HomeMy WebLinkAbout01/26/10CITY OF HERMOSA BEACH 1 VoIP Needs Assessment Executive Summary Executive Summary This Needs Assessment was initiated proactively by the City Manager and Finance Director to address the coming obsolescence of the City’s existing telephone system and related infrastructure. There are a number of technical terms contained in this report. Please refer to the Glossary, at the end of this report, for complete definitions. In undertaking this Needs Assessment, the City of Hermosa Beach desired to identify specific components of its existing systems that were nearing, or past, obsolescence, identify existing equipment that could be leveraged in any new system or infrastructure, and identify new technologies that would be appropriate for the City given its size, budget, and other requirements. Key Findings • The current Fujitsu system is no longer supported through maintenance contract and some parts are no longer available. This represents substantial risk if there is an equipment failure. • IP (Internet Protocol) telephony and Unified Communications are rapidly becoming the new standard communications standards. Any replacement system should be IP based. • The City will likely realize monthly cost savings by moving to VoIP (Voice over Internet Protocol). KCG conducted interviews with senior management and technical staff within the City. Following these interviews, additional research was performed to develop specific recommendations for the City of Hermosa Beach. Given the status of the current system and the broad movement toward VoIP in the marketplace, we believe that maintaining the current system is no longer an option for the City and that the best long-term solution is to implement a VoIP solution. We have provided recommendations based on the assumption that the City will go forward with VoIP. These largely are summarized below: Centralize Core System Functionality with Redundancy Centralizing core functionality (voice mail, automated attendant, call recording, unified communications, etc.), at City Hall offers the promise of lower costs and greater end-user functionality. This functionality is an enhancement over that which is currently available to City users, but is relatively standard in cities of similar size and configuration. Build in Business and System Continuity The City should include business continuity capabilities in the design of the new telecommunications system. Additionally, we recommend installing a survivable VoIP device at the Community Center, which serves as the Emergency Operations Center (“EOC”), which will allow core telephone functionality (calling, voice mail) to be available in the event of a disruption of service at City Hall. Install Power Over Ethernet (POE) Switches KCG recommends replacing existing switches with POE switches. These devices support VoIP communications and will support future wireless access points, IP security cameras, etc. Cost Summary KCG estimates that implementing these recommendations will cost what we conservatively believe will be approximately $237,750 for VoIP equipment and related services and an amount not to exceed $48,000 for KCG to conduct the request for proposal (RFP) process and assist the City in the implementation effort. Additionally, KCG will leverage our long-term relationship with the City, which includes drafting a network infrastructure RFP and assisting in the development of the Technology Master Plan, to assist the City in updating the Technology Master Plan, which was first drafted in 2001. This effort is included in the $48,000 cost. KCG has also identified approximately $1,600 per month of cost savings that the City will realize by switching to a VoIP telephone system.
CITY OF HERMOSA BEACH 2 VoIP Needs Assessment City Information Existing LAN Infrastructure The City of Hermosa Beach, California is a beach community located in Los Angeles County, approximately 20 miles south of downtown Los Angeles. The City is home to approximately 20,000 residents and has an annual general fund operating budget of approximately $28 million. The City is full-service city, providing all major municipal services, including both police and fire protection services, to its residents. The City’s existing telecommunications technology consists of the existing local area network (LAN) infrastructure, existing City owned telephone equipment, and existing services provided by Verizon. Local Area Network (LAN) The existing LAN is comprised of a variety of recent vintage network switch devices and an Ethernet cable infrastructure. Network switches are devices that connect various “pieces” of the City’s network. As an example, a switch in the Finance Department may connect all of the computer workstations in that department to the City’s central servers and the internet. The City’s existing system provides data communications capabilities only. Key components of the system include: Switch Location Current Switch(es) 2nd floor IDF (Intermediate Distribution Frame) Cabinet Cisco 3524‐XL‐24 1st floor City Hall Cisco 3524‐XL‐24 Server Room City Hall 2‐ Cisco 3524‐XL‐24 1‐ Cisco 3750 1 ‐ Cisco 3508 Fire Department Cisco CE500G‐24TC PD 1st floor 2960‐24TC‐L 2960‐24TT‐L 2950‐48‐SMI (confirm Wed.) PD Basement Cisco E500G‐12TC Community Center Cisco E500G‐24TC Community Center Cisco E500G‐24TC Maintenance Yard N/A Community Services (Base 3) N/A
CITY OF HERMOSA BEACH 3 VoIP Needs Assessment Existing Voice Communications System Existing Voice Communications System The City’s primary voice communications telephone system is a Fujitsu Series 3 acquired from and supported by Verizon. The manufacturer has discontinued production of this system and has met its end-of-life commitments to the FCC by providing support for 10 years from the date of last manufacture. There is no longer any technical assistance, bug fixes, or system updates available from the manufacturer. The City has been notified by Verizon that it will provide “best effort” support on a time and materials basis, and some parts may not be available. Voicemail functionality is delivered by a standalone, Fujitsu IVS (Integrated Voice Server) system that was last produced in 2002. The City’s remote sites are connected for voice via a combination of Centranet service from Verizon and Off Premise Extensions (OPXs.) Centranet is a “hosted” service provided by Verizon that provides telephone functionality using equipment located at the Verizon Central Office. OPXs allow remote access to the City’s telephone system. In the City’s case, the OPXs deliver limited networked telephone service. The City’s remote sites, including City Yard, Community Center, Community Services / Base 3 and Maintenance Yard, are not centralized, so no two sites are connected to each other, except through the Verizon