Representative Town Meeting Regular Meeting (linked)

FIFTEEN ROPE FERRY ROAD
PHONE: 860-442-0553
WATERFORD, CT 06385-2886 www.waterfordct.org
July 20, 2023
Mr. Paul Goldstein
Moderator, Representative Town Meeting
15 Rope Ferry Road
Waterford, CT 06385
Moderator Goldstein:
At the Board of Finance meeting held Wednesday, July 19, 2023 , the Board approved a request
for an appropriation in the amount of $300,000 for a new Capital Non-Recurring Project
(account to be determined), for Community Center Building Management System (BMS)
Upgrades. Appropriated funds for this project will be made available by transferring the
approved $300,000 from the Unassigned Fund Balance of the General Fund to ine-a new
account. This letter forwards the BOF-approved appropriation request for RTM approval.
| respectfully request you place this item on the agenda of the next meeting of the
Representative Town Meeting. Copies of justification documentation are attached hereto.
Respectfully Submitted,
Glenw Pattersow S|
17
|
bye
Glenn Patterson
Chairman, Board of Finance
Attachment
Ged hewe

FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
www.waterfordct.org
July 20, 2023
Mr. Paul Goldstein
Moderator, Representative Town Meeting
15 Rope Ferry Road
Waterford, CT 06385
Moderator Goldstein:
At the Board of Finance meeting held Wednesday, July 19, 2023 , the Board approved a request
for an appropriation in the amount of $300,000 for a new Capital Non-Recurring Project
(account to be determine), Community Center Building Management System (BMS).
Appropriated funds for this project will be made available by transferring the approved
$300,000 from the Unassigned Fund Balance of the General Fund to line a new account number
to be determined (Community Center BMS). This letter forwards the BOF-approved
appropriation request for RTM approval.
| respectfully request you place this item on the agenda of the next meeting of the
Representative Town Meeting. Copies of justification documentation are attached hereto.
Respectfully Submitted,
Glew Pattersow
a '
Glenn Patterson 2
Chairman, Board of Finance
121
Attachment
gs 1 V

INTER-OFFICE MEMORANDUM TOWN OF WATERFORD
To: Rob Brule, First Selectman
From: Gary J. Schneider, Director of Public Works
Date: June 12, 2023
Re: HVAC Community Center
This request is to
e Seek funding in the amount of $300,000 for the installation of a new Building
Management System (BMS) and associated work at the Community Center and;
e Waive the bidding of the BMS and associated work and contract with Automated
Building Systems (ABS) to complete the work.
With the Director of Recreation and Parks and the Human Services Administrator,
offering new and expanded programing at the Community Center, the failures of the
exiting HVAC System are no longer just an inconvenience, they are becoming
intolerable. The calls for repairs are laxing nol only the Board of Education (BOE)
maintenance staff, but also our residents, budget and our outside service vendor.
The facility needs to be inviting. It has community orientation. Our residents must feel
comfortable attending the services at the facility. The space also needs to function well
so staff can focus on their current and future missions and not be concerned about the
limitations of the HVAC syslem.
Overall the facility, the shell, is in good condition. However the building does not
function well with a mal-functioning HVAC system, We can’t go on with the issues we
have been having with a HVAC failure fixed by a service call. The years of service calls
and band aide fixes are not providing a facility that meet the expectations of those who
use the facility.
The first HVAC report was a broad overview, first to confirm that the ventilation systems
and their controls were separate from the Friendship School (they were) and provide a
general overview of the system. Facilities now had an understanding of the system and
worked with the BOE and our vendor in the attempt to get the HVAC system meeting the
demands of the building use. All of the attempts provided results that were nothing more
than band aids, causing an increase in frustration and costly expenditures for repairs.
That report was used by our On-Call MEP to conduct a deep dive, pulling together
service and BOE reporis of the system’s performance to determine what was required to
accomplish the goal of providing reliable, cost effective heating, ventilation and air
conditioning to the Community Center. Simpie repairs and service calls will not correct
what is wrong with the HVAC.
Ulaclas, “eS - apprvecl

