Village of Oak Park Village-Wide Telecommunications System Selection Project Addendum #1 Vendor Questions and Answers February 18, 2014

Transcription

1 Village of Oak Park Village-Wide Telecommunications System Selection Project Addendum #1 Vendor Questions and Answers February 18, 2014 Following are Questions and Answers discussed during the pre-proposal vendor conference and those submitted by the vendors by February Correction - Section must record all calls for 2 positions. 2. What is the call recording requirements for Police front desk (section ) Village Response: Minimum 90 days of recording of all calls to a single line number that appears on 2 phone stations for Police non-emergency calls 3. Q: RFP MS-Word format Village Response: Posted 2/10 Monday afternoon on village web-site 4. Software serial number of existing PBX & inventory of stations Village Response: System Serial Number C11537 Estimated inventory of Nortel stations Row Labels Ph I2002 I2004 M3901 M3903 M3904 Grand Total Avenue Garage Central Pump Station Fire Station Fire Station Fire Station Holley Court Garage Public Works Center Village Hall Village Hall - Police Grand Total What is the existing overhead paging system Village Response: Unknown for Village Hall; Rauland MCZ300 for Police department paging/intercom Village of Oak Park Telecom RFP Vendor Questions Page 1

2 6. Do we do multi-cast 7. Clarification on WAN Equipment Village Response: Telecommunications vendor will provide new switches and routers at least 6 weeks prior to cut-over to connect existing PC s and devices. 8. Patch cord length and count Village Response: Telecommunications vendor will provide and install Category 6 patch cables for every VoIP device proposed. 85% of the cables should be 3 feet long and 15% should be 4 feet long. 9. Is the Village looking for a turn-key solution? 10. What is the client computer environment? Village Response: Win-XP, Win-7 and Wyse Zero clients 11. Is there an expectation to replace all switches 12. Will the village keep the existing fiber equipment 13. What is the concurrent fax communication requirement Village Response: Currently, there are 4 shared outbound lines and 60 inbound DID s 14. Who is the current phone carrier? Village Response: Call One 15. Is village staff certified in HP and Cisco switches 16. The RFP calls for the data switches to supply DHCP, but in the meeting it seemed that DHCP was coming from the control server at Village Hall and I believe Public Works. For the purposes of the data bid, do you want the proposed network switches to provide DHCP?, DHCP is provided by servers, but phone system should provide its own resources. 17. Will the Village be willing to sign a Non-Disclosure agreement regarding company financials? Granite plans to bid on this project however we are a private company and thus financials are confidential, and can only be disclosed if NDA is signed and will not become public record. the Village will not sign an NDA. Vendors can clearly mark specific pages to be considered confidential. Please be aware that the Village must follow the requirements for the Illinois Freedom of Information Act. Village of Oak Park Telecom RFP Vendor Questions Page 2

3 18. Is attendance at the pre-proposal vendor conference required if a vendor plans to bid? I just located this RFP yesterday and the conference was Monday. Village Response: Attendance at the Pre-proposal vendor meeting was not required to provide a response. 19. Unified Messaging - Exchange 2010 at time of implementation? Exchange in cloud (O365) or on premise? Village Response: Exchange 2010 at time of implementation. Premise Based System 20. Security Plan - regarding Toll Fraud, SIP-Trunks and/or SBC, UC Security, or...? Village Response: This was not formed into a question. 21. Call Accounting - what solution is in place today? Village Response: How the Village addresses this is not relevant. Please include a quote for a new call accounting system. 22. Cisco Install Manuals? (noted ) open to Avaya Data? Juniper? Others? Village Response The Village is open to all other data network products. 23. Reporting - TASKE today? Village Response: The Village does not have TASKE installed. TASKE is not required. It was used in the RFP as an example of the level of depth the Village would like the proposed system to provide. 24. ACD - 22 agents: how many are simultaneously logged in? How many total agents? Village Response: There are 22 total agents. Plan for all to be logged in at the same time. 25. Fax server - inbound traffic anticipated? outbound traffic? Village Response: Currently, there are 4 shared outbound lines and 60 inbound DID s 26. Speech Recognition - how many users are anticipated to use this feature? Village Response: It is not known at this time how many users would like to use this specific feature. The Village is interested in knowing that it is available on the proposed system, what the costs are, how it is licensed and maintenance costs. 27. What server or services do they use today? Village Response: Exchange 2010 at time of implementation. Premise Based System 28. Any need for conference or web Based services like WebEx? t at this time. Please include information as an option. 29. Any need for single number reach? Village Response: Some of the mobile users will be using twinning and forwarding tools as well as the use of any smart phone client software offered by the selected vendor. 30. Can a 8-lines gigabit telephones be acceptable as an alternate for type 3?. Please propose these smaller capacity phones as an option showing the financial value to the Village. Village of Oak Park Telecom RFP Vendor Questions Page 3