Centranet. While this provides limited call accounting and dial by extension capabilities, it is not nearly as robust as a fully integrated system. A Nortel Key System provides telephone system functionality at the Community Center. The Maintenance Yard office is supported by Centranet Lines shared by single line telephones. As a side note, Nortel, once of the biggest players in the traditional enterprise telecommunication marketplace, filed for bankruptcy protection in January, 2009. In December, 2009, Nortel’s Enterprise business was purchased by Avaya, a leading provider of VoIP solutions. Office telephones are a combination of digital multiple line appearance instruments that are often equipped with a display and speakerphone, along with single line analog telephones. The assignment of telephones does not appear to have been associated with job function or need. During the interviews it was noted that there is a delay in voicemail notifications on the analog telephones. Verizon Services The City’s primary voice communications service connection to the public switched telephone network is a Verizon Flex Grow T1. The T-1 is channelized into 24 dedicated voice channels. It should also be noted that a variety of special circuits, such as “E911,” exist for the Police and Fire departments, and these were not part of the analysis as they will not be replaced by any new phone system.
CITY OF HERMOSA BEACH 4 VoIP Needs Assessment Recommendations Recommendations Based upon KCG’s review of the existing infrastructure within the City of Hermosa Beach, the current state, and expected evolution of communications technology, the following recommendations are made: Recommendation 1 Update existing LAN infrastructure for Site Connectivity Existing data connectivity between the sites is a combination of wireless point to point, which is proving to be unreliable, and Virtual Private Networks, or tunnel, through the Internet that will not support toll quality voice communications. We recommend implementing an updated network that is capable of supporting VoIP. The City has options to implement a transparent private network that is capable of supporting both voice and data communications. This would eliminate many of the off premise extensions and internet access lines at the remote sites. The first implementation option would be to install additional point to point T-1s (1.5 mega bits per second (mbps)) at a monthly cost of $1,600. These, in addition to existing T-1s, would be adequate to support most of the requirements the City has for both voice and data communications, including the existing video streaming/video on demand. The second implementation option would be to install high speed (100 mbps or greater) fiber connections from Verizon at a monthly projected cost of approximately $7,200. This would meet all current capacity requirements that the City has. The third implementation option would be to install the City’s own fiber between the sites (see the Proposed Network Diagram). Upon surveying the potential pathways, there appears to be adequate telephone poles with available space to accommodate this option. This would be a leasable option and would provide a high speed fiber connection without recurring monthly charges. We have estimated the cost to be approximately $45,000, or less than $2,000 per month, on a lease basis from the winning bidder. Typically, upon completion of a 60 month municipal lease, the City would own the fiber outright. Recommendation 2 Telephone Company and Circuit Adjustment We recommend that the City explore using a Primary Rate Interface (PRI) circuit. A connection to the local phone company switching infrastructure will continue to be required once VoIP is implemented. A PRI circuit will reduce circuit costs by approximately $300 per month and increase performance. Additionally, the City is currently paying 10 to 13 cents per minute, depending on the Local Toll Zone and time of day, for local toll calling; however, this cost should actually be closer to 3 cents per minute. By changing carriers, or re-negotiating (which KCG will assist with) to more competitive rates, the City should expect to save an additional of $500 per month in per-minute charges (see the attached Savings Analysis spreadsheet).
CITY OF HERMOSA BEACH 5 VoIP Needs Assessment Recommendations Recommendations Recommendation 3 Physical Plant and Cable Upgrades With some modification, each of the sites has the ability to support the infrastructure needed to deploy a VoIP system. We recommend upgraded the existing cable and physical plant to support VoIP. These upgrades should include: • The existing cabinet in finance will not support an Uninterruptible Power Supply (UPS). • A secure cabinet needs to be added to each remote location in order to house centralized solutions equipment. • Due to water intrusion, the Community Center telephone company entrance location (MPOE) needs to be relocated to the second floor (a conduit to room 7, directly above the existing location, has already been installed as part of the re-model of this building). This is particularly important in light of the City’s intent to place the EOC within this building. The data communications cable (copper CAT 5 and fiber 62.5 micron) is adequate to support the anticipated applications. The existing cable will have to be augmented in City Hall between the data center room and the existing telephone room. In addition to this, the relocation of the telephone equipment in the Community Center site will also require additional cable. While these upgrades are required for a VoIP system, they also serve to enhance the efficiency and security of the City’s existing local area network infrastructure. Recommendation 4 Define User Requirements It is essential that any system the City purchases meets the unique needs of various stakeholders within the organization. We recommend continuing to involve stakeholders in requirements definition as part of any RFP process to purchase a VoIP system, using the committee the City has established. As part of this needs assessment and evaluation process, a group of users, technology staff, and City managers met to discuss potential requirements for a VoIP system. The following were derived from that meeting: • Caller ID display • Automated Attendant for Multiple Applications or Departments • Easy Call Transfers • Fax integration • Department-specific On Hold Messages • Ability to Record Calls in Progress To facilitate the requirements definition process, the City should continue to use this group to assist in the requirements definition and evaluation of potential new systems. Involving stakeholders in both the requirements definition and evaluation processes contributes to “ownership” of the new system by those who will ultimately use it.
