTENT:
Appropriate funds to complete the telephone infrastructure and upgrade to a PBXNOIP
System that began in 2008.
CONSISTENCY CHECKLIST:
Where applicable, this resolution is consistent with the Seward City Code, Charter,
Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of
Procedure. In 2008 a sole source contract was issued to TelAlaska with Resolution 2008-
082 that was consistent with Seward City Code §6.10.120(a)(5), §6.10.120(a)(8) and
§6.10.120(a)(9) that exempts specialized products and professional services from the
competitive procurement process, including "the purchase of electronic data processing
software and hardware systems and communication equipment
FISCAL NOTE:
For a total additional appropriation of $20,643.65 the City Manager is hereby authorized
to fund the completion of the VOIP /PBX installation by entering into Change Order #8
with TelAlaska, Inc. in the amount of $7,925.09, complete the Seward Police Dispatch
Headset incorporation with ProComm Alaska for $1,132, and fund the necessary
equipment purchases for the City Facilities system integration for $11,586.56.
Approved by Finance Department X 4 i h
ATTORNEY REVIEW: Yes_ No X
RECOMMENDATION:
The City Council approve Resolution 2010- , authorizing the City Manager to
appropriate additional funds to complete the VOIP /PBX installation for the City of
Seward, Providence Seward Medical Center and Seward Mountain Haven in the Amount
of $20,643.65.
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