TO: Honorable Mayor and Members of the City Council ATTENTION: Ryan Smoot, City Manager
FROM: P.J. Mellana, Director of Parks and Recreation Sergiu Todorov, Information Technology Manager
SUBJECT:Consideration and possible action to approve staff’s Information Technology plan for Internet Infrastructure Upgrades and City Phone System Migration, and approve the necessary budget amendments to implement the plan.
DATE:November 12, 2024
EXECUTIVE SUMMARY
On April 22, 2024, staff provided an update on the City’s Information Technology status, highlighting urgent needs and future planning. During that presentation, staff informed the City Council that key priority items would be brought back for further action and funding.
This plan addresses two critical next steps: 1) enhancing internet service speeds and improving infrastructure redundancy and failover capabilities, and 2) replacing the City’s phone system and necessary equipment, as the existing system has reached the end-of- life for the required support services.
RECOMMENDATION TO CITY COUNCIL
1) Approve the proposed information technology plan to improve internet service speeds, internet infrastructure redundancy and failover capabilities, and to replace the City phone system and the needed equipment; and
2) Authorize a total budget amendment in the amount of $98,500 in various telecommunications, contract services, information technology, and equipment budget accounts, as needed, for Fiscal Year 2024-25; or 3) Alternatively, discuss and take other action related to this item
FISCAL IMPACT
The proposed IT project costs are $98,500 for FY 2024-25 and approximately $79,500 per year thereafter.For FY 2024-25, staff estimates cost increases of $29,000 for telecommunications services providers and $69,500 for the phone system migration, equipment, and ongoing licensing. For historical context, the current phone system platform and equipment were purchased in 2017 at a cost of $150,000, but with the cost recovered through annual telecommunications cost savings over the course of 7 years. 13-B{‘1 of BELLFLOW
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Staff Report – Internet Infrastructure Upgrades and City Phone System Migration November 12, 2024
DISCUSSION
Information Technology Improvement Plan
1. Adjustments to Internet Service Providers:
The City currently utilizes internet services from three providers—TPX, Frontier, and Spectrum—across its various business sites. As the City increases its reliance on cloud services, the internet's role in operations becomes increasingly critical.
Accordingly, it is essential to improve both internet speed and failover capabilities. To address these needs, staff is proposing the following adjustments:
1. Replace the 4G failover links provided by TPX with Spectrum coaxial circuits.
2. Upgrade the primary 200x200Mbps internet connection at City Hall to a 1Gb/1Gb service through Frontier (currently provided by TPX).
3. Upgrade primary Internet circuits and speeds at Public works, Public Safety and Parks & Recreation facilities.
4. Upgrade TPX-provided failover devices to support higher speeds at all sites.
These changes will require new and/or amended agreements with the three service providers. Staff has been working with the City Attorney’s office to finalize these agreements and will proceed once the plan is approved. The estimated increase in monthly costs is approximately $3,625, not including potential credits from some providers for entering into longer-term contracts.
2. Migration of City Phone System:
This project will migrate the City’s current phone system to a modern, cloud-based platform, which includes software updates, operating system upgrades, and new hardware (phones). The project requires a service agreement with Packet Fusion for technical support, licensing, and ongoing maintenance. Initial costs include $21,500 for professional services and $24,000 for phone equipment, with an estimated $36,000 per year for ongoing licensing (Zoom and Microsoft Teams) and support.
Packet Fusion was selected as the preferred vendor based on its qualifications and expertise in government-focused phone migrations, as identified through the Municipal Information Systems Association of California (MISAC). By utilizing Packet Fusion’s services, the City expects to minimize disruptions for users and infrastructure, ensuring a smooth and efficient transition. Additionally, Packet Fusion provided guidance during the evaluation process at no cost to the City.
During the evaluation and testing phase, four leading providers were reviewed:
RingCentral, 8x8, Zoom, and CallTower. Zoom was chosen for its strong alignment with the City’s priorities, including integration with existing software, reliability, and ease of use. Zoom also offers seamless integration with Microsoft Teams, built-in failover features, and a robust uptime record, making it an ideal solution.
Upon project approval, staff will work with the City Attorney’s Office to draft and finalize an agreement with Packet Fusion to initiate the transition.
Staff is requesting a budget amendment to cover the initial costs of this project through the end of the current fiscal year. The ongoing costs will be incorporated into the budget proposals for fiscal years 2025-2026 and 2026-2027.