Res. No. 270-99-10893RESOLUTION NO.270-99-10893
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI,FLORIDA,AUTHORIZING THE
ACQUISITION OF TELECOMMUNICATIONS EQUIPMENT IN AN
AMOUNT NOT TO EXCEED $17,000.00 FROM BELLSOUTH FOR THE
PURCHASE OF A TELEPHONE EQUIPMENT,SOFTWARE,
INSTALLATION,PROGRAMMING AND SHIPPING FEES FOR CITY
HALL AND THE POLICE DEPARTMENT TELEPHONE SYSTEM;
CHARGING THE DISBURSEMENT TO ACCOUNT 2100-519-4440 "NON
DEPARTMENTAL TELEPHONE LEASE PURCHASE"AND ACCOUNT
1910-521-4440 "POLICE DEPARTMENT TELEPHONE LEASE
PURCHASE",SAID AMOUNTS BEING ADDED TO THE EXISTING
LEASE WITH BSFS EQUIPMENT LEASING IN AN ADDED AMOUNT
NOT TO EXCEED $600.00 PER MONTH FOR 35 MONTHS.
WHEREAS,theCityhas increased needsfor telecommunications equipment and
services;
WHEREAS,the existing system isat capacity;and
Whereas,the existing system was acquired withthe understanding that future growth
would require expansion of thesystemthroughthepurchase of additionalcomponents.
NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF SOUTH MIAMI,FLORIDA:
Section 1.The City Manager is hereby authorized to acquire
telecommunications equipment inanamountnottoexceed $17,000.00 fromBellSouthforthe
purchaseandservices of anewcabinet,twocards,software,programming,digitaltelephone
equipment,includinga24buttoncentral answering forthereceptionist,cabling,shippingand
installation fees.
Section 2.This amount willbeaddedtothe current lease of BSFS Equipment
Leasing with35 months remaining,ina monthly increase amount notto exceed $600.00.Tobe
divided equally and charged to 1910-521-4440 titled,Police Department Telephone Leasing
Purchaseand 2100-519-4440 titled,NonDepartmentalTelephoneLeasingPurchase.
Paqe2ofResolution No.270-99-10893
Section 3.Thisresolutionshalltakeeffectimmediatelyuponapproval.
PASSED AND ADOPTED this 21st day of December 1999.
ATTEST:APPROVED:
&H*Ma &=?=-
CITY CLERK
READ AND APPROVED AS TO FORM:
*£/-
MAYOR
Commission Vote:
Mayor Robaina:
Vice Mayor Russell:
Commissioner Bethel:
Commissioner Feliu:
Commissioner Bass:
>^^
4-0
Yea
Yea
Yea
Yea
lot Present
CITY OF SOUTH MIAMI
INTER-OFFICE MEMORANDUM
To:Mayor and City Commission Date:December 17,1999
Agenda Item #f I
From:Charles Scurr /j//JC^9 Re:Comm.Mtg.12/21/99
City Manager t^/yu^*Telecommunications Equipment
REQUEST
Approvalof:(a)theacquisition of telecommunicationsequipmentnecessarytoexpandthe City's
existing system inan amount notto exceed $17,000.00;(b)the selection of BellSouth forthe
acquisition and installation;and(c)the extension of the existing lease with BSFS forthis
equipment
BACKGROUND AND ANALYSIS
The City acquired an upgrade to our telephone system in1998.Dueto financial constraints the
systemwas sized to meet existing needs.Itwas recognized thatfuture growth would require
additional components beyond the base equipment acquired.
TheCityhasnow maximized thecurrent equipment anditisnecessaryto purchase expansion
elements tothesystem.Thenew components are needed for several additional employees
approved intheFY 1999-2000 budget andfor increased telecommunications needs overall for
voice and data capability.
The equipment requested includes a telephone cabinet,two cards,software,installation,
telephone sets,programming changes and shipping feesforthecity hall and the police
department telephone system.Thetwocards included should provide sufficient expansion
capability forthe next twoyears.The cabinet included will allow for significant expansion
beyondthattimewiththeaddition of networkcardsandhandsets.
BellSouth isthe recommended vendor forthe upgrades.The existing system isa BellSouth
purchased and installed system.Theuse of analternatevendorfortheupgradeswouldcreate
untenable service,warranty and reliability problems.
