1 DISTRICT FAXING SERVICES Addendum No. 1 to Request for Proposal (RFP) # Date of Issue: August 6, 2014 Date of Addendum: August 13, 2014 RFP Close Date: August 27, :00PM (our clock) Proposal to be returned PRIOR to time and date above. RETURN TO: Holly Callero Penny, CPPB Jefferson County School District R-1 Education Center, Purchasing Dept Denver West Drive, Bldg #27, 3 rd floor P.O. Box 4001 Golden, Colorado (303) The original signed copy of this Addendum #1 shall be included in your response to the RFP. Company Name Authorized Signature The modifications and clarifications on the next page are hereby incorporated into the RFP. All other information remains unchanged.
2 1. How many fax machines/devices do you have today? Required for sizing purposes. Plan for at least 300 machines. We have a Konica/Minolta C360 Bizhub at each school but some schools have purchased smaller residential/small business fax machines on their own and these are hard to inventory. The 300 count includes 158 Bizhubs (one at each of the 158 District locations) plus at least one additional small business fax machine per location. Again, this is for planning purposes we do not know exactly how many fax machines the District owns. 2. Have you determined how many fax pages you send and receive in a day or month? Required for sizing purposes. We have no idea how many pages we send or receive each month there is presently no way to accurately track this number. 3. How many inbound fax numbers will be pointed to the fax server system? You should look at your existing inbound fax numbers first and then determine how many more will be new/added once the faxserver is in place as there may be areas that share inbound fax numbers today; but require fax document security at a user level? Required for sizing purposes. For planning purposes estimate that we could have 200 fax numbers pointed to the fax server. 4. Who is the carrier on the PSTN side of the Cisco equipment? CenturyLink currently provides our 17 PRI trunks to our central location 1829 Denver West Drive Golden, CO which acts as our main hub in a hub and spoke network architecture. 5. What type of phone service is the carrier providing voice SIP, PRI T1, RBS T1, etc. Presently the District uses PRI but will look to migrate to SIP delivery within 1 year. 6. Per the RFP, where it says, Must be able to print and output to various network printers and shared file storage/drives., should we assume that you are configuring the system so that inbound faxes are automatically printed to a printer and/or copied/saved to a file folder? No faxes will be routed to individual users and inboxes. The output of inbound faxes will vary. Some will be output directly to the Bizhub for immediate printing, some will be directed to the small commercial, locally acquired fax machines for immediate printing and finally depending on the technical understanding of
3 the end user some inbound faxes will be directed / ported to an individual mail box or Per the RFP, where it says, configured such that no data/images is/are stored what are you proposing for immediate (being where does the inbound fax route to , file folder, printer, etc.) and long term storage? INBOUND: inbox (short term, user controlled storage) and/or ECM/Document management system (long term, enterprise wide storage). OUTBOUND: ECM/Document management system (long term, enterprise wide storage; less concerned about outbound at the user level we can delete faxes as soon as they are delivered or not, the user can then receive delivery notification via and take action on undelivered faxes. For clarification, the District wants no centralized storage be it inbound or outbound images (on the faxing servers themselves). There will be no long term central/system wide storage of faxing images (in or outbound). An individual end user may store an individual fax on their hard drive however. User controlled storage will not be limited or prohibited. 8. Per the RFP, where it says, Viability of the system to perform analog faxing over a VoIP network. We re not sure what this means, if you are configuring T.38 FoIP with your Cisco VoIP; there is not analog as it relates to connections between the fax server software and the Cisco equipment. We ll need clarification. Your proposed solution must operate correctly on a VoIP network plain and simple. Faxing itself is an analog to digital conversion process, the conversion of those analog signals to data packets is the function of your proposed solution. Don t read into the question. Currently we are configured for G.711 faxing protocol as required with our hybrid system (Nortel Call Pilot and Cisco Call Manager). Once the older Nortel Call Pilot voic system (currently used for delivery of some fax images to mail boxes) is completely replaced by the new Cisco System and the new faxing solution, the Call Pilot system may be decommissioned and a different faxing protocol such as T.38 may be used. 9. Per the RFP, where it says, Must be able to output to various file types such as.pdf, HTML, jpg etc. Do you mean convert these types of document/file types as related to an outbound fax? Or do you mean you want to receive an inbound fax and convert it to one or more of these file types as file ( fax.pdf) in a file folder on your network? This requirement refers to an inbound fax and the means to output that fax via various means such as HTML, PDF,.jpg etc. The fax may be received by any means electronically when the fax is actually printed/output we must be provided the choice of file format.
