ADDENDUM No. 1. Request for Proposals (RFP) VoIP Telephone System April 18, 2011

Transcription

1 ADDENDUM No. 1 Request for Proposals (RFP) VoIP Telephone System April 18, 2011 A. CLARIFICATIONS AND MODIFICATIONS TO THE RFP 1. This Addendum is posted on the West Virginia Higher Education Policy Commission (HEPC) purchasing webpage at the following URL. The name of the successful vendor(s) will also be posted on the HEPC purchasing webpage and will constitute official notification of the contract award The date for receiving Sealed Proposals has changed. Sealed Proposals will be received until 3:00 PM, EST, May 6, 2011, by: Chief Procurement Officer RFP West Virginia Higher Education Policy Commission 1018 Kanawha Boulevard, East, Suite 700 Charleston, WV Electronically transmitted (faxed or ed) proposals will not be considered. 3. A non-mandatory preproposal meeting has been scheduled for 10:00 AM, Eastern Time, April 28, 2011, at: West Virginia Higher Education Policy Commission 1018 Kanawha Boulevard, East, Suite 700 Charleston, WV th Floor Conference Room 4. Final questions from the preproposal meeting will be received in writing until 5:00 PM, Eastern Time, April 28, No further questions received after this time and date will be answered. 5. A primary goal of the project is to reduce telecommunication costs for the HEPC and Council, therefore preference will be given to a proposal that provides a SIP-trunking solution. 6. Preference will be given to proposals that include handsets from one of the following list of manufacturers (no particular order): Cisco, PolyCom, Snom, Aastra. 7. Successful bidder will receive notice of award and purchase order issued by May 20, B. VENDOR QUESTIONS AND ANSWERS TO QUESTIONS Q1. Is the WVHEPC acceptable to a non CPE based VOIP system for RFP 1168 that is provided by the CLEC (Communication Provider)? In other words, an IP Centrex like service with the phones either sold or leased to the WVHEPC. A non-cpe system would not be acceptable. A CPE-based VOIP system is described in the RFP, and should be part of the vendor's proposal. April 18, 2011 Page 1 of 7

2 Q2. I am writing to ask a question about the referenced RFP in the subject line of this . My company is incorporated in South Carolina, but does work throughout the East Coast. Can my company be considered for this project with it being established in South Carolina? Is there any preference giving to a company established in West Virginia over my company? All proposals will be evaluated according to the evaluation criteria in the RFP. There is no vender preference for services. Q3. Presently is the delivered by Outlook? Yes. Q4. Will all telephone sets have a voice mailbox and Unified Messaging, should they be priced separately? Yes, all telephone sets should have voice mailbox and Unified Messaging. It is incumbent on the vendor to propose pricing options. Q5. Will the 50 Central Office Analog Lines stay Analog or change to two Digital PRI S? Section 1.4 of the RFP indicates that the ideal proposal is all-inclusive in that the vendor will provide hardware, software and services sufficient to enable a turnkey solution. Therefore, it will be incumbent on the vendor to propose the most cost effective solution for PSTN connectivity and to offer, or partner with other service providers to offer, services sufficient to enable a turnkey solution. Q6. Is there a certain amount of 10 button phones or 20 button phones? A minimum of button phones is required. Q7. Section 1.1 RFP The existing telephone system is comprised of approximately 110 operational extensions and corresponding voice mail boxes. In addition, the system supports more than 50 incoming telephone lines, including analog fax lines. Existing equipment includes two attendant sets with a combination of numerous 10 and 20 button telephone sets. Question(s): A. RE: Incoming Lines: Please provide the type and quantity of incoming lines that will be connected to the new VoIP phone system. B. Will you be using analog POTS lines or digital (ISDN-PRI) circuits for the new phone system? C. If digital PRI circuits, how many? Is Direct-in-Dialing (DID) to be used? Are all lines terminated at one central location? D. Are the fax lines to be separate from the new phone system? If the fax lines are to be part of the new phone system, provide quantity and type and will fax lines be at a ratio of (1) analog line connected to (1) analog extension? A. Section 1.4 of the RFP indicates that the ideal proposal is all-inclusive in that the vendor will provide hardware, software and services sufficient to enable a turnkey solution. Therefore, it will be incumbent on the vendor to propose the most cost effective solution for PSTN connectivity and to offer, or partner with other service providers to offer, services sufficient to enable a turnkey solution. B. See answer A C. With the exception of analog fax services, current DID assignments are to the Division-Level only. It will be incumbent on the vendor to create a dial plan that supports DID to individual users. Current operations are contained in one location; however, field-based staff will eventually need VOIP service connections to the system. D. See answer A April 18, 2011 Page 2 of 7

