12-B Telephone System Upgrade
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become virtually crippled because it is outdated and has reached full capacity, and it has become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,
which means any reprogramming can be done immediately in-house. This feature alone could save
the City up to $2,500.00 per year in annual service calls.
Weare proposing to add this new equipment to the list of equipment previously submitted
to City Council for lease purchase through Liberty National Bank, which will allow us to cancel the
fourteen (14) asp A circuits. The monthly cost of this equipment will be $1,284.00, which is $84.00
more per month than the City is currently paying for the circuits; however, the difference between
the monthly lease purchase payment and the monthly asp A payment is that the lease purchase
payments will end after three (3) years, whereas the monthly asp A payments will continue as long
as we maintain the current system. Therefore, although there will be an annual increase of
approximately $1,000.00 for the next three (3) years in what the City pays monthly for its phone
system, the City will realize substantial savings beginning in the fourth year when all payments cease
and there are no longer any monthly line charges. And, as previously stated, there will be an annual
reduction in service call expenses due to the feature that allows programming via desktop PC;
therefore, the actual amount the City spends monthly on its phone system will be the same or less.
Because of the improved features that will be available using the equipment proposed for
purchase, the dire necessity to replace the system at the Central Fire Station, and the significant cost
savings that will be realized by eliminating monthly line charges and service calls, I am hereby
requesting that this equipment be added to the lease purchase list previously approved by City
Council.
Because this equipment was bid through state contract, we do not plan to seek competitive
bids for the project because this will likely not result in any cost savings. The costs of staff time
spent preparing specifications and advertising alone will likely cancel out any potential cost savings
that might be found if it were bid out.
/lw
cc: Ernest Clark, Interim City Manager
teci~~~~i~reeli .
Cedar Creek Technologies, Inc
192 Industrial Blvd #104
McKinney, TX 75069
Math Defmitions
1 - asp A Trunks from AT&T
$85.00 per Trunk
Fire Station 5 Trunks
Public Works 9 Trunks
Total 14 Trunks
14 X $85.00/ Trunk = $1,190.00 / Month
$1,190.00/ Month X 12 Months = $14,280.00
$14,280.00 X 7 Years (Parts Warranty) = $99,960.00
2 Year Lease - $50,040.00
$50,040.00 - $99,960.00 = $49,920.00 Savings
3 Year Lease - $52,128.00
$52,128.00 - $99,960.00 = $47,832.00 Savings
4 Year Lease - $55,296.00
$55,296.00 - $99,960.00 = $44,664.00 Savings
5 Year Lease - $58,260.00
$58,260.00 - $99,960.00 = $41,700.00 Savings
tec~~~~~i!;reek .
972-542-2850
Telephone System Quote: City of Paris
Customer: City of Paris
Contact Name: Lisa Wright
Contact Tel:903-785-7511
Prepared By: Richard Berry / Jack Burley
CIXlCTX Equipment:
Part No.
BPTU1A
BSTU1A
BWDKU1A
CHSUE672A+PS
CIX670-IES32-LG
L1C670-STRA TAN
L1PS-X1A
L1PU-X1A
ON1000XAU-SN
RCOU3A
RPRI-CBL-KIT
STD MW TELSET
TELECOM KIT
DATA SWITCH
CAT5E CABLE RUN
Total Charges:
Quote Date: 09/18/06
System Name: Strata CIX/CTX
Site Name: City Hall
Description Qty Price Extension
ISDN Primary Rate Interface Unit. 1 $1,449.00 $1,449.00
8-circuit Standard Telephone Interface Unit with MW. 4 $565.00 $2,260.00
16-Circuit Digital Station Interface Unit. 4 $710.00 $2,840.00
CIX/CTX670/DK424i Expansion Cabinet with Power Supply. 1 $680.00 $680.00
CIX/CTX670/DK424i Expansion Cabinet (CHSUE672A) 1
Power Supply (BPSU672A) 1
CIX670 iES32 Large System Package. 1 $8,984.00 $8,984.00
Base Cabinet with Power Supply (CHSUB672A+PS) 1
CIX670 Basic Release 4.x Processor (BCTU2A) 1
CIX670 Expansion Release 4.x Processor (BEXU2A) 1
Remote Maintenance Modem (AMDS1A) 1
CIX670 4-port CO line/station license (L1C670-4 PORTS) 32
Stratagy iES32 12-port + 30 UM seats + Fax(lES32-12-SYS) 1
CIX/CTX670 Strata@ Net Networking Application License. 1 $2,000.00 $2,000.00
16-channellP Interface Sub-assembly. 1 $799.00 $799.00
16-channellP Interface Unit. 1 $799.00 $799.00
ONEAC 1000VA UPS with Power Conditioner. 1 $2,012.40 $2,012.40
4-circuit analog Loop Start CO Line Interface Unit 1 $265.00 $265.00
ISDN PRI Cable Kit with Ferrite Core. 1 $75.00 $75.00
Standard Tone-Dial Telephone with MW lamp. 32 $0.00 $0.00
Parts Needed For Installation 1 $100.00 $100.00
Data Switch 8-Port 1 $125.00 $125.00
Cable Run for Strata Net 1 $125.00 $125.00
Total CIX/CTX Equipment Charges: $22,513.40
Total Equipment Charges
Extended Warranty
Labor/lnstallation/ Training
$22,513.40
$1,269.47
$3,500.00
Total Price of This Quote
$27,282.87
Cedar creek_
tec~nologies ...',.
