City of Harrisonburg s Phone System Replacement RFP ( IT-P), is modified as follows:

Transcription

1 ADDENDUM #1 RFP NUMBER: IT-P Phone System Replacement RFP DATE: October 11, 2013 TO: All Potential Proposers City of Harrisonburg s Phone System Replacement RFP ( IT-P), is modified as follows: Part A: Questions & Responses 1. Question: In section 2.1 the word Hosted is used. Does this mean that you require the vendor to host or house the primary infrastructure of the phone system? Answer: The term Hosted means that all Public Switch Telephone Network services (PSTN) services and call control would be provided by a vendor at an offsite location. The City internal network would contain the phones and network infrastructure required to access these functions. 2. Question: Does the current network have PoE ports available for the VoIP phones or will the successful bidder need to provide PoE ports? Answer: The City will provide PoE ports unless specific Network Hardware is required from the vendor. 3. Question: Will VoIP phones be sharing an Ethernet port with a PC or will there be dedicated ports and cat-5 (5e, 6) drops for the phones? Answer: The City will plan to install additional cabling to support the IP phones. 4. Question: If the phone will be sharing a drop with a PC, is it the successful bidder's responsibility to configure the HP switch port? Answer: No. 5. Question: Section 2.6 Functional and Technical Requirements, G21 reads: Provide a wide range of phone types. I s it possible to get more detail as to how many of each type of phone the city will require? Answer: For pricing you can assume everyone will be using a standard IP phone capable of performing the general, voic , and per extension requirements set forth in section 2.6. If a different phone is required to utilize specific functionality listed in the Specific Department section of 2.6 (e.g. on demand call recording), then price those extensions accordingly and subtract the number of extensions from the standard phones. Each department should be able to make changes to phone hardware or accessories based on their needs with the understanding that it will change their one-time costs in attachment E. 1 Page

2 6. Question: Is this bid for hosted voice only? Answer: The City is requesting a hosted solution. 7. Question: What type of phone lines will be used with the new system? Answer: The City will run Cat5e/6 cabling to all extensions. The incoming lines should be defined by the vendor in the system design document. 8. Question: How many lines will be required? Answer: The City has 279 Direct Dial phone numbers and 381 voice extensions. We do not have any historic data on line usage for all departments. Our municipal facility runs a 4:1 ratio between extensions and lines available, and our public safety runs a 2:1 ratio. 9. Question: Any documentation we need to provide that shows we are a minority owned small business? Answer: If the vendor has a DBE certificate, please include it with the bid submission. 10. Question: Are we taking into account redundancy of the system? (i.e. Backup Power, Backup Internet, Survivable voic and licenses, RAID5 hard drives) Answer: The City is responsible for the power at each extension as well as redundant internet access for phones. We expect the vendor to provide the rest of the information in the design document for their solution. 11. Question: Can you give a network diagram of how all the sites will route back to each other? Answer: Bidders should reference Page 5 of this Addendum document for a diagram. 12. Question: Is it possible to get a Word version of the RFP? Answer: Generally, we prefer not to release a MS Word version of the entire RFP, however if there is a specific section you are looking for in a different format, please let us know. 13. Question: Will the City be upgrading the HP ProCurve data switches to support Power over Ethernet (PoE)? (Page 5, Section 2.3 Current Environment) Answer: Yes, we have a consultant reviewing our current network topology for planned growth. 14. Question: What IVR capabilities is the City looking for, just press options to navigate a menu, or will a database need to be accessed, based on a number that a caller inputs (i.e. an account number)? (Page 7, Section 2.6 Functional and Technical Requirements) Answer: At bare minimum, the IVR would need to navigate a menu. 15. Question: There is no address listed for Police Substation (Mosby), can you please provide a physical address? (Page 11, Section 2.6 Specific Departmental Table) Answer: 208 E. Mosby Rd. 2 P age

3 16. Question: There is no address listed for Police Substation (Mall), can you please provide a physical address? (Page 11, Section 2.6 Specific Departmental Table) Answer: 343 Neff Av. 17. Question: The address listed for Hillandale Park did not show up in our NPANXX lookup tool, is there another physical/mailing address that you could provide for this location? (Page 11, Section 2.6 Specific Departmental Table) Answer: 801 Hillandale Av. is correct. There is a building on the park grounds that we would be providing some form of network/internet access to provide phone services. 18. Question: Will you consider a premise based managed system? 3 P age

4 Answer: The City is looking for a Hosted system. A premise based system housed in a cloud storage site would be considered if it met redundancy requirements. 19. Question: Do you have existing data on call volumes broken down by location? Answer: No. 20. Question: How many Call Queues are required and what amount of calls (minimum) per queue? (G5 Programmable Call Queues) Answer: 2 queues, ID# PU4 and MB5. Queue size minimum Question: What is the volume of calls handled per hour on the IVR? (G4 IVR) Answer: Unknown. 22. Question: What is the minimum conferencing bridge required? (E28 Conferencing) Answer: Number of lines on phone +1 Part B: Correction In Section 2.6 ID# PT3 should state 12 DID lines. 4 P age

5 ADDENDUM # IT-P Phone System Replacement RFP Issued October 11, 2013 City of Harrisonburg, Phone Wide Area Network Diagram Community Development 409 S Main ST 1GB private Fiber Central Stores 2111 Beery Rd Public Works 320 E Mosby Rd Public Safety Building 101 N Main St 1GB private Fiber Water Operations 2155 Beery Rd Transit Department 475 E Washington St Simms School 620 Simms Av Municipal Building 345 S Main St Hardesty-Higgins 212 S Main St. Parks and Recreation 305 S Dogwood Dr VPN ISAT-2 JMU Fire Station #1 80 Maryland Av 1GB Private Fiber Steam Plant 1630 Driver Dr Fire Station #3 299 Lucy Dr Fire Station #4 210 E Rock St 50MB Internet Stream Health Coordinator 909 Chicago Av 1GB Private Fiber Park Maintenance 901 Chicago Av 1.5MB Leased T-1 Golf Maintenance 1381 W Market St 10MB Cable Water Treatment Plant 308 Grandview Dr No Current Connection Recycling Center 2045 Beery Rd 10MB Cable Police Sub station E Mosby Rd Police Sub station Neff Ave Fire Station #2 380 Pleasant Valley Rd Heritage Oaks Golf Course 680 Garber s Church Rd Hillandale Park 801 Hillandale Av Purcell Park 41 Monument Av 5 Page

6 END ADDENDUM # 1 DATED All other requirements, terms and conditions of the RFP remain unchanged. Addendum page must be signed and returned with your proposal to acknowledge receipt of this addendum. Authorized Signature By: Pat Hilliard, CPPB Purchasing Agent 6 P age