Attachment III Scope of Work Tehama Count Dept of Social Services Phone System Replacement RFP 2014

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1 Attachment III Scope of Work Tehama Count Dept of Social Services Phone System Replacement RFP Scope of work a. The proposed system will be installed at three TCDSS offices in Red Bluff and Corning, Ca. locations, utilizing existing category 5/6 & fiber network cabling, 19 inch rack mounted equipment and patch panels. All cables are terminated at the cubicle and corresponding patch panel ports. The new Red Bluff office s phone system will connect to an existing Cisco 2951 router s two T1/PRI interfaces and a Cisco 2960-X switch port. The Corning office new phone system will connect to one existing T1/PRI and a Cisco 2951 router or Cisco 2960-X switch. b. The new system is expected to be in service for at least 7 years, replacing two existing systems in the Red Bluff office and one in the Corning office. c. The system shall have a unified management interface to configure all three office telephone and voic systems, and to be interoperable for users calls and voic transfers. d. TCDSS has not identified a complete list of components and material list needed to provide a completely functional system. At a minimum the system shall include; i. one or more VoIP PBX, 1000/100BaseT copper or fiber network interface connectivity. ii. The vendor will need to include a new Uninterruptible Power Source with Auto Voltage Regulation (UPS/AVR),providing a minimum two hour whole phone system operation run time,at each of the three office. e. Operator Console functions for the Red Bluff office will require a minimum of; i. one station to provide a main operator console function ii. eight backup operator stations to provide temporary overflow support f. Operator Console functions for the Corning office will require a minimum of; i. one station to provide a main operator console function ii. onebackup operator stations to provide temporary overflow support. g. Contractor will be responsible to perform a Network Readiness Pre-Assessment, consisting of at least the following: i. Determine Network capability of supporting a Voice over IP system ii. Identify configuration optimization or changes required iii. Identify components needed or needing upgrades or changes iv. Assess call load capability v. Contractor shall provide a written Network readiness report which identifies the existing infrastructure s ability to support the new VoIP phone system. Network readiness report must identify any potential limitations or challenges, and a recommendation of how to eliminate those limitations or challenges. h. Contractor will be responsible to perform system configuration and testing, install and configure the new telephone system and voic . Configuration of hardware & software shall be done in advance of a system cut-over wherever possible, and have the least amount of user disruption of service.

2 i. The AT&T and Tele Pacific s T1/PRI circuits cutover shall be a planned scheduled from the existing systems to the new systems after 5 p.m. during a week day or weekend during the day. j. Contractor shall provide TCDSS Information Technology requirements for Dynamic Host Configuration Protocol (DHCP) scopes. k. All Direct Inward Dialing (DID) phone numbers will remain the same. l. The system shall replace and mimic the current ACD system of the current phone system or a modified call processing design of TCDSS. m. Provide instructor lead staff ACD / Operator console training. n. Provide instructor lead IT staff system maintenance training. o. Provide instructor lead general end user phone training. p. Install all assigned IP phone sets at desk locations, connecting to existing Cisco 2960X VoIP PoE switches. q. Assist with network configurations necessary to support VoIP; including, VLAN, DHCP, DNS, QoS, priority. r. Contractor must submit a detailed written project plan, identifying schedules and steps required to: i. install, configure, cut over, and test the new system; ii. ensure product delivery services and logistics and product staging, including delivery schedules; iii. on-site installation including equipment set up configuration connection and testing; iv. provide a training plan for technical staff and users 2. Site Office addresses: a. Red Bluff, 310 S. Main St., Red Bluff, CA b. Work First, 376 S. Main St., Red Bluff, CA c. Corning, 275 Solano Street, Corning, CA Required Calling features: a. Six Page Groups Red Bluff office, on both IP phones and existing amplified overhead P.A. Systems b. Five Page Groups Corning office, on IP phones c. Record a call capability d. Operator stations: RB = 12 license (softphone), Corning = 2 licenses (softphone) e. Call log Reporting (SMDR) f. Greeting /Outgoing messages should be 3 or more, or ability to have a schedule to change messages g. ACD / Auto-attendant to route inbound calls to recorded information, staff by name, or operator(s) h. Ability to use Active Directory to assign names to phone numbers i. Provide secure encryption to wireless Bluetooth headset j. Any Operator should be able to answer any main incoming line in any office k. Call hold (Place / Retrieve) l. Call transfer m. Do Not Disturb

