RFP Addendum #3 Districtwide VOIP System THE FOLLOWING CLARIFICATIONS TO THE ABOVE CITED SOLICITATION ARE ANNOUNCED.

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1 Purchasing Department SW Merlo Road, Beaverton, OR Phone: RFP Addendum #3 Districtwide VOIP System THE FOLLOWING CLARIFICATIONS TO THE ABOVE CITED SOLICITATION ARE ANNOUNCED. This Addendum modifies the Request for Proposal (RFP) document(s) only to the extent indicated herein. All other areas not changed or otherwise modified by this Addendum shall remain in full force and effect. This Addendum is hereby made an integral part of the RFP document. Proposer must be responsive to any requirements of this Addendum as if the requirements were set forth in the RFP. Failure to do so may result in Proposal rejection. See the RFP regarding requests for clarification or change and protests of this Addendum, and the deadlines for the foregoing. This addendum is to be acknowledged in the space provided on the Proposer Certification form supplied in the solicitation document. Failure to acknowledge receipt of this addendum may be cause to reject your offer. The closing date remains unchanged. Clarifications: The system will have complete re-numbering to one prefix The system will use 4 digit extensions with availability to call any extension using the 4 digit number. There is CAT5e or better to each drop. POE Switches are NOT part of the scope of this RFP. Each location should have independent survivability w/ 911 capability. Stakeholder involvement was completed in 09/10 District Goal: All students will show continuous progress toward their personal learning goals, developed in collaboration with teachers and parents, and will be prepared for post-secondary education and career success. The Beaverton School District recognizes the diversity and worth of all individuals and groups. It is the policy of the Beaverton School District that there will be no discrimination or harassment of individuals or groups based on race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, marital status, age, veterans' status, genetic information or disability in any educational programs, activities or employment.

2 QUESTIONS/ANSWERS: Question: Are there zoning requirements that will include e911?. Question: Do you wish to have PS Alley included?. Question: Is the timeframe (schedule) realistic?, Prep work can not interrupt classroom activity and there can be no downtime during school hours. Question: What are the dimensions of the staging facility? Answer: 15 x15 Question: Is a voic integrated with the existing system required? Question: Are fax lines dedicated lines from the PBX? Answer: Both currently. On system after transition. Question: Please advise the Number of Fax Lines? Answer: Currently 1-2 for elementary, 2-3 middle schools, 5-8 high schools, combined admin and other sites 25. Question: Do you require ACD reporting?, Simple reporting with the ability of the help desk to log in/out. See Part 2.1.A.3.e and Part 2.1.A.3.j of Spec section There is a requirement for reporting of these features. Question: Who is responsible for removing legacy equipment? Answer: The successful bidder. Question: Does the system need to integrate into the Bell system? Intercom system? t at the time of installation because the district has not yet standardized on a Intercom/Bell Schedule solution. There will be a requirement of the new Intercom/Bell schedule solution to integrate to the successful bidder s proposed VoIP solution. Question: Trunk line/ audio paging? Answer: See response above in regards to Bell and Intercom systems. Question: Will you require Internal paging through phones? t at this time. Question: Breakdown of the phone types for pricing. The quantity is left up for interpretation. Please clarify the number of phone types. Answer: 5% Admin 95% standard Question: Will e-rate funds be used? Question: PRI Interface to SIP?, must have the capability for this interface to deploy SIP compatible phones. Question: Are you moving to a SIP environment? t planned at this time, and the district want to learn from the successful bidder whether this is beneficial. Capability to future SIP environment with the same equipment is the minimum requirement. Question: Will Teleconference / video be included? Answer: Video is not part of this proposal. 2

3 Question: Voice conferencing how many parties? Answer: Up to 20 parties, with up to 16 concurrent voice conference calls at any one time. Question: What aspects of UC do you want to provide in phase 1 deployment? Answer: Voic and integration to Outlook 365, and collaboration resources with IM being minimum. Again, looking to proposers to make recommendation in regards to best approach. Question: What is the IM presence today? Answer: Lync Question: Plans for end user training? Answer: Covered in RFP section 3.10 Question: What are the biggest mobility challenges? Answer: Teachers who share classrooms, and staff who roam between sites. Propose best method for overcoming this challenge. Question: Will the directory be integrated using an LDAP or Active Directory? Answer: Microsoft AD that is currently used for Outlook 365. Question: Do staff work at different locations and how will that be handled?, propose best method for overcoming this challenge. Staff DIDs not Teachers. Question: What Version of outlook 365? Answer: We are using the Web App. Question: Hosted or on premise? Answer: On Premise Question: Will you need call accounting and reporting?, see Part 2.1.A.3.e and Part 2.1.A.3.j of Spec section Question: Will the supplier perform software updates? Please clarify 3.9.d will the supplier or the district perform the actual updating. Answer: The district will deploy software updates the supplier/successful bidder provides through their proposed vendor solution, after training has been conducted. Question: Do you have an autodialer? it is not connected to the PBX Question: #12 page 7 please clarify Question not specific enough to understand confusion or what is being asked. See other responses to questions regarding ACD/UCD that may help clarify. Question: Is expansion to students or parents planned? t at this time. Question: Are there page limits for the responses?. Question: Are all handsets to be 1 gig?. 3