Presentlythereare35monthsremaininginourleasewithBSFSEquipmentLeasingforour
originalequipment.AnaddendumfromBSFSwasrequested.Theyhaveestimatedamonthly
increase amount of $600.00 tobe added to our current lease of $1,434.00.
ThefundstopayforthisleasewillbedividedbetweenthePoliceDepartmentandNonDept.
Budgets asfollows:
PoliceDepartmentEquipmentLeasePurchase,AccountNo.1910-521-4440,$300.00permonth.
NonDepartmentalTelephoneLeasePurchase,AccountNo.2100-519-4440,$300.00permonth
RECOMMENDATION
Approval is recommended.
CITY OF SOUTH MIAMI POLICE
Serving your location at:
00001028600000001
6130 SUNSET DRIVE
SOUTH MIAMI,FL 33143
Contact:LISA COR BIN
Shipping Address
6130 SUNSET DRIVE
SOUTH MIAMI,FL 33143
Peripheral Detailed Eqt ipment Quote
Description Equipment
Price Qty
Extended
Equipment
Cost
OPT 11C 30FT AC EXPANSION 1,642.55 1,642.55
*AC/DC POWER SUPPLY 0.00 0.00
*MODEM CABLE (DB9TODB25)0.00 0.00
*POWER SUPPLY CABLE 0.00 0.00
*GROUND BAR 0.00 0.00
*MODEM ELIMINATOR M-F 0.00 0.00
*MODEM ELIMINATOR F-F 0.00 0.00
*FIBER RECEIVER CARD 0.00 0.00
*PFTU/CONSOLE POWER CABLE 0.00 0.00
*CABLE-33FT PLASTIC FIBER 0.00 0.00
*EXPANSION CAB.CABLE KIT 0.00 0.00
OPT 11C SOFTWARE UPISSUE 714.15 714.15
DIGITALLINECARD(DLC)
M2616 DISPLAY SET,BLACK |j£\jj
2,499.53
524.90
2
11
4,999.06
5,773.90 ^ee ailached
Refoobishec\>^460
Prepared By LAWRENCE R WRIGHT Quote is valid until 2/1/2000
QuoteNameCopy of CITYOF SOUTH MIAMI POLICE BWMTPCD991203140007
Theinformationcontainedinthis proposal is
thirdpartieswithoutpriorwrittenpermission
proprietary toBellSouthandisofferedsolelyforthe purpose of evaluation.Itmaynotbedisclosedtc
fromBellSouth.arDE|Rev.32
Page 1
tei
PeripheralDetailedEquipmentQuote
DescriptionEquipment
Price
M2616CENTRALANSWERPKGfecept\O0\&t829.85
150'CABLEAPLV34PR24G39.71
INSTALLMISC.EQUIP1/2H45.00
PreparedByLAWRENCERWRIGHT
QuoteNameCopyofCITYOFSOUTHMIAMIPOLICE
Cabinet
Qty
Extended
Equipment
Cost
1829.85
16635.36
10450.00
Quoteisvaliduntil2/1/2000
BWMTPCD991203140007
TheinformationcontainedinthisproposalisproprietarytoBellSouthandisofferedsolelyforthepurposeofevaluation.Itmaynotbedisclosedtc
thirdpartieswithoutpriorwrittenpermissionfromBellSouth.arDEIRev.32
BELLSOUTH®
Page2
Equipment
Installation/Programming
Shipping
Total System &
Installation
$14,594.80
$2,711.96
$121.04
$17,427.80
10)5^7
Prepared By LAWRENCE R WRIGHT
Quote Name Copy of CITY OF SOUTH MIAMI POLICE
Cabinet
O&L
iJv-acX Q^ta *
Quote is valid until 2/1/2000
BWMTPCD991203140007
The information contained inthisproposalisproprietaryto BellSouth andis offered solely forthepurposeof evaluation.Itmaynotbe disclosed t
thirdpartieswithoutpriorwrittenpermissionfrom BellSouth.arDEI Rev.32
Page 3
BellSouth Business SM
Suite 600
7650 NW 19th Street
Miami,FL33126
12/15/99
Ms.Kathy Vazquez
City of South Miami
CentralServicesSpecialist
DearKathy,
In providing you witha proposal for expansion and addition to your Telephone System,I have included
pricing for new Digital telephone sets.I would like to take this opportunity to advise you that I am also able
to provide refurbished sets more cost effectively.They would be covered under your Maintenance Contract
asanyother equipment
Thecost for these Refurbished Setsisas follows:2616 Digital -$400.00
New:524.90
Installation,programming andshipping charges remainconstant
The order for Refurbished Setswouldneedtobe placed ona secondary order (Purchase Order from the
Cityof South Miami).Thenet effect would bea decrease in required funds to accomplish your needs.
