HomeMy WebLinkAboutAgenda - 02-03-1998 - 9gORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No. ~
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 3, 1998
SUBJECT: Authorization to Purchase Phone System for Southern Human Services
Center
DEPARTMENT: PURCHASING AND Public Hearing: No
CENTRAL SERVICES Budget Amendment Reqd? No
ATTACHMENT(S): INFORMATION CONTACT:
None PAM JONES, ext. 2650
Telephone Number-
Hillsborough 732-8181
Chapel Hill 967-9251
Mebane 227-2031
Durham 688-7331
PURPOSE: To consider authorizing the Purchasing Director to purchase a phone
system to support the departments at the new Southern Human Services Center.
BACKGROUND: The Southern Human Services Center was completed and officially
transferred to the County effective January 29, 1998.
The Chapel Hill offices of the Department of Social Services, Health Department clinics,
Housing and Community Development, Child Support Enforcement and the satellite
Sheriff s office will be located in this building.
These departments have heretofore addressed phone needs in a variety of ways.
Housing and Community Development and the Sheriff satellite ofi:tce have used
standard direct dial business phone lines; DSS and Health have both had direct dial
phone lines through the Southem Bell central office's ESSEX system.
The ESSEX system is billed on a per fine basis. Heretofore, each worker has had a
separate line through the ESSEX system. With the upcoming deregulation of telephone
service and the subsequent increase in line charge, it behooves us to minimize the
number of lines coming into the facility. In addition, both DSS and Health currently route
all calls through a central answering location, so operationally the additional lines to
individual desks would have been ineffective.
The cost benefit analysis of installing additional ESSEX lines to accommodate the
additional personnel in the new building or using limited ESSEX lines and routing them
through an on-site key system showed the key system to be the better long term
alternative. As a point of comparison, the five-year cost of ESSEX only lines is
approximately $148,850, while the five-year cost of the key system approach is
estimated to be $101,016.
The cost of the proposed key system is $41,828. This cost is included in the $101,016
figure above. This includes all equipment (including telephones), installation, training
and maintenance for one year. The system is offered by State Contract through Sprint.
Lease/purchase over 36 months with a $1 buy out is proposed. The monthly
lease/purchase cost will be $1,439 and will be paid through the Central Services budget
with monthly charge backs made to departments, as is currently the case for all phone
charges incurred by Departments.
The proposed key system will be installed in our building. Each resident department
will be set up with a specific number of lines-within the key system. These lines are then
pooled among all of the users in the department, which significantly reduces the number
of lines needed.
In addition, the key system will allow voice mail capabilities as well as an automated
attendant to cover night messages and to pick up overflow calls coming through the
main departmental switchboard.
The County has a block of numbers reserved for our exclusive use through the Southern
Bell ESSEX system. Since DSS and Health have previously been part of the ESSEX
system, their phone numbers will not change. Both Housing and Community
Development and the Sheriffs satellite office have used standard business lines not on
the ESSEX system. Their telephone numbers will be changed. We will request that
Southern Bell leave recordings on the vacated lines referring citizens to the new number
until such numbers can be listed in the new phone directory.
RECOMMENDATION: The Manager recommends that the Board authorize the
lease/purchase of the phone system for the Southern Human Services Center; and
authorize the Purchasing Director to execute the necessary documents, contingent upon
attorney and staff review.