CITY OF HERMOSA BEACH 6 VoIP Needs Assessment Recommendations Recommendations Recommendation 5 Unified Communications Unified Communications (UC) has two initiatives that may provide benefit to the City of Hermosa Beach in the long run. UC is a communications technology architecture that automates and unifies all forms of human and device communications in context and with a common user experience or interface. Its purpose is to optimize business processes and enhance human communications by reducing latency, managing flows, and eliminating device and media dependencies. A UC system’s capability to integrate voice mail, email, and fax into a single inbox within a user’s email system allows for retrieval of these communications by remote, or mobile, employees and enhances productivity by centralizing the location of communications and the manner in which messages are accessed. Collaboration and mobility integration generally produces additional productivity gains which are specific in nature and scope to each organization. While specific UC applications were not identified through this process, it is a proven productivity enhancement tool that should be explored. We recommend that the City allow a Unified Communications solution to be presented in the RFP process. At that time, if it is deemed to be cost effective, then the City could also include Unified Communications in the application. Recommendation 6 System Configuration There are four primary components that must be determined in order to define the appropriate system configurations in a multi-site environment. Those components are: Centralized vs. De-centralized Current technology provides for the capability to centralize core system functionalities into the data center. This improves management efficiency, lowers costs by requiring less hardware and software, and delivers common functionality, such as voice mail, universal dial plan, etc., to all users. It will also consolidate trunking from the local telephone company to improve traffic handling capabilities and reduce the overall number of physical lines required by the City. Given the mission critical nature of the City of Hermosa Beach’s activities at both the City Hall and the Community Center, and the need to maintain an EOC that can be connected in emergency situations, the hardware for the telecommunications systems should be housed at multiple locations. For example, the main VoIP system server could be located at the City Hall, while a survivable remote system could be located at the Community Center. This design would allow for centralized functionality and redundancy because critical hardware is located in multiple locations (see the Proposed Network Diagram at the end of this report). By utilizing multiple locations to house the telecommunications system components, you will prevent the entire City from losing telephone service in the case of a core system failure and allow for continued operation at the Community Center site should the WAN connection fail. This is particularly important in light of the disaster recovery status of the Community Center location. In the event of an actual site system failure the system will provide for connectivity to the public switched telephone network through analog trunks.
CITY OF HERMOSA BEACH 7 VoIP Needs Assessment Recommendations Cost and Timeline Recommendation 6 System Configuration (continued) In addition to the issue of centralization, a basic infrastructure that will both support current demands, and anticipated future demands, should be deployed. LAN Configuration and PoE It is recommended that the LAN be upgraded with new PoE capable switches, where necessary, in order to accommodate the VoIP system, as well as future applications such as wireless access points, security IP cameras, etc. A vendor independent specification should be developed for the LAN configuration switching within the RFP. Trunks, Telephone Stations, and Switch Ports The attached Device Inventory and Recommendations spreadsheet indicates the quantities of trunks and stations required by site. The estimated cost and timeline for this project are described below. We believe this is a conservative estimate and is based on our experience and information known at the time this report was created. Cost The table below presents an estimate of the costs involved in this project. During the RFP/Evaluation process, various financing options can be explored. Telephone System Handsets $99,750 Voice Mail & Automated Attendant $12,000 Call Accounting System $5,000 Digital Voice Recording $12,000 - Additional 24 ports $12,000 LAN Upgrades $32,000 Cable Infrastructure upgrades $20,000 Optional Fiber Btwn. Sites (est. 4000') $45,000 RFP Development/Implementation Mgmt and Technology Plan Update $48,000Total $285,750 Additionally, the City may wish to re-wire all stations, at an approximate cost of $35,000. While this is ultimately not needed to implement a VoIP solution, this re-wiring would effectively create a separate cable infrastructure for VoIP communications, which some organizations prefer.
CITY OF HERMOSA BEACH 8 VoIP Needs Assessment Cost and Timeline Questions and Answers While not specifically addressed here, it is likely that unified communications will add approximately $15,000 to $30,000 to the above estimate. Both of these additional costs will have to be evaluated and prioritized by the City during the RFP evaluation process. In evaluating RFP responses, we recommend evaluating cost on a five year time horizon. This will allow the City to accurately assess cost given initial discounts, warranty periods, and maintenance contract costs. Timeline It is estimated that this project will take eight to nine months to complete, from beginning of RFP development, through “go-live.” The table below describes, in “start-date-neutral” terms, the estimated time required to complete each phase of the project. Task Timeline Develop RFP 4 Weeks “RFP Window” 5 Weeks RFP Evaluation 4 Weeks Contract Negotiation 3 Weeks Implementation 16 – 20 Weeks In the course of this process, City staff raised several questions during their review of the initial findings. In addition to addressing these questions elsewhere in the report, we have presented these questions and answers on the following pages.
