Download RFP Here (Word Format)

Chatham County DSS

REQUEST FOR PROPOSAL

Telephone System

Dated: January 19, 2005

Proposals Due: February 11, 2005

Table of Contents

Table of Contents 2

Overview 4

RFP Guidelines 6

Current Environment 17

Target Environment 20

Telephony Requirements Details 23

Phone Set Requirements Details 36

VoIP Requirements Details 42

Application Requirement Details 44

System Management Requirements Details 50

System Security Requirements Details 55

Environmental Requirements Details 58

Maintenance and Warranty Requirement Details 60

RFP Chatham County DSS

- -

Telephony Requirements Details

Solution Implementation 65

Documentation & Training 66

Solution Pricing 67

Appendix A – Supporting Documentation 76


- -


Overview

Chatham County Department of Social Services is interested in purchasing a digital telephone system that will

centralize phone services and voicemail. Currently, there are three locations, with two of them sharing phone services

and the other is a standalone system.

The department currently consists of offices in three locations:

Chatham County Social Services Main Office

102 Camp Drive Pittsboro, NC

Approximately 65 current workstations

A separate “annex” building on the same site is to be built April 2005

(Will have approximately 16 workstations)

Child Support Office

89 Chatham St West Pittsboro, NC


Social Services Office – Siler City Satellite Office

1105 E. Cardinal St Siler City, NC


Main objectives will be to:

Connect three locations to a central phone system

Create a system that will be flexible for the future

Desirable features of the new system should include, but are not limited to:

- 4 digit extension dialing between offices

- Direct dial-in numbers

- Transfer of calls internally and externally

- Conference call ability

- Intercom

- Voicemail

- Caller ID


- -


- Optional ability to merge into a Voice over IP system in the future

- User-friendly system administration program and system training

Chatham County DSS seeks an all-inclusive “turnkey” proposal that will unify phone services and connections

between offices. The proposed system should be adaptable for the future. The following specs are intended to help

the bidder create a proposal, not dictate a specific method.

New system will need to be installed within 45 days of signing the contract.

Time Line:

Advertise 1/20

Open Meeting at DSS for Q&A 1/27

Proposals due 2/11

(Review proposals)

Recommend at BOC meeting 2/21

Once contract is signed, work can begin with a 45 day implementation


- -


RFP Guidelines

Instructions and information

General Format Instructions

This Request for Proposal (RFP) provides information that Chatham County DSS (hereinafter referred to as “the

County”) will use to make their system selection decision. Bidders are responsible for following the instructions

provided in this section in preparing their responses. Failure to respond in the manner identified may result in the bid

being disqualified. If a bidder cannot comply with these instructions, they should provide notification in writing as

soon as possible, but no later than the date of the bidder’s conference (to be discussed in a subsequent area of this

document). If a variance is approved for a particular bidder, the same variance will be allowed in all responses and

mail and/or fax of the variance will notify all bidders.

The proposal must address each item in the following sections in the order they appear in the RFP. Each question in

the RFP must be answered in turn. The sections must be clearly marked with the same headings as the RFP and all

pages numbered for easy reference.

An Executive Summary providing a concise description of the system being proposed and the advantages of

acquiring this particular configuration must be provided. The Executive Summary must also provide a schematic of

the major system components including the number and types of stations, lines and interconnecting links to peripheral

systems.

Following the Executive Summary, address each item in each section as it appears in this RFP. Please use the RFP

sections and numbers. The feature description section requests specific information on several items. A standard

feature list will not suffice. Do not include boilerplate descriptions, sales brochures or annual reports in the body of

the proposal. They should be added as appendices or attachments. Any information you feel is relevant but was not

specifically requested should be presented in the appendices. Prior to submitting your proposal, update the table of

contents provided in this document.

Note: Organizations receiving this RFP shall hereinafter be referred to as "The bidder" or “bidders”.


- -


Time and Place for Receipt of Proposals

Completed proposals must be received by

5:00 PM on 02/11/05

Timely submission is the sole responsibility of the bidder. Faxed copies of the proposal will not be accepted. The

County will reject your response if received after the specified time. It is our intent to have analysis of the bids

completed and a decision made by no later than 02/18/05. The County will not return to proposing firms proposals or

other information supplied to the County.

Duration of Offer

Proposals must be valid for a minimum of 90 days following the closing date of this RFP.

Review Rights

Proposals submitted may be reviewed and evaluated by any person(s) considered necessary to the decision making

process at the discretion of the County

Bidder Proposal Preparation Costs

Costs for developing proposals are entirely the responsibility of the bidder and will under no circumstances be

transferred to the County or any other affiliated organization.

Alternate/Multiple Proposals

Bidders may submit alternate and/or multiple proposals. However, all such proposals must be in direct compliance

with the format of this RFP. In all cases, to be considered responsive, all proposals must clearly meet the intent of the

mandatory requirements as the overall objectives of the RFP. In the interest of economy, identical information,

literature, etc., need not be provided when additional proposals are submitted.

Self-Contained Proposals

Each Proposal must be capable of being read on its own. Each Proposal must be self-contained electronically on one

CD and 7 hard copies in separate binders. No Proposal may reference material in another Proposal.


- -


Cover Letter for Multiple Proposals

If multiple Proposals are submitted, the bidder should submit a cover letter describing all differences between them.

An identical copy of the multiple Proposal cover letters must be included with each Proposal.

Delivery of Response

Each bidder must send seven hard copies and CD version of each Proposal clearly marked "Master Copy" to the

following mailing and delivery address:

Robin James, Purchasing Agent

Chatham County Finance Dept.

PO Box 608

12 East St

Pittsboro, NC 27312

Withdrawal and Resubmission

A bidder's Proposal may be modified before the stated Proposal Due Date by withdrawal and resubmission.

Modifications offered at any other time or in any other manner will not be considered.

Discrepancy between Copies

If discrepancies are found between the copies, the "Master Copy" will provide the basis for resolving any

discrepancies.

Public Release of Information

News releases, articles, brochures, advertisements, prepared speeches, and other information concerning this RFP, or

any subsequent contract or activity related thereto, may not be made without the prior written approval of the County.

Pre-bid Conference (optional)

Each bidder will be given the opportunity to meet with representatives of the County to clarify and discuss the RFP

requirements, if needed. Meeting will take place on 01/27/05 at 2:00 PM at the Dept. of Social Services main office

at 102 Camp Drive in Pittsboro . Coordination of any site survey deemed necessary by the bidder should be done

with Sandy Coletta (DSS) at (919) 542-2759.


- -


Clarification Requests

Ongoing questions during the proposal preparation will be answered by:

Chatham County MIS Dept.

Jody Moore, Director

[email protected]

Please use email subject line: DSS RFP

No interpretation of the drawings, specifications or other bidding documents, nor correction of any ambiguity,

inconsistency or error therein shall be made orally to any supplier. Every request for such interpretation or correction

should be made in writing. Questions raised by one bidder, which materially affect other bidders, will be answered

via RFP addenda distributed to all bidders, if appropriate in the County’s judgment. All addenda must be

acknowledged in writing to Robin James, Purchasing Agent, in the proposal submitted by the bidder. No questions

will be answered during the seven-day period preceding the date set for opening the proposals except those regarding

process.

