November 12, Re: Request for Information , Phone System Replacement. Dear Vendor,

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1 Dr. Bruce Law Pamela Bylsma Tammy Prentiss Domenico Maniscalco Bill Eagan Superintendent Assistant Superintendent Assistant Superintendent Chief Human Chief Financial of Schools for Academics for Student Services Resources Officer Officer November 12, 2015 Re: Request for Information , Phone System Replacement Dear Vendor, This is a request for information. No award will be made based on the results of this process. Any procurement by the District will be subject of a separate process and subject to budget approval. Requested pricing is for budgeting purposes. Your assistance is requested in aiding the District to acquire technical and functional information as well as bugetary estimates for a solution delivering a voice telephone system to replace the exisitng telephone system. The request for information will be due on December 1, 2015 at 4:00 p.m. local time, Please any questions to Tina Snyder at Thank you, in advance for your reponse. Tina Snyder Purchasing Supervisor Hinsdale Township High School District 86

2 1. Introduction Hinsdale High School District 86 is seeking information about a voice telephone system to replace the existing NEC 2000 IPS. The purpose of this Request for Information (RFI) is to solicit information that will allow HINSDALE DISTRICT 86 to evaluate the best solution in telephone technology to serve HINSDALE DISTRICT 86 Members. By issuing this RFI, HINSDALE DISTRICT 86 expects to decide which telephone architecture will work best to satisfy its needs. The information obtained through the RFI might be used to generate a follow-up Request for Proposal (RFP). Respondents are asked to provide cost estimates where feasible, but are not expected to provide any formal or binding pricing. This document is not intended to in any way result in a Contract. 2. Goal of RFI The goal of this request is to learn what is on the market for a turnkey VoIP/SIP telephone system to replace our existing PBX. Proposed architecture shall provide: Inbound/outbound voice services for 4 locations Connection to existing Microsoft Exchange Unified Messaging SIP/VoIP telephony at each desk Responders shall provide a description of at least architecture with an explanation why their proposed solution may work better for HINSDALE DISTRICT 86. In addition to describing proposed architecture and functionality responders are welcome to add information about Unified Communication, especially: Presence Services Instant Messaging Unified Messaging Conferencing and collaboration Mobility Business Process Integration Some HINSDALE DISTRICT 86 employees are using iphones or Android phones. HINSDALE DISTRICT 86 is interested in solutions which allow integration with iphones/ Android phones with the new phone switch. Provide information regarding the following: 1. Reliability and redundancy/failover 2. Disaster recovery 3. Security 4. Caller ID Hinsdale District 86 2

3 5. QoS 6. VPN Including remote connectivity for soft phones 3. Guidelines on Responding to RFI 3.1. Who may respond to RFI HINSDALE DISTRICT 86 is expecting responses from companies active in the telecommunication industry who already provide voice/data services or sell telecommunication equipment in Illinois How to submit responses Proposal shall include: A cover letter which summarizes your response and includes areas to which you are responding and must also indicate if supporting documentation is included in your response. The response itself, covering any or all of the areas of information requested by this RFI. RFI documents can be submitted in electronic form/: The RFI must be submitted by the following option: 1. By to if the size of all attached documents do not exceed 10MB 2. In a sealed envelope provide (1) hard copy or provide a Flash drive or CD and send to: Tina Snyder Purchasing Supervisor Administration Building 5500 S Grant St. Hinsdale, IL Response due: December 1, 2015, 4PM (Central Time Zone) HINSDALE DISTRICT 86 shall not be liable for any costs or expenses incurred by any Responders in connection with this RFI or any response by any Responders to this RFI. No compensation will be paid to providers for responding to this RFI. The costs and expenses incurred by Responders in the preparation, submission, and presentation of the response are the sole responsibility of the Responders and shall not be charged to HINSDALE DISTRICT 86. This document is a Request for Information only. HINSDALE DISTRICT 86 will not make any award of a Contract, and may not take any further action on the basis of this Request for Information. Responder s documents will be treated only as informational for HINSDALE DISTRICT 86. Ownership of all data, materials, and documentation originated and prepared for HINSDALE DISTRICT 86 pursuant to this RFI shall belong exclusively to HINSDALE DISTRICT 86. To the extent that a Response includes confidential information, that information must be clearly identified in the Response. HINSDALE DISTRICT 86 will keep identified information confidential unless HINSDALE DISTRICT 86 obtains the Responder s permission to release such information, for example, as part of an RFP. Hinsdale District 86 3

4 DISTRICT 86 Network Internal HINSDALE Main features HINSDALE DISTRICT 86 current PBX: Admin Center Digital Phones Programmed 31 Digital Phone Ports in System 40 COT Analog Trunk Ports Programmed 5 COT Analog Trunk Ports In system 8 1 (to Central HS PBX) Dialogix 8 Port Gateway 1 South High School Digital Terminals Programmed 342 Digital Phone Ports in System 344 Analog Station Ports Programmed 9 Analog Station Ports in System 16 COT AnalogTrunk Ports Programmed 8 COT Analog Trunk Ports in System 8 ISDN PRI T (to Central HS PBX) AudioCodes Mediant 1000B MSBG E1/T1 1 Central High School Digital Terminals Programmed 359 Digital Phone Ports in System 360 Analog Station Ports Programmed 16 Analog Station Ports in System 11 COT AnalogTrunk Ports Programmed 8 COT Analog Trunk Ports in System 8 ISDN PRI T (1 to Admin & 1 to South HS) AudioCodes Mediant 1000B MSBG E1/T1 1 Transition Center New location ADDITIONAL INFORMATION REQUESTED In addition to identifying specific functionalities of their product Vendors must also provide the following information: 1. Organizational Profile: Brief description, background, and experience of the firm 2. List of institutions using the products 3. References: A minimum of three client references, preferably school systems with similar size implementation; otherwise, include client institutions of varying sizes of implementation. For each reference, include a brief project overview, contact name, phone number, and address Page: 4. Implementation: Brief description of project life cycle and implementation process for a system. 5. If your system does not include all functionalities but you have partnered with other vendors Hinsdale District 86 4

5 who provide those functionalities so that the resulting product is a fully integrated system, please explain and give examples of implementations of these combined systems. 6. Equipment/software list. Provide a complete listing of all proposed hardware/software/licenses required. Handsets to include a complete offering of desktop VOIP, USB, Wireless, Softphone, Video and Conferencing 7. Pricing structure or method; include information about availability of discounts, licensing options, and potential third party support. 8. Cost Estimates: Provide cost estimates on any items or services that would not be considered "free of charge," with a breakdown of estimated cost by piece and/or function. Hinsdale District 86 5

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