The renovation requires the replacement of the Building Management System. The
BMS system controls the fans, heating and cooling cycles and can be expanded to cover
other systems such as lighting, kitchen equipment and more. It is programmable and
can be monitored remotely. The project must also replace components that have failed
and by-passed, units that sporadically operate and add equipment to the system to
address humidity issues.
The Department consulted with the BOE on what they use for their BMS. Having all
Town Buildings on the same page, using the same vendor would allow the BOE, from
their desk, to assist in diagnosing an issue and if warranted, make the correction without
waiting for a technician travel to the building. The use of the same vendor, Alerton,
which the BOE is currently using and will continue to use is major. From day one, we
have the wealth of knowledge that Facilities can tap into.
The BMS will allow us at a future date to add other buildings into the system such as the
Library, Public Safety and Police Station. All of these buildings have been identified for
major HVAC renovations and replacements.
We are proposing to replace the existing proprietary control system (Trane) with a non-
proprietary system that uses the industry standard, BACnet. It is a protocol developed by
the American Heating Refrigeration and Air Conditioning Engineers. itis an open
architecture where different manufactures can have their components and control
systems used in various systems as long as they follow the BACnet protocol. This
keeps the market competitive.
What we are proposing is a new open architecture building automation and control
network or BMS that controls the exchange of information between the headworks and
the devices and controls throughout the HVAC system. The BMS system proposed can
be expanded with additional control points for refrigeration and freezers and lighting.
What we have:
* 18 year old software that was never updated. Our version is not supported by
Trane.
« Itis a proprietary, meaning, everything must be Trane.
« The computer that is the headworks operates on Windows Vista, which is not
supported anymore. Upgrade the computer, the old software will not work on the
current platforms.
* The cables from the headworks to the HVAC units is suspect (reliability).
Sometime it works, sometime it doesn't.
if we remain with Trane:
¢ The Trane cost to update the software and hardware is over $43,000. That
doesn’t include the hardware, cabling, malfunctioning or broken controls at the
HVAG units, all unknown additional costs.
e Doesn't include the components to address the humidly issues. Estimated at
$45,000.

e Eliminates the BOE support. Understanding the programming of the system
(headworks) is just as important as the replacement of a controller that is out in
the system.
e Causes the Town to have two BMS systems. Library, Police and Public Safety
will have the Allerton systems installed as part of their upgrades when these
projects are funded or completed. Any new construction should also have the
capability to be added to the BMS.
If we transition to Allerton BMS
e Transition the automation of the management of the facilities HVAC to an
industry standard, non-proprietary Building Manage System.
* Consolidation of systems with the Board of Education allowing for expanded
coverage and knowledge transfer at no additional cost,
» Ability to add facilities to the system as their HVAC systems are renovated or
replaced.
¢ Ability to monitor other criterial equipment in each facility such as freezers and
refrigerators.
¢ Ability to have remote access to all the systems (facilities) and accessed by
Smartphone or central desktop.
My long range CIP had identified this need as a future project. Not knowing the extent of
the project, funding was not requested in the last budget round. We are having a difficult
and expensive time keeping this system functioning. It is limping along on borrowed
time. Ifit crashes, many programs in the building will need to be relocated to other
facilities (unknown if there are other locations that could be used).
| am requesting an additional funding to the Consultant's estimate. The market is still
volatile and although there have been reports that supply chain issues have been
resolved, pricing issues have net. We have a prime example with the bids for the
renovations to Town Hall Tollets. The architect advised to increase his cost estimate by
15%. Bids came in 28% higher and I had to request additional funding twice. This is
lengthy process that this project can't afford, as the HVAC system are functioning on
borrowed time.

TOWN OF WATERFORD
CAPITAL PROJECT REQUEST FORM
2023-2024 FISCAL YEAR REQUEST
DEPARTMENT/AGENCY CONTACT PERSON
Building Maintenance Gary J. Schneider
PROJECT NAME DEPARTMENT PRIORITY
Building Management System, Community Ctr 1
1_ [DESCRIPTION AND JUSTIFICATION (describe the type, purpose & anticipated accomplishments of the project}
The renovation requires the replacement of the Building Management System. The BMS system controls the fans, heating
and cooling cycles and can be expanded to cover other systems such as lighting, kitchen equipment and more, It is
programmable and can be monitored remotely. The project must also replace components that have falled and by-passed,
units that sporadically operate and add equipment to the system to address humidity issues.
2 [PROJECT STATUS IF IN PROGRESS
Study and analysis has been completed. See attached memo.
LIST OTHER PROJECTS WITHIN YOUR DEPARTMENT OR ANOTHER DEPARTMENT THAT WILL BE IMPACTED BY THIS “4
3 [REQUEST ~
None
4 |DESCRIBE THE IMPACT ON DEPARTMENT OPERATING BUDGET {include cost estimate if applicable)
None
GRANT FUNDING/OTHER FUNDING, if applicable (detailed explanation of grant/other funding, including the amount,
5 |source of funding, status, town match, if any, Attach award letter if available}
None
ATTACH PLAN ESTIMATE, SERVICE AREA MAP AND/OR OTHER SUPPORTING DOCUMENTATION (if none, simply state that
§ {in the area below}
See attached memo.
7 COST/FUNDING SOURCE
APPROVED
FUNDING TO
FUNDING SOURCE DATE FY2024 FY2025 FY2026 FY2027 FY2028
1 |Current Year Capital
2 [Utility Budget/Sewer Cap Maint Fund
3 |Transfer to CNR
4 |Short/Long-term Bonds
S |LoCIP (detail in section 5 above)
6 {CNR Undesignated Fund Balance 300,000
Federal/State Grants (detail in section
7 {5}
Other Funding (detail in section 5
8 [above)
TOTALS 0 300,000 6G 0 () 0