This RFP, any subsequent addenda, and any written responses to questions take precedence over any information

previously provided.

RFP and related questions will be located at http://www.co.chatham.nc.us/dept/finance/web/index.htm under Bid

Opportunities.

Bidder Contact

The bidder must designate a single point of contact with secondary and tertiary contacts. The bidder should provide

the name, title, responsibility, address, email address and telephone number of each contact.

General Bidding Parameters

Contingencies

Bidders, before submitting their bid, should make a careful examination of the scope of the work to be done and of

the difficulties involved in its proper execution; to include in their bid all costs they deem proper and sufficient to

cover all contingencies essential to the installation of the proposed system notwithstanding that every item or

contingency is not specifically mentioned herein.


- -

http://www.co.chatham.nc.us/dept/finance/web/index.htm

mailto:[email protected]


Solution Dependencies and Constraints

The bidder must specify all dependencies and constraints that the proposed solution might place on the County or

other third parties. Dependencies include, but are not limited to, hardware, software, networks, bandwidth, facilities,

desktops, labor, etc, as well as release dates for any of the proposed components. All expectations of, and

dependencies on, the County by the bidder must be clearly delineated.

Insurance

The selected vendor shall furnish certificates of insurance covering Workman’s Compensation and Liability

insurance and hold the County harmless against all claims arising out of the system installation.

Permits and Codes

The selected vendor shall comply with all laws, codes, rules and regulations of the State, County, and Town

applicable to the work to be performed at the County’s premises. Any permits lawfully required shall be obtained by

the vendor, who shall pay all lawful charges.

Environmental Specifications

Environmental specifications approved by the manufacturer shall be furnished as a part of the equipment proposal.

These specifications shall be sufficient to ensure that the equipment to be installed shall operate efficiently. The

County will prepare the site at its own expense and in accordance with the specifications furnished. Cost for site

preparation and floor space used will be considered in the evaluation of the proposals.

Shipments

All shipments to and from the site shall be made at the bidder’s expense. Supervision of packing, unpacking, and

placement of equipment shall be furnished by the bidder.

Maintenance

The bidder shall adopt and pursue a maintenance program to include periodic tests, inspections, and preventative

maintenance according to the recommended practices furnished by the original equipment manufacturer aimed at

achieving efficient operation of the system and provide safe and adequate service at all times. Detailed maintenance

requirements are outlined in the Maintenance and Operations section of this document.


- -


Test Plan

Prior to cutover, the bidder shall provide a system test plan for review and approval, which will be used for the final

system acceptance testing.

Manufacturer Support

The bidder will obtain, and deliver, as part of the RFP response, a support letter from the manufacturer designating

the bidder as an authorized distributor of the system proposed, that the manufacturer will provide sufficient spare

parts to support the system for five years, and in the event that the County determines that the bidder is no longer

acceptable as a service company, that the manufacturer will assume responsibility for finding an acceptable service

company or service on a direct basis.

Overall Response Requirements

Contractual Commitment of Proposals

The contents of any submitted Proposals, and any subsequent material submitted in response to requests for

additional information, will be considered offers to contract by each bidder unless otherwise agreed. Failure of the

successful bidder to accept this obligation may result in cancellation of the award.

Execution of Proposals

Each Proposal shall be signed by an officer or director of the bidder who is a duly authorized representative of the

bidder. A Proposal may be signed by an agent of a bidder other than an officer or director only if the signatory has

been authorized to sign the bid. Any Proposal signed by such an agent must be accompanied by a notarized

statement, executed by an officer of the bidder on whose behalf the Proposal is submitted, that affirms the agent's

authority to submit and, if appropriate, negotiate the Proposal. Incompletely or improperly executed Proposals will

be rejected.

No Commitment

This RFP does not constitute an offer to contract, but rather represents a definition of specific requirements and an

invitation to bidders to submit a Proposal addressing those requirements.


- -


Reserved rights

The County reserves the right to:

Reject any or all Proposals, or portions of any Proposal, to waive any informality or irregularity in any

Proposal received, and to award the contract for reasons other than the lowest price.

To alter this RFP or the terms and conditions of its attachments at any time prior to the execution of

Agreement.

To obtain clarification of any point in a bidder’s Proposal or to obtain additional information necessary to

properly evaluate a particular quote. Failure of a bidder to respond to such a request for additional

information or clarification in a timely manner may result in rejection of the Proposal.

Unsuccessful Proposals

The County is under no obligation to provide any reasons why a bidder was or was not successful.

Confidentiality

The bidder will regard and preserve as confidential all information related to the business of the County and/or its

subsidiaries, affiliated agencies, or clients obtained by the bidder from any source as a result of this RFP.

Subcontractors / Third Parties

The bidder is permitted to use third party subcontractors if that is a prerequisite to a complete Proposal. The principal

bidder/contractor will be required, however, to guarantee and assume responsibility for the entire Proposal, and to

serve as the single point of contact for all service. Each bidder shall identify its third party subcontractors with its

Notice of Intention to Respond and in its Proposal. The principal bidder/contractor will be required to have any third

party subcontractor enter into a confidentiality agreement between the bidder and the subcontractor containing the

same obligations as the Confidential Information/Non Disclosure Agreement executed by bidder and the County. The

bidder must include such executed copy of the third party subcontractor’s agreement with the Proposal. The County

reserves the right to reject the complete Proposal if such third party subcontractor agreement does not contain the

same obligations as the Confidential Information/Non-Disclosure Agreement executed by the County with each bid

recipient.


- -


Bidder Selection

The bidder selection will be based on the bidder’s RFP response and the bidder’s ability in that response to

demonstrate its capabilities to meet the defined objectives included in this document.

Evaluation of the proposed system solution will be based on its:

Ease of use

Architecture/technology

Features/functionality

Cost

Growth capabilities

Migration path

Adaptability

Flexibility of voice, data and network interfaces

System administration

Evaluation of the vendor/manufacturer will be based on its:

Ability to meet the project’s time frame

Customer references

Knowledge of the product and applications

Knowledge and ability with regard to systems integration

Experience with similar projects

Ongoing maintenance and support program

Longevity in the industry

Strategy for long-term product development

Training support


- -


The selection process may also include a request that the bidder participate in a solution presentation meeting with

the County. The purpose of this meeting would be to provide an opportunity for the bidder to respond to issues that

need clarification and permit the bidder to make a presentation and/or demonstration of their proposed solution.

Financial Proposal

The Financial Proposal will contain all the pricing and asset purchase information for the bidder's Proposal as

requested below in the Quotation section of this RFP. The pricing templates in the Quotation section contain a

pricing summary showing bidder’s total price and other costs to be incurred by the County.

Note: Pricing information must be contained only in this section.

All product and services that are required to meet the County’s objectives must be factored into the pricing. The

bidder is also to include a pricing summary showing roll-ups of the bidder’s prices, rates and other costs that may be

incurred by the County. Prices for all services must be separate and clearly identified.

Pricing

Prices must be calculated using the quantities of equipment and service elements set forth in the appropriate sections

of the RFP as a guideline of the potential volume of business.

