Telephone System RFP Addendum #1 Issued: July 20, 2016 To: All Planholders of Record This addendum modifies the RFP documents as noted below. Questions & Clarifications: Current Phone System & Handset Info: City currently has 5 different systems at different locations. (Airport) Inter-Tel 3000 7 phone stations (Mountain Fire) Tadiran FlexCOM 200 10 phone stations (Parks&Rec/Ice Arena/CityHall/Police/CentennialHall/Elkins) Tadiran Coral IPS, Tadiran Voicemail, Tadiran PS Office AC, Tadiran Coral IPX 800x 106 phone stations (Transit) VoiceMail System VME 4000 11 phone stations (Public Works Shop)Samsung idcs16 10 phone stations (Concessions) POTS / 1FB 1 phone station (Ambulance Barn) POTS / 1FB 1 phone station City currently has ~158 phone stations and 15 console phones (secretary type functionality) at listed sites, there will be a few other random handsets to remove. Models used: Coral DKT-1100 & DKT2320 / 2321 & Tadiran Flexset ip 280S ~175 handsets to remove Of note: While the City currently has a large number of phone stations, it is not our intent to replace all of them. Employees may opt to access phone through desktop computer, cell phone, tablet, etc. Network Information and Maps The City has a 10g fiber link between the 4 primary campus locations and two data centers. All satellite sites are connected over our 4.9 Ghz point to multipoint wireless
network that gives us ~50 megs up and down depending on location. Please see attached network documentation. The City currently has two datacenters that mirror each other with full backups and replication happening between sites. We are fully virtualized with Nimble Storage, Cisco UCS blade servers, VMWare 6.0 and Veeam handling our DR needs. We have fiber as a primary connection, dragon wave backhaul as secondary, and also have the 4.9 wireless network as a tertiary uplink. We will have a voice gateway router and PoE switches at all locations Site List: City Hall: 137 10 th Street (data center primary) Centennial Hall: 124 10 th Street Mountain Fire: 2600 Pine Grove Rd Parks & Recreation & Ice Arena: 245 Howelsen Pkwy. (data center secondary) Police: 840 Yampa Street Public Works Shop: 850 Critter Court Transit: 1463 13th Street Airport FBO: 3495 Airport Circle
Questions: Do you have PoE switches? we will have a voice gateway router and PoE switches at all locations. What type of redundancy are you expecting from the remote sites? We understand the main site will be high reliability. We wish to have the primary voip phone system fall back to POTS line in the event of a WAN outage to provide basic call functions. What are the models of the existing data switches and do they support QoS and POE? All Cisco switches and routers Data Centers: WS-C4510R+E Fiber locations: 3850/3850X s Remote Sites: ISR4321 router, mix of 3560/3650 switches for client access Support QoS and PoE Other than the features outlined in the RFP, are any other features required/desired (e.g.,, voicemail to email, voicemail transcription? Voicemail to email - yes Voicemail transcription - no
How many individual auto-attendants are required? ne initially, but the ability to create and use them should be included in the proposal How many outbound minutes of calling are typical in an average month? Unknown How many fax, alarm, and other special services lines does the city have? Fax: 13 currently, this will most likely increase Alarm: 16 Special: Unknown How many phone numbers does the city have? Approximately 100 Would the city be open to a hosted/managed solution or must it be premise-based? hosted solutions, must be fully hosted onsite Can you provide the following Information: Telco Facilities utilized for Voice Network See site list above. What is the current connectivity between sites? See network information above Do the facilities terminate at one location or multiple? Multiple Total number of T1 / PRI / CO Trunks / SIP T1: 0 currently PRI: 2 currently CO Trunks: Unknown SIP: Unknown DID Number Ranges 875-1500-1599 871-8200-8299 871-7000-7099 Non-DID Number Ranges Unknown Extension Length - 3 digit extensions
Do you wish for your existing Telephony system and new Telephony system to be integrated and be able to work together for extension to extension dialing during the transition? Does the City currently utilize a Disaster Recovery location away from the NOC that supports their Voice and Data Network or does the City wish the Redundancy to be collocated at the NOC for this proposal? Redundancy should be achieved by collocation at the two data centers. Can you clarify that this proposal requires redundancy for the Voicemail system? Correct, redundancy applies to whole system including voicemail Total Number as well as Type of current End User Devices at each of your locations to be replaced. See current phone system and handset info above How many Soft-Phones for each of the locations - or do you want all VOiP Physical phones to have the option of a Soft Phone as well. All VOiP Physical phone should have the option of a Soft Phone. Total Number of Analog Station devices needed at each of the locations. See current phone system and handset info above keeping in mind that all devices may not need to be replaced. Total Number of Telco 1FB-1MB trunks needed to run through the phone system at each of the locations. 2 if I understand the question correctly Will there be a need for Over Head Paging Access at each of the locations, and is it Zone Paging or Page All. Maybe How many voicemail channels do you currently utilize for your City Telephone enterprise currently? Unknown, about 300 VM mailboxes currently Is the current number of voicemail channels adequate for your vendors to provide as a number to quote on or would you like us to use a different provided number? How many Voicemail User Profiles will you need designed? 2-3 profiles
Will the awarded vendor be responsible to design all user profiles, or would you like the vendor to design a few and show the City System Administrator how to design the rest? Vendor will design a few and train the City System Administrator. What is your current voicemail integration today? ne, access and control VM through handsets Are you interested in going SIP for an integration? If necessary Will the redundancy for Voicemail be collocated at the NOC location or will it be at a DR (Disaster Recovery) location? Collocated between two data centers Do you wish to have Speech implemented as part of your new voicemail system? How many Auto Attendant Menu's currently does your system utilize today? ne Will the City provide the vendor, when awarded, the documentation of how your Auto Attendants shall be designed in detail? Can you provide the Vendor with the Quantity, Make and Models of the equipment to be replaced and removed from each of the existing locations. See above Do you currently have an E911 application, like Red Sky, that would need to be integrated and tested? Who is your service provider for your voice lines? CenturyLink How many desk sets? See above How many extensions are needed at each building? Same number as phone stations Do you have a rough estimate on how many mobile devices you will want? ~100
On IV. SOW item C.3.N what are the users logging into that you want to track their activities? To/From numbers, call time and duration, VM access, etc Under Technical Requirements V. B. 3 what is your definition of "non-blocking"? o Industry standard definition applies What type of Video? Initially, point to point capability, with room to grow into conference room video. What type of redundancy are you expecting from the remote sites? We understand the main site will be high reliability. Complete redundancy from either sites sufficient that the system can maintain functionality For the deployment of the system, will it be expected to run on the VMware release 6? Are there any Call Center Requirements? Are there any Interactive Voice Response service needed? Inbound and outbound call traffic? Long Distance trunks? What is the current cabling infrastructure in each site? See network information above CAT 5e / CAT6 at all locations What type of training end user and administration? Both What type of support and how many years? 8x5 annual 3 years to be included in proposal