B. Answers to follow-up questions received by 5 PM on October 19, 2018

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1 October 23, 2018 This document is divided into four sections: A. Addenda / corrections B. Answers to follow-up questions received by 5 PM on October 19, 2018 C. Details on additional drops D. Equature VoIP recording checklist A. Addenda / corrections 1. There are 34 new ethernet drops required. Please see section C below for additional details. 2. Section 8.b.i in the October 18, 2018 Q&A responses should read: Only the police informant line needs to be integrated into the PBX for voice, voice mail, and on-demand call recording via CO port. This line is set up so that its affiliation with the city cannot be discovered. 3. Summary of SLT ports a. Planning and Building requires 1 SLT port for connectivity. b. The net number of SLT ports required at the police station does not change, however, we ll need to support a TTY device. 4. Correction re pager connectivity from dispatch to firehouse as it currently works today. This functionality is not integrated with the PBX. We are still interested in the cost feasibility of a digital solution that integrates with the PBX. B. Answers to follow-up questions received by 5 PM on October 19, Will the City allow the Vendor to utilize a third-party source to supplement its proposed services outside of maintenance? Answer: Yes. You should describe the vendor relationship and scope of services for any third parties used in solution delivery. 2. Will all of the City Departments require Auto Attendant? If so, how many nested greetings will each Department require? Answer: Auto attendant should be available to all departments (as listed on page 20 of the RFP.) We require only one level of auto attendant functionality. Final Question Responses October 23,

2 3. Does the City intend to add additional extensions to its existing set-up? If so, will the City require supplementary programmable extension button modules? Answer: We may add extensions from time to time, but growth is not expected to be more than 10% (25 additional) over a five-year time window. This will not change the phone configuration summary listed in the RFP. 4. Paging. Your answer states that each location has its own paging group. Is there overhead paging (PA System) that would be controlled by the Phone system in each location? See page 4 response 13 and page 1 response A.4 of this document. 5. Analog Lines: You indicate that there are a total of 9 analog lines that you are retaining. From the discussion at the meeting I believe that these lines are fax lines. How many, if any, are voice lines to be connected to the new PBX? See page 2 response Can you provide a better explanation of the conference phone at the fire department? Answer: We recently added video and audio-conferencing capabilities within the firehouse. In addition to the investment at the firehouse, which includes a Crestron panel and programming, we needed to purchase a license on our existing PBX to support VoIP. The goal is to support the existing system configuration without reprogramming or additional programming. Functionality is limited to volume control, on/off hook, number entry, and mute. 7. For question 3.B: Are there specific requirements for Disaster Recovery? See page 4 response For question 3.C: What Integration is required between Vmail/Unified Comm and Office 365? See page 2 response For question 3 D: What is paging the connection at Police Dept and Fire Dept (Analog Station port /Analog trunk Port?) Final Question Responses October 23,

3 Answer: See section A.4 of this document. 10. For question 4.4 C: Pls explain provide ability to Limit/ Choke the number of calls to specific DID #s Answer: We would like the ability to shunt calls in the event of an emergency. 11. For question 4.4.H: Pls explain System should permit an ext to be present in two locations Answer: We would like for one number to ring in two locations concurrently. 12. For question 4.4 T: Separate Auto attd Night modes to be controlled by each dept Answer: Each department should have a night mode auto attendant that is implemented automatically on a configurable schedule (changeable by city staff with respect to time, day and programming) and that reverts back to default business hours mode at the appropriate time or can be manually started/stopped U fwd main number to another location (in Unusual circumstances) We need to be able to forward the number (catastrophic DR situation) to another phone system. Please describe as requested D Pls describe voice transcription with summary See page 2 response 7 and page 4 response For system Licensing purposes: a. In what Bldg will the Primary Server be located? Answer: question was answered on page 35 section 8.C of the RFP. b. In what Bldg will the Secondary Server be located? Answer: This question was answered in the follow-up Q&A provided on October 18, See page 2 response 7. For the purpose of a response, you can assume the city will provide sufficient bandwidth between the primary and secondary center as well as rack space, power and cooling, if you are not proposing a cloud option. c. How many simultaneous SIP Trunks will be used at the Primary site Final Question Responses October 23,