750 Old Main Street, Rocky Hill, CT 06067
Phones (860) 436-4336 + Fax: (860) 436-4450
www. rzdasignassoclates.com
May 16, 2023
Paul Koelle
Facilities Manager
Public Works Department
Town of Waterford
15 Rope Ferry Road
Waterford, CT 06385
Re: — Community Center HVAC Control System
Dear Paul:
The following letter serves to supplement the Waterford Community Center HVAC Study dated February
21, 2022, as performed by Ai Engineers. Recent issues with the existing Trane Summit control system
identified by your service contractor necessitate a revision to the recommendations contained in the study
which also significantly impacts the opinion of probable cost outlined in the report.
DISCUSSION
The 2022 HVAC study contained a recommendation to upgrade the existing Trane Tracer Summit control
system to the current Trane SC+ contral system as the Trane Tracer Summit is obsolete and no longer
supported by Trane, This upgrade would include seplacement of the head end controller and field
controllers at the equipment, and would provide modern graphics, improve remote access and alarm
capabilities, and introduce BACnet capabilities to the site, There was also a line item for re-
commissioning the system once the upgrade was complete which included a point-by-point verification of
the digital and analog signals and proper calibration and operation of the sensors. The opinion of
probable costs contained in the study appears to have come from a proposal dated June 28, 2024, that
Trane provided to the Town. The HVAC study and Trane proposal included a cast of $33,135.00 to
upgrade to the Tracer SC+ system plus another $9,040.00 for recommissioning the system. Both the
HVAC study and Trane proposal did not include any costs for repairs to the existing system that may be
identified during the recommissioning process.
Fast forward a year to February of 2023 when your HVAC service contractor identified numerous
problems with the control system after being able to gain access to the control system to address a “no
heat’ call in the building, including:
« Several VAV boxes with failed or missing actuators,
+ Inability to maintain proper minimum and maximum airflows to the zones due to limited VAV
control available,
Several reheat valves have failed and were not functional,
Static pressure control sequences are not working properly on three of the Air Handling Units;
~ manual adjustments were made to compensate,
e Discharge air temperature sequences are not functioning on all the Air Handing Units,
Legnos and Cramer, inc. is now RZ Design Associates, Inc,
Serving the Community Since (952

Page 2
» Boller and Chiller control sequences such as Outside Alr Ternperature Lockouts and Temperature
tesets are not functioning properly and will not take permanent adjustments,
e Frequent communication failures occur with controllers going on and offline dus to
communication bus failure and control failures,
Your HVAC service contractor went further to state that:
« The control system js old proprietary technology that cannot be easily updated,
* Parts such as field and network controllers are difficult and very expensive to maintain,
* Any major programming changes or repairs must be done by proprietary vendors at very high
cost,
* Adjustments and minor repairs have been made throughout to bring the system to a level of
maintaining comfort, but that these measures are not a permanent solution, and that the system
does not operate the building in a consistent or efficient manner.
RECOMMENDATIONS
The HVAG study provided a reasonable low-cost recommendation to simply upgrade the Trane contro}
system to the current system offered by Trane, based on the limited Information that was available about
the existing system at the time. While the “no heat” call created an emergency, in a way, it was fortunate
that It happened as your HVAC service contractor was able fo identify problems with the system that were
not known before, !t was also fortunate that these problems were identified prior to any decision fo
upgrade the Trane controls as the Town would have been at Trane’s mercy to correct these problems,
which would have likely surfaced during the recommissioning process, as Trane's proposal did not
include any repairs or replacements of system compononts.
Not only have numerous control device problems been identified (Le., actuators, control valves, sensors),
the most concerning of the problems identified by your HVAC service contractor is the communication bus
failures, The communications bus essentially acts like the system's spinal cord; damage to the bus
inhibits effective communication of the controllers and devices which in turn does not permit the system to
operate in a consistent of efficient manner.
The ASHRAE life expectancy of a controls system is 15-years. While thie docs not moan the system
cannot last ionger than 15 years, it means that the system becomes more and more expensive to
maintain after its service life when compared to replacement. The existing system has been operating for
over 18 years and based on the problems identified with the cantrailers, communications bus, and
devices, as well as the proprietary nature of the existing system, we recommend full replacement of the
control system with a fully BACnet compliant system. BACnet is an open non-proprietary protocol that has
become the industry standard, Alerton, which | understand is the control system utilized by Waterford
Public Schools, is a fully BACnet compliant system that we recommend be the basis of design for the
Community Center.
Legnos and Cramer, lnc. is now RZ Design Associates, Inc,
Serving the Community Since 1952

