MINUTES. Pre-Submission Meeting

Transcription

1 MINUTES Pre-Submission Meeting New Public Safety Building Unified Communications System RE-BID DT RFP # One South Van Ness Avenue, 2 nd Floor Thursday, January 23, 2014, 2 p.m. Organization CCSF-SFPD CCSF-SFPD AdvanTel AdvanTel En Pointe Maverick Networks PacketFusion Shoretel VOX VOX Attendee Byron Fong Kendall Gary Jolie Gines Nancy Lillegard William Sanson-Mosier Glacier Ybanez Corey Cleric Tom Warren Chuck Abendroth Luc Bouchard Mark Richard Mac McConnell Andrew Williamson Brad Bacon Mike Brown Lip Tam Troy Cooper Shabina Colborn Craig Schneider Thomas Low I. Introductions were made and Jolie Gines informed everyone that administrative questions and all technical questions should be forwarded to [email protected] II. Jolie re-iterated the deadlines for questions is 5 p.m., Friday, January 24, 2014, 5 p.m. and that responses are due 2 p.m., Wednesday, February 5, III. Jolie explained that in order for vendors to do business with the City, they must be able to accept the terms and conditions of the P500 Professional Service Agreement, furnish the required certificates of insurance, be a fully compliant vendor to the City s 12B Equal Benefits Program and its Business Certificate is valid and current. Page 1 of 5

2 IV. The meeting was then turned over to William Sanson-Mosier for the technical overview, including the requirements and vital information needed in the responses to the RFP. RFP # Highlights was furnished to all attendees. A. The construction schedule and move relocation timeline must be met-because this project will serve as the catalyst for future bonds. Substantial completion of the building is expected in July 2014 and move-in is expected in November B. On-site Fifteen (15) minutes response and one (1) hour resolution of any VoIP issue is requested, but we expect vendors to identify what they can do to meet this service and support requirement and price accordingly. C. Training is requested to be conducted as close to the November 2014 projected move-in date. The training is not expected to be entirely sit down type of environment and can include webinars. D. Approximately 1600 SmartPhones were furnished to police officers; therefore, responses should include the integration of all existing and future mobile communications. E. Please provide a response that is an actual design to a solution, not a plan to the plan. F. Vendors, as the subject matter experts, are expected to identify any requirements/requests that cannot be met and offer a detailed alternative solution. G. The floor was opened up for questions. Q1. Are VoIP phones expected at the Hall of Justice (HOJ) and the new Public Safety Building (PSB)? A1. Make no assumptions, the Hall of Justice does not have to be VoIP, but the new PSB is expected to be VoIP. Q2. Existing Avaya phone system is not IP cable, how should Call Control be presented? A2. All SFPD phones must be serviced by the new call control structure to be located at the PSB and the high availability backup at DOC. Identify design solutions possibilities that are available. Page 2 of 5

3 Q3. Are numbers expected to change? A3. The City has some numbers that have been published and the City would prefer to minimize number changes. This would include for example, the Victim Services telephone number. Q4. What is the City s current environment? A4. SFPD is currently on the Lotus Notes system. The City has a rollout conversion plan to migrate the SFPD to Microsoft Outlook by November Q5. How are 911 calls being handled? A Calls are handed at the Department of Emergency Management Center at 1011 Turk Street. Q6. On Page 3 of the RFP 5 th bullet, is the initial thinking for a hybrid design? A6. Certain phones are non-voip, some are digital and analog. These phones are separate from the existing system for those situations in the event of a disaster that VoIP is down and the City needs a dial tone. Provide a detailed alternative solution how you would accomplish this if you propose a VoIP only solution. Q7. Please clarify the number of the analog phones identified on page 3 item B. Hardware of the RFP. A7. The 29 Analog phones are inclusive of the 72 analog ports. Q8. Will the District Stations also be upgraded? A8. No, the District Stations ARE NOT expected to be upgraded. However, vendors responses should include a response to how the District Station telephones will be kept operational. The District Stations each have stand alone PBXs, their own DIDs, and point to point fiber. The City has fiber to each District Station. Connectivity to the District Stations for 5 digit dialing and fully functional voice mail (including message waiting lights) is a requirement. Q9. What other equipment will DT provide during the transition. A9. DT does not guarantee that they have spare DS1cards and that the District Stations have available slots for T1 s. The design and proposal needs to be completed identifying any CCSF responsibilities. DT will work with the selected vendor during the transition. Page 3 of 5

4 Q10. Does the City plan to address DID services as a failover? A10. Currently there is no DID failover stategy for SFPD. Vendors should proposal a DID failover solution. AT&T costs do not have to be identified. Q11. What numbers are served as tandem? If they now ring on 5 phones, is that how they should appear on the new system? A11. Yes, any scenario such as the one identified above, must be duplicated at the new PSB. Q12. Is there a requirement for E911 tracking solution within the building? A12. We want to see tracking as accurate as possible, on the floor past the front door. Note that the new PSB will consist of two towers, six floors, basement, a parking garage, and a new fire station. Q13. What is the requirement for five digit dialing? A13. Provide short dialing as is currently the case at HOJ among all the SFPD locations. The PSB must have five (5) digital dialing with all District Stations. Q14. Are vendors expected to provide a future plan for the SFPD in terms of a unified communications system? A14. The City of course has funding limitations and cannot change all District Station telephones now. We expect to build from this RFP, in order to issue other RFPs to unify the SFPD communications system. Take that information and leverage it to identify how the City can build upon it in the future. For example the Hunter s Point Crime Lab is a project in the foreseeable future. The evaluation team will review the overall strategy and design solutions that encompasses the present and integrate future projects. Q15. Are the SmartPhones VoIP enabled? A15. Yes, the SFPD Smartphones have the ability to be VoIP enabled. Proposals should identify and describe in detail all advanced communication features and requirements for Smartphones. Q16. How many voice mail boxes and users should be quoted for pricing? A16. There are 3300 voice mail boxes and 2700 actual users. Page 4 of 5

5 Q17. How are the District Stations connected? A17. There is fiber to each District Station on the Fiber ring. There are two types of Fiber, OPTEMan and City Fiber. The infrastructure is there and the diagram on page 11 of the RFP identifies the connectivity. Voice connectivity is via point-to-point T1 s to HOJ. Q18. What kind of switch reports are expected? A18. CCSF will not provide any switch reports. Q19. Do you need Citywide Voic ? only. A19. No, your response should include voic for the Police Department Q20. What kind of video-conferencing integration is needed? A20. The City expects to have Polycom HDX 9000 series video-conferencing units at the PSB and proposal designs should describe integration to the new system, video conferencing, etc. SFPD would like proposal design to include videoconferencing bridging to support advanced communications among VoIP phones, non- VoIP phones, video-conferencing equipment, desktops, laptops, Smartphones, etc. Q21. Are you open to an all VoIP Solution? A21. SF is open to an all VoIP solution, propose a Thinking out of the Box solution. Be sure that you can make a solid case and back up your proposal in detail. Q22. How should power failures be handled? A22. Vendor solution should be detailed to identify how the failover will be handled; your response should factor how you can support a non-ip solution. Jolie thanked everyone for attending the pre-submission conference and reminded vendors again of the deadline for submission of questions and the deadline of submission of RFP. The meeting was adjourned at 3:35 p.m. Page 5 of 5