HomeMy WebLinkAboutResolutions - 2017.11.09 - 23175MISCELLANEOUS RESOLUTION #17310 November 9, 2017
BY: Commissioner Thomas Middleton, Chairperson, Finance Committee
IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY - UNIVERSAL COMMUNICATIONS AND
COLLABORATION PROGRAM, NETWORK EQUIPMENT REPLACEMENT PROJECT
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Department of Information Technology provides network connectivity, phone and voice-
mail services; and
WHEREAS the network equipment, phone system and voice mail system each need to be upgraded and
has reached the useful end of life; and
WHEREAS the best and most efficient way to achieve this is through the implementation of a Universal
Communications and Collaboration (UCC) Program that will replace the end of life technologies and
provide increased network capacity, voice over IP (VOIP) phone service, voice mail service, and
increased conferencing options; and
WHEREAS the Department of Information Technology and Purchasing conducted an extensive RFP
process to identify the most cost effective and appropriate network equipment replacement; and
WHEREAS the replacement of the network equipment is a required prerequisite for the Universal
Communications and Collaboration Program and will provide the network optimization and
communication performance required to support the future services; and
WHEREAS the Universal Communications and Collaboration Program will further the stated mission of
the Oakland County Information Technology Department to be a leader in providing government services
through innovative, reliable, and responsive information technology solutions; and
WHEREAS the total estimated cost for the purchase and implementation of the Universal
Communications and Collaboration Program is $10,727,322, which includes IT and professional services
labor, hardware, software and support and maintenance; and
WHEREAS UCC Program funding is available from the following sources:
• $1,277,322 Building Authority Facilities Infrastructure and Information Technology Projects
Fund (#41423)
• $2,000,000 Telephone Communications Fund (#67500)
• $7,450,000 General Fund Technology Replacement/Hardware Assigned Fund Balance (G/L
Account #383448); and
WHEREAS the Department of Information Technology plans to deliver the UCC Program in three phases:
• Network Equipment Replacement and Program Management
• Voice Communications
• Wireless Network and Remote Access; and
WHEREAS the Department of Information Technology is seeking approval for Phase I of the UCC
Program which includes implementation of the Network Equipment Replacement Project $4,561,311;
Estimated support and maintenance costs of $399,735; UCC Program Management of $387,600; Fiber
Plant Upgrades of $140,000; for a UCC Phase I total of $5,488,646; and
WHEREAS Presidio, Inc., a private sector IT Solutions Company servicing over 7,000 organizations
worldwide, responded to the RFP for the Network Equipment Project at the lowest cost and with a
comprehensive technical solution that met the RFP requirements and was selected by the RFP Team;
and
WHEREAS it's anticipated the UCC Phase I will take twelve months to complete and the project in its
entirety will take approximately two years to implement; and
WHEREAS Phase I funding of $5,488,646 for the Universal Communications and Collaboration Program
is available from the Building Authority Facilities Infrastructure and Information Technology Projects Fund
of $1,277,322 and General Fund Technology Replacement/Hardware Assigned Fund Balance (G/L
Account #383448) of $4,211,324; and
WHEREAS the Department of Information Technology will bring forth separate resolutions for Phase II
and Phase III of the UCC Program.
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
NOW THEREFORE BE IT RESOLVED that the Board of Commissioners authorizes the Information
Technology Universal Communications and Collaboration Program Project Phase I in the amount of
$5,488,646.
BE IT FURTHER RESOLVED that the Board of Commissioners authorizes the use of Building Authority
Facilities Infrastructure and Information Technology Projects Fund (#41423) bond proceeds in the amount
of $1,277,322 for the UCC Phase I Project.
BE IT FURTHER RESOLVED that the Board of Commissioners authorizes the appropriation and transfer
of $4,211,324 from the General Fund Technology Replacement/Hardware Assigned Fund Balance (G/L
Account #383448) for the UCC Phase I Project.
BE IT FURTHER RESOLVED that the UCC Phase I Project will be tracked under Project #100000002710
to be split between the Building Authority Facilities Infrastructure and Information Technology Projects
Fund (#41423) and Major Departmental Support Project Fund (#42090) in accordance with the funding
split noted above.
BE IT FURTHER RESOLVED that capital components of the UCC Program will be recognized as an
asset within the Information Technology Fund (#63600).