4 Answer: This question was answered in the follow-up Q&A provided on October 18, See page 5 response 23. d. How many simultaneous SIP Trunks will be used at the Secondary site Answer: See 15.c. e. For Survivability will all sites have POTs lines or SIP paths for Survivability i. POTS = No. ii. SIP = Yes at secondary site K. How many virtual mailboxes are required for end users that do not have a physical desk handset? Answer: We currently have 75 virtual mailbox extensions. 17. How many phones will be wall mounted? Answer: Approximately 35 phones +/- 20% will need to be wall mounted. 18. Will SIP trunks be delivered to one location or will they be deployed also to a secondary site for fail over? Answer: See response to question 15 above. 19. How many sidecars are required to support the end users that do not have a physical phone and will those side cars be attached to another employee s phone or will additional phones be required for this functionality. Answer: There is one shared phone in Police roll call with 48 buttons. 20. On page 13, 4.2.D, must provide site survivability for all locations listed in 3E. Can you please describe what you would like? Are you looking for full survivability in the event that the site is not able to connect to the primary virtual environment? Answer: Please see response 15. For the purpose of a response, you can assume that we have functionally lost the primary data center only and that connectivity from other locations serviced by the solution to the secondary data center is still available. a. Would you like it to fail over to a secondary controller? Since you do not have a second vmware server, should this be provided by each vendor? Final Question Responses October 23,

5 Answer: please see response 15. You will not need to provide VMWare capacity for any virtualized workloads. You will need to ensure the software licensing and support costs (including operating system) for any component integrated into your solution is included. Do you want SIP trunks installed on two separate virtual controllers so that trunks can fail between locations? Are you looking for a physical controller at each of the sites outlined in 3E with trunking so they are survivable as a stand alone location? Answer: please see response G. Extraction of recordings should be managed through a central systems management interface and performed by City staff. What recordings are you speaking of? There was not a full time call recording solution requirement in the RFP. Please clarify specifically what you are looking for See page 10 response 6. The intent of this requirement is to address extraction of vmail and on-demand recordings made on the PBX. 22. Page 2 of the Q&A question 7. very confusing response. Are you using Skype for Business for Unified Communications and simply looking for an integration into that? It states handsets must integrate with office 365 PBX? If you are planning on moving to this environment, why are you soliciting a phone system proposal? I am hoping that what you really mean by this statement is that you want to make sure your (office 365) integrates with whatever solution you select and provides that includes softphones and click to dial? Answer: The requirement is for phones to be compatible with Office 365 PBX as a way of future proofing our investment in handsets. We do not believe the economics of migration to Office 365 PBX are favorable at this point in time. 23. Is recording a requirement? You indicate that we MUST integrate with Equature. I thought this was a separate system and didn t need to integrate? It appears that your current recording is station based call recording to your digital telephones. In order for the VoIP telephones to be recorded, it is assumed that an upgrade to your call recording will need to be performed to support station side VoIP. This was not a part of the original RFP so we assume that the City of Worthington will be responsible for the upgrade and to let us know the handoff/connectivity to the phone system. Answer: See response 22. The PBX must support voice mail and on-demand recording. In addition, the integration with Equature is described below. Final Question Responses October 23,

6 24. On the Q&A, page 3, 8c - it is indicated that 9 DIDs are connected to the PBX and are digitally converted to analog. Will you be keeping a PRI to support the faxing across your campus or will you convert these to POTS lines at each site where faxes exist? Answer: Our long-term goal is to transition to a fax service. In the interim, we do not plan to add POTS or retain a PRI (except to meet a contractual commitment.) Therefore, we recommend vendors propose and include costs for a voice gateway/ata solution. You also have the option to propose a fax service solution. 25. Will you provide a MS Word version of the RFP. Answer: Yes, it will be posted to the bid page. Final Question Responses October 23,