Page 3
OPINION OF PROBABLE COST
Removal of existing Trane control system
and installation of a new fully BACnet (Alerton) control system.......ccccsseseees vere 180,000.00
Addition of Electric reheat coils (from Al SEUDY) oe seeseness seers estsneeccassssneeecss ceca 20,000,00
Dehumidification / Dynamic Ventilation Reset (Al StUdY).. sec secssccscsec ene
$25,000,060
Construction Cost, $228,000.00
Contingency: $ 22,500.00
Engineering: 22,500.00
Total Budget: $ 270,000.00
Please let me know if you have any questions or need additional informatton,
Sincerely,
Kenneth A. Hipsky, P.E., LEED AP
Vice President
Legnos and Cramer, tne, is now RZ Dasign Associates, Inc.
Serving the Community Since {952

Main Office
126 Kreiger Lane
fad 4. Glastonbury, Connecticut 06033
LO *1 Bd Soc TEL 860.657.9257 FAX 860.657.3135 www.absddc.com
Automated Building Systems, Inc.
Comfort, Savings, & Knowledge Through Innovation
Mariborough, Massachusetts
Licenses: CT 61-125745, CT $1-389041, MA 20987A
April 24, 2023
Prepared by: Drew Appleton
Number of pages: 5
Project: Direct Digital Control System for: Waterford Community Center
Automated Building Systems, Inc, is pleased to present the following quotation and scope for the
above referenced project.
¢ Operator’s workstation consisting of:
- Personal Computer with operating system software
- Un-tnterruptible power supply
~ Alerton ACM BACnet Global controller
~ Alerton COMPASS System software
- Customized System graphics
- **)SP provided by Customer
¢ Global Control Points including:
- Outdoor air temperature
- Outdoor air relative humidity
¢ Direct Digital Control (DDC) of Hot Water System consisting oft
- Remove existing TRANE controls and replace with:
~ Boiler Enable / Disable
- Boiler run status
- Hot water supply temperature
- Hot water return temperature ;
~ Hot water pump speed control a through variable speed drive - VFDs by others
~ Pump lead / lag control
~ Pump rotation control,
- Hot water supply pressure
- Hot water return pressure
- Common hot water supply temperature.
- Common hot water return temperature.
- . Fuel select switch status
- Relief damper status
s DDC control of Chilled Water System consisting of:
- (2) hilled water pump start / stop
- (2) Chilled water pump run status
- (1) Chiller enable / disable
ome 2
AUTHARIZED AERTON BEALER

- Chiller run status
- Chiller alarm status
- Chiller supply water set-point
- Chiller supply water temperature
- Chiller return water temperature
- Chilled water supply pressure
- Chilled water return pressure
- Chilled Water Flow ~ Meter existing to remain
- Minimum Chilled water flow vaive - New valve included for installation by others.
- Glycol level alarm ~ Level switch existing to remain
DDC control of AHU- 1 consisting of:
~ Outdoor air damper control ~ dampers and actuators existing to remain
~ Return air damper control - dampers and actuators existing to remain
- Exhaust air damper control - dampers and actuators existing to remain
- Supply fan on / off
- Supply fan run status
- Supply fan speed control through a variable frequency drive ~ VFDs existing to remain
- Return fan on / off
- Return fan run status
-~ Return fan speed contral through a variable frequency drive — VFDs existing te remain
~ Duct static pressure transmitter
~ Filter status switch
- Hot water coi] control ~ New Valve included for installation by others
- Low limit thermostat
- Discharge air temperature sensor
- Return air temperature
- Mixed air temperature
- Return air CO2 transmitter
- Space temperature sensor with digital display, local programmable setpoint, programmed
timed override button.
- Smoke detector status — Smoke Detector existing to remain.
DDC control of (1) Kitchen Exhaust Fan consisting of:
- Far Enable /Disable
- Fan Run Status
DDC control of (1) Dishwasher Exhaust Fan consisting of:
~ Fan Enable /Disable
+ Fan Run Status
DDC control of AHU- 2 consisting of:
~ Outdoor air damper control ~ dampers and actuators existing to remain
~ Face & By-pass damper control - dampers and actuators existing to remain
~ Supply fan on / off
~ Supply fan run status
Automated Building Systems, inc. 426 Krelger Lane Glastonbury, Connecticut 860.657.9257 www.absdele.com