CITY OF HERMOSA BEACH 9 VoIP Needs Assessment Questions and Answers Questions and Answers During the course of the development of this Needs Assessment report, City staff posed several thoughtful questions. Can the Fujitsu System be upgraded? There is no upgrade path for the Fujitsu system. Is it necessary to rewire City Hall for IP phones on every desk? Is that a business requirement? Or would traditional phones using the existing phone jacks/wiring work just as well for a fraction of the cost? With respect to rewiring, no. Rewiring is not required to implement VoIP at the City. Rewiring will result in a separate infrastructure for VoIP communication. This adds some level of redundancy, which some organizations prefer, but it is not required. The projected costs did not include re-wiring every station location. The wiring cost is an estimate to relocate 1 IDF (Intermediate Distribution Frame). The estimate also includes the cost to upgrade wiring between the IDF and the MDF (Main Distribution Frame) and the existing system location for Fiber and copper, as well as a few telephone locations. In most cases the existing data jack would become the telephone and PC workstation connection. This is what requires the Local Area Network (LAN) to be upgraded to provide Power over Ethernet (POE) ports. If the City determines that cost is the overriding factor then a hybrid solution could save the City dollars. The City should be aware that many of the benefits discussed in the report would be lost as well as the ability to show a return on investment. The City must also be mindful that, although the hybrid systems may be available today, there is a high probability that their life cycle may not be as great as might be expected (less than 5 years). The IP telephone system market place has matured and the vast majority of new telephones and systems produced today are IP based. This trend will continue and at the same time many manufacturers are being forced to drop their hybrid solutions to stay competitive with the market. Opting to install a hybrid system only defers the inevitable, which is a migration to an IP system. The question of placing an IP phone on every desk is not a business requirement but a system requirement. If the City moves to a VoIP system then IP telephones will be the order of the day. There are hybrid systems available but this would limit the choices the City has to make. Leading manufacturers such as Cisco (#1 market share) and Shoretel (top 5) do not make a hybrid system. The real cost savings of reusing the existing 45 single line telephones would be approximately $10,000.
CITY OF HERMOSA BEACH 10 VoIP Needs Assessment Questions and Answers Questions and Answers What system(s) would enable the City to move forward with this plan and still purchase a phone system that offers features (like IP telephony) the City may need in the next ten years? To be clear, to implement an IP based communications system, all existing phone devices must be either replaced or interfaced to a network adapter since these phones are not IP devices. Further, all proprietary Fujitsu devices must be replaced. Most manufacturers have done away with TDM (Time Division Multiplex, a traditional phone system) solutions that would support this plan. Most current telephone systems are server based native IP systems that require gateway or analog adapters to support their legacy TDM equipment. While some adapter, or other “work around,” may exist to allow use of some existing devices on a new IP system, this would have the effect of limiting the benefits of the IP system for an only marginally lesser cost. Manufacturers that have both legacy and IP systems are Avaya, NEC, Mitel & Siemens. What are the benefits/drawbacks of using a “hybrid” IP/legacy phone switch? IP telephones are typically less expensive than their comparative TDM counterparts. The cost of IP is in the infrastructure (LAN, Cable, UPS, etc.) The existing Fujitsu digital telephones will not work on any new system. The existing single line telephones will work on most systems; however, some of the current complaints about the existing single line telephones may not be alleviated. What is the network impact (equipment, functionality, cost) of keeping City Hall on traditional phones (and jacks)? There is no LAN impact. The negative impact associated with implementing a traditional system is in cost and risk over the long run. Should the City elect to implement a traditional system now, an upgrade to VoIP will likely be required within 5 years due to the rapid industry movement toward VoIP and away from TDM systems. If the remote sites (Community Center, Base 3, Maintenance Yard) are on “branch” switches, what does that do the cost/requirements of connections back to City Hall? It would significantly increase the City’s monthly Verizon bill. Would the remote sites be on IP phones? Or keep their traditional jacks? They would be IP phones. They would be operating on the LAN infrastructure. Are there TDM (Time Division Multiplex, or “traditional”) systems available that will provide VoIP equivalent functionality? If so, will they be around to support their product for the next 7 -10 years? There are legacy TDM systems that are available today from major manufacturers that are either currently produced or currently support pre-owned that provide functionality beyond what the City currently has. However, the marketplace has decidedly shifted toward VoIP. Given this, the life cycle before a major upgrade (likely necessitated by the manufacturer abandoning TDM in favor of VoIP) would probably be less than 5 years. Consider the number of residential addresses that no longer have a traditional phone line. Virtually everyone knows someone that lives without traditional phone services; just two years ago, this was not the case.