Thank you for your attention tomis matter.Should youhaveany concerns or questions,please donot
hesitate to contact me.
Sincerely
LarryWright
Account Executive
BellSouth Communication Systems
BellSouth Communication Systems,Inc.
Wednesday 15 of Dec 19S9,BellSouth Sales ->3056677806
BSFS EQUIPMENT LEASING
PHONE 1-800-335-8885 EXT.4855
FAX 770-708-5531
Page 2 of
To:Lisette Pubillones Fax:305-667-7806
From:MARIA P.EARL Date:December 15,1999
Re:Corrected Quotefor Upgrade of Pages:1
existingleasedequipment
CC:
x UrgentxForReviewDPlease Comment X PleaseReplyDPleaseRecycle
Lisa,
Peryourrequestandbasedonthenewpriceofyourtelephone equipment upgradeof $16,503.97,
toaddthis amount onamonthlybasistoyourexistingleasewillbe as follows:
If terms are35 months youradcfitional monthly payment willbe$545.37for34 months $559.28if
addingfor33 months $574.01 terms willdependonwhenthis equipment isinstalled,andthe
number of months leftonthe originallease Pleasecallmeifyouhaveany questions.
Thank you,
Maria P.Earl
BSFS Small Business AccountManager
City of South Miami
6130 Sunset Drive,South Miami,Florida 33143
To:Larry Wright
CC:Kathy Vazquez;Evelyn WulfF
From:Lisette Pubillones
Date:12/13/99
Re:Quote Request
Per our meeting,pleasequotemeonthefollowing:
1.New Cabinet
2.2Digital Cards withthe installation ofonlyone card
3.12digitalsetswithdisplayand speaker phoneaccess
4.Installation/programming of all 12 digital sets,include wiring if any.\M V\}\0£,(\)C)S \fY'...
Please remember that oneofthosedigitalsetsisforthe receptionist.Pleaseinclude
specifications of any wiring we need to do on ourpartto be able to make the receptionist
areafunctionalwithyourtelephone system.Thiswaywhenweplaceour order
everything is ready.
5.Shipping if any.
6.Having Ext 6324 ring at ext.6331 after the third ring,ifthat extension docs not pick-up
shewouldlikethecalltogoto6331voicemailnothers.
7.Moving ext 6312 to another room.This room does not have A jack.Quote me on one
being installed,andtheext.being moved tothat new jack.
Please make sure you include every charge,these additions will incur.We do notwant any
surprises;this is going in front of the commission board.The amount they award is the amount
we will work with.Thank you.If there is anything that I am missing,please call me or include
itonyourquotewithan explanation.
^CgHQcA odd g mM^ci j^nmoa
'"City of Pleasant Living"'
17:35 DEC 13,1999
To:
BELLSOUTH
Business
Fax Cover Page
Recipient:
Company:
Phone:
Fax:913056677806
From:
Sender:
Phone:
Fax:
Evelyn Wulff
Pages Included:2
FaxSent:Monday,Dec 13,1999 05:34PM
#29802 PAGE:1/2
Message:please,deliver to lisette.
THNAK YOU.
LISETTE,
INSIDE WIRING IS NOT INCLUDED,THER IS A JAC INCLUDED FOR
THE WALL IF YOU NEED IT,IF NOT THEY WILL NOT CHARGE YOU FOR
IT.
