Items 3A-3B Co-location & Phone SystemAGENDA ITEM:
DATE:
SUBM ITTED BY:
BACKGROUND:
STAFF RE PORT
City of Atlantic Beach
Comm ission Meeting
Di sas ter Plann in g: Co -l ocat ion Sit e Selection
April 30,2015
Keith Randich, IT Dire ctor /cf._
AGENDA ITEM #3A
J UNE 8, 2015
City Staff has plans fo r operating th e Ci ty 's comp uter faci lities in the event of i'ln impending storm . P lans fo r
maki ng th e IT fun ctio ns ava il able inc lu de removing th e computer serv ers from th e City Hall computer room
before the an·iva l of the storm. After th e storm has passed, th e IT Depart ment would install th e se rvers back in
City Hall if power and air co nditi onin g was in service, or at an offsite lo ca ti on if it was no t. The tim e required to
brin g back cert a in appl icat ions could be meas ured in days.
In the past few years, the IT Departmen t ha s begun to imp lement an alternate pl an to place hi gh priority co mputer
app li ca ti ons i n rem o te locations that would not be affected by a loca l emerge ncy . T he Ci ty's webs ite run s on a
co mputer i.n Lawrence, KS. The Ent erpri se appli ca tion (Finance, Utility Billin g, Payroll , Bu ilding Permits, etc.)
res ides in a data center in Atlant a. Th is proj ect entails the pl aceme nt of the City's new phone sys tem and e ma il
servers in a co-location data center purposely built to withstand the ef fe cts of a seri ous storm.
Ph one calls and email would be a bl e to be received even ifthe Cit y it sel f is without power. Ph one calls co uld be
tran s ferred to cell ph o nes or roll ed over to vo ice ma il !'or proc essing afi er th e sto rm. Access to emai ls (as well as
th e Enterprise appli catio n and website) wo uld be mad e fro m com puter ta bl et and laptop devices wherever lnlem et
access and office space were ava il ab le. Wh e n power and a iJ co nditi oni ng is res tored to Cit y Ha ll , staff would
return and resume operations as normal.
BUDGET: $10,000 is in the 2014-2 0 15 Ci ty Man age r Bu dget for the Co-loca tion site contrac t.
RECOMMENDATION: Staff recommends au thoriza tion for Lh e City Manager Lo sign the service agreement
between the Ci ty and Co logix for $1221 per month.
ATTACHMENTS: City Co-Location Project Powerpoinl
REVIEWED BY CITY MANAGER: J/ft £/a-1-7 ;.:'{R6 4
AGENDA ITEMS 113A & 3B
JUNE 8, 2015
City Co-Location Project
MAY 20 15
KE IT H H/\ND I CH, lr DIREC TOR
Co-Location Concept
Hou se th e Ci ty's highest priority comp uter applications in an environment that wou ld not be
affected by an emerge ncy event in the City (storm, fire).
High es t Prio rity applications
Enterprise Application (Fin a nce, Billing, Pe rmitting, Payroll)
Police Dispatch and Record Management
Emai l
Phone Syste m
Website
During an em ergency, the appli cations above could be accessed from remotely unti l the Ci ty
f ac ilities ar e operational.
--.
,I . -.
1
AGENDA ITEMS #3A & JB
JUNE 8, 20 15
Co-Locat ion Plan
Pl an is to h ou se Ci ty computers that run t h e email application an d the new phon e system at a
co-location site.
The phone sys tem will be able to take and route ca lls if either t he City compu ter room or the
colo site is ou t of service.
The email applicatton will continue to operate if the City com puter room is out of service.
Oth er City computers (Document Managem en t, File Se r ve rs, et c.) wou ld be physica lly moved to
the colo site until the City compu ter faci lity wa s operationa l.
New City Phone System
Rep l ace 75 Ph on es in City Hal l, PO, Public Works, Water Treatme nt Pl an t, Wa t er Plants 1 & 2
Remotely Moni tored 24 I 7
Integrated with the City's DR Plan
Auto Att endant Answer
Main City Line, Pollee Dispatch, Utility Billing
Call Reco r ding
Ca ll Accoun ting and Repor ting
Phone Usage
Ca ll Trackin g
2
Costs
Budget -$102,500
$10,000
Pho ne System
Co-location Site
AGEN D A I TEMS #3A .& 38
J UNE 8, 20 15
Phone system, phones, software li ce nses, training, i nsta ll atio n, 7 x 24 monitoring, ca ll reco rdi ng,
and support -$64,000
Ser ve rs for Voice mai l and Phone n etwork ma nagement-$8000
Colo space-$500 setup+ $15,000 I year
Fi rewall and r ou t er at DR Site-$6000
Data and Phone li r;es-$1 3,200 I year
$18,000 I year -t u rn off existing analog phones
$4800 savings on phone lines annua lly
I . --• •
...... -~ ... ~ --....~/::::.:..• --
Co sts
Budget $112,500
Fixe d $78,500
Recu rri ng
$2350 I mo .. 5 months $11 ,750
UnderBudget $2~250
•.-----,
3