Each bidder must provide a dollar volume discount schedule sufficiently detailed to allow the County to project its

costs for the services being proposed at all current and projected levels of quantities and combinations of product and

service elements.

The prices for all services must be separate and clearly identified. All additional cost items, whether billed by the

bidder or by other sources as a result of the bidder's approach, must be itemized and identified.

Provide warranty coverage information for all equipment and software. Include applicable effective dates for

warranties.


- -


Supporting Documentation

The bidder will provide in this part of the Proposal, all information that relates to the Proposal but is not included in

the other parts. References should be made as appropriate. This includes any sales material and brochures and supporting documentation for items identified in the other parts of the Proposal.

References

The bidder must provide at least two paying references whose environment and requirements are most similar to

those being proposed for the County. The references may be in the form of case studies but should include

quantifications of the project’s magnitude (number of users, number of telephony servers, number of regions/sites

covered, length of contract if managed service, etc). Contact details are not required in the initial Proposal, but the

County may wish to contact these references, so the name, title, responsibility, address, and telephone number of a

contact at each reference will be required at a later date.

Bidder Company Information

The bidder must provide information that will enable the County to evaluate the bidder’s track record, financial

stability, and operation capabilities. The County requires that bidder include the following specific details in this

section:

Ownership of bidder’s company

Number of years in business

Within the above total employee counts in North America and globally, a percentage breakdown of R&D vs.

professional services employees

Estimated number of full-time and part-time resources available in your company for each type of resource

you are offering in this Proposal (engineering, deployment, project management, etc)

The bidder is encouraged, but not required, to attach further details such as independent market share information,

analyst reports, and partnerships in the Appendix of their Proposal. No proposal will be accepted from any person,

company, or corporation that is in arrears for any obligation to the County, or that otherwise may be deemed

irresponsible or unresponsive by county staff or the County Board of Commissioners.

Bidder Financial Information

A copy of the most recent annual report and an audited Form 10-K must be included in the RFP.


- -


Any recent developments that have taken place since the publication of the annual reports and financial statements

must be discussed if they might have a significant impact on the financial condition of the involved firm(s).


- -


RESPONSIBILITY AUTHORITY STATEMENT

The individual submitting the Proposal represents and certifies as part of its Proposal that he/she is the person in the

individual's organization authorized to act as agent for the corporation responsible for this Proposal.

The costs in this Proposal have been arrived at independently, without consultation, communication, or agreement for

the purpose of restricting competition, to any matter relating to costs with any other competitor or any representative

of such competitor.

________________________________ ______________________

Signature of Approving Authority Date


- -


Current Environment

Number of Locations

Current infrastructure is a hybrid model, with 2 offices on one centralized system, and one office on a

separate system.

Current locations can be classified as:

Main Office (Pittsboro)

Satellite Office (Siler City)

Child Support (Remote office location - Pittsboro)

Annex to be built on Main Office site April 2005

The main office and Child support utilize the same phone and voicemail resources with identical

functionality. The Siler City office is a different, standalone system and cannot share the resources of the

other offices.

LOCATION DIAGRAMS WILL BE EMAILED UPON REQUEST

Please email [email protected] with subject line DSS RFP

Office Listing

Chatham County Social Services Main Office

102 Camp Drive Pittsboro, NC


A separate “annex” building on the same site is to be built April 2005

Annex will have approximately 16 workstations

Child Support Office

89 Chatham St West Pittsboro, NC


Social Services Office – Siler City Satellite Office

1105 E. Cardinal St Siler City, NC



- -



Telephony

Currently, there are separate phone and computer networks. Phone network is wired with CAT-2 (3 pair

JKV) and data network is wired with CAT-5

There are no private lines at any of the locations

Current system (Main Office & Child Support) is a Toshiba STRATA DK-280

Current workstation sets (Main Office & Child Support) are Toshiba DKT 2020-SD

Current system (Siler City) is a Norstar 3x8 Basic

Current workstation sets (Siler City) are Meridian

Data

Main Office is on a Novell network.

Siler City office can connect to the Novell network via a VPN connection

Main office connects through a T1 to State ITS

Siler City office connects through a T1 to State ITS

There is no point-to-point connection at this time between sites

Voice Messaging and Unified Messaging

Approximately 72 voicemail seats are currently being used in the main office.

No voicemail system in the Siler City Office.

Current Environment

Main Office telephone system is located in the back of a “Dead File” room. Space is limited. Current system

takes up a wall area of approximately 3’ x 3’.

Siler City Office telephone system occupies a small wall area of about 18” x 18”. Space is limited in that

facility as well.


- -



- -


Target Environment

Telephony Requirements Overview:

- 4 digit extension dialing between offices

- Direct dial-in numbers

- Transfer of calls internally and externally

- Intercom

- Centralized Voicemail

- Caller ID

Phone Set Requirements Overview:

- Should be able to operate on CAT-2 (3 pair JKV) or CAT-5 wiring

- User-friendly interface

- Reception phone should have ability to see lines in use

Voice over IP (VoIP) Requirements Overview:

- Optional ability to merge into a Voice over IP system in the future

Voice Networking Requirements Overview:

- Conference call ability

- Ability for Supervisor to “eavesdrop” on calls


- -


System Management Requirements Overview:

- User-friendly system administration program and system training

Expected Benefits:

Lowered current infrastructure operating costs resulting from reduced the cost of moves, adds and changes and from increased productivity of support personnel.

Increased user productivity through the use of applications

Increased customer satisfaction through more effective call handling.

Attendant productivity improvements through the use of a central answering position station or IVR functionality.

Potential soft benefits that the new voice system can bring to the user population at the branches, including optional support for user mobility and unified messaging.

System Architecture Requirements

In addition the detailed system requirements covered in the following chapters, the design of the proposed system

must adhere to the following general guiding architectural principles and standards:

System Architecture RequirementsBidder

Compliance

Planned

Compliance

The system, where possible, must support industry standards

The system must minimize proprietary components

The architecture must integrate well with the existing environment

The architecture must be flexible to support future changes and growth

Centralized system management for administration and maintenance operations

The system must support and allow for a smooth transition toward future requirements for mobility, wireless integration, unified messaging, and toll bypass


- -


For each of the above principles and standards, the bidder must indicate how their proposed solution is compliant. If the proposed solution is not compliant but the bidder plans to be so in the future, the bidder must provide a roadmap specifying a timeline for adherence.

Recommended Solution

Based on the criteria outlined above, the bidder must provide a high-level overview of their recommended solution

and indicate compliance with any or all of the target environment functionality requirements.


- -



This section outlines the voice processing and telephony requirements that must be met in the proposed solution.

Where applicable, bidders must complete the tables or respond in the space provided.

Call Processing Capacity

The table below provides an overview of the number of users that the proposed solution should be able to support.

Number of Locations Number of Users

3 Currently 78 Would like to plan for 120

Station Port Capacity Requirements

The following table outlines the total station port requirements.

Bidder has the option of recommending IP phones or digital phones to meet capacity requirements. Phones should be

able to merge into a VoIP system in the future.

Receptionist

Phones

Line Staff

Phones

2 118


- -


The bidder must confirm that the total station port capacity requirements, as detailed in the table above, are supported

by the proposed solution.

