Addendum SOLICITATION NAME ADDENDUM NUMBER. VOIP Telephone System C DATE

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1 Addendum SOLICITATION NAME VOIP Telephone System C12018 ADDENDUM NUMBER 2 DATE KCDC is providing this addendum to answer questions that have been raised about this solicitation. To aid in readability, the questions are in black and the answers are in bold and the answers follow immediately below. Q1 Q2 Q3 Q4 Q5 Q6 Q7 Q8 Q9 Q10 Does KCDC want a hosted solution or an on site solution? KCDC wants a hosted solution. How granular is the E911 location reporting requirement? Is the street address of the caller sufficient, or is there a requirement to indicate floor, wing, etc? As long it is focused enough to bring responders to the building from which the call came from, it should be sufficient. How many phone users will be members of Contact Center (ACD) groups requiring call queuing, on-hold messages, etc? KCDC wants this ability at all sites. Please describe the database system(s) with which the new IVR will integrate. Microsoft SQL Server 2010 R2. Will the new POE switches be Gigabit or 10/100 switches? Will the new POE switches be added to an existing stack, or will they uplink via GBIC? PoE is not required. What is the port count of IP phones at the sites where new PoE will be installed? PoE is not required. What is the quantity of IP phones required at each site in the network? What are the IP phone counts per location? Main Office, Section 8, and remote offices? Suggestion; for sites of 15 or more IP phones, a PoE switch will be more cost effective. The minimum number is 115 but this an approximation. Each site will have to be evaluated and the numbers may change since most of the sites operate with a party line setup where there are more phones than active lines in the building. Will a low-latency network such as MPLS be installed as a replacement for the Comcast data network in order to support the QOS and MOS requirements as stated in the RFP? T1 s with Internet access on each. What is the resolution plan if the pre-installation network assessment reveals latency and packet loss exceeds acceptable levels that would support a viable VoIP network? Vendors are to propose solutions to bring the network to specifications. Is the system based on Exchange? If so, which version? Exchange Server Page 1 of 5

2 Q11 Q12 Q13 Q14 Q15 Q16 Q17 Q18 Q19 Q20 Q21 Is paging through the handset speakers required, or is paging delivered through an overhead speaker system (which is accessible through phones)? Handsets What is the quantity of SOHO desktop phones to be included in the proposal? Since all desktop phones will be IP phones after the migration, this does not seem to be relevant. Will PSTN PRI interfaces be provided at the two main sites, or only at one site? All connections will be T1 multi where necessary or Ethernet 3-10 Mbps. Is an integrated fax server solution required? KCDC is leaving those as POTS lines. At which locations are a new UPS to be provided by the proposer? How long must they be able of sustaining the equipment? Wide Area Network (WAN)- you will require a Quality of Service (QoS) based WAN before you can think of deploying a VoIP solution. In reality, the Total Cost of Ownership (TCO) will decline with an MPLS network, and you can integrate SIP trunks into the VoIP System for voice transport as an option. What do you intend to do with this major requirement? A hosted VoIP solution will also require this upgrade. T1 with L2-QoS capable routers will be in place. Do you want the bidders to include WAN routers in the bid because the 2600 s are EOL and do not support MPLS? KCDC has spare 2600 s should one fail and KCDC plans to use T1 s. KCDC does not wish to upgrade hardware at this time unless it is absolutely necessary. A similar hybrid VoIP network was utilized before with the same T1 configuration and there were no issues. Do the remote offices consist of 1 data closet? Does main and section 8 have multiple data closets, and if so are they connected via a Fiber Backbone? Section 8 has one. The Main Office has multiple and they are fiber. How many data closets per site and what is the phone count/closet? Section 8 has one closet with 20 phones. The Main Office building has multiple closets with approximately 25 phones in each. Sites will have one 1 closet and 3 to 5 phones. IVR- how many ports for concurrent calls, and please explain the application and what you would like the system to do? First, a clarification. KCDC is interested in an IVR solution however it is not a specific requirement for responding to this RFP. If you can provide a cost effective IVR solution KCDC will consider it along with the rest of your proposal. However your proposal will not be ruled out if an IVR solution is not proposed. Five ports should be sufficient. KCDC wants the system to take a pre-established ID number from the caller and look up matching data to that ID number in an SQL database and read the resulting value or values with a sentence. For examples: The Page 2 of 5