4 31. What version of Citrix VDI in-the Box is currently installed? How many users will be Physical vs how many Citrix VDI? Village Response: - Vdi-in-a-box v.5.4. By the time of implementation about 80 users will be on Wyse Xenith Pro2 which is about 40% of total workstation users. 32. Is a premise based or Cloud Service based Call Accounting solution proposal preferred. Village Response: Either can be proposed. 33. Please clarification the requirement for cradle to grave reporting, are you looking to report on Call Center Agents only or all system users? Village Response: All System Users. 34. At the bidders conferencing it was mentioned that 3 stations would need full time recording. Please provide clarification? Village Response: 2 Telephone stations and 1 telephone line will need to be recorded all the time. System should provide the capability to index and search for calls sorted in various methods including, but not limited to date, time, caller ID, etc. 35. How many concurrent ports are required to support self-service access? Village Response: Question wasn t clear enough to answer 36. What are the software applications names and versions that are to be integrated? clear in the question. This is assuming you are asking about an IVR Application. Our Interface would through a Flat File or MS SQL How many concurrent fax ports are to be included. Village Response: Currently, there are 4 shared outbound lines and 60 inbound DID s 38. Are emergency services dispatched to the site address or to the specific workstation? If to specific workstation will all station be DID? Village Response: Currently to Site Address. Most stations will have a DID Number 39. What is quantity of concurrent ports for speech to be proposed? Village Response: Question wasn t clear enough to answer 40. Should Speech Recognition pricing be listed under optional? 41. What speech applications are of interest to be included in the proposal? Village Response: Speech Recognition Dial-by-Name directory, Voice-enabled command and control Auto Attendant Menus, Speech-based Personal Assistants, Text-to-Speech integration with MS Outlook, Exchange. 42. Please provide addition details on quantities and speaker installation criteria. Village Response: The Village is looking for a quote of unit pricing for this equipment. The selected vendor will work with the Village to determine the best solution. Village of Oak Park Telecom RFP Vendor Questions Page 4

5 43. Is the assumption that cabling will be provided by others. 44. Can you please clarify the expectation of specifically the Router Requirement. Village Response: If your system requires a specific router to be used to allow voice communications over a WAN, please include the needed equipment in the proposal. The Village expects the selected vendor to provide a turn-key solution including all needed routers. 45. Is the DSU/CSU pricing related to the T1/PRI interfacing? 46. Question: 10GB copper SFP s solution are available in the following lengths 0.65m, 1.2m, 3m, 5m and 7m. Please provide desired length to be quoted. Village Response: Distances will be determined during cabling project. Please provide quotes for each one. Although RFP specifies copper, 10G fiber SFP s will be considered. 47. Page Type 5 VoIP Intercom: Is a flush-mount intercom required? Does it have to be an IP device? Are there units in place today that will be replaced? If so, how many? Village Response: Flush Mount Not Required. IP Device is desired. There are units inplace today that will be replaced. Please provide a quote for Page Type 6 Conference Room Station: Will external microphones be needed for the larger conference rooms? Is so, how many will be needed? Village Response: Minimum 2 additional external Microphones will be needed. 49. Page IVR: Is there an IVR currently being used today? How will callers get to the IVR - through the phone system? Will the optional IVR need to be able to transfer a caller back to the operator, etc.? What type of database will the IVR need integrate with? SQL? Please describe. Village Response: There is no IVR in place. The callers will get to the IVR either through the phone system or specific ports depending on the proposed product. The data base will be the Flat File or MS SQL Page ACD Wallboard: How many lines of display messages will be needed? 2, 4, 6 or 8? Would a flat-screen display be acceptable? Village Response: The Village is looking for information about what is available through your company. Please provide a quote for a typical message board. 51. Page Compatibility: Is Oak Park using an E911 ALI/ANI database with the current Nortel system to provide location information to the PSAP? Do most phones have DID numbers assigned? Village Response: Oak Park provides site information now but PSAP would like more location detail for the Village Hall and Public Works Center. Most phones will have DID numbers. Village of Oak Park Telecom RFP Vendor Questions Page 5