Trunk Circuit Capacity Requirements

The bidder must confirm that the total trunk capacity requirements are supported by the proposed solution.

Call Processing Hardware

Bidders must describe the hardware that will be used to support call processing requirements and telephony

functionality outlined above.

Voice Processing System Features

The table below outlines the system features that the proposed communication system must support. Bidders must

complete the “Compliant” column of the table below, indicating whether they offer (Y) or not offer (N) that system

feature. In addition, bidders must indicate if the feature is Standard (S) or Optional (O) and if any additional hardware

or software is required.

Table Legend:

[R] Indicates a required feature of the solution.

[D] Indicates a desired feature, but is not an absolute requirement

[O] Indicates an optional feature that is not required.

Row

# System Feature

Required [R] Optional [O] Desired [D]

Compliant [Y/N]

Standard [S] or Optional [O]

1 Accidental Disconnect Protection O

2 Account Codes O


- -


Row

# System Feature


Compliant [Y/N]


3 Administered Connections O

4 Alarm Notification O

5 Answer Detection D

6 Authorization Codes O

7 Automated Attendant O

8 Automatic Answer Back on Intercom O

9 Automatic Call Distribution D

10 Automatic Alternate Call Routing O

11 Automatic Camp-on D

12 Automatic Circuit Assurance D

13 Automatic Daylight Savings Time D

14 Automatic Line Selection D

15 Automatic Number ID D

16 Automatic Recall D

17 Automatic Route Selection – Basic D

18 Call-by-call Service Selection O

19 Call Detail Recording O

20 Call Duration Timer R

21 Call Forward All Calls/No Answer O

22 Call Forward Override O

23 Call Party Name/Number Display R

24 Call Park R

25 Call Pickup Groups D


- -


Row

# System Feature


Compliant [Y/N]


26 Call Queuing D

27 Call Transfer R

28 Coordinated Dialing Plan O

29 Universal Dialing Plan O

30 Centralized Attendant Service D

31 Classes of Service Restriction O

32 Controlled Private Calls O

33 Delayed Ringing O

34 Dialer Number ID Service D

35 Direct Department Calling D

36 Direct Inward Dialing R

37 DID Call Waiting D

38 Direct Inward System Access O

39 Direct Inward Termination O

40 Direct Outward Dialing O

41 Directed Call Pickup D

42 Disconnect Supervision D

43 Extended Trunk Access O

44 Facility Restriction Levels O

45 Facility Test Calls O

46 Forced Entry Account Codes O

47 Hoteling O

48 Hunt Groups D


- -


Row

# System Feature


Compliant [Y/N]


49 Least Cost Routing (Tariff-based,

TOD/DOW)

O

50 Meet Me Conferencing O

51 Modem Pooling O

52 Multiple Listed Directory Numbers D

53 Music On Hold D

54 Night Service-Fixed D

55 Night Service-Programmable O

56 Off-Premises Station (OPX) (Note:

Should be disabled by default)

O

57 Open System Speed Dial O

58 Paging (Internal) D

59 Paging (External) O

60 Paging (Internal & External) O

62 Password Aging O

62 Power Failure Transfer Station O

63 Recent Change History O

64 Restriction Features (Controlled) O

65 Restriction Features (Fully Restricted) O

66 Restriction Features (Inward/Outward) O

67 Restriction Features (Miscellaneous

Terminal)

O

68 Restriction Features (Miscellaneous

Trunk)

O


- -


Row

# System Feature


Compliant [Y/N]


69 Restriction Features (Toll/Code) O

70 Restriction Features (Trunk) O

71 Restriction Features (Voice Terminal

IN/OUT)

O

72 Route Advance O

73 Security Violation Notification O

74 Simultaneous Ring O

75 Standard Ring O

76 System Speed Dial O

77 System Status Report O

78 Time of Day Routing O

79 Trunk Answer Any Station O

80 Trunk Callback Queuing O

81 Uniform Call Distribution O

82 Uniform Dial Plan Between Clusters

and Systems

O

83 Virtual Extension O

84 Voice Message System Interface D

85 Splitting Bearer, and Signaling

between trunks (Example would be

putting signaling traffic on the WAN,

and the voice bearer on the PSTN)

O

86 Foreign Exchange Line O

87 Remote Coverage Path O


- -


Station Features

The table below outlines the station features that the proposed communication system must support. The bidder must

complete the “Compliant” column of the table below, indicating whether they offer (Y) or not offer (N) that system

feature. In addition, the bidder must indicate if the feature is Standard (S) or Optional (O) and if any additional

hardware or software is required.

The bidder must specify the maximum number of hunt groups, pickup groups, and attendant stations in the system. In addition, the bidder must identify any features that require additional hardware and/or software.

Row # Station Feature


Compliant [Y/N]


1 Abbreviated Dial D

2 Add-Hoc Conference D

3 ANI/DNIS/CLID Call Programming O

4 Auto-manual Splitting O

5 Automatic Callback O

6 Automatic Exclusion O

7 Automatic Intercom D

8 Auto-start/Don’t Split O

9 Bridged Shared Line Appearance O

10 Call Coverage (Programmed) O

11 Call Drop O

12 Call Forwarding (All Calls) D

13 Call Forwarding (Busy/Don’t Answer) R

14 Call Forwarding (Follow Me, On-

Premises)

O

15 Call Forwarding (Off-Premises) O


- -




Compliant [Y/N]


16 Call Hold R

17 Call Park R

18 Call Pickup R

19 Call Transfer R

20 Call Waiting D

21 Callback Last Internal Caller D

22 Camp-on D

23 Conference R

24 Consecutive Speed Dialing O

25 Consultation Hold O

26 Control of Trunk Group Access O

27 Customer Station Rearrangement O

28 DCS (Digital Call Service) O

29 Delay Announcement O

30 Dial By Name D

31 Direct Station Selection w/BLF O

32 Direct Trunk Group Selection O

33 Discrete Call Observing D

34 Display D

35 Distinctive Ringing O

36 Do Not Disturb O

37 Elapsed Call Timer O

38 Emergency Access To Attendant O


- -




Compliant [Y/N]


39 Executive Busy Override O

40 Facility Busy Indication O

41 Group Listening O

42 Hands-Free Answer Intercom O

43 Hands-Free Dialing O

44 Headset Button O

45 Hot Line O

46 Hunt Groups D

47 Incoming Call Display D

48 Individual Attendant Access O

49 Intercept Treatment O

50 Intercom Dial D

51 Internal And External Call Programming O

52 Internal Caller ID Programming D

53 Interposition Call & Transfer O

54 Intrusion O

55 Last Number Redialed D

56 Loudspeaker Paging Access D

57 Malicious Call Trace O

58 Manual Intercom D

59 Manual Originating Line Service O

60 Manual Signaling O

62 Message Waiting Activation O


- -




Compliant [Y/N]


62 Overflow O

63 Padlock O

64 Paging/Code Call Access O

65 Paging/Code Call Access O

66 Personal CO Line (Private Line) O

67 Personal Ringing O

68 Personal Speed Dialing O

69 Pickup Groups D

70 Priority Calling O

71 Priority Queue O

72 Privacy – Attendant Lockout O

73 Privacy – Manual Exclusion O

74 Recall Signaling O

75 Remote Feature Activation O

76 Ringing Tone Control O

77 Save And Redial D

78 Supervisor/Assistant Calling O

79 Supervisor/Assistant Speed Dial O

80 Telecommuter O

81 Through Dialing O

82 Time Of Day/Day Of Week Call

Programming

O

83 Timed Queue O


- -




Compliant [Y/N]


84 Trunk Flash O

85 Trunk Group Busy/Warning Indicator O

86 Trunk ID O

87 Trunk-To-Trunk Connections O

88 Trunk-to-trunk Transfer O

89 Voice Messaging Retrieval Button D

T1 Support

The bidder must outline the maximum number of T1s the proposed solution can support and outline any limitations

of the system when interfacing to T1s.

