REQUEST FOR INFORMATION

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1 REQUEST FOR INFORMATION Newport News Public Schools ISSUING OFFICE: DATE: June 7, 2017 RFI ITEM NO /TRDH PURCHASING DEPARTMENT WARWICK BOULEVARD NEWPORT NEWS, VA TELEPHONE: (757) FAX: (757) Attention of Offeror is Directed To Section to Code of Virginia (Ethics In Public Contracting) PROCUREMENT OFFICER Tracey Delk-Hart, VCO All inquiries for information regarding this Request for Proposal are to be directed to the Issuing Office as defined herein. COMMODITY: Enterprise VoIP System NIGP CODE: 924, 208, 209 CLOSING DATE June 22, 2017 CLOSING TIME 2:01PM PLEASE FILL IN OFFEROR S NAME & ADDRESS IN THE SPACES PROVIDED BELOW: THIS IS NOT AN ORDER THE SCHOOL BOARD OF THE CITY OF NEWPORT NEWS, HEREAFTER REFERRED TO AS NEWPORT NEWS PUBLIC SCHOOLS (NNPS), RESERVES THE RIGHT TO ACCEPT OR REJECT ANY AND ALL PROPOSALS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITIES IN THE COMPETITVE NEGOTIATIONS PROCESS. FURTHER, NNPS RESERVES THE RIGHT TO ENTER INTO ANY CONTRACT DEEMED TO BE IN ITS BEST INTEREST. THE ENTIRE CONTENTS OF THE REQUEST FOR PROPOSALS, ANY ADDENDA, OFFEROR'S PROPOSAL AND NEGOTIATED CHANGES SHALL BE INCORPORATED BY REFERENCE INTO ANY RESULTING CONTRACT. NNPS DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS. DESCRIPTION OF GOODS/SERVICES Enterprise Voice over IP (VoIP) ACKNOWLEDGE RECEIPT OF ADDENDUM: #1 #2 #3 #4 (Please Initial) IN COMPLIANCE WITH THIS SOLICITATION AND TO ALL THE CONDITIONS IMPOSED HEREIN, THE UNDERSIGNED AGREES TO PERFORM ANY CONTRACT AWARDED AS A RESULT OF THIS SOLICITATION. THE FOLLOWING SECTION SHALL BE SIGNED BY AN AGENT AUTHORIZED TO BIND THE COMPANY. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN PROPOSAL REJECTION. Authorized Agent: Signature Type or Print Name Address Telephone Number Fax Number Company FEI/FIN# ENCLOSURE RFI# /TRD-H Page 1 of 5

2 I. PURPOSE The intent of this Request for Information (RFI) is to obtain non-binding estimates for budgetary purposes and obtain information on a fully redundant Enterprise Voice over IP (VoIP) telephone system, services, and maintenance for the life of the system. Newport News Public Schools is seeking information on third party systems which modularly encompass Enterprise Voice over IP (VoIP) that is scalable and provides enhanced inter-operability and integrates with our current 3Com VCX system. II. STATEMENT OF NEEDS A. GENERAL Newport News Public Schools is looking to replace our current fully redundant HP/3Com, VCX VoIP, V6000 system. End of life/support for our current system is December 31, The system is supporting approximately 3800 users/voic s. The current system has the following capabilities. For day to day operations the school system currently uses auto attendants (with call blocking to classrooms during teaching hours), bridged lines, hunt groups, call pick up groups, page groups, find me follow me, and limited voic to . The newer Public Address (PA) systems work off of an Audio Codes FXO gateway, while our older systems utilize page groups to announce through the phones. The school system utilizes 2 different models of phones: 3101 Basic Speaker Phone and 3102 Business Speaker Phone. All models are AF POE Compliant. The school system utilizes 6 PRI s with 2 HP MSR30-40 routers for the VCX system. The school system is in the process of installing a ShoreTel/Multi-Tech Fax solution with a SIP trunk for communications with our HP/3Com system. All phone logins are locked to the specific extension to prevent accidental logout. This is extremely important to our school based phones; both classroom and office. B. SPECIFIC REQUIREMENTS The system shall include all current features that the school system is using, as described in A. General. The proposed solution must be a pure IP based UC solution. The proposed solution must be data network hardware agnostic. The proposed IP Telephony system should be fully redundant. o Does the proposed solution provide for no single point of failure? Please explain. o Please describe how the proposed solution can support a hybrid deployment leveraging both VMware and appliance based hardware. o What operating systems does the proposed solution utilize? o Will the proposed system include dual network ports on each appliance for redundancy? o Please describe how the proposed solution provides local site survivability. o Please describe how the proposed system can support FXO, FXS, and IP Handsets on a single appliance. o What is the user scalability of the proposed solution? Please describe the growth model. The system should integrate with our current 3Com VCX System (v9.8.15) o Can our current 5-digit extensions move seamlessly to the proposed solution? o How will the proposed system communicate with our current one, and vice versa? o Will the proposed solution interact with media gateway models: V7111, V7122, and V6000? Does the proposed system use Secure SIP with encryption down to the endpoints? RFI# /TRD-H