BE IT FURTHER RESOLVED that the FY 2018 Budget is amended as follows:
GENERAL FUND #10100 (GL#383448)
Revenue:
9010101-196030-665882 Planned Use of Balance
Total Revenue
Expenditures:
9010101-152130-788001-42090 Transfer Out-UCC Proj Fund
Total Expenditures
UNIVERSAL COMM COLLABRATN PRJ FUND (#42090)
Proj Business Unit MAJOR, Project #100000002710, Activity MAJOR PROJ
Revenue:
9016001-152130-695500-10100 Transfer In General Fund
Total Revenue
Expenditures:
9016001-152130-750170 Expendable Equipment
9016001-152130-731458 Professional Services
9016001-152130-773630 IT Development
9016001-152130-731773 Software Purchases
Total Expenditures
BA FAC INFRASTRUCTURE & IT PROJECTS FUND (#41423)
Proj Business Unit MAJOR, Project #100000002710, Activity BLDG AUTH
Revenues:
1040101-148020-665882 Planned Use of Balance
Total Revenues
Expenditures:
1040101-148020-760132 Computer Equipment
Total Expenditures
FY 2018
4,211,324
$4,211,324
$4,211,324
$4,211,324
$4,211,324
$4,211,324
$3,114,543
$ 631,281
$ 419,538
$ 45,962
$4,211,324
$1,277,322
$1 277 322
$1,277,322
$1,277,322
Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution.
ommissioner Thomas Middleton, District #4
Chairperson, Finance Committee
Oakland County
UCC Program
Executive Summary
Background
Oakland County Information Technology is seeking to undertake an initiative to significantly upgrade the
County's technology infrastructure and communications capabilities through the Universal
Communications and Collaboration (UCC) Program. The current technologies for network transport,
voice communications and voice mail have all reached their useful end of life necessitating the
investment in new technologies. The technology landscape has evolved at a rapid pace providing the
opportunity to achieve substantial improvements in performance, administration, security and
functionality to improve the way we communicate and collaborate both internally and externally. The
investment requested in this Program presents an opportunity to improve the level of service and security
provided by IT to all stakeholders. This scope of the UCC Program will be delivered in three phases:
• Phase 1 - Network Equipment Replacement and Program Management
• Phase 2 - Voice Communications
• Phase 3 - Wireless Network and Remote Access
In preparation for this Program, funding assignments were requested and approved for $10,250,000 as
outlined below:
Building Authority (Bond Funding) $ 800,000
Telephone Communications Fund $ 2,000,000
General Fund Assignment $ 7,450,000 ,
Total $ 10,250,000
Additional funding is available in the Building Authority fund from delayed maintenance that will be
included in the Program. The total requested for approval is now projected as $10,727,322 as outlined
below:
Building Authority (Bond Funding) $ 1,277,322
Telephone Communications Fund $ 2,000,000
General Fund Assignment $ 7,450,000
Total $ 10,727,322 ,
The expected use of funding for each phase is outlined below.
Building
Authority
Telephone
Communication
General Fund
Assignment Total ..,
Phase 1 -
Nov 2107 $ 1,277,322 $ 4,211,324 $ 5,488,646
Phase 2 -
Apr 2018 $ 2,000,000 $ 1,444,000 $ 3,444,000
Phase 3 -
Jul 2018 $ 1,794,676 $ 1,794,676
Program
Totals $ 1,277,322 $ 2,000,000 $7,450,000 $ 10,727,322
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Oakland County
UCC Program
Executive Summary
Industry Trends
Network Equipment Replacement - Previous trends in networking focused on providing higher
bandwidth capacities and low latency performances with network security and system automation as
additional layers. These additional layers were often developed independent of the network function and
were not well integrated requiring significant operational overhead. The role of network services is
rapidly changing from providing connectivity and bandwidth services to one that is adaptable to changing
needs, provides integrated security functions, and system automation capabilities to minimize system
administration burden. To efficiently provide bandwidth, security and automation services, the network
must be integrated with the applications and services that leverage the network.
Intelligent networks in the form of Software Defined Networking (SDN) represent a major shift in how
networks are deployed and managed. According to Open Networking Foundation (ONF), SDN is defined
as "an emerging architecture that is dynamic, manageable, cost-effective, and adaptable, making it ideal
for the high-bandwidth, dynamic nature of today's applications. This architecture decouples the network
control and forwarding functions, enabling the network control to become directly programmable and the
underlying infrastructure to be abstracted for applications and network services."
Software Defined Networks represents the foundation for next generation of IP-based networks. This
technology enables automation of management and monitoring tasks for network provisioning, security
and analytic insights. Once access and security policies are defined, based on the identity of an end user
or a device (printers, devices, computers, etc.), the network system takes on the responsibility of tracking
the user and/or device on the network and "self-configures the network" to enforce the defined policies.
