Department: Universal Services
Department Head: Sindhu Menon, Executive Director and CIO
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Telephone System Repair/Replace
Project ID (if applicable): NI026
Vendor Legal Name (if applicable): N/A
MWDBE Contracted Goal (if applicable): N/A
MWDBE Current Achievement (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal not applicable to request
Managing Entity: Universal Services
Incremental Authorization Requested: $710,000
Total Estimated Project Cost: $2,640,000 (FY25 & FY26 2-year total estimate)
Request Summary:
title
Request for approval of the Final Investment Memo for the Telephone System Repair/Replace project for an additional incremental authorization of $710,000 for a total FY2025 authorization of $1,210,000.
end
Project Description:
This project replaces end-of-life voice equipment including phones, media gateways, session border controllers, and related solutions within the data centers and across 200+ locations. Voice equipment is replaced on an approximately 15-year cycle, requiring the replacement of handsets and related peripheral equipment. Data center infrastructure would continuously need to be expanded in capacity due to the constant increase in the county’s needs.
Project Scope:
The scope of this project is to replace the County’s voice equipment and services in the data centers and across 200+ locations. The project scope does not include the addition of new locations or business-driven changes, which are funded by other projects. For FY25, US will be replacing handsets (approximately 3,250), media gateways (approximately 10), and session border controllers (10).
There might be changes in the County’s needs that result in minor operations for the project throughout the Fiscal Year, but the overall scope will remain the same and any additional authorization would go through Commissioners Court approval.
Justification:
Harris County has a significant amount of voice equipment, including but not limited to handsets, media gateways, session border controllers, virtual machines, physical hardware, and various licenses. These items need to be refreshed periodically to minimize equipment the vendors no longer support. Most of this equipment is on sites outside the data center and some is already unsupported. Some refresh and capacity increases are required in the data centers to support the branch office refresh as described.
Having a lifecycle-based repair and replacement strategy will keep us from having unsupported equipment as well as ensure security and software updates continue to be provided as technology evolves. This in turn helps ensure scalability, reliability, and security that supports our voice connectivity for internal entities, external customers, and remote devices.
Alternatives and Engagement:
If not funded, there is the potential risk that an out-of-support telephone system could fail, and we would not be able to return the telephone system to operational status without replacing it completely. The affected department(s) would be down or with limited capabilities until funds for cabling, network hardware, and VoIP telephones are secured and the work is implemented. Many departments rely heavily on voice communications for business operations. Some of these include the District Attorney’s intake division, multiple public safety offices (Constable and Sheriff), Office of Emergency Management, IT helpdesk, and the EDC; just to name a few.
Anticipated Project Expenditures and Timeline:
|
Scope of Work |
Estimated Cost |
Estimated Completion |
|
3,250 Handset replacement |
$900.000 |
- |
|
10 Media gateway/router replacement |
$150,000 |
- |
|
10 Session border controllers |
$50,000 |
|
|
10% Contingency |
$110,000 |
|
|
Unencumbered FY24 Balance |
($500,000) |
|
|
Total |
$710,000 |
- |
At this point, US is asking for authorization of $1,210,000 for FY25, CP allocation will be requested later when the PO is ready to be issued.
Alignment with Goal(s):
_ Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
X Governance and Customer Service
Previous Court Action:
|
Date |
Agenda Item # |
Action Taken |
|
7/10/2018 |
6.b.5 |
Request for approval of funding for project cost $2,540,000 |
|
7/31/2018 |
4.j.6 |
Request for approval of commercial paper funding for $2,540,000 |
|
11/12/2019 |
4.g.2 |
Request for approval of commercial paper funding for $1,040,000 |
|
7/20/2021 |
21-3590 |
Request for approval of commercial paper funding for $1,510,000 |
|
3/22/2022 |
22-2029 |
Request for SFY22 authorization of $900,000 |
|
8/23/2022 |
22-4958 |
Request for an FY23 total authorization of $814,830 |
|
8/8/2023 |
23-4369 |
Request for an FY24 incremental authorization of $1,210,000 |
|
10/10/2023 |
23-5838 |
Request for approval of commercial paper funding $605,000 for a total of $5,695,000 |
|
12/5/2023 |
23-7153 |
Request for approval of decrease commercial paper funding $800,000 for a net CP funding $4,895,000 |
|
2/27/2024 |
24-0931 |
Request for approval of commercial paper funding $250,000 |
|
6/4/2024 |
24-3367 |
Request for approval of commercial paper funding $500,000 |
Address: Multiple
Precinct(s): Countywide
|
Fiscal and Personnel Summary |
|
Service Name |
IT Infrastructure |
|
|
|
Current Fiscal Year Cost |
Annual Fiscal Cost |
|
|
Labor |
Non-Labor |
Total |
Recurring Expenses |
|
|
|
|
|
|
|
Funding Sources |
|
|
Existing Budget |
|
|
|
|
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Current Budget |
$ |
$ |
$ |
$ |
|
Additional Budget Request |
|
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
|
|
|
|
|
|
Total Additional Budget Request |
$ |
$ |
$ |
$ |
|
Total Funding Request |
$ |
$ |
$ |
$ |
|
Personnel (Fill out section only if requesting new PCNs) |
|
|
Current Position Count for Service |
- |
- |
- |
- |
|
Additional Positions Request |
- |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
- |
Anticipated Court Date: 10/8/2024
Anticipated Implementation Date (if different from Court date):
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 9/10/2024
Department Approval by:
OMB CIP Team Approval by: Amiel Chen, OMB, CIP Manager, 9/10/2024
Commercial Paper Request (For OMB use only):
Receiving Department: N/A Choose an item.
Project PeopleSoft ID: N/A
CP Series Description: N/A
OMB Financial Management contact: N/A