Addendum #1 VOIP RFP Questions & Answers 12/13/17

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1 1. Can the potential bidders tour the existing phone system? Yes. To schedule a tour, please Holly Barfield at barfieldh@forsythpl.org. Please note that no questions will be answered during this tour. 2. Requirements Question 1: Local and long distance telephone service for 110 lines. What is lines referring to? Trunks, POTS, handsets? I think its means concurrent trunk capacity. Just making sure. Total lines for concurrent trunk capacity. 3. Capabilities: P. paging phones what is the Paging feature you are requesting here? Shall the Phones be able to page over a paging system? ( noted this is mentioned in another section) Page to all other handsets? Could you please describe what the phone feature requested here is? We would like to setup paging zones through the handsets and with overhead speakers. We currently have the overhead speakers in place working with our analog phone system and would like to reuse them if possible. 4. Do you currently use a vendor for your existing overhead paging system? Is that vendor unassociated with your current phone system vendor? Will the overhead paging vendor continue to provide Paging systems to be used with the new VoIP system? We do not have a vendor for our overhead paging system. 5. Capabilities: V. Speed Dial Buttons Are speed dial buttons required on both the Physical handsets and the Softphones? The speed dial buttons are required on the physical handsets. 6. Will all physical handsets be accompanied by a computer? All of the office phones will be accompanied by a computer. The service desk phones will be next to a computer but both the phone and computer will be shared among multiple staff members. There maybe a few phones (less than 8) that will not be accompanied by a computer. 7. What is the current Internet access for the county Library system? Speeds up and down? Committed Information Rate? Who is the vendor providing the internet service? Is it available at all four branches and headquarters location? Does each location have Independent Internet access, or is it a single connection for all locations shared over a Wide Area Network? Data connection: We have a 100 mgs copper line direct to the Internet from the Cumming/Headquarters building. We have 100 mgs copper P a g e 1 6

2 between all the other locations that home runs to the Cumming/Headquarters building. All libraries are connected to the Cumming/Headquarters building for the internet connection. We currently use Comcast. We have a fiber jumper between the Cumming and Headquarters building. Location Avg Download Avg Upload Headquarters Cumming Library Post Road Library Hampton Park Library Sharon Forks Library Phone connection: With the exception of the Post Road Library, Sharon Forks and Hampton Park have a dedicated T1 circuit that is just used for telephone traffic. Post Road uses a device called Audio Codes so that that telephone traffic can be routed along the T1 circuit that is also used for data access. All of these circuits home run to the Cumming/Headquarters Library. These T1 circuits are provided by AT & T. Going forward, we would like to use the current 100 mg circuit that is provided by Comcast for both telephone and data traffic from the Cumming/Headquarters Library to Hampton Park, Sharon Forks and Post Road. The main PRI circuit is at the Cumming Library. 8. Whether companies from Outside USA can apply for this? (like, from India or Canada) Yes, as long as they can meet all bid qualifications and requirements. 9. Whether we need to come over there for meetings? Yes, we anticipate the need for in person meetings at the Cumming/Headquarters library at 585 Dahlonega Street, Cumming, GA and someone will need to be on site for the go live day. P a g e 2 6

3 10. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) Yes, as long as we would be able to contact the company during our normal business hours. 11. Can we submit the proposals via ? No, the proposals need to be mailed or delivered in person in hardcopy. 12. Can you tell me exactly how many actual phones you need, including how many of those are Service Desk phones versus Office phones? We will need a total of 55 office phones and 50 service desk phones. Location Office Service Headquarters 35 6 Cumming 5 11 Sharon Forks 5 13 Hampton Park 5 10 Post Road About how many minutes a month do you use? On average we estimate that we use about 50,000 local minutes per month for all libraries. This includes calls between the libraries. We also use about 500 long distance minutes per month for all libraries. However, these numbers can vary greatly so we would need to have the option to purchase more minutes if needed. 14. Can we use your existing internet connection or would you want us to bring in a dedicated connection? Yes, we would like to use our existing internet connection. 15. For survivability considerations, does Forsyth County have breakdown of carrier lines at the 4 library locations? RFP states total of of the POTS lines are at the Cumming Library 4 for security and fire system 14 for our I-Tiva telephone automated renewal and notification system (computer system that calls patrons to notify them of books being due or holds available for pickup) 4 are at the Sharon Forks Library 2 for security and fire 2 are at the Post Road Library 2 for security and fire system P a g e 3 6