ISDN PRI and BRI Support

Bidders must outline their proposed solution’s support for ISDN PRI and BRI.

CLASS/CLID Support

Bidders must outline their proposed solution’s support for CLASS/CLID.

Centrex Support

Bidders must outline their proposed solution’s support for Centrex.


- -


Call Detail Recording

The table below outlines the Call Detail Recording (CDR) functionality that the proposed communication system

must support. The bidder must complete the “Compliant” column of the table below, indicating whether they offer

(Y) or not offer (N) that CDR feature.

CDR Feature Required [R] Optional [O] Desired [D]

Compliant [Y/N]

Date and time of the call and digits dialed O

The originating and terminating line or station set O

Whether an incoming call was answered O

Elapsed time between origin of a call and when it was answered

O

Whether a call was transferred or put on hold O

Call duration O

Calls associated with account codes O

Incoming call Calling Line Identification (CLID) informationO

Bearer capability of the line in the call O

Hospitality records for room occupancy status O

Real-time records for ringing, DNIS, answered, unanswered, transferred and released events for incoming calls with CLID information and hospitality room occupancy status

O

Types of Calls Collected

Bidders must indicate the compliance of their proposed CDR solution to report on the following types of calls by

completing the table below.


- -


CDR Report Function Required [R] Optional [O] Desired [D]

Compliant [Y/N]

All calls (incoming/outgoing) O

Outgoing calls only O

Customer-defined prefix calls only (i.e. long-distance) O

Multi-Site Voice Networking

Bidders must describe, in detail, the ability of their proposed solution to support multi-site voice networking.

Telecommuting Support

Bidders must describe, in detail, the ability of their proposed solution to support telecommuters. These workers would

include part-time telecommuters, full-time telecommuters, and employees working at home after hours. All

telecommuting employees will require access to corporate LANs for applications, database access and e-mail as well

as voice connectivity. Some of these will also require Internet access.


- -


Phone Set Requirements Details

This section outlines the phone set requirements of the solution. Bidders must respond accordingly by completing the tables or providing their response in the space provided.

Voice Terminals

Phone Attribute Requirements

The table below outlines optional phone attributes for the various phone types the system must support. Bidders must

complete the table accordingly.

Row # Phone Attribute

ReceptionPhone

Compliant

[Y/N]

Attendant Station

Compliant

[Y/N]

110 Last Incoming

Calls Data

210 Last Numbers

Dialed

3Busy Lamp Field per

line appearance

4Call Appearance

Status

5 Call Coverage Status

6 Call Duration

7Calling/Called Party

Name


- -



ReceptionPhone

Compliant

[Y/N]

Attendant Station

Compliant

[Y/N]

8 Contrast Control

9CTI with Desktop

Telephone

10 Day/Time Display

11 Dialed Digits

12 Dialpad Feedback

13 Display Indicators

14 Distinctive Ringing

15 Do Not Disturb

16

DSS Console

(Number

buttons/Number

groups)

17 Extension Lock

18 Handsfree

19Hardware Echo

Canceller

20Headset Connection

Capability

21 Headset Interface

22Hearing Aid

Compatible

23 Held Line Reminder

24 Hold

25 Hold Button


- -



ReceptionPhone

Compliant

[Y/N]

Attendant Station

Compliant

[Y/N]

26Last Number Redial

Button

27Liquid Crystal

Display

28 Listen On Hold

29Message Waiting

Indicator

30

Minimum Number of

Programmable

Line/Feature Keys

31

Number of Calls

Waiting - Call

Waiting would not be

enabled if the user has

multiple lines

32Number of Fixed

Feature Buttons

33Number of Soft key

Buttons

34 On-hook Dialing

35Pre-selection/Call

Screening

36Programmable Line

Feature Module

37 Release Button

38 Speaker/Mute Button

39 Speed Dial

40 Time and Date


- -



ReceptionPhone

Compliant

[Y/N]

Attendant Station

Compliant

[Y/N]

41 Transfer Button

42User Programmable

Keys

43Visual Line/Feature

Key Activity Indicator

44 Volume Control

IP Phone Requirements (if required)

The table below outlines the requirements for IP phones. Bidders must indicate the compliance or non-compliance of

their recommended IP phone sets with each of the required attributes.


Reception Phone

Compliant

[Y/N]

Attendant Station

Compliant

[Y/N]

1 G.711

2 G.723.1 or G.729a

3 Self Discovery/DHCP

4Integrated Ethernet

Switch

5

Integrated Thin Client

Browser (XML

support)

6 802.1p/Q

7 Standalone SoftPhone

8 Ethernet Interface

9 On-line directory

access/screen pop


- -


IP Phone Set Line Power Requirements

Any IP phone proposed as part of the system must be complaint with the following power options. In the case of an

installed 802.3af power switch, the bidder must provide an overview of their recommended product.

IP Phone Power Options Required [R], Optional [O] Compliance [Y/N]

Accepts Cisco PoE power from the switch R

Bidder installs 802.3af power from a Mid-Span device in the wiring closet*

O

Local Power with battery backup O

Recommended Voice Terminals – Reception Phone

The bidder must provide a brief description of the proposed Reception Phone and confirm that it satisfies each of the

Phone Attributes Requirements in the Reception Phone column. The bidder must identify any required attributes that

will not be satisfied by the proposed solution. The bidder must also include information on additional design and

feature capabilities and include a photograph of the instrument.

Recommended Voice Terminals – Attendant Station

The bidder must provide a brief description of the proposed Attendant Station and confirm that it satisfies each of the

Phone Attributes Requirements in the Attendant Station column. The bidder must identify any required attributes that

will not be satisfied by the proposed solution. The bidder must also include information on additional design and

feature capabilities and include a photograph of the instrument.


- -



- -


VoIP Requirements Details

For each of the VoIP requirements discussed in this section, the bidder is to:

State either the proposed system’s compliance or noncompliance and state whether the feature/capability is standard, optional, or not available.

Provide a brief description of the service or feature

Provide Support for Quality of Service (QoS)

Provide support for the Simple Network Management Protocol SNMP

Provide support for the following IP trunking features

Least cost routing of voice traffic through a corporate intranet

Basic calls with answer and disconnect supervision.

Direct Inward Dial (DID) and Direct Outward Dial (DOD).

