CECIL COUNTY, MARYLAND. ADDENDUM #4 RFP 18-17: Cecil County Communication Equipment January 17, 2018

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Irma Rich
5 years ago
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Office of the County Executive Alan J. McCarthy County Executive Department of Finance Purchasing Division Ken Jackson Purchasing/Fleet/Leasing Mgr. Alfred C. Wein, Jr.

1 Office of the County Executive Alan J. McCarthy County Executive Department of Finance Purchasing Division Ken Jackson Purchasing/Fleet/Leasing Mgr. Alfred C. Wein, Jr. Purchasing Office Director of Administration /5396 Office: County Information Fax: CECIL COUNTY, MARYLAND Department of Finance Purchasing Division 200 Chesapeake Boulevard, Suite 1400, Elkton, MD ADDENDUM #4 RFP 18-17: Cecil County Communication Equipment January 17, This addendum is hereby made part of the RFP/Contract Documents for the referenced proposal. Please note the following changes, corrections, and/or information and include the requirements stated herein as part of this RFP/Contract: - Attached are sets of Questions and Responses: - These shall be the last set of questions able to be answered prior to the RFP due date; questions date closed. If you have a concern on any point, please forward, but the response may not be available prior to the RFP due date. 2. Any questions please contact the Purchasing Office at or to dpyle@ccgov.org. Ensure all four addendums are annotated within the bid package forms as required. Thank You David E. Pyle, CPPB Purchasing Agent Cecil County, Maryland Attached: Questions/Responses. PURCHASINGOFFICE@CCGOV.ORG

2 Cecil County RFP questions: CCPS Responses RFP Attachment 11B has been updated and included in the Virtual Site Survey document here: For integration with other PBX s, please provide exact version information for each PBX and do they have available ports for T1 integration with the new solution? CCPS Response: CDWG informed us that they have found the answer to this question. Please provide quantity for phones that will not be connected to POE ports? So that we can provide power bricks for the phones. CCPS Response: For the purposes of this RFP, assume all phones will be connected to a PoE port. Will the School phones system and County phone system be two different systems or a single enterprise solution? CCPS Response: This RFP is written in such a way that the county government and schools may choose independent solutions based on a several factors, however both entities understand the value of standardizing on a single platform. Please provide the list of locations that are considered primary and backup datacenter for both School system and County system. CCPS Response: Primary Datacenter is located at Carver Center, 201 Booth Street, Elkton, MD Secondary Datacenter is located at Administrative Services Center, 900 Tiger Drive, North East, MD Please provide bandwidth/latency numbers from datacenter location to each site, please provide roundtrip latency numbers. Please provide these numbers for both the Schools and the County. CCPS Response: The numbers are provided as a preliminary. Understand that these circuits are data circuits and have not been designed with guaranteed Quality of Service in mind. Carver Center 1Gbps full duplex and Administrative Services Center 750 Mbps full duplex, both sites have <1 millisecond latency during peak usage. Bandwidth and Latency columns were added to the Cecil County Public Schools Virtual Site Survey document, URL shared in Addendum #1. Is the preference to have all PSTN circuits terminating at a central location or at each site? Please provide a list of analog devices for each location that will remain analog? CCPS Response: Please refer to the Virtual Site Survey for the number of POTS lines that are to remain at each site and the purposes. The only analog equipment left on each site will serve these POTS lines, as well as the existing Paging (Intercom) systems. There is no centrally terminated PSTN service currently. How many users will need VM to text conversions? Please provide numbers for schools and county government? CCPS Response: This was not a requirement for this RFP. Vendor may list this as a value-added option and either estimate the reasonable cost based on product knowledge, or may list the price per license as an add-on for consideration in addition to the RFP cost. Is there a need for softphones in place of handsets for certain users/locations? If yes please list location/sites and number of softphones required? CCPS Response: For the purposes of this RFP, softphones will NOT be considered as an alternative to physical handsets. The number of handsets requested is fixed and softphones may be requested in addition to the number of handsets. If the pricing is separate, then this can be treated similarly to the VM-to-Text option response. Please provide a count for common area public phones for each site. CCPS Response: Zero common area (lobby) phones are requested. Is centralized carrier connectivity wanted for the new systems or will existing carrier connectivity be maintained as listed in sites listed within the RFP? The Public Schools sites all currently with analog pots/trunks would benefit most with centralized carrier connectivity (PRI, SIP trunks). CCPS Response: All carrier configuration options will be considered based on several factors, like network