This intelligence vastly simplifies the network configuration, while enhancing security and visibility into
network activities, reducing network staff overhead. All leading indicators point to SDN as the logical
choice to provide network services for the County.
There are many technology trends that increase reliance on a high-performance, scalable and adaptable
network infrastructure including cloud computing and integration of voice, video and device data.
This integration and consolidation of services on the network will enable Oakland County to further
advance the digital transformation process and infuse information technology into daily operations. As
systems continue to integrate and interact with one another, the network is the common thread that
connects these systems. A strong network is the essential platform for successful deployment and use of
these advanced technologies. The first phase of the Program will provide this platform.
Voice Communications — Phone systems have historically been delivered on a legacy copper
infrastructure that is aging. The major telecommunication companies are no longer investing to maintain
this infrastructure but are investing only in the delivery of services over fiber or cellular media. Most
home use has migrated from copper based phone service to phone service provided with intemet or
cellular delivery. This same trend is replicated in the private and public sectors.
In response, technologies supporting enterprise voice communications have evolved dramatically with the
rapid adoption of Voice over Internet Protocol (VolP) solutions. These solutions have changed the model
for voice communications from one in which separate voice networks needed to be implemented and
maintained, to a new model where voice communications are carried over data networks. This shift has
essentially made voice another data application on existing networks. This consolidation on the data
network allows for the integration of telephony services with other related technologies while providing
the opportunity to consolidate administration.
VolP technologies also provide significantly improved functionality for end users as it relates to
productivity and accessibility of information including unified communications where all messaging is
delivered to a single inbox, and mobility including features that allow an end user to access the enterprise
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Oakland County
UCC Program
Executive Summary
voice system from anywhere. Additionally, modern VolP systems allow for safety and security
enhancements via greater visibility to emergency calls to E911 placed from the system, as well as the
facilitation of compliance with increasingly complex E911 regulations. To be compliant with law
enforcement regulations, VoIP communications solutions allow for encrypted voice traffic. Volt')
technologies will continue to provide enhanced functionality to enterprises into the future with the
development of capabilities for integration to enterprise applications including ERP, CRM and
call/contact center, as well as capabilities for integration of network enabled devices.
Wireless Networking & Remote Access — Wireless technology is currently facing exponential growth in
both user expectations and need for bandwidth. Users have a wide-range of devices requiring wireless
connectivity and have developed the expectation of high availability, reliability, security and wire-like
performance. Mobility has also become an important aspect of attracting and retaining employees.
Similar to trends identified in the Network Equipment Replacement section, wireless technologies are
also focused around managing usage, security, increased data traffic and support a diverse mix of
applications and services with differing needs. The objective is to provide users a wired-network-like
experience for bandwidth intensive and latency sensitive applications. To support the transition of data
traffic from the wireless network to the wired network, link aggregation technologies are available to
leverage existing cabling infrastructure investments. Centralized management of wireless networks
continues to expand in available features and functionality for providing enhanced security and rapid
wireless network deployment. To ease the administration burden, these systems also use the SDN
capabilities allowing standardizing and automating the access point provisioning process.
Remote access has traditionally been provided through IPSEC or SSL VPN solutions that provide full
access as if an employee is on-site. To be secure, remote access has typically been permitted from county
provided devices only. Providers of remote access solutions are expanding service offerings to include
web-based access from anywhere using any device while maintaining a secure connection to the
enterprise environment. Control of security will be provided based on user identity and device
compliance using SDN to ensure employees only have access to services required for their job functions.
Benefits
The technology upgrades included in this Program will provide many substantial benefits to Oakland
County including system performance, management and administration of the solutions. A summary of
benefits for each phase is outlined below.
Network Equipment Replacement— The recommended Cisco Systems platform will provide a significant
upgrade in network performance and a robust backbone for all data traffic within the County.
Additionally, this solution will employ a next generation technology in data networks; Software Define
Access (SDA), which is Cisco's enhancement to the concept of Software Defined Networking (SDN).
This technology automates a number of the network management and monitoring tasks in order to
mitigate risk and ease administration. Once policies are defined for users or network devices, the
software controls access to services. This intelligence simplifies the network configuration, while
enhancing security, compliance and visibility while reducing network administration overhead.
The SDA deployment simplifies LAN, WLAN, and WAN administration while increasing network
reliability, security and performance. The control and visibility provided increases availability while
reducing time to respond to security or performance concerns.