Calling name and number

ITU-H.323v4 compatible gateway

ITU-H.323v4 Gatekeeper interoperability (tested with Succession 1000M Signaling Server)

Economical bandwidth use through voice compression

Economical bandwidth use through silence compression

Quality of Service (QoS) monitoring of gateways

Circuit-switched voice facilities fallback capability


- -


Provide support for multiple Codecs. Describe all Codecs that are supported for VoIP connections

Provide silence compression on VoIP connections to conserve data network bandwidth

Provide echo cancellation capabilities for VoIP calls

Provide a VoIP system that uses a jitter buffer to assist the quality of conversations that may be effected by packet delay

Support for T.38 Fax over IP

Support for local and remote VoIP station-to-station calls using IP sets

Note: if support is offered, the bidder must describe in detail how local and remote VoIP station-to-station calls using

IP sets are managed by the proposed system.


- -


Application Requirement Details

Voice Messaging

We have provided the table below to help ensure you provide relevant information to bidders for quoting purposes.

Number of

Voice

Messaging

Users

Average

Greeting Length

(in seconds)

Average message

stored length (in

seconds)

Average number of

messages received

per user/day

(Projected)

120

10 30 25

For each of the Voice Messaging requirements discussed in this section, the bidder is to provide a brief description of

the service, feature or capability of their proposed solution.

Describe the interface between the voice messaging solution and the proposed system

Are the system’s channels universal in their application (i.e., can ports be used for voice messaging, auto attendant, fax, etc.)?


- -


Voice Messaging Capacity

Bidders must complete the table below outlining the capacity of their proposed voice messaging solution.

Maximum Number of Mailboxes Supported Maximum Number of Storage Hours Supported

120 60+

Voice Messaging Features

For each of the features listed below, bidders must state whether it is standard, optional or not available in relation to their

proposed solution. If optional, please state any additional hardware and/or software required. Bidders must also provide detail on

how the system performs the feature by completing the “System performance of feature” column.

Feature Description Standard

Optional

Not

Available

System performance of feature

ANI/CLID The ability to log the incoming call’s

originating number as part of the

message.

Announcement

mailboxes

Mailboxes in the system which are

restricted in their function to only play

recordings and not allow a caller to

leave a message.

Automated

attendant

The ability to route calls from a touch-

tone telephone without the need for

operator intervention.

Broadcast

Messages

The ability to send messages to all

mailboxes on the system.


- -



Optional

Not

Available


Call sender Allows the message recipient to

automatically dial the extension

number left in the header of a voice

message.

Class of

service

Allows the system administrator to

program common user parameters and

features for individual mailboxes.

Distribution

lists

The ability to group mailboxes by

common usage for individual station or

system-wide access.

Forwarding Allows a message recipient to send the

received message to another mailbox.

As part of this feature, the sender must

also be able to annotate the message.

Forwarding

denied

The ability for the message creator to

restrict the forwarding of a particular

message.

Header /

Envelope

The system must provide extension,

CLID, name, time of day, etc.

information as a prefix to all messages.

Help The system must have an ongoing help

function, which provides context-

sensitive assistance to the users.

Language

choice

The system must be multilingual.

Please list all languages supported and

whether or not the system has the

ability to present its prompts in

multiple languages on the same system.

Lockout The system must have the ability to

lock mailboxes after a predefined

number of incorrect login attempts.


- -



Optional

Not

Available


Message

waiting

indication

The system must provide a method to

light and extinguish message-waiting

lights on both digital and analog

telephones. If message-waiting lights

are not provided, the system must

provide an audio indication, such as

stuttered dial tone.

Multiple

greetings

The system must provide the capability

for users to record different greetings,

which are either enabled automatically

based on the nature of the call (internal

versus external) or on a command

basis.

Passwords The system must provide passwords as

a means of protection of all mailboxes.

Specify minimum and maximum length

of passwords. State whether the system

is capable of forcing users to change

passwords on a predefined time basis.

Receipt

requested

Provides the ability to ensure message

delivery by returning a receipt message

to the sender’s mailbox.

Restore

deleted

messages

Permits the user while in a mail

retrieval session to restore any message

deleted during that session.

Special

handling

options

To assist in message delivery, the

system must allow a sender to mark

their messages as “urgent”, “standard”,

or “private” in order to prioritize them

in the called party’s mailbox.

Timed

delivery

Permits messages to be delivered on a

predetermined time and date basis.


- -



Optional

Not

Available


Outcalling Allows the system to notify mailbox

owners of messages when they are off

site. The system must be able to dial

both a telephone number and a pager

sequence for notification.

Guest

mailboxes

The system must have the ability to

provide mailbox users not associated

with the proposed switch.

Voice Messaging Commands

The proposed solution must provide and allow easy access to the following commands:

Delete message

Help

Next message

Play

Previous message

Record

Reply

Restore

Save

Send

Skip backward

Skip forward

Stop

Support for Open Standards

The bidder must describe its support for open standards including a list of messaging clients that can be used with the

proposed solution. For proprietary messaging clients, minimum hardware and software requirements must be

specified.


- -


Voice Messaging Networking

Various types of voice messaging systems (e.g. Octel, Intuity, PhoneMail, Meridian Mail, etc.) may be utilized at

different company and partner locations. The County would like to explore the possibility of networking these voice

messaging systems together to optimize communications between sites. Describe the networking capabilities

available with the proposed voice messaging solution.

Auto-attendant Services

The proposed solution must support auto attendant functionality, including:

Dial by name and number

Serial Call

Call Answer Disclaimer

Call Distribution to attendants

Night Service

Message Waiting

Through Dialing

Intrusion

Multi-lingual support

Multiple-greeting support based on ANI/DNIS and Time-of-Day/Schedule

Directory Assistance for finding by name or listing all extensions

Nesting: Sub-level menus to direct callers to a specific department or information

Functions as an information desk and can offer answers to commonly asked questions through information-only or message-only mailboxes


- -


Bidders must confirm that the proposed auto-attendant solution supports the recommended requirements listed in this

sub-section. The bidder must also explain the proposed auto-attendant solution architecture.


- -


System Management Requirements Details

System Management Overview

Bidders must provide a brief overview of their proposed system management tool.

Administration Tool Requirements

The proposed administration tool must support the following functionalities:

Centralized administration and single point of access to the tool

Intuitive Interface (GUI / Web based)

Ability to administer multiple devices simultaneously

Quick and easy access to all station configuration tables

Valid entry choices

Templates

Batch processing and transactions scheduling

Database import/export

Fast system response to all administrative programming

Open system format (SNMP) in support of converged voice and data communications

The bidder must describe the functionality of their proposed system administration tool in relation to the requirements

outlined above.


- -


MAC Management

Bidders are required to complete the table below indicating whether the proposed system supports the following

Move/Add Change types and which are considered “hard” (requiring on-premises activity) or “soft” (enabled via

software):

End User MAC Bidder Response (Hard) or (Soft)

Add User

Delete User

Change Existing User Line Appearance

Change Existing User Coverage

Change Existing User Station Type

Change Existing User Class of Service

Relocated Existing User (Internal)

Relocated Existing User (External)

Add / Delete Voice Messaging Access

Reset Voice Messaging Password

System Backup & Restoration

Bidders must indicate the ability of their proposed administration and management tool to support System Backup

and Restore.