CITY OF HERMOSA BEACH 11 VoIP Needs Assessment Questions and Answers Questions and Answers What are the pros and cons of the City’s communications options? Option 1: TDM legacy solution reusing 100% of existing voice cable. Pros Cons D Low cost solution. $125,000 D Will require replacement or major upgrade within 5 years and the cost will be approximately what they are estimated today. D No ROI as highlighted in the report. ($1,600/mo.) D No centralization of applications. Won’t support a single system” look” between all sites. To do so would require additional monthly cost. D No feature benefits like unified communications, caller ID, one voice mail system, etc D Potentially the same issues. D Eliminates major players from the bid process. Option 2: IP based system reusing Single Line telephones Pros Cons D Will save some money $10-15,000 D Provides an ROI D Centralization of applications. Supports a single system look between all sites. D Provides feature benefits like unified communications, caller ID, one voice mail system, etc D Will require upgrade within 5 years and the cost will be approximately what they are estimated today. D Will not realize full ROI as highlighted in the report. ($1,600/mo.) Option 3: All IP Pros Cons D Will save money on a monthly basis ($1,600/mo). D Most features to all users D Centralization of applications. Supports a single system look between all sites. D Cleans up some infrastructure problems and provides feature benefits like unified communications, caller ID, one voice mail system, etc. D Highest capital expenditure
VoIP Telephone System Needs Assessment DEVICE INVENTORY AND RECOMMENDATIONS City of Hermosa Beach
CITY OF HERMOSA BEACH 12 VoIP Needs Assessment Handset Inventory and Recommendations The table below and on the following pages describes the current distribution of handsets throughout the City and the recommended distribution of replacement handsets. The last page of this section includes a description of each current and recommended phone type. Department Extension Name/Location Phone Type Headset Small Medium Large Headset231 Ken Robertson, Director MEDIUM 1240 Pam Townsend SMALL 1232 Art Rayburn SMALL 1219 Richard Mitchell, Bldg. Official SMALL 1235/236 Kim West MEDIUM 1 1 1218 Inspection Request SMALL 1258 Brian McKinney SMALL 1244 Eva Choi SMALL 1241 Angela Mason SMALL 1243 Bob Rollins, Code Enforcement SMALL 1233 Tara Freese, Intern & drafting table SMALL 1237 Frances Estrada SMALL 1 1235/236 Larry Lawrence MEDIUM 1242 Yu-Ying Ting MEDIUM 1 1245 Public Counter MEDIUM 1937-6235 Fax203 Elaine Doerfling MEDIUM 1204 Jackie Drasco MEDIUM 1 1203 Terri Dinubilo 1 1372-6186 Fax207 Stephen R. Burrell MEDIUM 1 201 & 216 Robin Maynard MEDIUM 1 1372-6186 Fax253 Jake Nguyen SMALL 1253 Kenny LeeCity ManagerInformation TechnologyRecommended Phone TypeCurrentCommunity DevelopmentCity Clerk
CITY OF HERMOSA BEACH 13 VoIP Needs Assessment Handset Inventory and Recommendations Department Extension Name/Location Phone Type Headset Small Medium Large Headset315 Maria Ghassemi SMALL 1221 John Workman SMALL 1372-6186 Fax247 Lisa Lynn, Director LARGE 1265 Dante Pagulayan LARGE 1280 Donna Hunter LARGE 1280 Kelly Teeter LARGE 1280 Lisa Nichols LARGE 1280 Mindy Brown LARGE 1Office B additional phones 2Additional Small Phones 2FA phone1Room 4 additional phone 1Senior Center Rooms 1 & 2 1 1318-0279 Night Line629-3538 After Hours Cell225/205 Finance Director SMALL 1226 Viki Copeland, Director MEDIUM 1225 Liz Zeigler MEDIUM 1220 Kim Swindell SMALL 1254 Valerie Mohler SMALL 1 1205 Linda Dominguez SMALL 1372-6186 Fax256 Marcia Hall MEDIUM 1 1 1217 Ann Yang SMALL 1206 Ashley Koger SMALL 1223 Jodie Willison SMALL 1251 Mary Watkins SMALL 1937-5959 FaxCurrentRecommended Phone TypeTreasurerCommunity ResourcesFinanceFinance Cashier
