How would you like the RFP delivered? (Hard Copies, electronically?)

Transcription

1 Does the city currently have PoE Switches supporting the Cisco 7900 series phones, if so, what model? The POE switches are all Cisco models 3850, 3560, and How would you like the RFP delivered? (Hard Copies, electronically?) Hard Copies How are the 147 phones broken out to each of the 7 addresses? Can we have all 7 addresses? Site Name Address Phone Count City Hall 865 SE Barrington Drive 32 Police Department 860 SE Barringotn Drive 34 WWTP/Clean Water Facility 301 SE Pioneer Way 5 Fire Department 855 E. Whidbey Avenue 35 Senior Center 51 SE Jerome Street 6 Marina 1401 SE Catalina Drive 3 Public Works 1400 NE 16th Avenue 26 TOTAL PHONES 141 Star Conference Phones 3 Can we have a list of the numbers to be ported in order to guarantee portability? See attached phone list Are there any analog devices that will be kept or integrated (i.e. Faxes, door release box, paging) if so, how many at each of the 7 locations? We would like the ability to fax via message vs. analog, so we intend to remove them. There seems to the a reference to included professional service contract but it is not attached. Can we get a copy or is it the same as the one on the Fiber contract? Attached Is the contract language open to negotiation? You can send your concerns and we will have Legal respond Please define the term cloud managed. Phone service managed via the cloud vs. a hardware device on site. Is the city open to hosting a device that houses the phone system if it allows for the Cisco phones to be used? You can list that as a service with price for device and other costs detailed.

2 Is the City open to options where nationwide long distance is not unlimited? Yes, options listed with price for each is preferred so we can make choice. Page 1: Please confirm the eight buildings are those listed in the cable grid below. See pg.1 of the RFP, all the buildings listed in grid under Cable 2 and 3, plus the Clean Water Facility listed below Page 1: Please confirm the ownership of all or portion of the fiber cables? Are there multiple tenants on the fiber? Are there any authorizations required by third parties to work on the fiber lines? Ownership of cable is shared with Oak Harbor School District OHSD), We would expect that any additional construction or change to the fiber plant would be done with consultation with the school district. Page 1: What is the project budget? Have the funds committed? We have the funds to pay for this project and will take the chosen Vendor to council for approval to enter into an agreement and obligate the funds. Page 1: Why are you doing this now? What is driving the timeline? OHSD is ending their IT support of the city on 11/1/18, and that support includes Internet Connection, Phone, and IT Support Page 1: What pain points and service improvements are hoping to accomplish with this project? Allow connectivity as described in RFP Page 2: Can you define the help desk service level you have today, and that you expect from the new service provider? We are looking for Vendor to provide their level of service, if there is options, please list and price accordingly Page 2: Please clarify what is meant by future fiber expansions and the City s data connectivity requirement. Is the City planning to provide retail Internet service to residences and businesses? Nothing has been decided on that, we are just getting our internet services and fiber maintenance moved from OHSD. Page 2: Service to be provided: Please clarify our future business growth, do you mean the city government, or public businesses? In this RFP we mean city goverement. Page 2: questions 11-15: please define the scope, what are your expectations in terms of service levels? We again are looking to our Vendor to define what type of service they provide and address those questions in that context Page 2: Please advise what documentation is available for the existing fiber infrastructure? Does the city have access to the engineering records? We attached the Map of the Network for the existing fiber infrastructure. Blueprints and fiber testing results are maintained by the school district and are available for review.

3 Page 5: Scope #2: Are connections documented and labled? Are you asking for a drawing (with facilities information already provided by you), or are you looking for in-field location services to create a completely new set of maps? Current connections are all documented and labelled. We expect that any additional modifications be labelled similarly. Again, current maps and depictions should be modified in accordance with any changes made in executing this RFP. Who will complete the technical review of our response? Our current IT provider Will incumbent City vendors bid on this RFP? We have opened this to all parties to bid. How many companies was this RFP distributed to? Sent out to the following vendors-in addition it is posted on our website for vendors to pull, they do not always send an stating they have done so. PHONE RFP VENDOR CONTACT SENT ON Whidbey Telecom Chris McKnight chris.mcknight@whidbeytel.com 7/25/2018 Frontier Eric Nathan eric.nathan@ftr.com 7/25/2018 Frontier Tim Ross tim.ross@ftr.com 7/25/2018 Wave Business Jim McAfee jmcafee@wavebusiness.com 7/25/2018 RingCentral Michael Meier michael.meier@ringcentral.com 7/25/2018 G12 Communication Rick Garcia rgarcia@g12com.com 7/25/2018 FluentStream Todd Blackstone tblackstone@fluentstream.com 7/25/2018 ConvergeOne Mitch Aparicio MAparicio@convergeone.com 8/3/2018 FIBER RFP VENDOR CONTACT SENT ON Whidbey Telecom Chris McKnight chris.mcknight@whidbeytel.com 7/25/2018 Frontier Eric Nathan eric.nathan@ftr.com 7/25/2018 Frontier Tim Ross tim.ross@ftr.com 7/25/2018 Wave Business Jim McAfee jmcafee@wavebusiness.com 7/25/2018 ConvergeOne Mitch Aparicio MAparicio@convergeone.com 8/3/2018 In your selection process is there any merit award for local businesses? Women-owned businesses?