972-542-2850
Telephone System Quote: Public Works
Customer: Public Works
Contact Name: Lisa Wright
Contact Tel: 903-785-7511
Prepared By: Richard Berry / Jack Burley
CIXlCTX Equipment:
Part No.
BDKU1A
BWDKU1A
CIX100lPPKGSM
L1C-CIX-STRN-CH
ON1000XAU-SN
RCOU3A
TELECOM KIT
DATA SWITCH
CAT5E CABLE RUN
Total Charges:
Description
8-circuit Digital Station Interface Unit.
16-Circuit Digital Station Interface Unit.
CIX1QO IP Base Package Small.
16-channellP Interface Unit. (L1PU-X1A)
Base Cabinet with power supply (CHSUB112A2)
CIX100 Release 4.x Processor Unit (ACTU3A).
Battery Charger Subassembly (ABCS1A)
Reserve Power Cable - CIX100 Charger to Batteries (ABTC1A-3M).
License for one Strata Net Channel
ONEAC 1000VA UPS with Power Conditioner.
4-circuit analog Loop Start CO Line Interface Unit
Parts Needed for Installation
Data Switch-4 Port
Cable Run Needed for Strata Net
Total CIXlCTX Equipment Charges:
Total Equipment Charges
Extended Warranty
LaborllnstallationlTraining
Total Price of This Quote
Quote Date: 09/18/06
System Name: Strata CIXlCTX
Site Name: Public Works
Qty Price
1 $365.00
1 $710.00
1 $1,195.00
1
1
1
1
1
12 $95.00
1 $2,012.40
1 $265.00
1 $100.00
1 $80.00
1 $125.00
Extension
$365.00
$710.00
$1,195.00
$1,140.00
$2,012.40
$265.00
$100.00
$80.00
$125.00
$5,992.40
$5,992.40
$157.64
$2,000.00
$8,150.04
tec~:;~~~i~reek .
972-542-2850
Telephone System Quote: Paris Fire Dept.
Customer: Paris Fire Dept.
Contact Name: Lisa Wright
Contact Tel: 903-785-7511
Prepared By: Richard Berry 1 Jack Burley
CI)qCTX Equipment:
Part No.
BDKU1A
CIX100-ECONOPAC
L1C100-STRATA N
L1PU-X1A
ON1000XAU-SN (net)
TELECOM KIT
DATA SWITCH
CAT5E CABLE RUN
Total Charges:
Quote Date: 09/18/06
System Name: Strata CIX/CTX
Site Name: Paris Fire Dept
Description
8-circuit Digital Station Interface Unit.
CIX100 4x8, Package (Cabinet\PS, ACTU3A, ADKU & RCOU)
Base Cabinet with power supply (CHSUB112A2)
CIX100 Release 4.x Processor Unit (ACTU3A).
a-Circuit Digital Station Card (ADKU1A)
4-circuit Analog CO Line Interface Unit (RCOU3A)
CIX/CTX100 Strata@NetNetworking Application License.
16-channellP Interface Unit.
ONEAC 1000VA UPS with Power Conditioner.
Parts needed for installation
Data Switch
Cable Run Needed for Strata Net
Total CIX/CTX Equipment Charges:
Qty Price
1 $365.00
1 $935.00
1
1
1
1
1 $1,000.00
1 $799.00
1 $2,012.40
1 $100.00
1 $80.00
1 $125.00
Total Equipment Charges
Extended Warranty
Labor/lnstallation/Training
Total Price of This Quote
Extension
$365.00
$935.00
$1,000.00
$799.00
$2,012.40
$100.00
$80.00
$125.00
$5,416.40
$5,416.40
$131.55
$2.000.00
$7,547.95