CITY OF HERMOSA BEACH 14 VoIP Needs Assessment Handset Inventory and Recommendations Department Extension Name/Location Phone Type Headset Small Medium Large Headset303 Steve Parker, Interim Chief MEDIUM 1340 Mike Garofano, Captain MEDIUM 1326 General Fire - Reserves MEDIUM 1328 Sylvia Moreno MEDIUM 1309 unassigned MEDIUM 1325 unassigned MEDIUM 1323 unassigned MEDIUM 1314 unassigned MEDIUM 1322 unassigned MEDIUM 1369 unassigned MEDIUM 1327 unassigned MEDIUM 1324 unassigned MEDIUM 1376-2479 Outside, Direct Line379-7725 Fax200 Personnel MEDIUM 1202 Michael Earl, Director MEDIUM 1230 Monica Bagnara MEDIUM 1239 Gail Flucke MEDIUM 1372-6373 Fax357 2nd Floor Conf. Rm. SMALL 1317 Elevator Emergency Phone No phoneCurrentRecommended Phone TypeHuman ResourcesMiscellaneousFire
CITY OF HERMOSA BEACH 15 VoIP Needs Assessment Handset Inventory and Recommendations Department Extension Name/Location Phone Type Headset Small Medium Large HeadsetPolice300 Greg Savelli, Chief MEDIUM 1301 Evelyn van Kreuningen MEDIUM 1331 Georgia Lonnquist SMALL 1 1374-6749 FaxCaptain's Office 302 vacant MEDIUM 1342 vacant SMALL 1336 Lance Jaakola SMALL 1330 Wayne Lewis SMALL 1 1348 Mick Gaglia SMALL 1 1332 Lance McColgan SMALL 1 1334 Nancy Cook/Kevin Averill SMALL 1 1341 Dorothy Scheid SMALL 1 1351 Paul Wolcott SMALL 1 1318-0350 FaxDispatch Center 524-2750 Non-emergency lineCourt Liaison 344 Dianne Loughin MEDIUM 1City Prosecutor 345 John Kildebeck SMALL 1Property / Evidence335 Terea Johnson MEDIUM 1360 Records/Business Office MEDIUM 1798-8926 Fax306 JR Smith OPX-1 1307 Tony Parente OPX-1 1308 Tom Thompson OPX-1 1379-0184 FaxCurrentRecommended Phone TypeRecordsLieutenants' OfficeDetective BureauChief's OfficeMotors
CITY OF HERMOSA BEACH 16 VoIP Needs Assessment Handset Inventory and Recommendations Department Extension Name/Location Phone Type Headset Small Medium Large HeadsetPolice (cont.)234 Jail SMALL 1Miscellaneous 304 Watch Commander SMALL 1320 SMALL 1321 SMALL 1?MEDIUM1361 MEDIUM 1366 MEDIUM 1365 MEDIUM 1364 MEDIUM 1363 MEDIUM 1310 MEDIUM 1?SMALL1?SMALL1211 Rick Morgan, Director MEDIUM 1212 Homayoun Behboodi SMALL 1213 Victor Jackson SMALL 1214 Nancy Pino MEDIUM 1 1 1222 Rhea Punneo MEDIUM 1 1 1228 Ken Reamey SMALL 1238 Frank Senteno SMALL 1263 Sonali Tambe SMALL 1356 Conference Rm SMALL 1947-5015 Fax 1930-0220 After hours pager259 Mike Flaherty OPX-1 1260 Ken Lindsey OPX-1 1261 Jim Loutzenhiser OPX-1 1261 Mike Hedrick OPX-1 1261 Ells Freeman OPX-1 1379-3880 Outside EmergencyCurrentRecommended Phone TypeCity YardPublic Works
CITY OF HERMOSA BEACH 17 VoIP Needs Assessment Handset Inventory and Recommendations Department Extension Name/Location Phone Type Headset Small Medium Large Headset249 Ennis Jackson OPX-1 1249 Hearing Officer249 Corky Rochlitz215 Vince Balvin OPX-1 1224 Richard Contreras OPX-1 1209 Parking Enforcement OPX-1 1209 Animal Control 1255 Kerry Rosell OPX-1 1318-0227 BASE 3 FaxTotal Number of New Devices49 54 15 14Cost Each750$ 850$ 1,000$ 150$ Total Estimated Cost for Devices36,750$ 45,900$ 15,000$ 2,100$ Recommended Phone TypeCurrentCommunity Services Admin ReviewParking Enforcement / Animal ControlTotals and Estimated Cost for Handsets $99,750 Legend for “Phone Type” Phone Type Code Existing Phone Description Recommended Replacement Phone Description SMALL Analog Vodavi Starplus, Single line IP display phone 1 programmable call appearance, plus 7 programmable feature buttons, with full speakerphone. SMALL MEDIUM Fujitsu 10/12 line with & without display IP admin display phone 4 programmable call appearances, plus 12 programmable feature buttons, with display and speakerphone. MEDIUM LARGE Meridian Norstar 12 line Multi-Line Receptionist Phone sets 24 or more programmable call appearances, plus programmable feature buttons, with speakerphone, and display. LARGE