THANKS
EVELYN.
iZe-in&iall l\ne foo Nodian
a^c after Sew boose
17:35 DEC 13.1999 #29802 PPtGE:2/2
City of South Miami
SsisteiilslBllliifSliiiNi^^
Description Quantity Installation Monthly
Business Lines (FL)
Exchange:MIAMI (Rate Group 12)
Rate Plan:Flat Rate
Business Line -
LineConnection Charge
EndUser Common Line (EUCL)
TelecommunicationsRelayService
Presubscribed Interexchange Carrier Charge (PICC)
LocalNumberPortability
Circuit Location #1
Termination:(305)663-6338
CentralOffice:MIAMFLRRDSO -RBOCBELLSOUTHTELECOMMINC-FL
RJllW2WireWall 1
"Rates quotedforthisproductarebasedonthe GSST tariff section A3.
Business Lines (FL)
CKL#1CityofSouthMiami
6130 Sunset Drive
Miami.FL 33143
Charles D.Scurr (305)663-6338
Prepared By EvdynWulfT (954)151-3139
Quote Number BBS98051S140659
ThisQuoteis v»Bd30 diys fromlastrevisiondale,12/15/1999
Total Installation $59.00
The information containedinthisproposalis proprietary toBellSouthandisofferedsolelyforthepurpose
of evaluation.Itmaynotbedisclosedto third parlieswithout prior written permission from BellSouth.This
quoteissubjecttothe avalabllity oftheservicesset forth above.
Page:1
1 $0.00 $29.10
1 $56 00 $0.00
1 $0 00 S7.85
1 $0 00 $0.09
1 $0.00 $4.31
1 $0.00 $0.35
$3.00 $0.00
Total Monthly $41.70
BELLSOUTH
Business Systems
Printed:12113/1999
City of South Miami
6130 Sunset Drive.South Miami,Florida 33143
To:Evelyn Wulff
CC:KathyVazquez;LarryWright
From:Lisette Pubillones
Date:12/13/99
Re:Quote Request
Perour meeting,please quote me on the following:
1.Re-install a line for the Modem at the After School House.
Thank You,
Lisette Pubillones
'City of Pleasant Living'
To:
From:
CNY()I<SOITII MIAMI
INTKR-OFFICE MEMORANDUM
Evelyn Wolff
Bell South
Kathy Vazquez
Central Services Specialist
Date:November 17,1999
Re:Telephone system problems
Per our conversation today,below is alisting of problem items that need to be addressed lor immediate solution.
^\.New cabinet.
v/2.Tie line from City Hall to Police Dept.Telephone room.
•New pipe line (old one too many curves may damage existing PD lines)
•Run at least 25 to50 lines,(vendor)
3.Additional lines in Sylva Martin.
•WhathappenedtoDJJ lines
y[Status of the change of time on all digital telephones and voice mail.\f
5.Training for all digital changes on computer to be done by Gremaf
6.Long distance fee.
7 Outside lines (too many).(VcX£acw r^\.,
*Hanging line outside Citv hall buildintr^d^^oTAn f^^V9.Outstanding orders:'^^CXO«**tyn Spiked ^00.^0 xo$eCetiHy X t%
New lines and digital tf»lt»phr»n»g pri ^'a/fre proper fy
•City Manager's office,Gregory Oravec ^
•Two,Lieutenants office Police Dept.
•PoliceDept.Kristen
*•Receptionist (main line)
•CRA Secretary ^S'j/I
•Community Liaison ^^^
New lines for reuular telephone ^m <>,r
^C^•Two,in the Sylva Martin Building for Parks and Recreation
New Modem Lines
•Two lines for Gremaf Reyes
•PoliceDept.Kristen
Prouramming:
•Digital telephone at planning dept.X6327 (Planning Tech.)Pv '
Changes/relocation of x6312 to a room with no iack/wiring yj)£
•Extension line for Sgt.Fatool 6312.fi^rsn't /IAfterSchoolHouse^^.e .I(ftpOU.
•JUi uuuwut 5352 modem line 7°**'
Please call me to set upa meeting as soon as possible.
Thanks
7)mcj>•&-m»&*-r
C*si~f~et'M7(~<s~0o •"?
3 hou/L c^-im^J^(ios^^
Subj:Re:problem agenda
Date:12/8/99 11:40:30 AM Eastern Standard Time
From:Evelyn.Wulff@bbs.bellsouth.com
To:KCruanas@aol.com
Kathy,then the only day is Monday December 13th at 10:00 am,ifyou want
methere.I will beon vacation from December 17th thru January 10th.