- Supply fan speed control through a variable frequency drive — VFDs existing to remain
- Filter status switches
- Hot water coil control — New Valve included for installation by others
- Low limit thermostat
~ Space temperature sensor with digital display, local programmable setpoint, programmed
timed override button.
DDC control of AHU- 3 consisting of:
- Outdoor air damper contro! — dampers and actuators existing to remain
- Return air damper control - dampers and actuators existing to remain
- Exhaust air damper control - dampers and actuators existing to remain
- Supply fan on / off
- Supply fan run status
- Supply fan speed control through a variable frequency drive — VEDs existing to remain
- Return fan on / off
- Return fan run status
~ Return fan speed control through a variable frequency drive — VEDs existing to remain
- Filter status switch
- Chilled water coif contro! ~ Valves included for installation by others
- Hot water coil control - Valves included for installation by others
~ Low limit thermastat
- Return air temperature sensor
- Mixed air temperature sensor
~ Discharge air temperature sensor
~ Duct static pressure transmitters
- Return air humidity transmitter
- Return air CO2 transmitter
- Space temperature sensor with digital display, local programmable setpoint, programmed
timed override button.
- Perimeter radiation valve open /close ~ New valve included for installation by others.
DDC control of AHU-~ 4 consisting of:
- Outdoor air damper contro! — dampers and actuators existing to remain
~ Return air damper control - dampers and actuators existing to remain
-~ Exhaust air damper control - dampers and actuators existing to remain
~ Supply fan on / off
- Supply fan run status
- Supply fan speed control through a variable frequency drive —VFDs existing to remain
- Return fan on / off
- Return fan run status
~ Return fan speed contro] through a variable frequency drive ~ VFDs existing to remain
- Filter status switch
~ Chilled water coil control — Valves included for installation by others
~ Hot water coil control - Valves included for installation by others
~ Low limit thermostat
~ Return air temperature sensor
Automated Building Systems, Inc, 126 Kreiger Lane Glastonbury, Connecticut 860.657.9257 www.absdde.com

- Mixed air temperature sensor
- Discharge air temperature sensor
- Duct static pressure transmitters
- Return air humidity transmitter
~ Return air CO2 transmitter
~ Space temperature sensor with digital display, local programmable setpoint, programmed
timed override button.
DDC control of AHU- 5 consisting of:
~ Outdoor alr damper control - dampers and actuators existing to remain
~ Return air damper control - dampers and actuators existing to remain
~ Exhaust air damper control - dampers and actuators existing to remain
~ Supply fan on / off
~ Supply fan run status
- Supply fan speed contral through a variable frequency drive ~VFDs existing to remain
- Return fan on / off
~ Return fan run status
~ Return fan speed control through a variable frequency drive ~ VFDs existing to remain
- Filter status switch
- Chilled water coil control— Valves included for installation by others
~ Hot water coil control - Valves included for installation by others
- Low limit thermostat
- Return air temperature sensor
- Mixed air temperature sensor
- Discharge air temperature sensor
- Duct static pressure transmitters
- Return air humidity transmitter
- Return alr CO2 transmitter
~ Space temperature sensor with digital display, local programmable setpoint, programmed
timed override button.
DDC control of AHU-A (Data) consisting of:
- Unit on / off
- Unit run status
- Space temperature sensor
DDC monitoring of {1} Freezer and (1) Refrigerator temperature.
DDC control of (3) zones of lighting consisting of:
- Light circuit on/off
- Light circuit status
- Zone Occupancy override switch,
Direct Digital Controls for (21) variable air volume boxes with duct mounted reheat coils
consisting of:
Automated Building Systems, Inc. 4126 Kreiger Lane Glastonbury, Connecticut 860.657.9257 www.absdde,com