3 capacity/capability, survivability/redundancy and costs. Configurations that require additional network upgrades will be added to the total cost of the RFP to show true capital investment vs. total cost of ownership. How much growth needs be factored in for the next years for solution capacity (phone counts) in consideration for solution proposal. CCPS Response: Please estimate 1% handset growth each year, for the next 5 years. Same questions; Cecil County, MD responses: Cecil County RFP questions: For integration with other PBX s, please provide exact version information for each PBX and do they have available ports for T1 integration with the new solution? Information for each site was already sent out. Ports will be available. Please provide quantity for phones that will not be connected to POE ports? So that we can provide power bricks for the phones. Not necessary, all locations (not including schools) are POE sites. Will the School phones system and County phone system be two different systems or a single enterprise solution? 2 separate systems Please provide the list of locations that are considered primary and backup datacenter for both School system and County system. County: - Main: CCSO/DES HQ Backup: Circuit Court - Main: County Admin Backup: Circuit Court - Main: Detention Center Backup: CCSO/DES HQ Please provide bandwidth/latency numbers from datacenter location to each site, please provide roundtrip latency numbers. Please provide these numbers for both the Schools and the County. Bandwidth was already provided. Latency reports are unavailable. Is the preference to have all PSTN circuits terminating at a central location or at each site? Please provide a list of analog devices for each location that will remain analog? Requirement 2 is asking vendors to provide fault tolerant back end solution. Analog devices have already been listed. How many users will need VM to text conversions? Please provide numbers for schools and county government? County would like all clients to have VMails sent to . Section 6 Mobile Integration is requesting pricing for this service. Is there a need for softphones in place of handsets for certain users/locations? If yes please list location/sites and number of softphones required? This info has already been sent out. Please provide a count for common area public phones for each site. This info has already been sent out. Is centralized carrier connectivity wanted for the new systems or will existing carrier connectivity be maintained as listed in sites listed within the RFP? The Public Schools sites all currently with analog pots/trunks would benefit most with centralized carrier connectivity (PRI, SIP trunks). Requirement 8 is asking the vendors to provide trunking cost savings.

4 How much growth needs be factored in for the next years for solution capacity (phone counts) in consideration for solution proposal. The County growth is difficult to forecast, the ability to add at least 200 extensions should cover us. Second Set of Additional Questions/Responses: 1. Should we assume in our proposal that Cecil County Gov t and Cecil County Schools are looking for 2 separate systems or one integrated system. Separate systems. 2. P5 of RFP states: Cecil County Public Schools (CCPS) CCPS employs a Juniper infrastructure with some PoE available. a. Addendum 1 states - LAN Switches: CCPS are all POE County Admin and Court House are Cicso and POE based and all switches support QOS. Please clarify PoE, QoS & VLAN status for the remaining 18 CCGOV locations? All County locations are POE, we currently do not do QOS and are looking to vendor guidance on needed configurations for their proposed solutions. All sites are either connected to the Admin building via LAN or VPN. 3. P4 of RFP states: The proposed solution must integrate with other existing phone systems such as Shortel, Mytel and NEC (listed in chart below) if we elect a phased approach to cover all sites. 1. Is the desired integration limited to digit dialing between the locations via a single Global Address Book or are there other integration requirements we should be aware of? No, digit dialing is all the County is looking for at this time. 2. Is there an abbreviated dialing capability between these sites today? a. If yes, what is the transport between sites employed? No abbreviated dialing capability currently at the County locations. 4. P5 of RFP states: Cecil County Public Schools (CCPS) currently maintains 30 phone systems and 29 integrated public address systems in 29 schools and 2 administrative buildings. We have identified 5 Public Address/Intercom Systems types in the RFP. Please indicate the physical access interface necessary (if any) (i.e. 2 wire trunk-fxo, 2 wire line-fxs, disconnect requirements such as polarity reversal or momentary open etc.) for each of the Paging systems to be accessed from the proposed telephone system: Public Address/Intercom System Rauland TC21 Rauland TC5 Paging Amp Telecore Dukane Phone system Interface type and quantity This is for CCPS

