Village of Frankfort RFP Q and A. There is no data network requirements specified. Can we assume that the network is VoIP Ready? Attached in the email is the network diagram at the village and PD. It is the vendors responsibility to make sure the equipment will work with their proposal. If you got this document from the website, please request network documents as they will not be posted on website by email swybourn@vofil.com Are the PRI s under contract? If so, when do they expire? We are under contract with Call One and the contract expires in September of this year. Is ad-hoc conferencing all that is required? The village has a need to only have 6 on a conference at a time. If this is an extra cost please state that in the response. Do you want to record all calls all the time or only on demand? Currently we just want to have the capability if it is wanted on demand in the future. Do the recordings need to be centrally stored and documented for later legal use or can they be recorded into personal voice mail boxes? We would like to do whatever is best practice and is cost efficient. Are there any other Contact Center capabilities required? We are only needing basic features and a complete contact center is not required. We need the ability to transfer a call at the front desk, have a desktop application, and be able to have park slots or holding areas for people on hold and have hunt groups. You state the various Avaya telephone models at each location but not the quantities. The replacement systems will also have multiple models available. Can you provide the quantities required of your Basic IP Phones, and the two Advanced IP Users as shown in section 6.1? Village Hall Police Dept 15 advanced ip users 4 advanced ip users 25 Basic ip phone at the village hall 22 Basic phones 40 total 26 total System configuration and sizing need more information. Are you upgrading your infrastructure to PoE switches, Cat. 5/5e or 6 cable or is that to be part of the RFP response? Attached is the POE switch diagram, it is the vendors responsibility to make sure these switchers will work or if they need to be changed. At 96% of the locations currently at the village, we have
cat 5 or 6 in place. We are not looking to do rewiring. If you got this from the website, please email swybourn@vofil.com for diagram. Are you running Hyper-V or VMWare for your servers? Are there any data connections between sites fiber ring, MPLS network? We have VMware running main servers at Village Hall. We currently have a VPN through a microwave, speed 100 download 100 upload about 6ms latency. You mention a Contact Center how many agents and how many supervisors? Do you need extensive reports or are you looking more for a sophisticated hunt group that distributes calls and agents can log in and out of their group? All we need is a basic hunt group setup. There are no quantities listed for the various endpoints i.e. softphones, advanced users, analog extensions. A quantity needs to be provided so that the call control sites can be sized properly. These numbers may vary by cost but quote the following if not included in normal package, if advanced features come in basic package we would like all employees to have features. 9 desktop applications 6 at village 3 at pd 5 softphone at (public works) 10 advanced users 8 at village and 2 at PD. There are no quantities listed for analog POTS lines at each site that would run through the new IP system. How many at each location (minus elevator, fax, alarm etc.)? Currently we don t have any pot lines going through village phone system. Is call forwarding outside system with return (sometimes called single number Twinning? Yes Section 4.2.6, please describe blended desktop The software/ softphones should work on a variety of operating systems, windows 7 and up. Also android and ios. Section 4.3.1.1, please describe the desired integration with MS Exchange Server. At a minimum we would like voicemail integration but if possible contact sync would be a plus. Section 4.3.4, Please define the requirements.
The village has a need to only have 6 on a conference at a time. If this is an extra cost please state that in the response. Section 4.3.5.2, Please define the requirements for integration, SMTP, IMAP etc. The ability to have voicemails sent to emails is all that is required. Pricing Table 2, Define requirements for video conferencing. Not required. What is the total number of phones at Village Hall? 40 What is the total number of phones at the Police Dept.? 26 Of the above phones, how many phones need a voice mail feature attached to the phone? 40 at village hall How many general voice mails do you need at the Village Hall (not attached to a phone)? 1 How many general voice mails do you need at the Police Station (not attached to a phone)? 20 How many conference room phones do you need at the Village Hall? 2 How many conference room phones do you need at the Police Dept.? 1 How many receptionist software console is needed at the Village Hall? 6, if there is a soft version of software we will only need 3 of main and 3 of soft version. If it is included we would like all users to be able to use desktop application. How many receptionist software console is needed at the Police Dept.? 3 Of the above receptionist software consoles, how many phones need side cars? 0, we want to use the desktop application instead
Do you want an Auto Attendant at the Village Hall? no Do you want an Auto Attendant at the Police Dept.? no Section 6.1 does not have a site three for Public Works pricing. Where should we fill in the costs? Just add them into the village hall costs but mark them as Public works Section 1.2- What type of monitoring is required? 24/7? We just want the solution to be redundant as explained in 4.2.1.1 Who is the internet provider? What type of speeds are you operating at in each location? Who will be in charge of communicating internet issues; such as outages, downtime, bad modems, etc... to the internet provider. Currently we have 2 internet providers, Comcast 50 download and 20 upload and urbancom 100 download and 100 upload. The vendor will be responsible for making the system be able to use the backup connection and be able to have a plan in place for the village to route calls if networks goes completely down. If provider would like to provide internet/ service they can also do that. Do you want the phone lines/system to completely separate from your current computer network? No that is not needed. 3a.)IF NOT WHO WILL BE RESPONSIBLE FOR THE BACK END NETWORKING RESPONSIBILITIES- THE IT COMPANY OR PHONE PROVIDER The phone company will be responsible to make sure the phone solution will work on current network. If you do want your network and phone traffic separated, is there at least CAT5e running to every phone jack or will running new cable be a requirement? Or will you prefer to run everything off existing phone cables? I prefer to run everything off existing phone cables. Can you define your expectation of "network services"? It is the phone companies responsibility to make sure the phones work on the village network. If changes need to be made we must be notified so we can make changes. How will you be evaluating dial tone providers?
Cost and reliability are at most concern How will you be evaluation Hosted vs. SIP trunk/onsite PBX's? Cost and reliability are at most concern Can you provide a detailed copy of your last 3 phone bills for all locations? They are attached in email, if you got this from the website please email swybourn@vofil.com for a copy of the phone bill. Will you only be porting main phone and fax lines? or all of them? This depends on the solution proposed, we are willing to port everything that makes sense. The fax system is currently going through the current phone system and pri so that will have to be moved on another solution or put on a pot line. What type of fax solution is required? Traditional (send and receive using a fax machine/scanner) or Virtual The village has 1 and PD has 3 traditional fax machines in use. Please provide a solution to move this on another solution or recommend standard pot lines. Either solution, it will be the vendors responsibility to switch fax lines on new or pot line solution. Fax meaning software/web based where faxes are sent and received like an email? The village and pd currently operate on traditional method of fax. How many Faxes at each location? There is a total of 4, 3 at the police department and 1 at the village. Do you have any other devices that are still running off of POTS lines (credit card/ postage machines or alarm lines)? If so what are your plans to transition them away from POTS? We have 1 elevator line, 1 alarm still running on pot lines. We are in the process to transition away pot lines completely if possible. Do you currently have public Internet to the locations? We do not have public internet on locations, there is wifi and password is only given out on request. Can you supply the embedded tables that are in the RFP in a word format? They are attached, please email swybourn@vofil.com if you got this from the internet. Can we respond to the RFP with inline answers? Can you supply this in a format where text can be added? Attached also is the word RFP, again email me for documents if you got this from the internet. Will you provide the Q&A to all participants in the RFP?
This Q@A will be provided to all participants via email and posted on Website where RFP was found.