NUMBER
050093
Version
SUSTITUTE 1
Reference
Sponsor
THE CHAIR
Title
Substitute resolution authorizing the Department of Public Works to utilize the City Telephone Switch Replacement Project for telephone related projects.
Analysis
This resolution authorizes the Commissioner of Public Works to expend funds from the 2002 Capital Account--City Telephone Switch Replacement to fund the upgrade of the Avaya telephone system for the Milwaukee Police Department and to fund replacement of telephone systems at various Engine Houses for the Milwaukee Fire Department.
Body
Whereas, The 2002 Capital Budget authorized $5.0 million for the City Telephone Switch Replacement Project to replace the 20-year old Rolm telephone system; and
Whereas, The Department of Public Works (DPW) anticipated there would be other telephone-related project needs in the future, but did not intend to finance these projects through the City Telephone Switch Replacement Capital Account; and
Whereas, As a result of a competitive telecommunications market and successful contract negotiations, the Department of Public Works purchased a new Avaya telephone system and ancillary equipment and services for approximately $3.4 million; and
Whereas, While DPW is in the process of completing final implementation of the Avaya telephone project, it is expected that approximately $1.6 million in borrowing authority will remain unused; and
Whereas, The Milwaukee Police Department (MPW) is requesting an upgrade to their existing Avaya telephone system installed in 2002, which is a different version than the system recently installed for City government; and
Whereas, The benefits achieved by proceeding with this project include lowering the overall cost to the City by reducing maintenance costs for the Police telephone system as DPW staff will already be trained to maintain the City telephone system rather than contracting with Avaya for maintenance and support, enabling rapid disaster recovery for system failures, using spare parts interchangeably, and maintaining one inventory of supplies and equipment; and
Whereas, In addition to these savings, there are technological benefits such as providing the Police Department with an Avaya system that is Voice over IP (VoIP) enabled, preventing the MPD from having to install expensive equipment in addition to telephones at remote sites in order to extend service, providing conference bridging and other new features that improve the Police Department's ability to conduct business and training, and facilitating the Police Department's ability to respond to the changing telecommunications market as other technologies change the way voice and data communications are provided; and
Whereas, The Department of Public Works would utilize funds remaining in the City Telephone Switch Replacement Capital Account to upgrade the Milwaukee Police Department Avaya telephone system in an amount not to exceed $400,000, and
Whereas, The telephones in the Milwaukee Fire Department Engine Houses are approximately 20 years old and were not envisioned to be replaced as part of the initial project because they were not Rolm telephones; and
Whereas, Because of the age of the telephones in the Fire Engine Houses maintenance of the telephones is no longer cost effective as replacement parts are difficult to find and the telephones are beginning to fail; and
Whereas, Funding is requested to purchase replacement telephone systems and associated equipment and installation costs for 33 Fire Department Engine Houses; and
Whereas, DPW estimates the cost to replace the telephone systems in the Milwaukee Fire Department Engine Houses is not to exceed $100,000; and
Whereas, Capital budget authority exists in the City Telephone Switch Replacement Capital Account, proceeding with these projects would not require the City to issue new budget authority; now, therefore, be it
Resolved, That the Commissioner of Public Works be authorized to expend an amount not to exceed $500,000 to upgrade the Avaya telephone system in the Milwaukee Police Department and to replace the telephone systems at the Milwaukee Fire Department Engine Houses.
Requestor
DOA-Budget and Management Division
Drafter
DJS 05/02/2005
Ref: I:\FINANCE\RESOLUT\MPD-MFD-DPW Avaya Phones.rtf