I leftavoicemail message foryou(twice)yesterday toletyouknow.
Please advised.
Thanks
>)
KCruanas@aol.com on 12/07/99 03:54:08 PM
To:Evelyn Wulff
cc:
Subject:Re:problem agenda
City Manager isokfor Wed.Thursday he willnot be in the office.
Need confirmation.
Thx
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Wednesday,December 08,1999 AmericaOnline:KCruanas Page:1
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Date:Wed,8 Dec 1999 10:47:26 -0500
Subject:Re:problem agenda
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Subj:Re:problem agenda
Date:12/3/99 11:48:00 AM Eastern Standard Time
From:Evelyn.Wulfl@bbs.bellsouth.com
To:KCruanas@aol.com
CC:Lawrence.Wright%BLS@bbs.bellsouth.com,George.H.Grace@bridge.bellsouth.com,Rudy.Alvarez@bbs.bellsouth.com
File:BELLS0~4.DOC (54784 bytes)
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Kathy,
Sorry I have not replied soonerbut I havebeen ULTRA Busy,buthere I am,
I canmeetyounextweek,however I needto find outwhatdateis Larry
available andalsoGeorgeGrace,please bearwithmeonemoredayandby
Monday I will beabletotellyoua couple days weallareavailable.
Thankyou,
Evelyn.
KCruanas@aol.com on 11/30/99 04:10:16 PM
To:Evelyn Wulff
cc:
Subject:problem agenda
Hopeyourturkeyday was good.
Please letmeknow when we can all meet asap.
Thx
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To:KCruanas@aol.com
cc:Lawrence.Wright%BLS@bbs.bellsouth.com,George.H.Grace@bridge.bellsouth.com,
Rudy.Alvarez@bbs.bellsouth.com
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"BEVl SotftK.
Kathy Vazquez
From:Lisette Pubillones
Sent:Tuesday,November 16,1999 4:33 PM
To:Kathy Vazquez
Subject:BELLSOUTH
Asyouknow BellSouth camebytoinstallthejacksinGremafsandFatools office.Apparentlywehavetwophonerooms
onein City hall&oneinRm.133 intheP.D.Dept.She suggested wecallour telephone vendorandhavethemrunaTie
Cable from onephone Rm.toanother.Thisistheonlywaythey will beabletoinstallthosephonejacksandtransfer
those linesto the P.D.Building.I asked why they couldn't doit and she said itwould cost us an enormous amount of
money.Our vendor should be able todoit,and maybe forfree.
?
&
^
CITY OF SOUTH MIAMI
INTER-OFFICE MEMORANDUM
To:HakeemOshikoya Date:November04,1999
Finance Director
From:Kathy Vazquez Re:Bellsouth
Central Services Specialist
On Tuesday October 6,while I was on vacation the Police Department's telephone system was
down forthree hours.The emergency line (crisis link)thatis supposed tobe activated incaseof
an emergency wasalso down.Apparently,PerLisa Corbin,Bellsouthhasadmittedthatthey
were having line problems.
OnMondayOctober12,MayorRobainamademeaware of thissituation.1 then contacted
George Grace who responded quickly by showing up.I expressed my disappointment intheir
service and again requested a study of citywide telephone system focusing on growth and of
course,money.Hestatedthathewouldcontact Evelyn's bossandsetupameetingwithanew
proposal within afew weeks.
Meanwhile,laterthatafternoona Bellsouth technician showed upto install five lines previously
requested.OneforGregOravec,twoforGremafandtwofor Kristen inthePolice Department.
Tomy amaze,thecityhasnoports available.Therefore,the technician cancelled the order and
left.Atthispoint,Iraisedhell!Evelyn calledme within thehourandlater Larry Wright called
meandwithintwohoursadvisedmethatsinceweare maxed out,our onlysolutionistoadda
cabinetandacard.Acabinetholdstencardsandeachcardhas16ports(16lines).Thiscanbe
installed approximately 2-3weeksafterreceipt of apurchaseorder.
Iam currently in receipt of additional requests fromParksand Recreation and Police
Department.Three linesforthe Sylva Martin building andtwolinesforthe Lieutenants office.
Withthis request,over half of a new cardwillbeinuse.
