ISSUE DATE: APRIL 21, PROPOSALS WILL BE RECEIVED UNTIL MAY 2, 2016 AT 2:00pm.

Transcription

1 ADDENDUM # 2 HOSTED IP TELEPHONY PROJECT FOR MACON COUNTY ISSUE DATE: APRIL 21, 2016 PROPOSALS WILL BE RECEIVED UNTIL MAY 2, 2016 AT 2:00pm. The information collected to develop the RFP should not be considered a formal discovery process. Vendors shall describe the requirements for any discovery processes which will be a part of their Statement of Work. PAGE 1

2 Background: Q: What is the current equipment in place? A: Coral Tadiran Q: How many trunks service our existing system? A: Network: New Network Diagram: 4/18/ INV g48 g47 g4 11CH3 SR 14BAR 146INV g1 g45 g47 g43 123CH2 e26 5BOE g46 g47 g47 t24 159DR t1 t2 DR4100 t1 30BAR g48 g46 t Te1/0/1 Te1/1/2 Te1/1/ t1 31REC g1 161DR g2 Te1/2/1 41DR g21 g43 g45 Te1/0/3 t24 Te1/1/1 Te1/2/1 g48 g1 22DOA g4 150PHO Te1/1/2 Te1/1/1 125DR g44 g45 43DR Te1/1/2 g46 te1/1/1 119ANX Te1/2/2 g41 Te1/1/1 110SCC Te1/1/1 g2 g46 111CH3 45DOA g43 120ANX g48 SCC 126PHO Te1/1/2 g3 Te1/1/1 g47 124JAI Te1/1/1 148EMS 26IT Te1/1/2 Te1/1/2 Te1/0/1 Te1/1/2 Te1/2/1 153HEA 151HEA 157HEA Te1/1/1 Te1/0/1 106JAI g48 g48 g48 116DENT 144EMS Te1/1/1 Te1/1/1 g46 g46 g46 Te1/1/1 g47 g47 102HEA g45 g45 103HEA g47 g45 107HEA 101HEA Te1/1/2 29DSS 28DSS 40PR g4 g23 g48 cp1 cp1 g46 158DSS g45 g48 g47 Te1/1/1 g48 g DSS g45 127MCC g2 g2 27ANML g46 104DSS g45 port 46 on 104 Bad Te1/2/1 g1 25 TRAN 13SMS g2 Te1/2/1 g46 g45 42PR For Offical Use Only 128PR Macon County Network g2 Diagram Te1/1/1 19 GAR t24 160DSS t1 t23 DR4100 t2 t23 162DSS T24 Q: What type of network equipment is being used? A: All layer 3 switches are 10/100/100 Dell 7048P, N3048P Layer 2 Switches are Dell 3548P, 3448P, identified on the network diagram with switch identifiers less than 100. There are fewer than 8 of these remaining in services which are budgeted for replacement with Dell 3048P switches. Core 10 Gig switches are Dell 4032F POE and redundant power on all switches servicing ports where IP VOIP service to be deployed PAGE 2

3 County will provide switches Routers are (2) Cisco ASA 5525 s and (2) ASA 5545 s Routers have redundant power and are in a failover configuration. Q: Will there be calling at any of the sites? A: In network sites described as candidates for service in this RFP. NOTE: Exception ENVIRONMENTAL RESOURCE CENTER Q: Will everything be POE ready? A: Yes, but the County would like the pricing for common accessories for the proposed equipment such as adapters, headsets, auto lifters, etc. The County does anticipate a few locations needing such accessories. Q: Do the POE switches support POE+? If not, is that a requirement? A: The proposed solution should account for the existing network infrastructure and power capabilities. If there are additional equipment power requirements, responses should clearly indicate what they are. Q: Will the County provide the switches and all cabling? A: Yes Q: Are there any not on the same network? A: All phones in the scope of this RFP are at sites supported by the same network. Remaining phones will continue to connect to on premise system which will be replaced at a later date. Q: Have the POE Networking switches been standardized to (1) manufacturer or are they a mix breed of manufacturers? A: Dell 3.2 Sites: NOTE : 2 sites not considered within the scope of this project are: Thomas Heights currently has 2 connections, a DSL connection for Soil and Water, A T1 Circuit supplies service to the Agricultural Extension Office. Housing connected via wireless to a ISP, DNET. NOTE : 1 site was overlooked in the original site list Environmental Training Building 1448 Lakeside Drive 2193 This site has one phone and does not have a POE switch. The VOIP phone for this location will require a power adapter. PAGE 3

