Voice Over IP (VOIP) Phone System Invitation to Bid

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1 Voice Over IP (VOIP) Phone System Invitation to Bid The Board of Trustees of Neosho County Community College (NCCC) is seeking bids for a VOIP phone system for the new Ottawa campus building. This system is to replace an existing Toshiba Strata phone system. 1. Introduction and General Information 1.1 Purpose This document is an invitation to Bid to design and install a turn key VoIP telephone system. This system should include similar technology to that of the CISCO Unified Communications VoIP solution for approximately 40 phones, including all required hardware, software, and professional services, which are to be implemented by the vendor at the new Ottawa facility. Vendors responding to this request are expected to use the basic requirements outlined in this document as a guideline for the proposed solution. We are relying on you the vendor to use your vast knowledge and experience within the communications industry to provide the best and most fiscally responsible, scalable, reliable, and maintainable solution possible. The design must be an end to end UC design that will provide 99.99% uptime annually. The solution should utilize the Cisco Unified Communications Manager or similar technology and should also include the Cisco Unified Survivable Remote Site Telephony (SRST) or similar technology. We are currently familiar with Cisco equipment. As such, this Invitation to bid will refer to both general and specific Cisco equipment as minimum requirements. Cisco systems are not required in this proposal but any system presented should have comparable features to the Cisco product offering. Alternative manufacturers will be considered provided they meet or exceed the capabilities of the Cisco equipment defined in this document. Comparative matrix must be included in this bid if proposing equipment other than Cisco. Detailed in this document are the services and requirements specified by Neosho County Community College for this bid. 1.2 Neosho County Community College Ottawa Overview NCCC Ottawa is a satellite location of NCCC main campus located in Chanute,Ks. The NCCC Ottawa site is currently in the middle of a 54,000 sq ft building expansion in Ottawa, Ks. This new facility will be equipped with the latest in IP telephony technology which will replace the ageing Toshiba Strata system currently in place. Since this facility is a new construction vendors will essentially have a blank canvas with which to design and build the system. There are approximately 48 extensions that will be required on the onset of this project; however the system should be easily expandable to include not only additional extensions at the Ottawa site, but also to include the entire Chanute campus in the future. Total extensions on the could be as high as 350 within the next 3 years but Day 1 the count will be approximately 40 extensions in Ottawa and 8 in Chanute therefore it is imperative that any system proposed be able to integrate with the current Toshiba Strata system at the Chanute campus. 2. Requirements of the Bid 2.1 Schedule The high level schedule of events is approximately as follows and will be based on the substantial completion date of the new facility: MILESTONES DATES Issue Date 11/11/2010 Award of Contract 12/10/2010 Implementation Planning for Project 12/10/2010 to 1/10/2010 Installation Testing & Training 3/14/2011 3/18/2011 System Go Live 3/23/ Instructions The VOIP (Voice over IP) phone system bid in conjunction with any additional information provided by Neosho County Community College should serve as a guide for the development of each bid. Questions about the requirements should be ed to Submission Bids may be submitted via mail by sending them in a sealed envelope marked Ottawa Building VOIP Phone System to: Attn: Sandi Solander Neosho County Community College, 800 W. 14 th Street, Chanute, Ks or via (Please put Ottawa Building VOIP Phone System in the subject line) to All bids must be submitted to NCCC by 4:00 p.m. Wednesday, December 1st, 2010 to be considered. Bids shall be opened on Wednesday, December 1st, 2010 at 4:00 p.m. in the CFO office in Sanders Hall on the Chanute campus. We anticipate that a recommendation on the bids will be made to the NCCC Board of Trustees at the board meeting at 5:30 p.m. on December 9th, 2010 in Room 209 of the Student Union on the Chanute campus. The Board of Trustees reserves the right to reject any or all bids and to determine whether or not specifications have been met. Bids are expected to be firm quotations and should not be presented as estimates Respondent must clearly articulate their solution in the Vendor Response area for each section below requesting a vendor response 2.3 Evaluation Criteria All factors of the bids shall be considered, price being one factor. If a bid is submitted by bidder(s) domiciled within Neosho County and the low bid is submitted by a bidder domiciled outside Neosho County, any Neosho County domiciliary which submitted a bid may be deemed a preferred bidder if (1) The quality suitability and usability of the materials, goods or wares are equal; (2) The amount of the bid of the Neosho County domiciliary does not exceed the amount of the low bid by more than 5% of a bid below $25,000.00, 3% of a bid of $25, up to $50,000.00, or 1% of a bid over $50,000.00; and (3) The Neosho County domiciliary agrees to meet the low bid by filing a written agreement to that effect within three (3) business days after receiving notification of being deemed a preferred bidder. The lowest bid submitted by a bidder domiciled within Neosho County, Kansas and deemed a preferred bidder which elects in writing to meet the low bid may be accepted. The provisions of this paragraph may also be applied to acceptance of quotes where Board approval is not required. The provisions of this paragraph shall not apply to expenditures for construction, re construction or remodeling. 2.4 Bid Content To Neosho County Community College in the evaluation, vendors shall submit their bids in the format provided below: Letter of Transmittal Submitted on the vendor's letterhead containing the signature of a person authorized by the vendor's firm to obligate the firm to the commitments contained in the bid. This letter should include a summary of the vendor's qualifications, proposed solutions, and experience in implementing similar proposed system, including a minimum of three (3) references. Vendor Response (Included Yes/No):