4 Only in regards to contracts for architectural and engineering services, not for this type of RFP. What 7900 phone models do you have? D The specific models will drive reusability and compatibility with our network. 7940, 7960, 7941, 7920, 7912, and 3 conference phones Page 1: What is driving your preference to keep your existing phones? Cost Page 1: What is the project budget? Have the funds committed? We have the funds to pay for this project and will take the chosen Vendor to council for approval to enter into an agreement and obligate the funds. Page 1: Why are you doing this now? What is driving the timeline? OHSD is ending their IT support of the city on 11/1/18, and that support includes Internet Connection, Phone, and IT Support Page 1: What pain points and service improvements are hoping to accomplish with this project? As described in RFP Page 2: With regard to mobility, what phone brands does the city support today (for example, Apple iphone, Android, Windows)? Do you wish to keep that the same or add/remove support for mobile platforms? The City supports all phone brands and currently uses both Apple and Android phones. No windows phones. Our current provider is Verizon. We are not looking to change at this time. Page 2: Can you define the help desk service level you have today, and that you expect from the new service provider? We are looking for Vendor to provide their level of service, if there is options, please list and price accordingly Page 2: Is with audio file acceptable for the feature described as Ability to send voic that converts to text message/ ? Look for what Vendor can provide, so if there are multiple options, please list and price accordingly If new phones are required, does the city have a preference between purchasing or leasing phone equipment? Would like both options presented with prices for each Who will complete the technical review of our response? IT staff Will incumbent City vendors bid on this RFP? We have opened this to all parties to bid. How many companies was this RFP distributed to? In your selection process is there any merit award for local businesses? Women-owned businesses?

5 See above answered there. The success of the HPBX phone system is dependent on the Oak Harbor network connection(s) setup, tested and commissioned. Will the implementation schedule on the Fiber Project allow the selected phone vendor at least 18 calendar days to complete and test the phone system by the required go live date of October 30 th? Go live date is October 22 nd, not October 30 th, see page 7 & 8 of RFP. Implementation period is listed as 9/24-10/21, so more than 18 days. How many numbers do they want to have ported over? We would like to keep all our numbers How many executive seats and how many standard seats? Not sure what the difference is What kind of networking equipment are you using, switches. Routers, etc.? All of our equipment is Cisco, providing POE and QOS for the phones Will the Ethernet switches have power over internet? yes. There are some locations that require a power supply because of remoteness) Will the voice network be on the data network as well? As a follow up, if so, will QOS be implemented on the data network for the voice network? We are looking for a cloud based environment using the internet as per pg.2 of RFP We plan to add our network requirements for providing phone service, will you be able to confirm those requirements in the event Whidbey Telecom is awarded the project? Yes our IT will be able to help with that. Does the city of oak harbor use auto attendant(s), and if so how are they designed? No Does the city use a multi line hunt group, and if so how many, and how are they designed? Utilities office only We would like to confirm this system does not include emergency services, only administrative? We provide E-911 service to ICOM. Call location only. Can you provide addresses for each location? 2. Can you provide a phone count for each location? Site Name Address Phone Count City Hall 865 SE Barrington Drive 32 Police Department 860 SE Barringotn Drive 34 WWTP/Clean Water Facility 301 SE Pioneer Way 5 Fire Department 855 E. Whidbey Avenue 35 Senior Center 51 SE Jerome Street 6 Marina 1401 SE Catalina Drive 3

6 Public Works 1400 NE 16th Avenue 26 TOTAL PHONES 141 Star Conference Phones 3 Can you provide the analog station/paging requirements for each location? Ovhd Paging Fax Other City Hall OHPD OHFD Public Works Senior Center Marina WWTP/Clean Water? 1? "Other" includes analog telephones that exist in the building and are used so as to not incur licenses. There is a shop bell that rings on the line at Equipment Rental at Public Works. The Marina has an analog phone in the shop. The Senior Center has an analog phone in the kitchen. I don't know what the Overhead Paging plan will be for the CWF but I would anticipate that would be a requirement give the size of the facility. Would you consider an efax like service instead of analog fax machines? Yes Are you reusing/providing Power over Ethernet switches? Yes How many Direct Inward Dial numbers do you have and how many are you porting? 300. Currently porting 2 but these could go away Do you want a dedicated circuit(s) to deliver the service or do you want to bring in over the top via Internet connection? That is the service we are looking to explore, but more than one option can be priced by our vendors responding to the RFP How big is your Internet pipe(s) and where is it delivered? Internet provided by the Oak Harbor School District. You can directly contact Bruce Roberts to get that information, his is broberts@ohsd.net OHPS = Oak Harbor Public Schools? yes