5 5. P43, ATTACHMENT #12, subset b: Please describe capabilities intended by Handset Paging to departments and/or entire buildings and to what extent this is provided by integration to the -5 Public Address/Intercom Systems types listed above. The County is looking for the ability to pick up any phone and page entire departments/buildings. The rest of the required info is CCPS related. 6. P43, ATTACHMENT #12 subset f: Please describe capabilities intended by Provide minimum of 5 audio conference bridges per extension. How many simultaneous 5 party conferences should be provisioned system wide?? The County would like to be able to allow at least 5 parties dial into a single conversation per extension. 7. P5 of RFP states 2 things: Cecil County Public Schools (CCPS) Our voice services are interconnected through a Centrex system with several foreign exchange connections between LATA s in the northwest and north-central portion of the county and CCPS has a connected fiber infrastructure in all by (2) school buildings. 1. Is it the county s intention to continue with or ultimately eliminate CENTREX interconnections between sites? 2. Who is the current Telco provider for CENTREX? 3. Who does the County anticipate will be their SIP TRUNK Provider? 4. Is it the county s intention to replace the voice CENTREX connectivity by using the in-place fiber infrastructure to convey voice calls? 5. DoIT provides FIBER providing connectivity linking all CCPS locations. a. Does DoIT provide the same connectivity to link all the CCGOV locations? 6. Is there one or more Fiber connections/routes available between the CCPS & CCGOV? 7. How many Data Centers are in place, capable of supporting VMWare applications, and where are they located? CCGOV? 1. Admin Building-Yes, any others CCPS? Any CCPS Data Centers? 8. P5/6 of RFP includes a table of CCPS locations, most of which are identified as requiring new VoIP service. 1. Please clarify as to the requirements, if any, for the following sites: 1 Cecil Alternative Program 2 Central Office 3 Charlestown Elementary School 4 Gilpin Manor Elementary School 5 Perryville Elementary School 6 Elkton Middle School 7 Rising Sun Middle School 8 North East High School 9 Perryville High School 10 Rising Sun High School 11 New School of Technology 9. P34, Attachment # 11B Please define meaning and applicability of # of Simultaneous calls? The features and functionality between Conference Room phones vs Lobby phones vs Breakroom phones is usually significant: Can you please provide a more detailed quantity breakdown for these 3 phone types and identify desired characteristics for each phone type? 10. P39~Integrate with Skype for Business for chat: How many clients require integration to Skype for Business?

6 CCGOV requires 700 users for SfB. 11. P39~Attendant console per site: Please clarify which sites are intended to house an Attendant Console (either Hard and/or Soft)? Continuation of Second set of questions/responses: 1. Should we assume in our proposal that Cecil County Gov t and Cecil County Schools are looking for 2 separate systems or one integrated system. Separate systems. 2. P5 of RFP states: Cecil County Public Schools (CCPS) CCPS employs a Juniper infrastructure with some PoE available. a. Addendum 1 states - LAN Switches: CCPS are all POE County Admin and Court House are Cicso and POE based and all switches support QOS. Please clarify PoE, QoS & VLAN status for the remaining 18 CCGOV locations? CPPS: All switches are PoE and QOS capable. All County locations are POE, we currently do not do QOS and are looking to vendor guidance on needed configurations for their proposed solutions. All sites are either connected to the Admin building via LAN or VPN. 3. P4 of RFP states: The proposed solution must integrate with other existing phone systems such as Shortel, Mytel and NEC (listed in chart below) if we elect a phased approach to cover all sites. 1. Is the desired integration limited to digit dialing between the locations via a single Global Address Book or are there other integration requirements we should be aware of? No, digit dialing is all the County is looking for at this time. CCPS: <10 digit dialing between RFP systems and existing low priority systems (ShoreTel, Ericksson). Additional integration with existing PA (Intercom) Systems. 2. Is there an abbreviated dialing capability between these sites today? a. If yes, what is the transport between sites employed? CCPS: Only abbreviated dialing within Verizon LATA via Centrex No abbreviated dialing capability currently at the County locations. 4. P5 of RFP states: Cecil County Public Schools (CCPS) currently maintains 30 phone systems and 29 integrated public address systems in 29 schools and 2 administrative buildings. We have identified 5 Public Address/Intercom Systems types in the RFP. Please indicate the physical access interface necessary (if any) (i.e. 2 wire trunk-fxo, 2 wire line-fxs, disconnect requirements such as polarity reversal or momentary open etc.) for each of the Paging systems to be accessed from the proposed telephone system: Public Address/Intercom System Rauland TC21 Rauland TC5 Paging Amp Telecore Dukane Phone system Interface type and quantity We are unable to obtain this information at this time. Presume a single 2 wire trunk FXO port for each of these solutions.