2 Bid should include the following information: Vendor overview Vendor Response (Included Yes/No): Experience in implementing similar proposed system, including references Vendor Response (Included Yes/No): The number of IT individuals within your organization with certifications on the proposed platform and the number of individuals at each level of certification. For your bid to receive serious consideration at least one member of your staff or a contracted consultant should be a certified architect on the proposed platform. Vendor Response (Certified Architect on staff/under contract Yes/No): Vendor Response (Certifications in your organization and quantity): Use of proposed system in an existing VolP solution environment, including references Vendor Response (Implementation References Included Yes/No): Clearly specify each piece of hardware (including servers, routers, firewalls, switches, proprietary hardware devices) with model numbers and software with version numbers; planned/warranted lifespan (based on the manufacturer or creator's intention to support) all quantities, licenses, maintenance or support contracts, etc.; migration path of upgrades or updates and their respective impact to operations; all skill sets recommended to support proposed hardware and software; all assumed infrastructure needed based on the manufacturer or creator's recommendations (i.e. software resides on a server of these specifications, hardware resides on Neosho County Community College on a network of these specifications, etc.); maintenance requirements and size of windows to perform maintenance and how to accomplish given the environment has limited time windows to perform maintenance (i.e. backups, resets, etc.) for all items included as a part of your proposed solution. Vendor Response (Solutions hardware/software/support detailed Yes/No): Implementation plan list major milestones, tasks Vendor Response (Implementation Plan Included Yes/No): Risk assessment and contingency plan(s) Vendor Response (Risk Assessment, Contingency Plan Included Yes/No): Bid shall include the following information regarding Pricing: Neosho County Community College requires that all vendors fill out an Excel Spreadsheet outlining the cost for each individual piece of software and hardware. It must also include both a three (3) year and five (5) year total cost of ownership analysis. Vendor Response (3 and 5 Year cost of ownership Included Yes/No): Along with the spreadsheet each company is required to submit the Summary of Total Costs sheet for total project implementation. This Summary of Total Costs must also include the three (3) year and five (5) year figures pertaining to total cost of ownership Vendor Response (Cost Summary Included Yes/No): Training highlights detailing any training expenses as may be required. Vendor Response (Required Training and Associated Cost Technical and End User Included Yes/No): Include maintenance contracts associated with Total Cost of Ownership of all proposed hardware and software for both 3 and 5 years Vendor Response (Maintenance Contracts, EOL Dates Included Yes/No): 3. System Requirements 3.1 Assumptions Neosho County Community College and the vendor will work toward implementing a VolP solution system under the following assumptions: We are currently familiar with Cisco equipment. As such, this Invitation to bid will refer to both general and specific Cisco equipment as minimum requirements. Alternative manufacturers will be considered provided they meet or exceed the capabilities of the Cisco equipment defined in this document. Comparative matrix must be included in this bid if proposing equipment other than Cisco. By the time of the go live the Ottawa location will have a 15 MB DS3 internet connection. NCCC requires a single point of implementation; meaning only one (1) vendor for all equipment and professional services referenced in this Invitation to Bid. All voice and data equipment being proposed must be from the same manufacturer, with complete integration and security as is recommended by the manufacturer for this application. The Primary Centralized call processor and voice mail will be located in the IT room in the new Ottawa building. NCCC will provide each extension with a dedicated VoIP network jack and PoE capability. Bidder must provide alternate network configurations as may be required to meet specifications of equipment being proposed and/or improve communications within the departments included in this invitation to bid. Full explanation of reasoning behind the upgrade modification must be detailed in the bid. Acceptability of any modification to the network design, equipment, or its configuration will be determined by Neosho County Community College. Cisco product descriptions in requirements section of invitation to bid are provided below to identify the minimum equipment specifications to meet the requirement of this invitation to bid. All equipment will include all necessary power cords and patch cables as may be needed. The cost of administration, IT and end user training must be included in this bid. Annual maintenance costs for a period of both three (3) and five (5) years must be included in this bid.