4 10. How many fax machines or fax enabled multi-function copiers are in place today? See response to question #1 11. What brand of multi-function copiers are in use today? Have you standardized on a manufacturer? See response to question #1 12. Can you provide an estimate of the # of pages of fax sent and received on daily basis? (or weekly, monthly, etc.) See response to question #2 13. What system is used today? Is it hosted? = Microsoft Exchange, no it is not hosted. Locally/internally maintained & operated 14. How many different schools or business units would use the fax server? 158 District locations. Assume "business units/"departments/schools etc 15. Are you using PRI trunk lines or SIP trunking for telephony carrier services? Do they support the T.38 and/or G.711 protocols? PRI circuits are being used currently, G.711 faxing protocol currently configured. Within a year assume SIP delivery of DIDs/PSTN access. We can change to T.38 faxing protocol, if required, once the present Nortel Call Pilot system used for delivery of faxing is sunset. The ability to decommission the Call Pilot System is one driving force for this RFP/Faxing solution. 16. How many Biz-hubs are currently in place? How many fax machines are currently in place? Plan for How many fax pages are sent and received each month? The District has no idea what our actual faxing volume is (Tx/Rx) and no means to track usage.
5 19. What is the fax retention policy of faxes on the fax server? Please read the RFP, the District does not want FAX retention on the server as it is a security risk. 20. Please elaborate on your definition of integration with PeopleSoft PeopleSoft is a vital application used by the District and if the proposed faxing solution has a means to integrate with PeopleSoft in any manner the integration must be viable and not require additional District resources to bring to compatibility. The District does not know the capability of your solution and requires you as a respondent to explain this capability or lack thereof to us. 21. Do you require cost accounting codes to be used for placing outbound fax calls? Yes if long distance calls are made our phone system does require a cost accounting/access code to be dialed in order to seize the outbound trunk. 22. What type of phone lines are used to connect the Cisco PBX to CenturyLink; SIP Trunks or PRI/T1s? PRI lines (17) presently with the plan to migrate to SIP delivery within 1 year. 23. Is PCI compliance an issue? If credit card information is contained on faxes, it needs to be addressed. No the District maintains separate credit card machines though contracted bank/s. 24. How many fax numbers need to point at RightFax? We do not know what RightFax is, but you can plan for 600 numbers 25. How many fax pages do you plan to send from PeopleSoft per day, week, or month? The District has no idea the amount of faxing volume as we have never tracked volume and have no means in place presently to do so. 26. How many actual fax users will the system need to support? I don t need to know they have a million employees and users on the network, I need the subset of the ones that will actually be sending and receiving faxes. This number is also unfortunately very difficult to guess as we have no metrics on fax users. We have for example; various preschools and before and after care institutions that work with Jeffco that use the faxing capabilities of the district. These users have a
6 tendency to use the faxes in a spurious manner. We could guess that there are at least 300 regular users of faxing within the district but that number could be completely off of actual in any given week. 27. How many MFP devices do they plan to connect to RightFax and who is the manufacturer? Big deal for schools. See response to #16. This question is confusing to the District. We do not know what RightFax is or how it works, if RightFax is your proposed solution then please explain to the District how RightFax works and make a recommendation to us. 28. Do you virtualize your servers today? yes 29. What is your VM platform? VMware Is your system on premise or hosted? Local What systems are used? Microsoft Exchange What version of Windows Server OS? Various Do you run Microsoft SQL Server? Yes What do you use for storage? Local SAN What OS is used on the client machines? Various, MAC OS, Windows XP - 8 What version of Office is currently running? 2007, 2010 and Current Faxing Environment, Fax Flows and Routines What are you using for fax today? a. Fax Machine(s) How many machines? Plan 600+ b. Fax Server(s) How many fax channels Plan 300 c. Fax Service(s) How many user accounts? Plan 300+
7 Please provide details of your current OUTBOUND faxing routine(s). Be as detailed as possible. Example: Purchasing agents are printing purchase orders to a local/network printer, then walking to a manual fax machine and faxing the purchase order to the vendor. They wait at the fax machine for the document to deliver and for the delivery report to print, the purchase order and the delivery report are then stapled together and file under the vendors file jacket in a paperbased file cabinet. a. What is the outbound fax volumes in pages? Daily? Monthly? Quarterly? b. Does every or most outbound faxes include a fax cover sheet? We do not know this information. We have over 150 school sites and multiple departments who handle their own faxing. Please provide a short explanation of your current INBOUND faxing routine(s). Be as detailed as possible. Example: Order entry receives hundreds of faxes per week. The faxes