7 5. P43, ATTACHMENT #12, subset b: Please describe capabilities intended by Handset Paging to departments and/or entire buildings and to what extent this is provided by integration to the -5 Public Address/Intercom Systems types listed above. The County is looking for the ability to pick up any phone and page entire departments/buildings. CCPS has provided number of zones per building on the Virtual Site Survey provided previously. CCPS desires to call the zones independently or all zones simultaneously. 6. P43, ATTACHMENT #12 subset f: Please describe capabilities intended by Provide minimum of 5 audio conference bridges per extension. How many simultaneous 5 party conferences should be provisioned system wide?? The County would like to be able to allow at least 5 parties dial into a single conversation per extension. CCPS desires the same functionality for each extension. 7. P5 of RFP states 2 things: Cecil County Public Schools (CCPS) Our voice services are interconnected through a Centrex system with several foreign exchange connections between LATA s in the northwest and north-central portion of the county and CCPS has a connected fiber infrastructure in all by (2) school buildings. 1. Is it the county s intention to continue with or ultimately eliminate CENTREX interconnections between sites? CCPS desires to eliminate the CENTREX interconnections between sites. 2. Who is the current Telco provider for CENTREX? Verizon 3. Who does the County anticipate will be their SIP TRUNK Provider? CCPS does not have a SIP trunk provider. CCPS will consider recommendations as part of this RFP, should the bidder not have the capability to provide such service. 4. Is it the county s intention to replace the voice CENTREX connectivity by using the in-place fiber infrastructure to convey voice calls? That would be desireable but we are looking for recommendations for how best to deliver services county-wide. 5. DoIT provides FIBER providing connectivity linking all CCPS locations. a. Does DoIT provide the same connectivity to link all the CCGOV locations? 6. Is there one or more Fiber connections/routes available between the CCPS & CCGOV? CCPS and CCGOV fiber terminates in the same 4 aggregation sites (hub sites). 7. How many Data Centers are in place, capable of supporting VMWare applications, and where are they located? CCGOV? 1. Admin Building-Yes, any others CCPS has one data center capable of supporting VMWare applications. This data center is located at Carver Center, 201 Booth Street, Elkton 8. P5/6 of RFP includes a table of CCPS locations, most of which are identified as requiring new VoIP service. 1. Please clarify as to the requirements, if any, for the following sites: 1 Cecil Alternative Program 2 Central Office 3 Charlestown Elementary School 4 Gilpin Manor Elementary School 5 Perryville Elementary School 6 Elkton Middle School 7 Rising Sun Middle School 8 North East High School 9 Perryville High School 10 Rising Sun High School 11 New School of Technology