6 52. Page Paging Equipment: How many paging speakers are needed? How many will be ceiling mounted, surface mounted, box speakers, or speaker horns? How many paging zones are required? Will the village have the required cables in place for the IP paging speakers/horns? Will the installation of any of the speakers/horns require lifts, after-hours access? Can you please describe? How many? Village Response: Please quote a single speaker cost and the Village will extrapolate. The Village will work with the selected vendor to determine the best solution and type. The Village will need a minimum of 2 paging zones. The Village will provide any needed cabling. 53. Police Department s intercom system replacement: Can you describe what is needed? Are there desktop intercoms on every desk? How many are needed? Village Response: The Intercom is described in These are wall mounted devices that exist today and will replaced. Please price a unit price and information for 1 and the Village will determine the best solution. 54. Do the Data Switch port counts include the VoIP paging speakers/horns/intercoms, etc.? 55. Will the existing numbering scheme/dialing plan remain the same? 56. Can the new phones be placed and tested during normal business hours? What work, other than the system cutover, will require after-hours labor?, the system can be placed and tested during normal business hours. 57. Section that specifies Router including CSU/DSU Village Hall. My question here is to ask for confirmation this is voice. (Carrier service?). If it is data what are end points and requirements we are terminating to. Village Response: There are no quantiies shown on that table. If your proposed system required routers, please include. 58. Will existing resources be used for voice DHCP, and lan infrastructure services (DNS, etc.) Village Response: Phone system should provide its own resources. 59. RFP states that the Village patch cables are provided. Does this include fiber patch cables to match GBIC and Patch panel terminations? 60. Multicast Support. Is IGMP sufficient to satisfy requirements. Otherwise can Multicast requirement be detailed please. Village Response: We do not Multicast. Village of Oak Park Telecom RFP Vendor Questions Page 6

7 61. 5) Please re-clarify intent are there 2 for dynamically or ad hoc recording and 1 for fulltime recording? Or one of each? For the full-time recorded line, can you provide # of calls anticipated per day and average length of each call? Village Response: 2 Telephone stations and 1 telephone line will need to be recorded all the time. System should provide the capability to index and search for calls sorted in various methods including, but not limited to date, time, caller ID, etc. No estimate of the number of calls or their duration is available. 62. Section Is there any thought as to being able to pay water bills or just to get balances? 63. Are there only 2 ISDN PRI being quoted for the entire RFP? Village Response: The RFP for the telecommunications system, not carrier services. 64. Are we not quoting any Data T1 for this RFP? Village Response: RFP for the telecommunications system, not carrier services. 65. Can you provide this RFP in a word document format? Village Response: A Word Document will be posted on the Website 66. How many year(s) terms are you requiring for maintenance support? Village Response: There is no term stated. We are requesting the first year and second year maintenance. If you have a multi-year program that provides the Village with cost savings, please quote as an option. 67. With the possible high cost of an on premise VOIP solution, capital expense. Would the Village have interest in seeing the financial advantage of a HOSTED VOIP solution that would allow a monthly operational cost? Village Response: The Village is open to reviewing any options. 68. Is the Village interested in re-using any existing equipment? If yes, can you provide a list of that equipment? 69. Can you provide this RFP in a Word Document? Village Response: A Word Document will be posted on the Website 70. How many paging zones do you require Village Response: 2 Paging Zones at Village Hall and 2 at Public Works 71. Are you not satisfied with current vendor? Village Response: The current system is no longer manufactured. 72. Does ShoreTel have the best fit for your solution? Village Response: The Village cannot respond as it has not seen the proposal. 73. Can you tell me the decision making process? Village Response: Please review the RFP document Village of Oak Park Telecom RFP Vendor Questions Page 7

8 74. Can you be my inside champion or are there others needed to communicate with besides yourself? Village Response: This is an inappropriate question. 75. Can you provide competitive landscape? Village Response: This is an inappropriate question 76. Is this project funded? if approved by the Village Board. 77. Will you consider new vendors besides existing vendor you utilize today? Are you satisfied with them or not satisfied with existing vendor? Village Response: We are considering all vendors. 78. Before we pursue this opportunity I wanted to verify that OP is open to the idea of a cloud based phone system. We do not offer on premise PBX, and the only thing we sell is hosted cloud based VoIP. Please let me know if that is suitable. Village Response: The Village is open to reviewing all vendors and their offerings. Village of Oak Park Telecom RFP Vendor Questions Page 8