Request for Proposals: Telecommunications and Local and Long Distance Services. Response to RFIs/Questions. Updated January 23, 2013

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1 Request for Proposals: Telecommunications and Local and Long Distance Services Response to RFIs/Questions Updated January 23, 2013 Q1. Is IUSD open to a hosted PBX VoIP solution? A. At this time, IUSD is not seeking a hosted PBX VoIP solution. The district may post an RFP for either on-premise or hosted VoIP in future years (anticipated ). Q2. Do you have a list of the voice services (PRI, Centrex, POTS, etc.) per site? A. We have 10 PRI circuits currently located at district office. We also have several POTS at each site used for fax lines, fire alarms, etc. Each site has one PBX switch (Mitel ICP 3300 Mxe switch) Q3. Do you have a minimum requirement for features on the voice services, such as Caller ID, 3 way calling, call transfer, remote access to call forwarding, call waiting, etc.? A. Requirements vary based on POTS usage at each site. For example analog fax lines require long distance, caller ID, etc., which is normally ordered using a bundled package (CALNET E-rate) from our current provider AT&T. Other analog lines (e.g. 911 call) have no features. Q4. By line charges can you be more specific, e.g. PIC, LPIC, etc? A. Currently our long distance carrier (PIC) and local carrier (LPIC) is AT&T. Charges are through packaged bundles we get from AT&T. Q5. How many schools are using VoIP technology and what is the configuration? A. 13 school sites are using VoIP. Q6. Are the schools set up with a centralized call plan (4-digit dialing, call transfer, etc.)? Q7. What types of on-site terminating equipment (PBX, key system, etc.) are at the schools? A. PBX Q8. Can you please clarify other charges applicable to the RFP? A. Providers must list all fees, taxes, and other charges that the District will be charged for the life of the agreement. Any charges not specifically defined in the provider s proposal will be the 1

2 sole responsibility of the provider and shall not be chargeable to the District under any circumstance. Q9. Are the site locations for telecommunications the same as the site list for WAN RFP? The site locations are the same as the sites listed in the WAN RFP. https://www.iusd.org/district_services/purchasing/wan.html Q10. Under the terms, the District requests a 5-month contract option. Why the short term? A. The District is currently receiving services under CALNET 2, which expires January Given that CALNET 3 is still under negotiation, the District would like an option to have a contract that bridges from the expiration of CALNET 2, to the beginning of the following erate year (July 1, 2014). The District will accept proposals from providers that choose not to offer this option. Q11. Is the District also using or considering CALNET for the WAN RFP? A. No. The district is not currently using CALNET for WAN Services. Furthermore, the contract term the District is seeking for the WAN is a five-year initial term, with five, one-year extension options. Q12. Is ATT the incumbent service provider. Q13. What is the reason for the RFP? Is the District adding lines, PRIs? A. The District s existing contract under CALNET expires January In addition, the District is growing rapidly and needs to be able to accommodate new sites. Q14. Can the District provide information on usage? A. Revised Response Please see the detail below in response to Question 35. Q15. Is there a standard configuration for each site? A. The setup at each site varies. Most sites have 4-8 analog lines for alarm, fax, emergency, elevators, and/or intrusion. 13 sites are VoIP. The remainder are analog within the site. For sites that are analog, calls leaving site are capsulated in IP format and router through the District Office (current NOC). All PRIs (10) are at the District Office, but will be transitioning to the new data center at 100 Nightmist. Q16. What is the timeline for implementation of services? A. Work can begin on the implementation after July 1 st However, sites cannot be transitioned until the new data center is ready for move-in, expected December All sites 2

3 must be transitioned prior to the expiration of the District s current contract on January 29, Q17. Are we planning to switch all sites to VoIP? A. The District does anticipate switching to full VoIP in the future. However, that transition is contingent on additional funding. IUSD plans to pursue a technology bond in 2014 that would allow this work to go forward. If the District is successful, we anticipate bidding a full VoIP transition project in the summer or fall of Q18. Does each site function independently? Is traffic site-to-site or does it go through a central location? A. Calls between school sites are routed from school 1, to the NOC, to school 2. See Question 15 for further detail. Q19. Can the District provide the total number of PRIs, analog lines and DIDs? A. Revised Response Please see additional detail provided in Question 35 below. Q20. Do all of the DIDs associated with the schools ring in at the PRIs in the NOC? Q21. Is the District looking to replace existing equipment? A. Not at this time. If successful in a technology bond effort in 2014, the District anticipates releasing an RFP for a full VoIP migration and equipment refresh in the summer or fall of Q22. Will all the voice traffic from the sites go over the WAN? A. Yes, with the possible exception of dedicated emergency or security lines. Q23. Are the PRIs in a single trunk group? A. Not all DIDs are in a single PRI channel. Q24. Is the voic coming out of the district office? It currently resides on a server at the NOC. It is included in the RFP as a unit cost option for the District for informational purposes and to allow the District to exercise flexibility in adding services during the life of the contract. Q25. How old is the District s phone system? A years old. 3

4 Q26. Is the District interested in hosted VoIP/PBX services? A. Not at this time. The District may consider a hosted solution during a separate, more extensive RFP process to replace the phone system (anticipated in the summer or fall of 2014). Q27. What is the current phone system? What equipment is used? A. The District s current system is Mitel. Each site has one PBX switch (Mitel ICP 3300 Mxe switch) Q28. Are the PRIs terminated to the existing Mitel infrastructure? A. Yes Q29. Are there any immediate plans for an alternate PBX in case of disaster? A. Not at this time. Q30. Is everything dependent on the WAN and PRIs? If they were to go down, how would the district react? A. Yes, everything is dependent on the WAN and PRIs. The district has emergency notification systems and each site has an emergency radio and cell phone. Q31. Does the District use analog lines for 911? Do the lines display the school site physical school site address to emergency responders? 911- physical address appears A. Yes, the District uses analog lines for emergency calls and the physical address is displayed. Q32. Does IUSD want to keep the existing DIDs? Q33. What is the method and process for award? A. IUSD will evaluate each proposal in its entirety soon after the RFP Responses are due. The evaluation will be based on total cost to the District, as well as all of the other factors outlined in the RFP. References will be checked, including references that may not be listed in the RFP. Once a selection is made, the District will post its Intent to Award on the RFP website. Shortly thereafter, the award will be taken to the Board of Education for Approval. Once approved, the District will negotiate and execute a contract with the successful provider. Q34. Is the District familiar with other companies aside from the current provider? A. The District is familiar with other providers through research conducted during the development of the RFP and connections to professional communities for education technology. The current District personnel do not have first-hand experience with another provider. 4

5 Q35. Follow Up: Approximate Usage/Quantities of Services Details A. Description # Lines Business Lines Centrex Lines or Equivalent 0 Features (include list & costs) Voice Mail PBX Trunk 39 PRI/Supertrunk 171 MB, 53 ML, 5MB/Toll block Not Applicable Not Applicable 15 PRI ISDN T-1 11 $ point-to-point, monthly T-1 Mileage $10.29 month per mile DS3 N/A $2, point-to-point, monthly DID 3500 DSL Online Invoice Minimum Usage Fees Other Charges Applicable to RFP $40.00 month Dynamic IP No Charge No Minimum Usage Fees None PER UNIT Local Zones 1 & 2 $ Zone 3 $ Toll & Long Distance $0.024 & $ / Directory Assistance $0.45 PICC fees / line charges PICC fee (Fed. Subscriber line fee) $4.59 per line 1MB $8.31 month 1ML $8.31 month Non-Published Listing $1.25 month Toll Blocking -$1.90 month 5

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