HomeMy WebLinkAbout2011 10 24 Informational 101 Telecom Efficiencies
COMMISSION AGENDA
Informational X
ITEM 101
Consent
Public Hearings
Regular
October 24, 2011
KS JD
Regular Meeting
Mgr. / Dept.
Authorization
REQUEST:
The Information Services Department wishes to update Commission on
telecom initiatives which have resulted in savings to the City.
______
SYNOPSIS:
The Information Services Department has implemented several
telecommunications changes and improvements which have resulted in
savings to the City of approximately $1,232 per month. Staff is
continuously looking at ways to improve efficiencies and save money.
CONSIDERATIONS:
In late 2009, the Information Services Department began conducting an
internal telecom review. At that time we began the process of consolidating
phone lines, converting phone lines to State Centrex lines, and converting
phone lines to PBX lines where possible. We knew at that time that further
consideration must be given to our main PRI (telephone service) and long
distance service provider in order to obtain a more substantial savings;
however, we had to wait until our current telecom services contract
expired before moving to a different provider.
Note:
The PRI telephone service is separate from the VoIP telephone
system that was just approved by Commission on October 10, 2011. The
PRI is the telephone service pipeline that comes into the City and connects
into our phone switch (PBX). All of our voice traffic rides over that PRI
into and out of our phone switch, to and from the telephone company.
We expedited our search for someone with telecom expertise who could
assist us with this initiative and help us to evaluate the numerous vendor
offerings available in the marketplace. We partnered with Florida League
of Cities (FLC) to conduct a comprehensive telecom audit.
REGULAR MEETING – October 24, 2011
AGENDA ITEM – INFORMATIONAL 101
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The FLC consultants recommended Deltacom as our telephone service
provider and Brighthouse as our Internet service provider. Deltacom’s
package includes telephone service and 5,000 minutes of long distance and
runs around $750 per month inclusive of mandatory taxes and fees. Our
previous bills averaged around $1,702 for phone service and $229 for long
distance service (average for January 2009 through September 2010). The
move to Deltacom saved the City around $1,181 per month. The move to
Brighthouse enabled us to increase our bandwidth from 3MB to 5MB for
$650 per month; a savings of $51 per month. We began moving our
services to the new vendors in the Fall of 2010. The move to Deltacom
and Brighthouse saved the City approximately $1,232 per month.
Old New Savings
Cost Cost
Phone Service $1,702 $750 $ 952
Long Distance Service $ 229 $ 0 $ 229
Internet $ 701 $650 $ 51
Totals $2,632 $1,400 $1,232
Additional cost saving moves included moving regular phone lines ($45
monthly recurring cost) to State Centrex lines ($18 monthly recurring cost)
where possible, and moving regular or State Centrex lines to the PBX ($0
monthly recurring cost) where possible. This is an ongoing initiative as we
must monitor the impact of these moves on the PRI which is our main
pipeline into the City’s phone system. The process is that we move a few
lines at a time and monitor the impact (traffic) for several weeks before
moving additional lines.
The one-time fee for the FLC consulting services was $4,093.25. So far,
the telecom initiatives have resulted in savings to the City of approximately
$1,232 per month ($14,784/year) and we anticipate future savings in the
months to come as additional changes are made; specifically, changes
moving phone lines on to the PBX.
FISCAL IMPACT:
There are one-time programming costs associated with moving lines to the
PBX but there are no on-going costs. The phone system vendor who
currently maintains our phone system charges $87 per hour for
programming and the total fee charged is dependent upon how many lines
are being moved at any given time. The City receives an ongoing monthly
savings from all of these initiatives. To date, the recurring savings is
approximately $1,232 per month.
COMMUNICATION EFFORTS:
This Agenda Item Has Been Electronically Forwarded to the
Mayor and City Commission, City Manager, City Attorney/Staff, And Is
REGULAR MEETING – October 24, 2011
AGENDA ITEM – INFORMATIONAL 101
PAGE 3 OF 3
Available on the City’s Website, LaserFiche, And The City’s Server.
Additionally, Portions Of This Agenda Item Are Typed Verbatim On The
Respective Meeting Agenda Which Has Also Been Electronically
Forwarded To The Individuals Noted Above; And Which Is Also
Available On The City’s Website, LaserFiche, And The City’s Server; Has
Been Sent To Applicable City Staff, eAlert/eCitizen Recipients,
Media/Press Representatives Who Have Requested Agendas/Agenda Item
Information, Homeowner’s Associations/Representatives On File With
The City, And All Individuals Who Have Requested Such Information;
This Information Has Been Posted Outside City Hall, Posted Inside City
Hall With Additional Copies Available For The General Public, And
Posted At Five (5) Different Locations Around The City. Furthermore,
This Information Is Also Available To Any Individual Requestors. City
Staff Is Always Willing To Discuss This Agenda Item Or Any Agenda Item
With Any Interested Individuals.
RECOMMENDATION:
Information Services is requesting that the Commission review and
accept the information in this agenda item.
ATTACHMENTS:
None