12-B Telephone System Upgrade - Laserfiche WebLink

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MEMORANDUM TO: Honorable Mayor and Members of the City Council of the City of Paris FROM: Lisa A. Wright, Director of Community Development SUBJECT: Phone System Upgrade DATE: January 18, 2007 Approximately ten (10) years ago, the City of Paris purchased a Toshiba DKT-2400 phone system for the City Hall campus, the Central Fire Station, and Public Works. That system has functioned well for the City for many years; however, as both the Fire Department and Public Works have expanded over the years, they have outgrown the system to the extent that they can no longer add additional lines or upgrade programming features. In fact, the system at the Fire Station has now become virtually crippled because it is outdated and has reached full capacity, and it has become necessary that immediate action be taken to upgrade or replace their system. Initially, the Fire Department intended to replace only their equipment; however, it was determined that this upgrade would not solve all of their problems. Therefore, I made contact with the City's phone vendor, Cedar Creek Technologies, and requested that they perform a total system analysis to determine what steps could be taken to improve not only the system for the Fire Department but for all buildings which are currently using the existing DKT-2400. The main PBX cabinet is located in the basement of City Hall, and sub-cabinets are located at the Central Fire Station and Public Works. The off-site locations are connected to City Hall via asp A circuits, or off-premise extensions, provided by AT&T. There is one OSP A circuit for every off-premise extension. Currently, the Central Fire Station has five (5) OSPA circuits and Public Works has nine (9), and those two departments are currently paying a combined $1,200.00 monthly line charge. Because the sub-cabinets are smaller than the main cabinet at City Hall, we are limited in the number of extensions allowed off-site, and we have reached the point where neither off- premise location can expand their phone system any further. After careful review of the analysis performed by Cedar Creek, we have determined that the City could upgrade its 10-year old system for virtually the same monthly cost, or less, as we are currently paying for the OSP A circuits required to serve the old system. The project would include replacement of the main PBX cabinet at City Hall and the sub-cabinets at the Central Fire Station and Public Works. Desktop phones purchased with the original system will still function with the upgrade; however, there are several new features which will be accessible through the phones that are not accessible with the current system. One new feature in particular will save the City a great deal in maintenance expenses. The current system's programming features are not accessible via desktop PC, so any reprogramming requires that a service call be made by Cedar Creek. The upgrade, however, includes a module that will allow PC access to the PBX programming feature,