4 NOTE : Additional sites are expected to become in network locations. Ex: The Bailer Building at the Landfill which had 2 extensions will be network connected. Q: If a vendor can address the needs of the excluded sites in their proposal will it be considered? A: Yes, Vendors are welcome to propose solutions for the excluded locations if their technology could address IP telephony with the existing connections and bandwidth. Q: Do FAX lines need to be kept or will other solutions be considered? A: RFP respondents should propose their most cost effective options to address faxing. Q: On section 3.2 of the sites page, I see that it shows the amount of lines at each property as well as the amount of handsets. In most cases the lines are a far greater number than handsets. For example: site 4 is showing 24 lines and 18 handsets. Is the amount of lines showing how many DID numbers you need for this site? Also, in section 3.3 for Site Roster, under VoIP Candidate heading, some have 1 *(star) and some have 2 *(stars)...what exactly is that saying?? A: Discard the number of lines as it has no application to this project, total trunks serving current system is 12. The second * on the candidate list was for administrative purposes only noting a record had been updated. 3.3 Site Roster: Q: Are fax servers being considered? A: Yes. RFP respondents should propose their most cost effective options to address faxing. Proposed fax solutions could range from a TD device per fax to support traditional analog equipment, a Fax Server, or other solutions. Q: Which lines are not be considered VOIP candidates? A: Modem lines, Fire & Security Systems, and Elevator Phones Q: What is the significance of the highlighted numbers? A: Highlighted numbers are totals for VOIP candidates that are not fax or modems. 3.4 Features: Q: Can you describe call center rotation? A: The County has an auto attendant that changes after hours and holidays. The PAGE 4

5 auto attendant has different menu options. Q: How many would use softphone on cell phone? A: This should be presented as an option, numbers of clients to be determined by functionality offered. Current Smart Phones that would be candidates : 73 Q: How is conference calling handled currently? A: Currently the County uses a conference bridge (a card in our phone system supports 10 internal or external callers). The County wants to maintain a solution that will support a minimum of 5 callers. Q: Does that include Web Conferencing? A: If the respondent has a solution that does support Web conferencing they are welcome to describe it and propose it as an option. Q: What is the voic to feature? A: It is a desired, but not a required function, where the voic will forward to an recipient. Q: Will all handset phones have unified messaging? A: No, Courtesy Phones and faxes will not need for voic , nor will they need to be associated to an account. Q: Can you identify breakroom and common area phones? A: The following extensions will not need voic or unified messaging Q: Can you describe call accounting and breakdown of calls? A: Currently the call accounting system is Microcall and it maintains a database of calling, and sends monthly reports to department heads. Reports were once used for cost allocation. Reports are by department, by extension, with number dialed, time, and duration of calls. Respondents should describe the call accounting options of their proposed solution. If local and long distance is a flat rate in proposed solution, reporting for cost allocation will not be needed. The County prefers electronic billing by location with reports that include numbers PAGE 5

6 dialed and duration. Q: What does the County currently do for employee notifications (extreme weather, special notices, etc.)? A: Current number is toggled between recorded messages where the employees can call directly to obtain the information. If other solutions are available to communicate such information, respondents are welcome to propose them; such as web based registration for text alerts. Q: Can you describe departmental messages and group calendar integration? A: This is a desired functionality for integration with users calendars such that their phone could go into a DND status, or forward to another number if they were in a meeting. Q: Can you describe multi lingual menu options? A: The County only needs English and Spanish Q: Can you provide additional information on current paging systems? A: The County currently has an amplifier in the phone room. The 2 locations that utilize paging services currently are the Courthouse and the Human Services Building. Q: Can vendors propose integration or a new solution such as paging through the phones? A: Yes 3.5 Phones: Q: How many buttons (minimum/maximum)? A: Base Level 6 button phone with display (4+ programmable buttons) Manager/Director 12 button phone with display (10+ programmable buttons) Operator/Switchboard soft switchboard accompanied by options extended keyset if recommended. Q: Can you provide mobile phone counts and vendor that would need mobile phone applications? A: Proposal should present option and licensing for smart phones to have application. Number of phones having applications is yet to be determined. Q: Can you please clarify the reference to Microsoft Lync, is it a requirement? A: Respondents may propose options other than Microsoft Lync which have comparable functionality. PAGE 6

7 Q: Will common are phones, such as breakrooms, need full functionality and unified messaging? A: No, just need a basic phone. Q: re: Phones. Fully integrates with Microsoft Lync. What version of Lync? Is it on premise or hosted? What Lync features to you use today? Instant messaging, presence, video? A: We do not currently have Lync. Proposed solutions should describe desired integration functionalities which are equivalent or comparable to those provided with Lync, as an option. (brief description of Lync s functionality below) With Lync, you can keep track of your contacts availability; send an instant message; and start or join an audio call, video call, or online meeting all through a consistent, familiar interface. Lync integrates with other Office programs and is available for Windows, Mac, Windows Phone, iphone, ipod, Android, and Office 365 subscribers. Lync Basic 2013 provides all the basic functionality that s available in the full version of Lync (Lync 2013). However, if you want to use any of the following features, talk to your workplace technical support about upgrading to Lync 2013: Advanced call features (not available with all Office 365 subscriptions); advanced call features include team ring, call forwarding, simultaneous ring, voice mail, call park, call delegation, response groups, and remote call control Calendar delegation, Gallery video view OneNote sharing 3.8 Support: NOTE: Optional local administration of phones is desired. Example, updates for phone displays due to employee turnover, troubleshooting, call forwarding, or DND status. Proposals should delineate local administration options such as a web based consoles from telephone company only administration. 3.9 Service: Proposals should describe how tickets may be initiated by local administrative staff to request repair service, or initiate new service. Q: Item 22 Recording What is limited current use? How many users would need access to recording? A: Currently only a few phones have been programed with this feature, it allows a single button on the phone to activate recording, and the recordings are managed PAGE 7