CITY OF HERMOSA BEACH 18 VoIP Needs Assessment Switch Replacement Recommendations Switch Location Current Switch(es)Replacement (Yes/No)Reason for Replacement2nd floor IDF CabinetCisco 3524-XL-24 Y End of Life 2003. End of support before project is completed.1st floor City hallCisco 3524-XL-24 Y End of Life 2003. End of support before project is completed.Server Room City hall2- Cisco 3524-XL-24 Y End of Life 2003. End of support before project is completed.1- Cisco 3750 N1 - Cisco 3508 NFire DepartmentCisco CE500G-24TC Y Unmanaged Switch & Not POEPD 1st floor2960-24TC-L N2960-24TT-L N2950-48-SMI (confirm Wed.) Y Non POE and No Enhanced S/WPD BasementCisco E500G-12TC Y Unmanaged Switch & Not POECommunity ResourcesCisco E500G-24TC Y Unmanaged Switch & Not POECommunity ServicesCisco E500G-24TC Y Unmanaged Switch & Not POEYardN/A Y
VoIP Telephone System Needs Assessment CARRIER SERVICES COST AND SAVINGS ANALYSIS City of Hermosa Beach
CITY OF HERMOSA BEACH 19 VoIP Needs Assessment Carrier Services Savings Analysis The table below describes the current and projected monthly fixed costs for carrier services associated with various City telephone numbers. Current EstimatedLine Number Physical Location Recommended Disposition Cost/Mo Cost/Mo310-372-6186 City Hall, 2nd floor Retained for Disaster Recovery 28.59$ 28.59$ 310-937-5959 City Hall, 1st floor Retained for Disaster Recovery 28.59$ 25.00$ 310-937-6235 City Hall, 1st floor Retained for Disaster Recovery 28.59$ 25.00$ 310-937-5015 City Hall, Basement Converted to DID 28.59$ 3.50$ 310-318-0350 HBPD - DID Centranet Converted to DID 28.59$ 3.50$ 310-406-8122 HBPD-Chief's Admin Retained for Disaster Recovery 28.59$ 25.00$ 310-374-6749 HBPD Retained for Disaster Recovery 28.59$ 25.00$ 310-379-7725 HBFD Retained for Disaster Recovery 28.59$ 25.00$ 310-372-4333 Community Center Converted to DID 28.59$ 3.50$ 310-318-0227 Base 3, DID Centranet Converted to DID 28.59$ 3.50$ 310-798-2917 City Yard Converted to DID 28.59$ 3.50$ 310-379-3880 City Yard Converted to DID 28.59$ 3.50$ 310-318-9458 Credit Card Line Retained 33.29$ 33.29$ 310-372-6373 Personnel Fax Centranet retained 31.59$ 3.50$ 310-318-0306 HBPD - Motor Office, DID Centranet Converted to DID 33.29$ 3.50$ 310-318-0307 HBPD - Motor Office, DID Centranet Converted to DID 33.29$ 3.50$ 310-318-0308 HBPD - Motor Office, DID Centranet Converted to DID 33.29$ 3.50$ 310-318-0280 Community Center, DID Centranet Converted to DID 33.29$ 3.50$ 310-318-0249 Base 3, DID Centranet Retained for Disaster Recovery 33.29$ 25.00$ 310-318-0224 Base 3, DID Centranet Converted to DID 33.29$ 3.50$ 310-318-0215 Base 3, DID Centranet Converted to DID 33.29$ 3.50$ 310-318-0209 Base 3, DID Centranet Converted to DID 33.29$ 3.50$ 310-318-0259 City Yard, DID Centranet Retained for Disaster Recovery 33.29$ 25.00$ 310-318-0260 City Yard, DID Centranet Converted to DID 33.29$ 3.50$ 310-318-0261 City Yard, DID Centranet Converted to DID 33.29$ 3.50$ 310-318-0316 Billed by Verizon as Off Premise Stations Converted to DID 33.29$ 3.50$ 310-318-0319 Billed by Verizon as Off Premise Stations Converted to DID 33.29$ 3.50$ 310-318-0208 Billed by Verizon as Off Premise Stations Converted to DID 33.29$ 3.50$ TOTALS 874.02$ 303.38$ Off Premise Lines
CITY OF HERMOSA BEACH 20 VoIP Needs Assessment Carrier Services Savings Analysis The table below describes the current and projected monthly per-minute costs for carrier services associated with various City telephone numbers. NetService Type Minutes Rate Total Rate Total SavingsIntrastate 4,376 0.13 568.88 0.03 131.28 437.60$ Interstate 2,197 0.09 197.73 0.03 65.91 131.82$ TOTAL 569.42$ Existing Bill VoIP Cost Flexgrow T1 Downsizing Savings In addition, the Flexgrow T-1/Centranet services can be downsized, resulting in an additional $500 per month in savings. Savings Summary Service Type Current Cost Projected Cost SavingsMonthly Access Charges 874.02$ 303.38$ 570.64$ Monthly Per-minute Charges 766.61$ 197.19$ 569.42$ Flexgrow/Centranet 900.00$ 400.00$ 500.00$ TOTAL 2,540.63$ 900.57$ 1,640.06$
VoIP Telephone System Needs Assessment PROPOSED NETWORK DIAGRAM City of Hermosa Beach
CITY OF HERMOSA BEACH 21 VoIP Needs Assessment Proposed Network Diagram/Topology The network diagram below describes the proposed LAN configuration required to support a VoIP system.