4 Question: How many analog station ports are required at each site? Answer: 4 elementary, 6 middle, 8 high school, 100 admin Question: How many voice T1s are in place throughout the District how many and at what locations? Answer: 7 PRI circuits. Question: Does the District have a secondary or backup Data Center in addition to the primary Data Center at the Administration Building? Question: Has the District deployed a Server Virtualization solution? Question: If a virtualization solution is in use, what solution is being used (i.e. VMware, Hyper-V)? Answer: VMware. Do not assume that the existing deployed solution is available or expandable to support the successful bidder s proposed solution. Question: If a virtualization solution is in use, where is the host(s) located? Answer: District Data Center at SW Merlo Road, Beaverton, OR Question: What is the function of the Nortel CS1000 and where is it physically located? Answer: Centralized PBX, SW Merlo Road Beaverton, OR Question: Does the CS1000 connect directly to a specific system? Answer: It IS the phone system Question: What is the CS1000 Software version? Answer: Question: What are the capacities of the CS specifically how many T1s and SIP Trunk sessions will it support? Answer: 7 PRI circuits Question: Are any of the existing Nortel systems capable of supporting QSIG? Question: The Excel spreadsheet that lists each location specifies the number of lines per location. What type of lines are these? Answer: Dedicated analog lines. Question: Is there an existing MPLS voice network that ties together all locations? Question: Is the school district open to a voice network proposal to optimize the district wide VoIP system conversion? t considered part of this project unless there is a value add portion of proposal with reasons why it should be considered over district deployment. Question: Does the district have a preference of PRI versus SIP trunks? Answer: PRI Question: With regard to Section III, Item 12. Automatic Call Distribution (ACD/UCD): a. Inclement weather messaging and emergency notification are typically outbound dial applications used to notify employees and/or students of school closures, delays in school opening, etc. Do I understand this requirement correctly? inbound only. 4

5 b. For the ACD inbound function do you require the ability to process messages in addition to voice calls via your ACD application? c. For call routing to each facility, does each school have a unique main telephone number currently? Yes Are these unique numbers listed in the telephone directory that is issued to the public? Question: Is there a desire to have all calls route to a central location rather than have all calls route directly to each school or administrative building? Question: Does the district have Direct Inward Dial (DID) numbers currently? Question: Is there a network diagram(s) for the current voice and data network and may we get a copy of that diagram(s)? Answer: Voice overview provided in No for data network. Question: What firm provides support and maintenance on the existing Nortel hardware and software? Answer: Christenson Question: Is that support 24 x 7 x 365 or Monday Friday 8 a.m. to 5 p.m.? Answer: The current level of support is 24x7x365. Question: The RFP defines two types of desired phone handsets (and a sidecar) with clear requirements for these models. To provide an accurate lump sum of the materials/product cost in the Price Sheet, can you give a breakdown or guideline for how many of the 4,449 total phones listed in Attachment A would be of each type? And should vendors assume that all Administrative/reception phones would have the added sidecar, or just a certain number of them? Answer: 5% of total should be administrative and assume a total of 25 side cars. Question: If there are fax lines that will not be on dedicated analog lines, please provide details on any these (quantity by site preferably). Answer: See answer above. Question: We understand that you have 1 Gig Ethernet WAN links via Comcast. Does your WAN preserve QoS and VLAN tagging? Question: In preparing our RFP response to the District Wide VoIP System Conversion I would appreciate your direction on how to respond to the financial questions. I have been instructed by my in-house legal counsel that the following two options are available. What would be the preferred approach by Beaverton School District? Answer: The RFP Solicitation document delineates the District required information. Question: It was mentioned yesterday that the district will only accept premise based VoIP solutions for this RFP and will not consider Hosted/Managed Service VoIP options. Can you clarify the reason why the district will not consider Hosted VoIP solution as an option? Answer: The Decision was made that this project will utilize District owned equipment. Question: The RFP states that only Portland area based firms with 10 years of experience will be considered. Would a national firm with local Oregon presence and 5 years of experience be considered? Answer: A National firm with a significant Portland Oregon area presence and 10 years of experience will be considered. -End of Addendum #3-5