7 C. Details for additional drops Unless otherwise specified, all runs are drywall walls, drop ceilings, and terminate on the same floor. Runs between floors should go through existing conduit (where possible) Location Extension Name/Purpose Data Run Details Fire Door 1 FS main entry phone 50ft Fire Door 2 FS NW door phone 150ft, exterior, brick wall, presumably into drop ceiling Fire Door 3 FS SW door phone 180ft, exterior, brick wall, presumably intro drop ceiling Fire Door 6 FS SE door phone unknown length, exterior, brick wall, possibly into attic City Hall 2108 CH Break Room 100ft - run from 1st floor to basement City Hall nd Flr. Storage Room 90ft - run from 2nd floor to basement City Hall 2127 CH Lobby 125ft - run from 1st floor to basement Police 3180 Police Lobby Phone 120ft - run from 1st floor to 2nd floor Police 3303 Dispatch Break Room 170ft - run from 1st floor to 2nd floor Police 3379 Admin Storage Room 50ft Police 3384 Womens Locker Room 210ft - run from basement to 2nd floor Police 3385 Break Room 200ft - run from basement to 2nd floor Police 3386 Mens Locker Room 200ft - run from basement to 2nd floor Police 3392 Sally Port 240ft - block wall, exposed ceiling, drop ceiling, run from basement to 2nd floor Police 3394 Evidenc Dep. 210ft - run from basement to 2nd floor Police 3397 D. Tennant 180ft - run from 1st to 2nd floor Comm. Ctr North Gym 250ft - surface mount conduit, block wall, into drop ceiling hallway Comm. Ctr South Gym 100ft - surface mount conduit, block wall, into drop ceiling hallway Comm. Ctr Community Room 120ft - surface mount conduit into drop ceiling hallway Comm. Ctr Art Studio 70ft Comm. Ctr Meeting Room 80ft - some drywall ceiling, some drop ceiling Comm. Ctr Pottery 70ft - surface mount conduit, may go into hallway with drop ceiling SAE 6108 SAE Lunch 80ft SAE 6114 Building 2 120ft - exposed, garage/mechanical area Parks Maint Park Maint. Office 40ft Parks Maint Parks Garage 250ft - exposed, garage/mechanical area Griswold 8100 Griswold Main 100ft - run from 1st floor to basement Griswold Fire Alarm Control Panel 100ft - run from 1st floor to basement Griswold 8109 Case 120ft - run from 2nd floor to basement Griswold 8110 Topping 120ft - run from 2nd floor to basement Griswold 8112 Fitness 80ft - run from 1st floor to basement Griswold 8113 Hallway 120ft - drywall ceiling, from 1st floor to basement Griswold 8114 Kitchen 175ft - drywall ceiling, from 1st floor to basement Griswold 8115 Tuller 120ft - drywall ceiling, from 1st floor to basement Final Question Responses October 23,

8 D. Equature VoIP recording checklist Equature VoIP Recording Checklist VoIP AUDIO INPUT (SPAN Port Integration) Value Initials Date Port Mirroring can be configured by selecting a specific port to copy all packets and different ports from which the packets are copied. Most managed switches allow for this type A SPAN of functionality. port has been configured to mirror the VoIP traffic to and from the target IP phones. Gateway SPAN. (incoming, outgoing calls only) VLAN SPAN. (incoming, outgoing, internal calls) Selected IP phone SPAN. (incoming, outgoing, A list of internal VoIP extensions calls for selected to be devices) recorded has been provided. Include both MAC and IP address. See below. PBX Model/software version PBX handset type (specify IP phone model) VoIP SIGNALING REQUIREMENTS Value Initials Date Please note all protocol architectures used in the target VoIP network (signaling). (SIP, SCCP, H.323, etc.) Are the VoIP signaling streams encrypted? If yes, then is it possible to turn encryption off? Are Direct IP connections enabled for the VoIP traffic on the network? (An IP phone can call another on the same network without passing through a gateway.) VoIP AUDIO REQUIREMENTS Value Initials Date Please note all audio compression codec s used on the target VoIP network. (G.711, G.723.1, G.726, G.729, GSM, etc.) Are the audio data streams encrypted? If yes, is it possible to gain access to a decryption key? Final Question Responses October 23,

9 VoIP Devices List Switch ID & Port # (SPAN). Print additional pages if total device count exceeds 24 channels. Number IP Address MAC Address Type 1 Sample worksheet no VoIP response needed for RFP 2 VoIP 3 VoIP 4 VoIP 5 VoIP 6 VoIP 7 VoIP 8 VoIP 9 VoIP 10 VoIP 11 VoIP 12 VoIP 13 VoIP 14 VoIP 15 VoIP 16 VoIP 17 VoIP 18 VoIP 19 VoIP 20 VoIP 21 VoIP 22 VoIP 23 VoIP 24 VoIP Final Question Responses October 23,