Compare Functionality

Bidders must indicate if their proposed administration and management tool supports the ability to compare an actual

system configuration against a configuration stored in the database.


- -


System Inventory

Bidders must indicate if their proposed administration and management tool supports system inventory functionality.

Patch Distribution

Bidders must describe the ability of their proposed administration and management tool to support patch distribution.

Reports

Bidders must describe the reports available on their proposed administration and management tool.

Configuration Tool – Staging Support

Bidders must indicate the ability of the configuration portion of their proposed solution’s management tool to support

staging.

System Features Configurable from Administration and Management Tool

Bidders must provide a list of features that are configurable from within their proposed administration and

management tool.


- -


Administration and Management Tool Server and Client Technical Requirements

Bidders must outline the server and client technical requirements for their proposed administration and management

tool.

Administration and Management Tool Security

Bidders must describe the security features that are incorporated within the proposed administration and management

tool solution.

Operating System Management

Bidders must outline the operating system management capabilities of their proposed solution.

Voice Messaging Traffic Reports

Bidders must describe the reporting capabilities of its voice messaging system.

System Diagnostics and Maintenance

This section reviews specific system diagnostic and maintenance requirements.

System Health

Bidders must provide an overview of the system health capabilities of their proposed solution.


- -


System Alarms

Bidders must provide an overview of the system alarms capabilities of their proposed solution including a listing of

the top alarms available.


- -


System Security Requirements Details

This section addresses protection of the proposed solution against denial of service attacks, viruses, worms, Trojan

horses, man-in-the-middle attacks, packet sniffing, packet spoofing, password attacks, trust exploitation, toll fraud,

eavesdropping, etc.

Data Network Security Overview

Bidders must provide an overview the data network security inherent in their proposed solution. If applicable, bidders

should also provide examples of best practice design and configuration strategies that they have used in previous

client deployments to improve data network security.

System Passwords

Bidders must describe the password policy of their proposed system administration tool.

Authentication Protocols

Bidders must describe the support and functionality of any authentication protocols available within their proposed

solution.

Account Privilege Support

Bidders must describe any account privileges available within their proposed solution.


- -


Modem Security

Bidders must describe the modem security functionality of their proposed solution.

File Privilege Support

Bidders must describe the file privilege functionality of their proposed solution.

Toll Fraud Protection

Bidders must describe the ability of their proposed solution to protect against toll fraud.

Wiretapping and Eavesdropping Prevention

Bidders must describe the ability of their proposed solution to prevent wiretapping and eavesdropping.

Sensitive Data Protection

Bidders must describe how their proposed solution works to protect sensitive data.

Security Services Support

For the security services outlined below, bidders must respond indicating the ability of their proposed solution to

support the security requirement and provide a brief explanation of functionality.


- -


Firewall

SSH

SSL

NAT

VPN

Virus Scanning Software

Bidders must describe any virus scanning software inherent in their proposed solution.

IP Set Security

Bidders must describe how their proposed solution ensures IP set security.


- -


Environmental Requirements Details

Bidders must complete the tables below outlining the operating specifications of their proposed solution.

Main System Components Proposed Solution Specifications

CPU

Operating System

Physical Specifications

Weight

Operating Environment Proposed Solution Specifications

Operating Temperature Range

Operating Humidity Range

Storage Temperature

Storage Humidity

Vibration

Operation

Packaged Transportation

Mechanical Shock

Packaged Bounce

Regulatory Compliance

Power Supply Specifications

Mounting Options

Integrated OA&M


- -


Location and Access Requirements

Bidders must explain the location and access requirements for their proposed solution.


- -


Maintenance and Warranty Requirement Details

Bidders are required to provide a copy of the complete maintenance and warranty agreement as part of the response.

Minimum requirement for the warranty agreement is one-year warranty on all parts of each proposed system included

in this response and associated labor.

Maintenance

Bidders must respond to each of the maintenance terms outlined below.

Note to reps: these responses will be situation dependant.

Makeup and Scope of Maintenance Organization

Bidders must provide an overview of the makeup and scope of the maintenance organization, including:

Number of full time technicians, by state, in the maintenance organization.

Number of part time technicians, by state, in the maintenance organization.

Number of subcontractors utilized (include locations covered by each)

National presence footprint (list all states)

Location of trouble report and dispatch center (city, state) and number of people

Organizational chart of maintenance organization

State whether technicians are unionized. If so, what is the contract renewal date(s)?


- -


“Business Day” Maintenance Coverage

Bidders must define and describe the options for 8am to 5pm “business day” maintenance coverage for their proposed

solution.

Extended Hours/Days Maintenance Coverage

Bidders must describe all options available for extended hours/days maintenance coverage for their proposed

solution.

Major Outages

Bidders must define their company’s policy regarding major outages, including the definition of a major outage,

response time, and dispatch procedure.

Minor Outages

Bidders must define their company’s policy regarding minor outages, including the definition of a minor outage,

response time and dispatch procedure.

Escalation Procedure

Bidders should provide an escalation procedure flowchart, which includes names, title, telephone numbers and pager

numbers. This flowchart should also include standard timeframes for advancing unresolved problems to the next

escalation level.

Problem Resolution – Manufacturer’s Engineers

Bidders must describe their procedure for involving the manufacturer’s engineers in the problem resolution.

Dispatch Center Location

Bidders must state the location of the closest dispatch center.


- -


Parts Depot Location

Bidders must state the location of the closest parts depot.

Repair Parts

Bidders must describe their procedures for acquiring repair parts not available in their repair inventory.

System Monitoring

Bidders must respond to each of the system monitoring queries outlined below.

Remote Monitoring

Bidders must state the capabilities of their organization to remotely monitor the proposed solution.

Diagnostic Center – Problem Notification

Bidders must describe the solution’s capability for notifying their diagnostic center of problems.

Diagnostic Center – Problem Resolution

Bidders must define their company’s policy towards resolving problems reported to the diagnostic center.

Remote Diagnostic Facility Location

Bidders must state the location of their remote diagnostic facility.


- -


Software Maintenance – Updates/Upgrades Policy

Bidders must describe their company’s policy regarding software updates/upgrades to repair ongoing software

problems for the proposed solution.

Multi-year Maintenance Plans

Bidders must describe all options available for multi-year service plans.

Moves, Adds, and Changes (MACs)

This section assumes the following MAC Definitions:

Move, Add, and Change (MAC) consists of vendor-provided labor and materials (to the extent specified for each type of MAC) necessary to implement relocations, additions, and reconfigurations for services described under this proposal. All MACs will be performed to meet the required service levels.

“Soft MAC” is a MAC that does not require a site/office visit. Soft MACs may include remote activations to analog, digital or VOIP sets, disconnects of services, feature changes, and/or record changes, as described in the subsections below. Soft MACs will be coordinated with other service changes when feasible. Soft MACs require remote system access.

"Hard MAC" is a MAC that requires a site/office visit to activate new or modify existing Telephone Service and/or Messaging Service. Hard MACs include technician labor only unless otherwise specified. Hard MACs will be coordinated with other service changes when feasible

Bidders must define the customer procedures for initiating a MAC order.