8 within the existing voic system. 4.2 Factors to be Considered in Awarding: NOTE: On page 36, annual agreements or leases were requested in terms of 1, 3, and 5 years. If lease options are not available in these terms RFP responses should indicate such. If other terms are more cost effective, they may also be proposed for consideration. Other Questions and Notes: If the County chooses to purchase instead of lease the equipment (based on awarding factors), then all equipment must be delivered and on site by June 30, Q: Could you provide us with the first six number for each location other than just extensions in the RFP? A: , , and Q: Do you require any call center functionality? If so, how many agents? A: Agents and call center functionality should be proposed as options with descriptions of the available functionality. Q: In addition to how many mobile applications are needed how many are at each location? A: Mobile applications should be proposed as options with descriptions of the available functionality. The number of devices is yet to be determined. Q: Regarding the Hosted Telephony RFP in section it reference excerpts that are in Appendix C. I don't have an appendix C as part of my RFP package. Is this something that was sent separately? A: This was an error on our side. Please reference Appendix A. Q: I have another question regarding the CJIS compliance. Although our cloud system is JITC compliant, supporting DOD implementations and includes FIPS as an item, there is no formal certification. Will this preclude us from bidding? A: No. Q: How do the CJIS requirements apply to the voice services? A: Our goal is to meet the CJIS requirements when it becomes feasible. Responses should describe how their proposed solutions achieve this, or explain any known shortcomings. The CJIS requirements are available publicly. It is not in the scope of this addendum to address how they are applied to voice services. Q: Section 3.4 #18 refers to call accounting. Can you explain the use case for that? A: In the current system, A use case for call accounting would be if a phone was PAGE 8

9 used to make an unauthorized call. The record of the call would be available electronically, including number dialed, extension it was dialed from, time and duration of the call. Currently department heads receive ed reports monthly for the extensions of staff in their departments. Department heads review the reports. Q: Are all the CJIS requirements hard or are their possible exceptions? Specifically surrounding the encryption. A: If a specific technical challenge cannot be met by the proposed solution it should be identified in the proposal. Q: Who is the current dial tone provider at the individual locations? A: Frontier Q: Who are the internet provider(s) at the individual locations and do we need to use those providers to deliver service or can we quote ours? A: Dnet is the current internet provider for our main internet gateway, but alternative bandwidth may be proposed. Q: Section 3.4(Page 31) Features states that The system must provide the highest reliability in the form of redundancy and resiliency Will you expand on your definition of these requirements? A: The solution should be highly available and reliable, be securely hosted at more than 1 location and apply standard practices used to achieve redundancy and resiliency. Q: Does the County need redundant and resiliency features at the core hosted site only, or the individual sites? A: Core site only. Macon County maintains the connectivity to all other sites. Q: If individual sites, all or some? A: Core only. Q: Does the County need feature resiliency at the local sites? For example voic , contact center, features, etc. If so, please identify those. A: The redundancy and resiliency of all features should be described separately if they differ from that of the voice service. Q: You have Microsoft Outlook, what version of Outlook clients are there? A: Currently Office 2010 and Office However, Office 2016 is anticipated in the near future. Q: Microsoft Exchange what release is it? PAGE 9

10 A: Currently our is a smarter mail hosted solution, our provider will be presenting an option for their Exchange hosted solution independent of this RFP. Q: Microsoft Exchange on site or hosted? A: No exchange at this time. Hosting or Local are both options in the future. Q: You mention that Primary sites are redundantly connected at 10G and secondary sites are connected at G, define redundant? A: The question is beyond the scope of vendor responsibility for the purposes of this proposal. In summary every practical effort has been and will be made between core sites to employ, multiple links, dissimilar paths, and multiple power sources, etc. Q: Are the fiber ingress and egress points into the buildings separated or do they share the same conduits? A: No, not all separated, yes some share conduits. Q: You would like to have phones that can support 10/100/1000, however you only seem to have Cat5 cables? Is this correct? 1GB usually requires Cat 6 or Cat 5e at a reduced speed.? A: All phones must support 10/100/1000 to negotiate a suitable speed for the quality of the link across available connections. The use of the term Cat 5 was generic. A review of the network diagram and equipment list should clarify the standards in use. PAGE 10