8 CCPS desires directory integration and <10 digit dialing into/out of the current VoIP sites. CCPS has explained that services to the 2 nd priority services are part of this RFP to budgetary purposes for a 2 nd phase of the replacement. The desire is to address the remaining, lower priority buildings as quickly as possible given available future funding. 9. P34, Attachment # 11B Please define meaning and applicability of # of Simultaneous calls? Number of simultaneous connections inbound or outbound to the PBX. Generally, CCPS wants to keep a similar capability per building. The features and functionality between Conference Room phones vs Lobby phones vs Breakroom phones is usually significant: Can you please provide a more detailed quantity breakdown for these 3 phone types and identify desired characteristics for each phone type? These labels were used as a general description for both CCPS and CCGOV. More specifically, CCPS generally classifies phones based on the number of lines a handset can interact with simultaneously: Attendant phone is a larger console with more than 10 buttons (2 per building), General phone is a very basic office or classroom type phone, which doesn t need to handle more than one call at a time (based on the number in the Handsets column, less the Conf Room column, less 2 attendant phones), Conference phone is phone specifically designed for speaker phone calls and can accommodate up to 5 parties simultaneously (based on the number in the # of conf room phones, lobbies, break rooms, etc column). 10. P39~Integrate with Skype for Business for chat: How many clients require integration to Skype for Business? CCGOV requires 700 users for SfB. CCPS requires zero users in this category. 11. P39~Attendant console per site: Please clarify which sites are intended to house an Attendant Console (either Hard and/or Soft)? CCPS desires 2 attendant consoles per building. - Third Set of Questions/Responses: Item #1: Answer provided by CCGOV as per Addendum #3a: The County will be able to provide VM Servers once specs are received. There will be a backup infrastructure offsite for failover. Please provide the address for the offsite failover infrastructure as per above answer and confirm that Cecil County Govt will have internet access (i.e., circuit) at this site. 129 E Main St, Elkton, MD Item #2: Our solution is a single image offering and as such, licenses are not associated with a particular site. That is, licenses are assigned to the common servers and can be used or transferred to any site as desired. Since CCGOV has not identified a breakdown of which sites will have the requested 700 licenses (Skype for Business) and the price sheets are asking for pricing by site, is it acceptable to price all 700 licenses at the server site(s)? That is fine.

9 Fourth Set of Questions/Responses: Just following up with a question here. Your requirements are : All sites need standalone survivability in even to WAN failures. VMWare mentioned as something they will provide in re: to back-up survivability. Backup infrastructure offsite for failover. Are you going to provide 2 Internet Sources per site for redundancy if a Hosted Solution is chosen? I am referring to the Schools only, not the Admin Building or Court House? CCPS understands that ultimate surviveability means different things to different people. We do not plan to provide diverse network pathways for redundancy, so therefore the solution cannot survive physical WAN failure, but we would want the on-premises portion of the solution to survive a centralized management failure or if connectivity to the centralized management solution gets disconnected. We would like the solution to survive local LAN failure. Last resort is to still provide a single analog line for connectivity should that be necessary. 2. In looking at the table referenced by this addendum, the column that identifies as Paging System Model is really an intercom system (as originally identified in your attachment #11B table page 34-- under the label public address/intercom System). Can you let us know what the phone system interface is for each platform? The Telecenter stuff is pretty standard for schools, but usually they re looking for FXO port from a PBX (phone system) or some such for calling rooms or doing paging. Just need to confirm for each platform. For the purposes of this RFP, assume the connection is a single available FXO port. Last set of Questions/Responses: Please let us know if a softphone on a Mobile Device is sufficient for the redundancy ( Inbound and Outbound calls) here for the Schools only in the event of a WAN disruptions/failure. - CCPS would accept the use of a mobile client as a sufficient option to mitigate the risk to WAN disruption. Questions for RFP Cecil County Communications Equipment due date Jan. 24, 2018 Please confirm these questions and answers that were presented at the pre-bid conference on Dec. 11, 2017: 1.) All sites are to have a minimum of one (1) POTS line for emergency back-up and all sites shall have standalone, survivability in the event of WAN disruptions/failures. All standalone POTS lines, including fax lines and alarm lines are not part of the new telephone system with the exception of one (1) POTS line per location for back-up (as per above). - CCPS confirms the statements made above.

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

Addendum #1 VOIP RFP Questions & Answers 12/13/17 1. Can the potential bidders tour the existing phone system? Yes. To schedule a tour, please email Holly Barfield at barfieldh@forsythpl.org. Please note that no questions will be answered during this