Ihave discussed with Evelyn,future Internet connection that Gremaf estimates 8-10lines being
available.Per Evelyn notall modem linesaregoingthroughtheboard.However,shewill
investigate.Orlando Martinez had brought tomy attention the Public Works lines(opx's)that
wereno longer being used,however,Frankthe technician saidno,everything wasbeingused.In
fact,theonlyonehefoundnotusedwastheonein Planning Dept.X6327 that willbeissuedtoa
new planner within amonth.I have alsofoundthattherearethreeportsin Human resources
office.Jeanette statedtheneed of afaxmachine,Ifyouapprovethis,therewillbeoneportleft.
LarryWrightfromBellsouthwillprovideaninventoryofourswitch.OncethisisreceivedIwill
verify all extension numbers being usedandpaidfor.
After the briefeducation I have received in the past couple of months on our current telephone
system,Idonot believe it would be cost effective togo back and turn the whole city digital.A
quick estimate of this conversion would cost approximately $35,000.00 in equipment.
However,I do believe that future requests should be digital and city should budget accordingly
forthecost of theequipment.
Iam recommending the following,asan immediate solution toour current problem.I consider
this solution tobecost effective duetoour current and future growth.
Addacabinet $1,642.55
Opt 11csoftwareupissue $714.15
Addtwocards(onedigitalandoneanalog)$4,999.06
Installation/Programming $786.88
Shipping $56.00
Total $8,198.64
Ifthisis approved,the analog cardwillbe installed immediately andthe digital will be available
but not installed until needed.This will avoid Maintenance fees on that card until it is used.
Ihaveattachedacopyofthequoteforyour review.Thisitemwillhavetogobeforethe
commission for a resolution.Please let me know when we can meet to discuss.
CITY OF SOn II MIAMI
INTKR-OFFICK MEMORANDUM
To:Hakeem Oshikoya Date:October 13 1999
rinance Director
From:Kathy Vazquez Re:Be||south
CentralServicesSpecialist
Last Tuesday while I was on vacation the Police Department's telephone system was down forthreehours.Ihe emergency line (crisis link)that is supposed toV activated Icat ofan
xje ;;:b?rown Apparen,iy<per Lisa corbin-b"--"**•^;i™
On Monday,the Mayor made me aware of this situation.Ithen contacted Geor«e Grace whorespondedqu.ckly by showing up.I expressed my disappointment in their service and a™in
TedSS.'hf"*,°h C',yWit ,e,leph°ne SyS,em f0CUsin«on «ro^h •*«of co^mo^He
wccks.Larry Wright will provide an inventory of our switch.
SsLhdeierfn'hr ateo °°n 3Be"rU,h ,eChniC,an Sh0Wed "Pt0 inslal1 five lines previouslyrequested.One for Greg Oravec,two for Gremaf and two for Kristen in the Police DepartmentTomyamaze,the c„y has no ports available.Therefore,the technician cancel the ordeTTndleft.At th.spo.nt.Ira.sed hell!Evelyn called me within the hour and later La™Wriuht caMed
SbfiS^.'S Aourshadvished,rthat since we are maxed out-our °n|y -KTbiSJcabinetandacard.Acab.net holds ten cards and each card has 16 ports (16 lines)This can be
installed approx.mately 2-3 weeks after receipt ofa purchase order.
I am currently in receipt of additional requests from Parks and Recreation and Police
wST ques TvS.^^T^^*"*«"°"»«**»Ue«°**wun mis request,over half of a new card will beinuse.
Ihave discussed with Evelyn,future Internet connection that Gremaf estimates 8-10 lines beineava.lable.Per Evelyn not all modem lines are going through the board.Howeve she winmvesttgate.Ortando Martinez had brought to my attention the Public WorkXeJ(opx5 mawerenolongerbe.ng used,however,Frank the technician said no,everything weeing used Infact,the only one he found not used was the one in Planning Dept.X6327 that vviU be fssued ,o a
new planner w,th,n a month.I have also found that there are three ports in Hunanresou ces
Sn ZCtte ^^^°f af3X maChine'If y0U aPProve this-,here wi.ltTo"Z£ftIamu.the process of putting together a listing of all the telephone line numbers billed tocompareagamsttherecordsIwillreceivefromBellsouth.numoers oniea to