3 Q8. RE: Telephones: A. Are we to propose (110) telephones? B. How many of the telephones require extension and voice mail licenses (typically associated with a person) and how many are to have extension only licenses (typically associated with non-person extensions such as kitchens, conference rooms, courtesy/common areas, etc.)? C. Are we to provide Unified Communication software (with presence information) for all telephones associated with a person? D. Please provide a breakout of phone quantities by building location. A. Existing system includes a minimum of 110 operational telephones. B. Approximately 15 to 20 telephones will require extension only licenses. C. Yes. D. Current operations are contained in one location; however, field-based staff will eventually need VOIP service connections to the system. Q9. Section RFP A detailed timeline for the project Question: Please provide your required timeline so that we can provide details that conform to your needs. VoIP system to be fully installed and operational by June 30, Q10. Section 3.1 RFP: Feature requirements: Local survivability in case of WAN connectivity problems. Question: Please provide quantity of buildings, WAN connectivity diagram and breakout of quantity of phones per building Current operations are contained in one location; however, field-based staff will eventually need VoIP service connections to the system. Q11. Section 3.1 RFP: Individual, group, and overhead intercom/paging Question: Please provide quantity, locations and model numbers of existing paging equipment control units. Paging service is currently provided through the existing PBX. Q12. Section 3.4 RFP: The proposed system must be compatible with the existing IT infrastructure with limited modifications Question: Please provide a network diagram, including WAN layout (buildings and WAN connections), existing network infrastructure equipment. Netgear ProSafe GS724TPS switches are deployed using a hub-and-spoke topology. Also, see answer for Q10. Q13. Section 3.4 RFP: Backup power service (UPS) should be part of the proposed hardware solution Question(s): A. Does the UPS have to back-up the existing PoE switches as well as the new common PBX switching equipment or the PBX equipment only? B. If PoE switches are to have UPS back-up, we need to [k]now the quantities, locations and power requirements. Also: for how long of a period is the UPS to be provisioned (e.g. 30 minutes, 1 hour, 4 hours, etc)? A. The UPS should provide power only to the PBX. B. At minimum, the UPS should power the system one hour. It should also gracefully shutdown the system when battery power is nearly exhausted. April 18, 2011 Page 3 of 7

4 Q14. Can arrangements be made for a site survey/walkthrough? Yes. Currently scheduled to occur on April 28, 2011 beginning at 10:00 a.m. Q15. Section 1.1: You state that the existing system has +/- 110 stations with voic boxes and >50 incoming telephone lines. The ratio of Telco lines to stations is somewhat high compared to the standard average of 8 to 1. This is an average without traffic study data. A. What are the bases for the number of telephone lines? B. Have you ever had a traffic study done on your usage? C. You ask for the system to be designed to satisfy future growth Do you have any idea of the possible future growth; 300, 500 or 1000 stations? D. Existing equipment, your telephone sets are a combination of 10 and 20 button units, what is the minimum number of buttons do you want on the new phones? (50 with a minimum of 10 programmable buttons & 60 with a minimum of 20 programmable buttons) A. The ratio of lines to stations was determined many years ago based on the number of staff in each division / unit. Additional lines have been added over time for numerous reasons. B. No. C. No, however at a minimum the system should be able to support double the existing user-base to accommodate future growth. D. Minimum of 10 programmable buttons. Q16. Section 1.2 #3. A. Existing network (LAN), type of switches? B. Managed? C. POE? D. Any Hubs in use? E. Does LAN support Layer 3 quality of service (QoS), specifically TOS and DiffServ? F. Does LAN use MPLS and / or RSVP for TOS and DiffServ support? A. Netgear ProSafe GS724TPS switches are deployed using a hub-and-spoke topology. B. Yes. C. Yes. This is stated in the RFP (3.4). D. No. E. Yes, port-based Layer 3 QoS (DSCP) is supported. ToS / DiffServ are implemented via the switch s autovoice VLAN feature. F. See answer E. Q17. Section 1.2 #4. A. Is existing network cable CAT5e or better? B. Do all locations that require a phone have a network cable in place or will new cable be required? A. Yes. B. All locations that require a phone have a network cable in place. Q18. Section 1.3. You ask that the automated attendant have the capacity to support multiple divisions / units independently. A. Please provide a number of these units. B. Will all calls come into a Main greeting first and then give the caller the option to go to the various divisions, i.e. Academic Affairs, Administrative Services, Finance and Facilities etc. as well as the option to dial an extension or dial by name? Or - Each division has its own published phone number? Caller calls XXXX and gets the auto attendant greeting for April 18, 2011 Page 4 of 7