3 n. Call Forward Settings (Multiple) o. Conference call setup p. Voice mail access - large message waiting lamp q. Direct page / Group page / Set to Set intercom paging r. Last number redial 4. Required Telephone Feature sets a. Phone sets must have two Category 6, 1 Gigabit network ports. b. Phone sets must be hearing aid Act of 1988 compliant (HAC). c. Headset compatible with existing plantronics Model M22 amplifier/h251 Headset wired and wireless models CS50 and CS70. d. Pricing option for electronic DESI display e. Pricing option for IP Phone Bluetooth headset capable f. Hands free speaker phone and on Hook dialing. g. Handset, Headset & Hands free Mute support h. Desk and wall mountable i. tilting stand for better viewing angle j. Buttons; cancel, redial, transfer, conference, hold, speaker, mute, messages, volume levels. k. User backlit display panel l. Phone sets must not exceed 6.5 watts at full power in 1 Gigabit, full duplex mode. m. Multiple powering options: Accepts standards-based (IEEE 802.3af power compliant) power over the LAN via spare pair to signal pair, or supports 48 VDC Ethernet / AC Power wall adapter n. Compression support: G.711, G.729 o. Supports IEEE 802.1p/q for Voice Quality of Service 5. Required System Features a. The proposed system must be fully integrated Voice over Internet Protocol (VoIP). The system must also support at least 8 Loop start service trunks at Red Bluff and 4 Loop start service trunks in Corning b. Support for two (2) PRI/T1 circuits in Red Bluff and one (1) PRI/T1 in Corning c. Support for twelve (12) on premise stations / analog lines in Red Bluff and four (4) on premise stations / analog lines in Corning. This will supply the POTS lines for the Polycom audio conference stations. d. Support for 350 phones with voic e. Contractor must supply the phone systems from a tier 1 manufacture. f. Purchase shall include at least one year of support, maintenance, software licenses, and system software updates. g. Caller ID / directory name displays on phone sets for inbound and outbound calls h. Support for multiple outside DID numbers on each phone set. i. Automatic Day and Night mode j. Call restriction / Barring / Area code restrictions

4 k. Call of services / Call routing l. Call logging of both internal and external calls and transfers m. Six (6) party conference calling capable n. Last ten numbers dialed out and last ten numbers received with redialing o. Station notification of all emergency call routes (911) p. External paging system interface q. Call pickup groups r. Intercom phone to phone set s. Off hook dialing, speaker phone with microphone mute t. Call screening u. System nightly configuration and voic backup 6. Voic System requirements a. Message waiting indicator b. Supports 12 concurrent voic calls. c. 350 voic boxes d. Single point administrator voic box management e. Time of day greeting changes f. Staffing directory lookup by first or last name for inside and outside callers g. Message playback, Fast & slow forward, rewind, pause, skip to next message, save message h. Forward voic to i. User selectable multiple pre-recorded outbound greetings. 7. Equipment Warranty & Maintenance Service: a. Support and Maintenance, including warranties, software upgrades, and all necessary software licenses, for one (1) year after System acceptance shall be included with the Vendor s main proposal. Respondents shall further provide separate proposals for support and maintenance for an additional two (2) years, andfour(4) years beginning at the expiration of the first year of maintenance and support included with the purchase. These proposals shall be expressed as all-inclusive annual flat fees for each year during which support and maintenance is provided. b. Warranty and Maintenance agreement must include applicable active licensing during the option period selected. c. While under the warranty and maintenance period (selected), response time due to a system failure (excluding phone sets) shall not exceed two (2) hour including vendor travel time, and time to repair shall not exceed four (4) hours to restore total operations. A system failure includes any system functionality causing user disruption. Note: hours of operation are 8:00 a.m. to 5 p.m. Monday through Friday.

5 8. Equipment Distribution: Site / Office IP Phone Distribution Matrix Red Bluff Corning Work First Training Room 1 5 Conference Room Phone Conference Speaker phone (analog) Staff IP phones Reception Lobby Shared Interview booths AEC / Service Helpdesk Break room Warehouse Total Red Bluff 259 Total Corning phones 46 Total Work First phones 8 Total IP Phones needed 313

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