VoIP Telephone System Needs Assessment GLOSSARY City of Hermosa Beach
CITY OF HERMOSA BEACH 22 VoIP Needs Assessment Glossary Glossary Central Office A telephone company Central Office is a physical location that contains switching and other equipment required to provide voice and data telecommunications services to a defined geographical area. All telephone traffic that travels on telephone company infrastructure is routed through a Central Office and onto the appropriate network from there. IDF (Intermediate Distribution Frame) This is a cable distribution device that distributes cable to end-user devices. Typically, cable will enter a building through a single MDF (Main Distribution Frame). From the MDF, cable is routed to multiple IDFs (as an example, there may be an IDF on each floor of a building). At the IDF, the cable will be further split to each individual user station. IP (Internet Protocol) Internet protocol is the standard method for transmitting data over the internet. Line Appearances The line numbers that appear on a telephone device are known in the telecommunications industry as “line appearances.” LAN (Local Area Network) A LAN, or Local Area Network, is a physical computer network that connects devices within a building or physically close group of buildings. LAN infrastructure typically does not include telephone company lines, cables, etc. MDF (Main Distribution Frame) The MDF is the location, just inside of the Minimum Point of Entry (MPOE), where telephone company lines are connected to a telephone company customer’s internal network. The telephone company customer is responsible for the MDF and all equipment and lines inside of this point. MPOE (Minimum Point Of Entry) This is a point, typically 12 inches into a telephone company customer’s property or building where telephone company cable is terminated. The customer is responsible for all equipment inside the MPOE. OPX (Off Premise Extension) An OPX is a telephone device or line termination that is remote from the organization’s telephone switching facility (PBX). POE (Power Over Ethernet) Low voltage electricity may be transmitted over network cables. Power Over Ethernet may be used to power VoIP phones or other network equipment. T1 A T1 circuit is a physical telecommunications line and associated equipment, capable of speeds up to 1.5 mega bits per second (Mbps). T1 circuits are typically used to transport TDM (time division multiplexed) voice communications signals. A 1.5 Mbps T1 circuit is typically capable of supporting up to 24 voice lines. TDM (Time Division Multiplexed) Time Division Multiplexing allows a single, high bandwidth (typically a T1) communications circuit to provide multiple communications channels to end users. This is accomplished by rapidly switching access to the core T1 circuit between the end-user communications channels. This switching occurs at such a high speed that it is transparent to end-users and allows the full bandwidth of the T1 circuit to be used. UC (Unified Communications) Unified Communications is a communications system that integrates, voice, email, fax, video conferencing, and data into a consistent user interface and access method. For the City, UC would likely initially involve voice, voice mail, fax, and email.
CITY OF HERMOSA BEACH 23 VoIP Needs Assessment Glossary Verizon Centranet Verizon Centranet is a scalable telecommunications solution provided by Verizon, Inc. Centranet is hosted at the Verizon central office, or other locations. Hosted solutions, such as Centranet, provide the advantage of lower initial cost. Virtual Private Network (VPN) A VPN is a virtual network that exits, or “rides,” on existing physical network infrastructure. VoIP (Voice over Internet Protocol) Unlike traditional telephone systems which use proprietary protocols and/or proprietary cable, switching, software, or other services to effect voice communications, VoIP uses the internet and, typically, existing IP network infrastructure to effect voice communications. Because VoIP is internet based, it is highly mobile and easily re-configurable. WAN (Wide Area Network) A WAN, or Wide Area Network, is a computer network that connects LANs. WANs may consist of telephone company lines or infrastructure, or similar long distance lines or communications facilities, which are owned or leased by the organization that owns the WAN.
VoIP Telephone System Needs Assessment CONTACT INFORMATION City of Hermosa Beach
CITY OF HERMOSA BEACH 24 VoIP Needs Assessment Contact Information Legal The development of this VoIP Needs Assessment was a collaborative effort between various stakeholders within the City, the City’s IT provider, Prosum Technologies, and Kerry Consulting Group, Inc. About the City of Hermosa Beach The City of Hermosa Beach, California is a beach community located in Los Angeles County, approximately 20 miles south of downtown Los Angeles. The City is home to approximately 20,000 residents and has an annual general fund operating budget of approximately $28 million. The City is full-service city, providing all major municipal services, including both police and fire protection services, to its residents. About Kerry Consulting Group, Inc. Kerry Consulting Group is a vendor independent public sector management and technology consulting firm. KCG was founded in 1984 and provides strategic planning, purchasing, project management, and interim senior leadership services to local governments and public school districts across the United States. KCG has offices in Pomona, California (Los Angeles), Houston, Texas and St. Louis, Missouri. Contacts Viki Copeland, Finance Director City of Hermosa Beach, California vcopeland@hermosabch.org Randy Langton, Chief Operating Officer Kerry Consulting Group, Inc. rlangton@kerryconsulting.net On the web: www.hermosabch.org www.kerryconsulting.net This Needs Assessment is made publically accessible to further the understanding of technology within the City and in the interest of open government, which is both a City priority and requirement pursuant to the California Public Records Act (Govt. Code §§ 6250 - 6276.48). No part of this plan is intended to promote any service, organization, person, intellectual, or creative property contained herein. The use of this plan for commercial purposes is strictly prohibited. All contents of this plan are owned by the City of Hermosa Beach, California, Kerry Consulting Group, Inc., and various authors of intellectual and creative property contained herein. All photographs contained herein are used subject to various license agreements with their authors or distributors and may not be used for commercial purposes.