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Home My WebLink AboutRPT 1 CITY TELE SYSTEM 04-06-81DATE: Ma~¢h 23, 1981 4 -6-81 Intee-(::om TO: FROM: SUBJECT: HONORABLE MAYOR AND CITY COUNCIL DAN BLANKE~SHIP, CITY ADMINISTRATOR STATUS OF CITY-OWNED TR~,RPHCATE SYSTEM Attached is a report from c~ryNapper on the status of the City's private telephone system. No specific action is required by Council at this time. would like to emphasize several points. His reconmendations (Sec. II System ~c~s, pg. 2) on adding an additional 25 new extension lines from the switc~h to the distribution closets in both City Hall a.~d the Police De~t at a total cost of $5,418.49 will probably be necessary although it should be considered once we have a definite plan for space r~cds expansion. This is not an unreasonable cost to add capacity. The labor ar~ materia]~ to go from the distribution closets to new p~ones where eventually r~ccded will be an additional cost in later years as new phones are needed. It is encouraging to note that the system's COndition (Sec. III System ~ondition, pg. 2) is ~n good shape and is still "state of the art". At times, Council ha~ e~xpressed interest in a comparison of costs with a standard telephone utility system. We have not ignored this possibility but carrot m~ke the ~-nalysis when we cannot find the cost of a oomparable tele~.one COmpany_ system's monthly charge. (Sec. IV Pacific Telephone Compar_ ative Costs, pg 3) The City may have to hire a telephone consultant to calculate such an eof. divalent monthly charge. We paid off our system's cost in a very short period of time (four or five years starting in 1974). It was envisioned that the system cost would break even in about 5 or 6 years, with the following years realizing a significant cost savings. As our maintenance COsts have stayed in line and the telephone company's costs have not decreased, I am 95% certain an independent study would verify the' ~ceess of the program. If the Council wanted a more specific evaluation, I would suggest a COnsultant specializing in that area be utilized. DB:dmt DATE: March 19, 1981 Inter-Corn TO: DAN BLkNFd~SHIP, CITY ADMINISTRATOR FROM: GARY NAPPER, ADMINISTRATIVE A~SISTANT SUBJECT: STATUS OF CITY-CWNED. TR.r.~HONE SYSTEM We have reached the p~intwherewe can no longer squeeze anymore new telephone extensions frcm our system without making a major capital outlay expenditure. The following information is p~ovided as a status-information report to you and department heads contemplating telephone modifications. I. SYSTEM S~ A. Main Switch Bo Our I.T.T. switch (in the basement) has the capacity to serve 200 different extension numbers. Currently, we are operating with 145 extensions, pe~raitting room to add 55 new stations to our entire city operation. There is e~0u~h equi~aent capacity to add 18 outside trunk lines for incoming-ou=~oingpurposes. We are currently operating with 16 trunk lines (12 .to City Hallf 4 to Police for business ooncerns). In addition, ~ePoliceDepartment has 4 dedicated emergency lines that ring direc~ly to the Police facility and dispatcher. City Hall Closet (in Personnel Department) There is r~ble capacity to add only one new extension to City Hall, either as a single line set or on a multi-button set. There exists enough equipment to add 12 lines with holding capability, if there was cable available to support this ncc~ (which there is not). Police Closet (in hallway behind Becords Supervisor office) The Police Department can only add 5 new single line sets with existing equi~nent. No new extensions can be added to existing multi-button sets. ., II.. SYSTEM NEEDS City Hall Closet The following cDsts and equil~nent will permit City Hall to add 25 new extensions to new or existing l~hone sets: 200 ft. of 25 pair cable $132.00 (2) 66 B 25 mini-blocks and bracket.s 37.86 (1) 584 C panel (13 hold lines) 21~.20 (1) panel apparatus & mount.bracket ~04.50 (1) IT~ interrupter 78.75 (25) '400 E key cards (provides h°ld) 1473.25 12 hours labor 420.00 service charge 17.50 sales tax 122.24 City Hall estimate $2597.30 Be Police Facility The following costs and equipment will permit the Police Department to add 25 new extensions to new or existing phone sets: 200 ft. of 25 pair cable $ 132.00 (2) 66 B 25 mini-blocks a,J brackets 37.86 (2) 584 C i~neis (26 hold lines) 422.40 (1) panel ~aratus & mount bracket 104.50 (1) I%T int~-~cu_~ter 78.75 (25) 400 E key ~rds (provides hold) 1,~73.25 12 hours labor 420.00 service ~-..