3 Does the proposed system integrate with Microsoft Active Directory and Exchange? Does the proposed system provide a Single Administration solution? o Please elaborate on how this requirement is fulfilled. o Is the management portal for the proposed solution browser independent (Safari, Firefox, Chrome, Edge )? The proposed solution shall provide, from the proposed IPT vendor, specifically designed advanced apps for the k-12 environment. (not 3rd party) Please elaborate. Can the proposed system support both SIP and PRI without having to replace hardware? The school system requires a two-step upgrade process for appliances for testing and failback capabilities. o Please describe the upgrade process. o Is the proposed solution a Single Image System? The proposed solution must include at least two phone models and one conferencing phone with the following features: o IEEE 802.3at Type 1 PoE compliant o Network equipment vendor neutral o Able to 802.1x port-based authenticate o Gigabit 2 line handsets o A minimum of an 8-line display for admin users o Headset integration. Types? Does the proposed system support both device attached (MP3 player, CD player ) and file based music on hold? The proposed solution must include a client. o Does the solution include fully featured UC client licenses? Please elaborate on the different license options. o Does the proposed system support the same UC client for both Mac and Windows? o Does the proposed solution provide point-to-point video between clients? o Does the proposed solution offer a Mobility Solution with Automatic Wi-Fi Handoff? o Does the proposed solution offer a Mobility Solution that allows a user to join audio or web conferences with a single click from mobile client? o Please describe the security levels and protocols for remote users. The school system requires an option for Secure AES encryptions. Please describe how the proposed solution s conferencing option manages conferences regardless of device type (Mac or Windows)? Does the proposed solution provide a video conferencing option with integration with the UC client, Outlook, Skype for Business, and Google Suite? Please explain. Please describe the escalation process between chat, call, video and screen share regardless of environment (Mac or Windows)? Please describe how the proposed solution can leverage the future SIP tie trunk between ShoreTel/Multi-Tech and HP/3Com without requiring additional hardware and software. Does the proposed solution provide Emergency Notification for 911 calls and/or off hook timeout alerts? Please explain. Does the proposed system have a call center solution? Please explain. Does the proposed solution provide the guaranteed lowest TCO (Total Cost of Ownership) over a five-year period? If so, please provide supporting documentation. Please describe the process, with cost, for an engineer to become fully certified on the proposed solution. Responders must currently hold the highest level of manufacturer certification (i.e. Cisco Gold, ShoreTel Platinum, Mitel Platinum) and be in good standing with the manufacturer. Please provide evidence of this requirement. RFI# /TRD-H Page 3 of 5

4 Please elaborate on the other capabilities the school system desires: o The ability to change music on hold for individuals and/or at large o The ability to change ringtones at the user level o The ability to have individual user logins and the ability to change what that user can change/access (e.g. self-service) o The ability for users to manage voic boxes from a web GUI interface o The ability to do fax transmissions over voic / o The ability to host conference calling o The ability to transfer a call in progress from desk phone to cell phone. o The ability for a user to initiate call recording o The ability for automatic call recording on specific extensions o The ability to override DND in the case of an emergency The maintenance agreement shall include the following: o The contractor shall provide product specific technical support 24 hours a day, 7 days a week, via a toll-free telephone number. o The contractor shall provide an estimate for a total of five (5) years of maintenance; to include, the core system and software to begin from the date of system commissioning. o The contractor shall respond onsite within 4 hours in the instance of a 30% or greater system wide failure. o The contractor shall provide software upgrades. RFI# /TRD-H Page 4 of 5

5 III. SPECIAL INSTRUCTIONS TO THE OFFEROR A. Definitions: Issuing Office: Wherever used in this Request for Proposal, Issuing Office will be: Tracey R. Delk-Hart, Buyer Newport News Public Schools Purchasing Department Warwick Boulevard Newport News, VA Phone: (757) Fax: (757) B. Offerors of Record: Offerors receiving a copy of this RFP from a source other than the Issuing Office via must contact the Issuing Office and provide Offeror s name, address, contact person, telephone and fax number, and the RFI Item Number. Offeror will be added to the eva Planholders list and will receive notification of any addenda to the RFI. C. Submittals Responses to this RFI can be submitted via to Tracey.delkhart@nn.k12.va.us. D. Questions: Offerors must submit questions regarding the Request For Information in writing to the Issuing Office at Tracey.delkhart@nn.k12.va.us. RFI# /TRD-H Page 5 of 5

ORLEANS PARISH SCHOOL BOARD PURCHASING DEPARTMENT 3520 General DeGaulle Drive, Fifth Floor, Suite 5038 New Orleans, LA 70114

ORLEANS PARISH SCHOOL BOARD PURCHASING DEPARTMENT 3520 General DeGaulle Drive, Fifth Floor, Suite 5038 New Orleans, LA 70114 Tuesday, February 27, 2018 ADDENDUM NO. 3 REQUEST FOR PROPOSAL NO. 18-0017 E-RATE