~ Space temperature sensor with local digital display, programrnable setpoint, and
programmable timed override,
- New Damper Actuator
- ' Hot water re-heat coil control — Valve included for installation by others
- Discharge air temperature sensor
- Alr flow transmitter — probes by box manufacturer
- Transformer
- Interlock control to associated zone perimeter radiation ~ (8) New Zone valves included.
- Control panel by box manufacturer.
e DDC control of exhaust fans 1,2,3 4,5,6,7,8 & 9 consisting of:
- Fan start / stop
- Fan run status
- Fan space temperature
Includes controls instaflation
Includes control wiring
Includes control programming
Includes (1) year Warranty
Includes Controls Start-Up
e Includes Commissioning.
e Includes Customer Training
es ¢ 6 ¢@
@ DOES NOT INCLUDE:
- Variable Frequency Drives
Smoke / Fire Dampers
- Smoke detection
~ Motor Starters
- Sales Tax
Our quotation for the above iS wuss $ 179,800.00
syn ooee Ve eae om nso ena nenonened mer nen ane yeane:
Automated Buliding Systems, Inc. 126 Kreiger Lane Glastonbury, Connecticut 860.657.9257 www.absddc.com

FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
wwwwaterfordct.org
July 20, 2023
Mr. Paul Goldstein
Moderator, Representative Town Meeting
15 Rope Ferry Road
Waterford, CT 06385
Moderator Goldstein:
At the Board of Finance meeting held Wednesday, July 19, 2023 , the Board approved a request
for an additional appropriation in the amount of $581,700 for Capital Non-Recurring Project
20547-57860 (Telephone System Upgrade). Appropriated funds for this project will be made
available by transferring the approved $581,700 from the CNR Undesignated Fund Balance Line
#205-31520 to line #20547-57860 (Telephone System Upgrade). This letter forwards the BOF-
approved appropriation request for RTM approval.
| respectfully request you place this item on the agenda of the next meeting of the
Representative Town Meeting. Copies of justification documentation are attached hereto.
Respectfully Submitted,
Glenw Pattersow
Glenn Patterson
Chairman, Board of Finance
Attachment
%
t
2
A
»

BO.
FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
wwwwaterfordet.org
TO: Board of Selectmen
FROM: Kim Allen, Director of Finance
Jeff Robillard, {T Manager
RE: Additional Appropriation Request
DATE: June 26, 2023
The Town and Board of Education phone system is at end of life. The software can no longer be
maintained and issues are now becoming frequent that put the safety of both school and town
employees at risk. The school telephone system is the only concrete way for staff to be able to
cail outside the school during any type of emergency as the buildings materials make cellular
phones inconsistent. The upgraded software will also include an added security layer by
programming “panic buttons” that will be wired directly to Waterford dispatch in case of an
emergency.
We respectfully request an additional appropriation of $581,700 for capital project 20547-
57860 (Telephone System Upgrade)
Regards,
Kim Allen “| ufas BOS Opproec—
Jeff Robillard

TOWN OF WATERFORD
CAPITAL PROJECT REQUEST FORM
2023-2024 FISCAL YEAR REQUEST
DEPARTMENT/AGENCY CONTACT PERSON
INFORMATION TECHNOLOGY JEFFREY ROBILLARD
PROJECT NAME DEPARTMENT PRIORITY
PHONE SYSTEM UPGRADE REPLACEMENT 2
DESCRIPTION AND JUSTIFICATION (describe the type, purpose & anticipated accomplishments of the project)
The purpose of the project is to update the Cisco VOIP phone system that provides voice communications and voicemail
from town residents, to/from all Town Buildings/Departments, to/from all Board of Education buildings/Departments,
and to/from all the Fire Houses to a current supportable secure platform. Most of the current backend equipment and
ail of the software that makes the phone system function is end of life or past end of life and considered unsupportable.
The replacement project will allow the School system, Town, and Fire Houses to run a phone system that is current,
reliable, supportable, and secure.
PROJECT STATUS IF IN PROGRESS
LIST OTHER PROJECTS WITHIN YOUR DEPARTMENT OR ANOTHER DEPARTMENT THAT WILL BE IMPACTED BY THI
REQUEST :
DESCRIBE THE IMPACT ON DEPARTMENT OPERATING BUDGET {include cost estimate if applicable)
GRANT FUNDING/OTHER FUNDING, if applicable (detailed explanation of grant/other funding, including the amount,
source of funding, status, town match, if any. Attach award letter if available)
ATTACH PLAN ESTIMATE, SERVICE AREA MAP AND/OR OTHER SUPPORTING DOCUMENTATION (if none, simply state that
in the area below)
7 COST/FUNDING SOURCE
APPROVED
FUNDING TO
FUNDING SOURCE DATE FY2024 FY2025 FY2026 FY2027 FY2028
1 |Current Year Capital
Utility Budget/Sewer Cap Maint Fund
Transfer to CNR 581,700:
Short/Long-term Bonds
LoCIP (detail in section 5 above)
afuielwlr
CNR Undesignated Fund Balance
Federal/State Grants (detail in section
5}
Other Funding (detail in section 5
above)
TOTALS 0 581,700