Soft MACs

Bidders must provide a general estimate of MAC completion intervals for the following software only changes by

completing the table below.

Number of Software MACs Completion Interval

1 to 5 changes


- -


Number of Software MACs Completion Interval

5 to 10 changes

10 to 20 changes

Over 20 changes

On-site MACs

Bidders must provide a general estimate of MAC completion intervals for the following on-site moves adds and

changes by completing the table below.

Number of On-site MACs Completion Interval

1 to 5 changes

5 to 10 changes

10 to 20 changes

Over 20 changes

MAC Escalation Procedure

Bidders must provide a MAC escalation procedure flowchart which includes names, titles, telephone numbers, and

pager numbers. This flowchart should also include standard time frames for advancing unresolved MAC problems to

the next escalation level.


- -


Solution Implementation

This section is dedicated to the implementation requirements of the Telephony Enhancement Initiative.

Configuration and Staging

Bidders must outline their configuration and staging capabilities.

Installation and Testing

Bidders must outline their proposed installation and testing process.


- -


Documentation & Training

Documentation

Bidders must provide a description of the documentation materials that will be provided as part of their proposed

solution, including user manuals, product descriptions and benefits statements, and a proposed distribution strategy.

Training

Bidders must provide a description of their proposed training program (on-site, printed material, online, or other) that

will be provided as part of their solution.


- -


Solution Pricing

This section is dedicated to the cost of the proposed solution.

User Requirements per Location

Location

#

# of Users # of

ReceptionP

hones

# of

Attendant

Stations

Voice

Messaging

Seat

Licenses

Unified

Messaging

Seat

Licenses

Call

Center

Seat

Licenses

CTI Seat

Licenses

IVR

Channels

1 Main

2 CS

3 SC

4 Annex

Cost of Equipment

Bidders are required to complete the tables below, outlining the detailed cost of the proposed equipment based on the

requirements per location outlined above and within this document. Bidders must state any assumptions that they

have made while developing the costing, and costing must include all of the functionality described in this document

except where exceptions to this RFP have been noted.

Costs must include all materials, labor, engineering, coordination, programming, training, supervision, testing and

any other tasks required to deliver a working telecommunications system in accordance with this specification.


- -


Note: the “Total” column in the tables below contain addition formulas to allow for easy summation of the costs – to

update the total, right-click on the number and select “update field”.

If this table does not provide enough flexibility or mathematical robustness, bidders may copy the column headers

exactly as shown here and attach a cost spreadsheet or include notes providing further explanation on portions of the

costs.

Telephony Equipment Costs

Bidders must outline the costs associated with the Telephony Equipment portion of their solution, including call

processing hardware and software, voice processing and station feature activation, UPS, station or trunk ports, T1,

PRI, BRI, CLASS/CLID, and CDR.

Item Hardware Cost Software Cost Installation Cost Total

Item to be filled in by

bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00

Total $ 0.00

Station Equipment Costs

Bidders must outline the costs associated with the Station Equipment portion of their solution, including associated

power supplies, headsets, mounting and headset cords and any other equipment deemed necessary for proper station

functioning.


Analog Single-line $ 0.00


- -


Sets

Courtesy Phones $ 0.00

Executive Phones $ 0.00

Attendant Stations $ 0.00

Softphones $ 0.00

Headsets $ 0.00

Long Mounting

Cords

$ 0.00

Long Handset Cords $ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00

Total $ 0.00

VoIP Equipment Costs

Bidders must outline the costs associated with the VoIP portion of their solution, including associated PoE switches,

additional hardware or software necessary for IP trunking between sites, to maintain QoS, or and any other equipment

deemed necessary for proper solution functioning.



bidder as necessary

$ 0.00

Item to be filled in by $ 0.00


- -


bidder as necessary


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00

Total $ 0.00

Data and Networking Equipment Costs

Bidders must outline the costs associated with the Data and Networking portion of their solution, including any

hardware or software necessary to enable routing, internet access, modem, etc., centralized applications, multi-site

networking, cable, or and any other equipment deemed necessary for proper solution functioning.



bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00

Total $ 0.00

Application Equipment Costs

Bidders must outline the costs associated with the Application portion of their solution, including any hardware,

software or seat licenses required for proper functioning.



- -


Voice Messaging $ 0.00

Unified Messaging $ 0.00

Fax Messaging $ 0.00

Auto Attendant $ 0.00

CTI $ 0.00

IRV $ 0.00

IVR Application

Builder

$ 0.00

Call Center $ 0.00

Call Center

Reporting

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00

Total $ 0.00

Mobility Equipment Costs

Bidders must outline the costs associated with the Mobility portion of their solution, including associated WLAN

handsets, access points, WLAN PC cards, etc, additional hardware or software necessary to enable security, to

maintain QoS, or and any other equipment deemed necessary for proper solution functioning.


Item to be filled in by $ 0.00


- -


bidder as necessary


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00

Total $ 0.00

System Management Equipment Costs

Bidders must outline the costs associated with the System Management portion of their solution, including additional

hardware or software necessary for system configuration, administration of applications, MAC management, back-up

and restore, multi-site configuration, or and any other equipment deemed necessary for proper solution functioning.



bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00

Total $ 0.00

Security Equipment Costs

Bidders must outline the costs associated with the Security portion of their solution, including additional hardware or

software necessary for firewall, VPN, etc., or and any other equipment deemed necessary for proper solution

functioning.


- -




bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00

Total $ 0.00

Training Costs

Bidders must provide detailed cost information in order to meet the system training requirements outlined in this

document.

Training Item Training

Materials Cost

Face-to-Face Cost Other Training

Method Costs

Total

Courtesy and

Executive Station

Training

$ 0.00

Attendant Station

Training

$ 0.00

Voice Messaging

Training

$ 0.00

Unified Messaging

Training

$ 0.00

System Management

and Configuration

$ 0.00


- -


Training (IT staff)

Call Center Training $ 0.00


bidder as necessary

$ 0.00


bidder as necessary

$ 0.00

Total $ 0.00

Solution Costing Summary

Bidders must complete the table below by providing a rolled up cost summary of each of the cost elements included

above.

Item Total Cost

Telephony Equipment

Station Equipment

VoIP Equipment

Data and Networking Equipment

Application Equipment

Mobility Equipment

System Management Equipment

Security Equipment

Training

Total Solution Cost $ 0.00


- -


Multi-Year Maintenance Plans

Bidders must provide a detailed description (including costs) of the multi-year maintenance plans available and

applicable to their proposed solution.

Labor Rates

Bidders must complete the table below and identify any labor rate differentials based on technician’s skill sets, etc.

Item Rate

Hourly labor rate (business day)

Hourly labor rate (overtime)

Hourly labor rate (weekend/holiday)

Programming (on-site)

Programming (remote)


- -


Appendix A – Supporting Documentation

LOCATION DIAGRAMS WILL BE EMAILED UPON REQUEST

Please email [email protected] with subject line DSS RFP


- -


Download RFP Here (Word Format)

Technology

Transcript of Download RFP Here (Word Format)