5 Academic Affairs and then dial by name, station number or some other option for information etc.? A. There are currently 15 separate divisions / units / departments within the Commission and Council. B. To be determined. Q19. Section 1 General Information A. Can you provide a list of sites that need to be supported? B. Can you provide a complete inventory of related devices Ex. Single line phones, Multi line phones, Wireless handsets, Fax Machines, etc? C. Please identify the make and model of each PBX to be replaced along with their current configuration. D. What type of PSTN connection is installed at each location Ex. T1 PRI, BRI, POTS, etc? E. Can you provide network topology drawings that include hardware Make, Model, and Software version? F. Gigabit Network pass-through is identified as a requirement for the phones. Would Fast Ethernet pass-through be considered as a cost saving measure? G. Has QOS for voice traffic been implemented in your environment yet? H. Please describe the quantity and function desired for Automated Attendants. I. What Category is all of the existing facilities data cabling and has it been certified? A. Current operations are contained in one location; however, field-based staff will eventually need VOIP service connections to the system. B. 110 Multi line Phones; 2 Full feature, multi line attendant sets; 1 Wireless Handset; 13 Fax Machines; 3 Teleconference Units; 1 Modem Line C. Toshiba DK280 D. POTS E. Netgear ProSafe GS724TPS switches are deployed using a hub-and-spoke topology. F. No. G. No. H. To be determined by HEPC / CCTCE administration. I. Cat5e or better. Certification status is unknown Q20. Section 3.1 System Requirements A. Please identify applications that require the ability to publish presence information if any. B. Please identify applications that require computer-telephony integration if any. C. Please describe in detail all paging scenarios that will be required. D. The RFP states the need to route inbound calls to selected phone. Do users currently have Direct Inward Dial? Will the succefull bider be required to create a new dial plan? A It will be incumbent on the vendor to provide an application, or application integration with existing software, that publishes presence information beyond handset-based indicators. B. Primarily Microsoft Office 2007-based applications. C. Section 3.1 of the RFP states: Individual, group, and overhead intercom/paging. D. With the exception of analog fax services, current DID assignments are to the Division-Level only. It will be incumbent on the vendor to create a dial plan that supports DID to individual users. Q21. Section 3.4 Other Hardware Requirements A. How many Network/Switch Rooms are there in total? April 18, 2011 Page 5 of 7

6 B. Can the electrical receptacles and breakers be upgraded if necessary to install a properly sized UPS unit? A. There are eight switch locations, with a central server room that acts as the network hub. B. Yes. However, Section 1.4 of the RFP indicates that the ideal proposal is all-inclusive in that the vendor will provide hardware, software and services sufficient to enable a turnkey solution. Therefore, it will be incumbent on the vendor to propose the most cost effective solution for PSTN connectivity and to offer, or partner with other service providers including those that provide electrical service upgrades to offer, services sufficient to enable a turnkey solution. Q22. In reference to RFP 11168, how will the agency be connected with the PSTN, Centrex lines w/caller id, ISDN PRI, or SIP trunk. Also how many analog fax lines will be connected through the new telecommunications system. Section 1.4 of the RFP indicates that the ideal proposal is all-inclusive in that the vendor will provide hardware, software and services sufficient to enable a turnkey solution. Therefore, it will be incumbent on the vendor to propose the most cost effective solution for PSTN connectivity and to offer, or partner with other service providers to offer, services sufficient to enable a turnkey solution. There are currently 13 separate fax lines. Q23. Section 3.1 requires support of the IAX Protocol. I believe that is a Shoretel protocol? Does the proposed solution have to have IAX support? The protocols listed were examples of those commonly used in VoIP systems. It is incumbent on the vendor to propose a system with the broadest range of protocol support. Q24. Section 3.1 support for 911. How granular does the response have to be, to the Address or to the desk? To the physical address, and main reception area. Q25. Please confirm there is only one location and no other connections needed to other locations? Current operations are contained in one location; however, field-based staff will eventually need VOIP service connections to the system. Q26. Could you list the number and types of trunking the PBX will need to connect to (T1 s CO, etc). See answer Q22. Q27. Please expand what HEPC is looking for requesting local survivability in case of Wan connectivity failure, please describe WAN, are there other locations? See answer Q25. Q28. Call Accounting System what are some of the features or how elaborate a call accounting system are you looking for? Ability to charge each division / unit for proportionate share of costs. Q29. Are all phones to be1gb phones? Are all phones to be the same and what general type of phone do you want? All phones must support Gigabit Network pass-through. With the exception of attendant phones and extension only phones, all remaining desk phones should be identical. April 18, 2011 Page 6 of 7

7 Q30. UPS Sizing How many Approximate minutes of runtime would you require? See answer Q13-B. Q31. How many buildings are involved with locating phones and are they on same campus? There is one building. See answer Q25 for additional information. Q32. Are the 110 extensions to be VoIP sets, if not could you provide breakdown? Yes, all are to be VoIP. Q33. Is there an existing internal LAN for the university? There is an existing single LAN that serves both the HEPC and Council. Q34. Are there existing CAT5 type connections where VoIP phones are to be located? Yes. Q35. Are there any existing Analog phones that need to be supported off the proposed system and how many existing fax machines? There are no analog phones to be supported and there are 13 existing fax machines that must be supported. The system should be able to accommodate additional fax machines if needed. Q36. We will assume existing POE switches for powering phones and utilizing existing wiring and will provide UPS system; are the buildings on generator backup to take over from the battery units? Section 3.5 of the RFP states, The VoIP system must include a UPS as part of the overall equipment package to support the system in the event of a power outage. Therefore it will be incumbent on the vendor to include UPS equipment in their proposal. See additional information in answer to Q13. There is one building and no generator for emergency/backup power. April 18, 2011 Page 7 of 7