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cisco Data sheet
The bridge to possible Cisco public
© 2021 Cisco and/or its affiliates. All rights reserved. Page 1 of 8

Contents
Platform model options
Applications
Solution specifications: System capacity
Licensing
Ordering information
Cisco Unified Communications Services
Cisco Capital
For more information
© 2021 Cisco and/or its affiliates, All rights reserved.
on on N VN ODO FP WY
Page 2 of 8

Cisco Business Edition 6000 14 (Collaboration System Release Version 14)
The Cisco” Business Edition 6000 (BE6000) gives employees a full range of collaboration tools: premiurn voice,
video, messaging, instant messaging and presence, conferencing, video conferencing, contact center services,
mobility capabilities, and more. With these tools your small or midsize business can boost productivity among
employees and strengthen relationships with customers and business partners, And they can help you speed
decision making and reduce time to market.
Cisco BE6000 is purpose-built for companies with 25 to 1000 employees. The solutions consist of one or more
modular, stackable servers so you can easily add more capacity to support additional users. And because they
use virtualization technology, they pack a lot of collaboration tools into a small form factor.
Cisco BE6000 is delivered with a suite of preloaded, ready-to-activate unified communications and
collaboration applications. And as your business needs grow, you can easily “turn on” the additional application
options supported, incjuding emergency services, contact center, video conferencing, edge connectivity, and
more. Cisco BE6000 and Cisco Webex can be purchased together with a subscription using the
ion Flex Plan, which enables customers to simplify purchasing with meetings, messaging, and
calling capabilities in one offer.
With these choices in size and functionality, you can select a collaboration engine that meets your business’s
specific needs.
Platform model options
Cisco BE6000 platforms are built on virtualized Cisco Unified Computing SystemTM (Cisco UCS") products, which
are designed for performance and density over a wide range of company sizes and business workloads. There
are three models:
e BEGOOOH: Supports multiple applications (typically 8 to 10) in a single virtualized server platform;
maximum capacity of 1000 users, 2500 devices, and 100 contact center agents. Ideal for medium- to
large-scale end-to-end collaboration deployments (see Figure 1).
» BE6000M: Supports multiple applications {typically 5 to 7) in a single virtualized server platform;
maximum capacity of 1000 users, 1200 devices, and 100 contact center agents. Ideal for medium-scale
end-to-end collaboration deployments.
The servers are delivered ready for use, with a preinstalled virtualization hypervisor and preloaded software,
ready to install. Specific details of BE6000 platform components are available at the links provided in following
section.
© 2021 Cisco and/or its affiliates. All rights reserved. Page 3 of 8

‘Business Edition 6000.:Applications
Pre-Loaded Applications
Figure 1.
Cisco BE6000H/M: Built for Medium-Scale Collaboration Deployments
The Cisco BE6000 is a packaged solution that comes preloaded with virtualization and applications software.
Simply turn on additional collaboration applications as your business needs grow.
Applications
The following applications are typically used together to deliver the core unified communications features of
each BE6000 solution:
Calling
Cisco Unified Communications Manager (Cisco Unified CM) is the call-processing engine of Cisco’s
Collaboration Architecture. \t extends voice and video features to network devices such as IP
phones, telepresence endpoints, media-processing devices, gateways, and multimedia applications.
Cisco Unified CM is equipped for use with the Instant Messaging (IM) and Presence Service. In
addition, multimedia conferencing, collaborative contact centers, and interactive multimedia
response systems are made possible through its open telephony APis.
Cisco Unity’ Connection integrates voice~messaging and voice~-recognition functions to provide
continuous global access to calls and messages. Its advanced convergence-based communication
services allow you to use natural-language voice commands to place calls or listen to messages in
hands-free mode and to check voice messages from your desktop, either from your email inbox or
using a web browser. it also provides robust auto-attendant functions, including intelligent routing
for incoming calls and easily customizable call-screening and message-notification options.
Cisco Unified Attendant Consoles provide the human attendant console operator with the tools to
quickly accept and effectively dispatch incoming cails to individuals across the organization.
© 2021 Cisco and/or its affiliates. All rights reserved. n Page 4 of 8