are orders sent in by our field sales agents, each faxed order is made up of about two pages each, and they are currently received on paper-based fax machines. After receiving a fax order, order entry enters the data into our purchasing system, scans the paper fax into our document management system and shreds the original fax received on paper. Our error rates are high do to the information being read off paper and keyed in by the order entry team member. d. What is your daily inbound fax volumes in pages? Daily? Monthly? Quarterly? Unknown - See response above Will your fax volumes increase, decrease, or stay the same over the next 12/24 months? Unknown How many users, groups, departments, or applications will need a unique inbound fax number/did? Plan 300+ How many users, groups, departments, or applications will only need outbound faxing capabilities? Plan 300+ Do you have a list of existing inbound fax numbers/fax DIDs available? Yes. List will be provided to winning applicant/respondent during initial planning phases. How will inbound faxes be routed? User Level? Group Level? Department Level? Remote Office Location(s)? A mix of the above? Mix Where will inbound faxes need to be routed to on your network? Inbox? Fax Inbox? Automatically Printed? Routed to a File Folder or Network Share? A mix of the above? Mix
8 31. What type of telephone systems does your organization use today? Cisco Call Manager What type of telephone service does your organization use today? Centurylink PRI deliver (17) within one year plan on a migration to SIP 33. What is the approximate / estimated number of fax pages per month you expect to go through your system? The District has no idea the amount/volume of faxing that is done and no way to actively track the volume at present. 34. Are there peak fax times of the day/week/month? If yes, please describe. Our Business hours are from approximately 06:30AM until 6:00PM M-F. Faxing can occur at any time during our business day. We have not identified any peak times. 35. On page 8 of the RFP, under TECHNICAL SPECIFICATIONS, you state Integration with common Microsoft products and legacy District applications such as PeopleSoft, etc. Can you please describe how you want to integrate with common Microsoft products? We look to the respondent to explain to the District how and if their solution integrates with the District applications and process/s. Using Microsoft products as an example; if the solution proposed offers delivery of a fax, said product must be able to integrate (deliver a fax) to Exchange and Outlook 2007, 2010 and This is your time to shine and tell us how diverse your solution will be Can you please describe how you want to integrate with legacy District applications such as PeopleSoft, etc.? As stated above the respondent should explain to the District any added functionality their solution may provide with links/compatibility with PeopleSoft. An example might be the ability to capture a CRM ticket and fax that image. The District wants the respondents to know the heavily used applications of the District in order to provide as much added value to their solution as possible.
9 36. Do you want to send outbound faxes using MS Outlook? General Information This feature would be desirable as again, it provides added value/functionality to the proposed solution. The district strives for solutions that are capable of a broad range of usable functionality and integration. We do not wish to purchase various products or adjuncts in order to perform function that one solution can perform. The District currently manages an internal/local Exchange system that users access via Outlook 2007, 2010, 2013 and OWA. 1. What are your peak faxing hours? 8:00 5:00 M-F 2. How many data centers do you currently manage? a. What are the datacenter locations (Please provide cities)? b. Are they served by the same telephone area code and exchanges? This information was listed in the RFP: 1860 Denver West Drive Building #27 Golden, CO Quail Street Lakewood, CO Exchanges (303) and (720) serve both locations. 3. How many branch offices does your organization have? a. What are your business' hours of operation? 06:30 6:00PM M-F most schools b. Does your organization use Adobe PDF forms and documents? Yes c. Do you have a fleet of networked MFP (all-in-one) devices? Yes a. How many devices? 160+ d. What type? Konica Minolta C-360
10 Architecture Information 1. Will this be a "critical application" for the organization? Yes 2. Will 24x7 or Standard hours support be required? Standard hours 3. Will High-Availability (HA) be a requirement? Yes read the RFP! 4. Do you currently have SQL in HA? Yes 5. Are you running as SAN or NAS for storage? SAN Application Integration Depending on the industry; many customers have the need to automate the delivery of transactional documents from applications like McKesson, SharePoint, FileNet, OnBase, SAP, Oracle, PeopleSoft, Cerner, GE, EPIC, AllScripts, AccessExpress, Vistar; Echo, and others. As always, we look at both outbound and inbound integration requirements. In order to define how your applications will integrate with our fax and automated delivery solutions, and so we can define the features and benefits your organization will experience; let us know what you are looking at integrating with fax now or in the future. Outbound Fax Application Integration What is the expected outbound fax page volume? No idea Inbound Fax Application Integration What is the expected inbound fax page volume? No idea
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