4 2 are at the Hampton Park Library 2 for security and fire system We are open to using either a POTS system or a digital solution for our faxing solution. If we need a POTS system then we would need 1 fax line at each location including the Headquarters build which would mean that we need 5 additional POTS lines. 16. Is there current data connectivity between Cumming, Sharon Forks, Hampton Park and Post Road Libraries today? If so, what type of circuit, bandwidth? See question RFP mentions 110 users/licenses required. What is breakdown of service desk phones, office phones, etc. for each location? See question Is the staff members quantity of 90 the entire quantity of phones needed? Are there any Conference Rooms, common areas, etc. that will need phones? The 90 quantity is for the voic system. For a breakdown of the phones, see question The 26 POTS lines? We will need the quantities broken out for each address. 20. If you choose to go with Cloud Phones, you will to have POTS lines for alarms and faxes. We will need the quantity of each for all 4 addresses. 21. If you choose to go with an Onsite PBX, we will need to know the quantity of analog devices at each site. 22. Under Office phones should have the following additional capabilities, can you define Online Dashboard, Voice to , and Interrupt voice mail? Online dashboard online web feature that can be used by staff to manage their phone Voice to ability to save a voice mail as an P a g e 4 6

5 Interrupt voice mail ability to cut in when someone is leaving a voice mail message and answer the call 23. Expanding on your question #1 below, if T1/PRI circuits are being used today, how are they distributed among the locations? See question How are the 26 POTS lines distributed among the locations? 25. Are the fax machines connected directly to POTS lines today, or are they integrated through the existing PBX? Currently the existing fax machines are using analog lines from our current PBX system. 26. Is all infrastructure (e.g. Active Directory) located at the Dahlonega HQ, or are there other data centers involved? If so where are the Datacenters in relation to the Library Locations? The main active directory server is located at the Headquarters building which is at 585 Dahlonega Street, Cumming, GA All the other locations have a server that does replicate active directory services. However, these servers are not the main controller but backup controllers. 27. What platform is in use? Currently we are running in-house Exchange Server 2013 CU6, version We are in the initial planning phase of upgrading to the latest version, CU18, version Staff currently use Outlook version What are the typical hardware specs and operating system/version for enduser workstations? All are Windows computers. Most computers are at least running Windows 10 operating system, 4 GB memory, 500 GB hard drive with on board network card. Some of the computers have wireless and some do not. We have a variety of desktops and laptops. We also have a Surface Pro How many analog station devices require connectivity to the VOIP PBX? For example, fax machines, alarms, or paging system interface-adapters. P a g e 5 6

6 30. E911 - Does the library require the ability to provide precise user location details when a user calls 911, or is it sufficient for the PSAP to know from which branch the call originated based on the address associated with each phone number/did? It is sufficient for the PSAP to know just from which branch the call originated based on the address associated with each phone number/did. 31. Is there a need for additional VoIP handsets beyond the 90 users? i.e. stand-alone phones, spares, currently unoccupied offices or workspaces? The 90 quantity is for the voic system. For a breakdown of the phones, see question How many dedicated conference-room phones are needed? None, we use service phones in our conference rooms. 33. Could you please provide details about your network Infrastructure including Wide Area Network? i.e. Connectivity Type, Bandwidth, redundancy, etc.? See question How are the sites connected via network? Example: Internet circuits, MPLS, fiber See question Will a centralized digital circuit be considered? PRI instead of twenty six POTS lines referenced in the RFP Yes, please propose a method that would be a low cost solution for us and still meet our needs. P a g e 6 6