14 - Presentation on Replacement of an antiquated telephone system and network system

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Item No. 14 Memorandum TO: Mayor, Mayor Pro -Tem & City Council FROM: Celso Arrieta, IT Manager Robert Vine, Assistant City Manager SUBJECT: Telecom Infrastructure — Telephone System / Network System DATE: October 24, 2022 BACKGROUND: This agenda item is addressing two separate Information Technology (IT) issues that the City of Paris is experiencing. We will address each one separately, however we have negotiated solutions for both with one company. Item #1 — Network System The infrastructure for the City's computer network is currently suffering from significant deficiencies threatening the continuity of the service provided to both employees and citizens. Our network provides communication between the different buildings and departments across the city. The network is no longer supported or maintained by the manufacture which results in higher costs and extended delay periods to restore communication when issues arise. The state of our current system also makes identifying problems more challenging and time consuming. Item 42 — Telephone System The City's telephone/voice system consists of two physical servers, a main server and a secondary server. The secondary server is currently out of service due to a failure in one of its components (HBA), which controls the hard drives and is the reason why we have lost the virtual servers in this environment. This also puts us at latent risk since they do not have support or warranty from the manufacturer. In the case of a failure of the main server, the potential exists to lose our telephone communication in some of our offices for an extended period. The loss of our telephone system would mean a total loss of communication with external and internal clients. STATUS OF ISSUE: In order to solve these two current issues, staff are proposing that we migrate our network system to a new solution called SD WAN (Software Defined Wide Area Network). This solution will have the following impact on the most critical sites throughout the system and involve every connection of the City in the first phase of implementation: