ADDENDUM NO. 1 TO THE BID DOCUMENTS FOR VOICE OVER IP SYSTEM September 16, 2014

Transcription

1 ADDENDUM NO. 1 TO THE BID DOCUMENTS FOR VOICE OVER IP SYSTEM September 16, 2014 This Addendum No. 1 is issued in connection with the above described Bid Documents. The Louisville Regional Airport Authority, pursuant to provisions contained in said Documents, hereby advises all interested parties that changes have been made to the Bid Documents as follows: Page 18: 1.2 The Project includes, but is not limited to, the following: Question: Does this mean you would be open to a hosted cloud telecom solution if it met the criteria outlined in the RFP? Answer: We are open to any configuration as long as it meets the criteria. c. Features shall include, but are not limited to, Voic , Desktop Call Control, Twinning to Cellular Phones, Presence, and Call Tracking and Traffic Analysis. Questions: 1. What desktop operating systems are used? Answer: All user s desktops are Windows 7 2. Is there a presence platform currently in use, such as Microsoft Lync? Answer: No 3. What do you mean by Call Tracking? Answer: Software that will allow us to sort and filter CDRs based on call time, call status, termination reason, phone number, phone ip, and more 4. What do you mean by Traffic Analysis? Answer: Tool to allow system administrators to run reports to ensure the VoIP traffic has the bandwidth, etc. that it requires to be reliable on the data network. Page 19 and 20: 4.3 b. Install 190 new IP telephones (the chart shows 202 analog stations) Question: Is it possible or desirable to convert any or all of the analog phones to IP? Answer: I believe the analog number will come down as the project goes along. We do not plan to convert those at this time. Page The Airport currently has a crash line setup in place that needs updated. There are five locations in the crash line setup: SDF Airport Operations Center, Bowman Field Tower, Dutchman s Lane Fire House, and (2) MetroSafe. a. The system in place is hardwired to each location. 1

2 b. The new system should be configured with a data connection for voice and an IP handset and each location. Question: Is wiring currently in place in these locations that supports data/voip or does that need to be included in the proposal? Answer: Wiring is currently in place. If a location does not have the proper cabling we will install it in house. Question: What is the serial number of the current system? Answer: Serial numbers of current system: The serial number of the Option 61C system at the terminal is The serial number of the Option 11C in the Administration building is Question: How many active licenses for each type digital, analog, IP etc. Answer: IP: 190; Analog: 200. All digital phones will be replaced by IP handsets. Question: What type of voic ? How many active boxes for Voice, Desktop, Fax? Answer: Around 150 active boxes for Voice, including Desktop functions. Question: Is there a conferencing solution in place today? What kind? Answer: There is. It is a conference line through AT&T. Question: Section 4.9 mentions relocation of the system is there a preferred location for install or will there be a move after initial install is completed? Answer: Servers will be in the Maintenance building and the Terminal building. Other equipment can be installed in the communication rooms in each building. Question: Is there a VMware cluster at r5.1 or above available to install applications or do you prefer hardware appliance servers? Answer: There will be VMware in place by the beginning of this project. Question: Does the customer have UPS available at each location? Answer: Yes Question: Section 4.10 talks about crash line setup can we get more detail on what this is? Answer: The current crash line setup connects 5 different locations over dry pair of line. Once the VoIP solution is in place we want to put an IP handset at each of these locations to allow for more flexibility and allow us to get away from a setup whose cost is steadily increasing. 2

3 Question: I am assuming in the chart that the Maint Bldg resillient means survivable. Are there any requirements at the other locations to be survivable? Answer: The Maintenance building is where the second bank of servers will be. As long as the Maintenance building or Terminal building are functional the other locations will be survivable. Question: Please detail Desktop Call Control Is this click to call or an application control? Answer: Click to call, click to answer, etc. Question: What are the requirements for the IP desktop devices network connection? or 1GB or a mix? Please provide counts by port type. Answer: 1GB Question: How many buttons are required on the IP desktop devices? If there is a mixed requirement please provide counts. Answer: No requirements on number of buttons. There will need to be two phones that function as the switchboard. Question: You request a 48 port audio conference bridge? How many max participants on a single conference? Is there a requirement for web? (webex style) or for video? Answer: No requirement for web. All callers on a conference would probably max between participants. Question: How many estimated twinning users are required? Answer: 60 required with pricing option to include everyone Question: How many estimated presence users are required? Answer: 60 required with pricing option to include everyone Question: Is there a network (voice and data) diagram available? Answer: Attached. The diagram is a bit outdated as the Relocation office and Lab no longer exist. It should give you a quick overview of the layout. Question Is the customer planning to run the VoIP system alongside the existing data network as a separate network or will the VoIP be integrated into the existing network. Answer: Alongside the existing data network, separated with a VLAN. Question: What is the WAN connectivity between locations today? (to include the remote facility). 3

4 Answer: Currently the remote site utilizes a standalone DSL connection. Question: Are there multiple data closets at each facility, how are they connected (fiber/copper), are they co-located with the voice infrastructure? Answer: The main property of the Authority has four buildings, each have one main communication room in them. All buildings are connected via fiber. Question: section 4.2 specifically mentions upgrade existing system. Will we be allowed to proposed upgrade and an optional solution? Answer: Yes Question: Is a mobility solution in the scope of the project? If yes, pls provide estimated quantity of users requiring a mobility solution. Answer: Twinning to a mobile phone should be all the mobility solution we need. Question: Is there an existing Power Fail Transfer system in place today? Answer: Yes in the terminal; no in the maintenance building. Question: Would the customer be willing to look at distributing the PSTN for disaster recovery? Answer: Yes Question: Are POE switches existing and/or included in the proposal? Answer: Switches do not need to be included in the proposal. Question: How many data wiring closets exist? Answer: The Authority has phones in four main buildings as well as one remote office. Each building has one main room for communication. Question: How many IP phones will go into each closet? Answer: Building 1: 55 IP phones Building 2: 35 IP phones Building 3: 55 IP phones Building 4: 40 IP phones Remote site: 5 IP phones Question: What kind of cabling is connecting each closet? 4

5 Answer: The communication rooms in each building are connected via fiber. Question: Regarding Section 4.10, please give your specification for the required crash line. Answer: The current crash line setup connects 5 different locations over dry pair of line. Once the VoIP solution is in place we want to put an IP handset at each of these locations to allow for more flexibility and allow us to get away from a setup whose cost is steadily increasing. Question: Any cabling or infrastructure required for this phone system, will that be provided or under a separate RFP? Answer: Any additional cabling will be provided and installed by the Authority. Question: Is the expectation for a system upgrade only or will complete replacement be considered? Answer: The current system is very outdated so a complete replacement would be considered. Question: Can LE_LRAA provide vendors an OPI from the existing Option 61C? The OPI file is required by Avaya for any vendors to run an upgrade quote. Answer: Attached Question: Is there a requirement for the IP phones at the remote site to be survivable if connectivity is lost from the Host site: Answer: The remote site would need to be survivable if connectivity is lost. Question: What model of IP phone is required? 9600 series.other? Answer: No specific model. Our current handsets have a few speed dial buttons, voic button, volume controls, hold, hands free, and a hang up button. Two phones will need extra buttons as they will function as the switchboard. Question: How many of the LE-LRAA end users need the more advanced features? Desktop Call Controll, Twinning to Cellular Phones, Presence Answer: Around 60 users with pricing option for additional users. Questions: Does LE-LRAA have an existing Call Accounting solutions that will be retained or is offer to propose a new Call Tracking and Traffic Analysis tool? Answer: No Existing tool Question: Would LE-LRAA consider an offer for a new IP-based system as an alternative to upgrading the existing Option 61C to support IP handsets? 5

6 Answer: Yes Question: The bid requests pricing for 202 analog sets and 190 IP sets. If we are bidding a complete replacement of the existing system, could our bid include ONLY IP sets? I think that the 202 analog refers to updating the existing system as opposed to replacing, with the option to bid on either or both. Since we choose only to bid on replacing the existing system, it would be prudent for the LRAA to have ALL IP sets, particularly in regard to the head end of the system, which can become complicated by the combination of IP and analog. Answer: We plan to keep the analog lines for our courtesy phones and a few other purposes. We do expect the 202 number to decrease considerably as we move forward in the project though. I do not see us changing all phones out with IP sets in the near future however. Question: The medical paragraph at the top of page IPT 12 appears to be an error; please clarify this item, as it does not pertain to the phone system work detailed in the RFP. Answer: See NOTE section below removing this erroneous information. Question: Regarding the issue of the awarded provider being required to have surety bonds Surety shall be licensed to do business in the State of Kentucky the Bid Bond and Performance Bond; Bid Guaranty; Insurance Certificates. Our question is, how much surety is required, and will LRAA need to see certification of this? Answer: There are no bonding or surety requirements for this project. Question: Errors & Omissions is usually required for vendors who provide consulting type work. We are requesting that this condition be removed since it does not apply to telephone system purchase and installation. Answer: The Authority requires this insurance coverage for this project. NOTE: Delete Section III Background, in its entirety starting on page ITP-11 Delete Section V Affidavit. Please used Revised Affidavit attached Delete last sentence in question 6 on page Q-2 Delete questions 7-15 on page Q - 2 6

7 Clarifications in this Addendum No. 1 are hereby incorporated in, and shall become a part of the Bid Documents and supersede and take precedence over similar data contained in the original Bid Documents. Except as specifically added and/or revised by this Addendum No. 1, all other conditions, provisions, and criteria in the Bid Documents and Draft Agreement are unchanged. LOUISVILLE REGIONAL AIRPORT AUTHORITY Tom Middleton, C.P.M., A.P.P. Director Purchasing & Procurement 7

8 V. AFFIDAVIT (Revised) Attached hereto is the executed and notarized Proposer s Affidavit as required in the Instructions to Proposers. The undersigned also specifically acknowledges the fact that the Authority s primary responsibility in awarding this Agreement is to receive hardware, software, support and labor to install a new Voice Over IP System, and the undersigned pledges its determination to provide such services. THIS DAY OF, 2014 SIGNATURE OF AUTHORIZED AGENT: TITLE: BUSINESS ADDRESS OF PROPOSER: Note: All sections of this Proposal must be fully completed and filled in at the time this Proposal is submitted. Where the requested information is not applicable, so indicate.

9 LAB No PCs 4 PC's 2 Printers K9 L.I.A. TERMINAL Parking 15 PC's 6 Laptops 3 printers 1 Timeclock LRAA LAN Diagram MAINTENANCE 16 Servers 29 PC's 21 Printers 1 Copier 1 Plotter 2 Timeclocks ARFF 7 PC's 5 Printers 11 PC's 1 Laptop 8 Printers 1 Timeclock RELOCATION 1 Server 5 PC's 3 Printers Yellow=Single Mode Orange=Multi Mode Blue=Copper (Cat5, Cat6) Violet=Combined Methods: (Copper//Wireless) Green=Equipment Designation Red=Power Black=Coaxial Cable RAA ADMIN 1 Server 51 PC's 6 Laptops 23 Printers 2 Scanners 1 Plotter 2 Timeclocks BOWMAN 2 PC's 1 Printer 1 Timeclock