3 Q22 Q23 Q24 Q25 Q26 Q27 Q28 Q29 Q30 Q31 Q32 balance you owe KCDC is now <databasenumber> or Your position on the Section 8 waiting list is now <database number>. Contact Center- If you require the reporting functionality as described in the RFP we will need to know how many agents and supervisors will be required. A Contact Center is not required. What KCDC wants is an Auto Attendant or Call Director system. Is call recording on demand required? If this is an actual recording of a conversation, it is not required. KCDC does require the accounting for these calls in the Call Accounting package. Do you want to record all calls? No-only on demand and only if this feature is cost effective for KCDC. Is there rack space available in all of the locations where the system is to be installed? Are the environmentals in these closets adequate? Will KCDC be responsible for any power outlets or closet electrical upgrades? to all portions of this question. Where will the telco demark be located in each of the data closets by location? Is bidder responsible to provide all required servers to support the VoIP system, or will KCDC provide these? Does the system need to be integrated to an existing external paging system? Describe. There is no existing paging system. How many analog ports will be required by site and by data closet? None-KCDC is handling this issue. Will a 3 party conference call be sufficient, or will you require more participants per call? Explain requirements? Three should be sufficient. However if more are available at a limited or no additional costs, KCDC would be interested. Are there any special security requirements for the system? No. How many attendants will be required system wide? At least one per site excluding the Main Office and Section 8 which would require multiple attendants. However to clarify KCDC s intent, this may be separate attendants or separate trees within the system. What KCDC desires is a system such as: Call is made to the Section 8 office. General greeting is received by the caller. If you wish to speak to someone about inspections, press 1. If you wish to speak to someone about Leasing, press 2. Page 3 of 5

4 Q33 Q34 Q35 Q36 Q37 Q38 Q39 Q40 Q41 Q42 Q43 Q44 Q45 Q46 Q47 If you wish to speak to someone about, recertification, press 3. For all other inquiries please press O now. Please prioritize the features desired. This will be produced soon and issued as a separate addendum. How many NARs are needed? KCDC currently has 20 NARS but these will not be required for the VOIP solution. How does the WAN function Internet only. Are KCDC s switches quality of service? -Level 2. Please clarify the POE requirements. None. Will KCDC be connecting the remote sites to the Main Office via Comcast? Not for voice service but yes for data. How will the connection be done? T1 s will be connected to voice. Do you truly want an integrated VOIP system? A QOS over the Comcast network is not doable. KCDC would use MPLS instead. Is that acceptable? KCDC will be using T1 s. Has KCDC performed a VOIP readiness assessment? Is a centralized voic required? Will the Call Accounting system be for all sites or selected sites? It will definitely be used at the Section 8 office and at other selected sites. With the Call Accounting system-do you want to be able to print/store the information or just view it? Print/store is the requirement. Does KCDC have server capacity for the ancillary functions? On what platform does KCDC operate? Hyper V. Page 4 of 5

5 Q48 Q49 Q50 Q51 Q52 Q53 Q54 Q55 Q56 Q57 Q58 Q59 Will KCDC reuse the existing IVR? If yes, how many ports? Are they analog ports? This is yet to be determined. The existing five ports can be expanded. they are analog ports. Will the existing POE Switches be used for the new VOIP system? There is no PoE. Will voice and data be on the same network? Will voice and be on separate networks? Voice and data will be separate. How many phases does KCDC want to install the proposed system? Section 8 will be the test site. It will be up and running for 3 to 6 months for evaluation prior to the rest of KCDC coming on line. The Main Office will be the next area to come on line. Is call center required? If yes, how many agents? How many supervisors? A Call Center is not required. What KCDC wants is an Auto Attendant or Call Director system. What are the telephones specifications? How many buttons? Speakerphone? IP phones such as Polycom IP331 are acceptable. The number of buttons and features will depend upon the site. Will each site need stand-alone capability?. Are there POE switches at the remote sites? There is no PoE. What are the internet port speeds at the remote sites? They will be T1 speed for voice. Since a private managed wide network will not be in play will KCDC be acceptable to a centralized solution with teleworkers at the 15 remote sites or does each site require an autonomous controller? Does the existing IVR provide a path to a live agent? No. Will KCDC be willing to speak with my IVR specialist to get exact specifications on the services required? Page 5 of 5

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