Voice Communications — The projected features will provide many significant improvements to
functionality. Benefits include mobility and accessibility, providing access to voice communications
systems anytime, anywhere. Productivity benefits will result from the use of unified communications
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Oakland County
UCC Program
Executive Summary
technologies that integrate email, voicemail and fax services. Improved functionality will be achieved for
call centers throughout the County from simplified administration and increased visibility.
Wireless Network & Remote Access — Access to the internet has become a standard expectation for county
visitors. Providing robust and secure wireless network access is a necessity to increase employee
productivity and visitor satisfaction. The delivery of wireless services through SDA will increase
security, performance and coverage. Remote access systems will provide benefits to County staff in the
form of secure access to the County's environment from any remote location.
Design and Selection Process
Oakland County Information Technology conducted an extensive design and selection process for
Phase 1 including the UCC Program Management and Network Equipment Replacement activities within
the Program.
For UCC Program Management, this process included the development and execution of a Request for
Proposal to solicit bids from qualified vendors to provide the expertise, guidance and program
management services to support Information Technology in this effort. Oakland County Information
Technology conducted a detailed due diligence process on the bids including proposal analysis, reference
checks and finalist interviews. This process resulted in the selection of Plante Moran, PLLC to provide
these services. Plante Moran is currently validating overall program estimates, providing guidance and
recommendations for the Network Equipment Replacement and developing the RPF for Phase 2, Voice
Communications. Upon completion of the Phase 2 efforts, they will also develop and execute the RFP for
Phase 3, Wireless and Remote Access.
For the Network Equipment Replacement Project, the process included definition of detailed technical
and functional requirements for the new switching equipment, as well as warranty, training and
implementation services. These requirements were used to develop a Request for Proposal to solicit bids
from qualified vendors for the new equipment. Oakland County Information Technology then conducted
a detailed due diligence process on the bids including proposal analysis, reference checks and finalist
interviews. The result of this process is a recommendation to award the project to Presidio, Inc. for new
Cisco networking infrastructure.
Financial Summary
The following represents a financial summary of the UCC Program based on anticipated contract costs
with Presidio for the Network Equipment Replacement portion of the Program, as well as current
budgetary estimates for Voice Communications, Wireless Network/Remote Access and Mobile Device
Management.
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0 0 918,887 683,887 0 0 0 1,034,387 179,758 756,887 179,758 0 0 2,653,887 1,84-4,721 6,607,365 661,955 315,000 0 1,298 281 179,758 179,758 0 0 0 0 683,887 6,731,822 179,758 0 0 1,844,721 6,607,365 1,560,745 315,000 0 1.298,281 26.28% 504,129 854,629 17.38% 577,129 23.75% (8,073,435) 404.21% (4,894,290) 739,129 504,129 19,56% 26,28% 2,653,887 5,291,048 6,731,822 3,572,774 4,256,661 6,047,935 6,731,822 11,626,112 (4, 894,290) 172.70% 11,446,354 11,626,112 10,727,322 10,907,080 (8,073,435) 404.21% 11,086,838 11,266,596 (7,334,306) (6,830,17 (5,975,548) (5,398,41_9) (4,894,290) 305.28% 260.46% 212.94% 189.26% 172.70% Description Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 I Total BenefitsGavings: Tangible Benefits Subtotal: Cost Avoidance Benefits Subtotal: Costs: DeNelopment Services Subtotal: Hardware Subtotal: Software Subtotal: Infrastructure Subtotal Training Subtotal: Other Subtotal: Annual Statistics: Annual Total Savings 2,653,887 918,887 683,887 1,034,387 756,887 683,887 6,731,822 ; Annual Total Costs 10,727,322 179,758 179,758 179,758 179,758 179,758 11,626,112 Annual Return on Investment Annual Costs/Savings Ratio Project Cumulative Statistics: Cumulati\de Total Savings Cumulathe Total Costs Cumulative Return on Investment co Cumulathe Cost/Savings Ratio • E E O • 22 u) o co -0 > as 8 coo x 0
Resolution #17310 November 9,2017
Moved by Fleming supported by Bowman the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Crawford, Dwyer, Fleming, Gershenson, Gingell, Hoffman, Jackson, Kochenderfer,
KowaII, Long, McGillivray, Middleton, Quarles, Spisz, Taub, Tietz, Weipert, Woodward, Zack,
Berman, Bowman. (21)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
46'// ?
I HEREBY APPROVR THIS meaownoN
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on November 9,
2017, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 9 th day of November, 2017.
/*,—)
Lisa Brown, Oakland County