e Cisco Emergency Responder helps assure that Cisco Unified Communications Manager sends
emergency cails to the appropriate United States Public Safety Answering Point (PSAP) for the
caller's location, and that the PSAP can identify the caller's location and return the call if necessary.
The system automatically tracks and updates equipment moves and changes, helping ensure better
compliance with legal or regulatory obligations and reducing the risk of liability related to emergency
calls as a result.
Cisco Paging Server provides paging capabilities for all users. It supports basic and advanced
paging features. Basic paging features require no license and allow point- to~point or group audio
paging between groups of up to 50 Cisco IP phones. An advanced paging license allows unlimited
paging groups. [t also makes possible other advanced functions, including paging to overhead
analog and IP speakers, bell scheduling, prioritizing emergency notifications with the call-barge
option, prerecorded and text-only pages, integration with social media sites for notification, email
and Short Message Service (SMS) mass notification and all-number monitoring, Emergency Services
alerting, and integration with Cisco Jabber clients.
Messaging
Cisco Unified Communications Manager IM and Presence Service provides embedded standards-
based enterprise instant messaging and network-based presence. The service is secure, scalable,
easy to manage, and rich in features. It’s tightly integrated with Cisco Jabber’ desktop and mobile
instant messaging and presence clients and the Cisco Jabber Software Development Kit (SDK).
Collaboration clients such as Cisco Jabber use products from the Cisco collaboration portfolio to
perform many functions, such as instant messaging, presence, click-to-call, phone control, voice,
video, visual voicemail, and web collaboration.
Contact Center
Cisco Unified Contact Center Express product line helps businesses and organizations deliver a
connected digital experience, enabling you to provide contextual, continuous, and capability-rich
journeys for your customers, across time and channels. This easy-to~deploy and easy-to-use
solution is designed for midmarket companies or enterprise branch offices. Secure and highly
available, it supports powerful agent-based services and fully integrated self-service applications,
including Automatic Call Distriputor (ACD), Interactive Voice Response (IVR), Computer Telephony
Integration (CTI), and digital channels, including email and chat.
° Cisco Expressway" is an advanced gateway that helps make collaboration as simple, secure, and
effective outside the organization as it is inside. Expressway provides remote access to mobile users
and teleworkers, without the need for a separate VPN client. It supports business-to-business and
business-to-consumer collaboration, and video interoperability with third-party standards-based
systems. Expressway also enables seamless hybrid collaboration experiences, connecting on-
premises unified communications assets to Cisco Webex® cloud services.
© 2021 Cisco and/or its affiliates. Alt rights reserved. Page 5 of 8

IEEE NTO ODES
Management
e Cisco Prime? Collaboration Provisioning provides an automated process for initial deployments and
for ongoing moves, adds, changes, and deletions. An intuitive user interface provides a single view
of a subscriber and the subscriber’s services. Cisco Prime Collaboration Provisioning significantly
accelerates site rollouts and dramatically reduces the time required for ongoing changes. The result?
Exceptional productivity gains and lower operating expenses. In addition, Cisco Prime Collaboration
Provisioning simplifies the tasks, allowing organizations to optimize IT resources and further reduce
total cost of ownership.
e ‘Cisco Prime Collaboration Deployment is an application that is designed to assist in the management
of unified communications applications. |t allows you to perform tasks such as migration of older
software versions to new virtual machines, fresh instails, and upgrades of existing applications.
° Cisco TelePresence* Management Suite offers flexible scheduling capabilities for video meetings,
including the ability to integrate with Microsoft Exchange and Microsoft Office 365. At the core of the
Cisco collaboration infrastructure portfolio, the suite facilitates on-premises video collaboration. It
works with Cisco Meeting Server and Cisco TelePresence Server deployments.
Meetings
e (Not preloaded) Cisco Meeting Server brings premises-based video, audio, and web communication
together to meet the collaboration needs of the modern workplace. It works with third-party devices
and provides an enjoyable and intuitive user experience. It also scales easily and can be purchased
using our all-in-one, user-based multiparty licensing offer.
In addition, when used with a Cisco Business Edition Embedded Virtualization Basic license, BEGO000M and
BEGOO0H platform models suppart co-residency of approved third-party collaboration applications as
described in the Co-Residency Policy. Cisco Business Edition Embedded Virtualization Basic licenses may be
replaced with a higher-tier feature eclition to host any application if required.
Solution specifications: System capacity
Tables 1 and 2 list the system capacities