~rge 17,50 sales tax 134.93 Police estL~.~.te $2821.19 Both above costs do not include necessary cable and telephone sets for locating extensions in desired departments. III. SYSTtlMCONDITION After discussing the condition of our main switc~with a technician, our ITT 400 PBX system is in relatively good shape. Major repairs have recently been performed on the switch at their cost, and our 1974 system remains close to the state-of-the-art. , The switchboard requires peri~dicmaintenance, and it is highly recor~nen~ed that a headset be purchased for the switchboard operator to enhance productivity in this area. Investigation should be conducted into the possibility of improving our system for better paging/music capability (new amplifier and tuner, outside antenna) as well as providing music-on-hold functions (a nice public relations touch). IV. PACIFIC TEL~.PHONE CC~4PARATIVE COSTS We have periodically requested Pacific Telephone to review our system setup and inform us what it would cost to be renting the equilanent from them. Unfortunately, they have repeatedly ignored our requests. Assumably, they do not see any benefits to them in expending the effort to compile the data; there is only slight potential the City would ~zrap our system and convert to their rented equi~nent. V. OVERALn EVALUATION Owning one's telephone system inevitably requires constant staff monitoring and coordination of both the private maintenance company and Pacific Telephone. To determine whether it has been cost-effective over the past 7 year period w~uld require extensive research into our initial capital outlay and modification costs to be compared with Pacific Telephone Data. Since their information is not readily available, an evaluation is difficult to make. Phone problems occur in any telephone system, irregardless of system owner. I am inclined to believe that administrative headaches and user nuisance would be a trade-off under any system that routes calls through a central EwitcD~oard. GN:dmt cc: Finance Dept. A Oiv/sion of international Telephone and Telegraph Corporation RECEIVED JUN 2.5 i976 CITY OF fUSfii'l June 23, 1976 One City Boulevard West, Suite 1434 Orange, California 92668 Telephone: ~714) Mr. Dan Blankenship, Assistant City Administrator City of Tustin Third and Main Tustin, California 92680 Dear Dan: I hope this information is more helpful than it has been timely. SYSTEM CONFIGURATION 770A 1i0 Trunk, 400 Line PABX Trunks, incoming and outgoing 18 DID t~anks to Dispatch, full transfer 4 Installed station line capacity 150 Installed trunk line capacity 48 Trunk terminations 28 Working station lines 136 Six-button telephones w/Touch Tone 37 Call Director.telephones w/Touch Tone 8 Line light equipment 47 Dial intercom arrangements 4 Manual intercom arrangements 6 Extension bells 7 Attendant console with key-per-trunk operation Touch Tone Toll Restriction Transfer of incoming and outgoing calls Consultation Hold Conference UNA ANA Trunk test line circuits Battery reserve maximum 2 Attendant lines Camp-on busy with indication and automatic recall Automatic recall of unanswered calls Mr. Dan Blankenship City of Tustin June 23, 1976 Page two Installation: $10,852.00 Monthly: $ 1,875.95 X 20 months $10,852.00 + $37,500.00 Total: $48,352.00 You elected to pay for your ITT system over a 48 month period and with NO escalation from PT&T that equals $90,000.00 monthly rental plus the installation charge of $10,852.00 or $100,852.00 vs. $105,000.00 plus $3,800.00 for the U.P.S. system. If you want to escalate the Telco figure by 6%, then it would be $98,478.00 plus $10,852.00 or $109,330.00 for Telco vs. $108,800.00 for ITT, which means that in 4 years the system paid for itself. And from that point on you save upwards of $26,000.00 per year. Dan, if you or the Council require additional information, please advise. Sincerely, Donald W. Wooda~an, Senior Sales Engineer DW-W: td