3 Neosho County Community College, at its own discretion, has the right to accept or reject any bid that does not meet the requirements of this Invitation to Bid. 3.2 Scope The proposed system must provide service given the following: This project is intended to replace the existing voice technology at the NCCC Ottawa location. This includes, but is not limited to the infrastructure and equipment for all voice applications within this facility as is cost effective and feasible. This excludes all station run wiring, desktops, notebook PC's, PoE Switches, and non voice related servers. Although Neosho County Community College currently intends to use the Chanute campus data center to house the redundant VoIP system if another location is shown to be a more suitable location Neosho County Community College at its discretion will approve the relocation to a different location. Main Call Processor to be installed in the IT room utilizing its LAN wiring but all routers, servers, and any other required hardware appliances required for this implementation must be included. Implementation will occur as a single phase. Although standard hours of operation of all offices are Monday through Friday 8:00 a.m. 5:00 p.m. access at other times may be possible dependant on the current building schedule. 3.3 Requirements The requirements listed are a compilation from various sources. The system must be able to integrate with the existing Toshiba Strata phone system at the Chanute campus so that Day 1 NCCC will have approximately 40 extensions live at the Ottawa site and 8 live at the Chanute site. It is preferred that the number of equipment manufacturers involved with providing the complete system be kept to one (1) manufacturer to assure tight integration and quality of service. All bids must use CISCO s latest Communications Manager or similar technology. CISCO s Unity Connection or similar technology is preferred for voice mail. In keeping with our desire to keep the number of equipment manufacturer to one (1) ALL servers should be Dell Poweredge R Series rackmount Servers. Any bid must include Cisco Softphone or similar technology (IP or Personal Communicator), install, configuration, training and implementation as an option Any proposed solution must be capable of both conferencing all college department heads in a single call and supporting an auto emergency call down list. Must include Cisco Unified Workspace Licensing Professional Edition or similar technology. Bid must include mission critical, 4 hour onsite, 24 x 7 support options for both three (3) and five (5) years. Any bid must be accompanied by Visio 2007 system design drawings and if awarded the project. Visio drawings of the final system must be submitted at the time of the go live. Any proposed system must have the following functionality: 1. SOFTWARE AND UPDATES Provide detailed description on options for updating handsets with new software, firmware, and/or patches. 2. HEADSETS Provide wired and wireless headset solutions compatible with your product (including Bluetooth). Provide a list of all recommended models as an option 3. CONFERENCE Describe the solution s ability to have end users set up conference calls for both internal and external users. Detail the maximum number of callers which can be set up in a conference, and maximum number of conferences which can be set up simultaneously. 4. STORED NUMBERS Describe the phones ability to store numbers, groups of numbers, etc. 5. TRANSFER Describe how call transfers are accomplished 6. CALLING LINE IDENTIFICATION (CLID)

4 Describe how calling line IDs are handled 7. LAST NUMBER/MISSED CALL REDIAL Describe call redial functionality 8. SPEED DIAL Describe the types of speed dial available with the system 9. CALL FORWARD, INTERNAL AND EXTERNAL Describe how all call forwarding is handled 10. GROUP PICK UP Describe group pick up/auto transfer to hunt group functionality 11. CALL HOLD Describe on hold functionality including on hold music, messages, etc 12. CALLED PARTY NAME DISPLAY Describe Caller ID functionality and any limitations it may have 14. MALICIOUS CALL TRACE Describe any phone system functionality that allows for malicious call tracing 15. TIME AND DATE DISPLAY Describe time and date display including resolution, color, monochrome, etc. 16. RING TONES Describe the ring tone options, special call identification, etc 17. HUNTING FEATURES FOR MULTIPLE CALLS Detail the systems call hunting features, quantity of numbers hunt order, etc 18. ADD ON MODULES FOR MULTIPLE KEYS Describe the systems/units add on modules capabilities 19. STATUS/AVAILABILITY INDICATION (PRESENCE) Describe the systems status/availability feature 20. FORWARD NO ANSWER FEATURES FOR MULTIPLE CALLS Describe the calls were supported per directory number (DN) and no answer/busy transfer functionality of the system/handsets 21. CORPORATE DIRECTORY DIALING Describe the system s ability to allow for directories, Corporate, Inner Office, Personal, etc 22. DESKTOP VIDEO CONFERENCING Detail the system s ability to incorporate video conferencing into the VoIP functionality 23. DESKTOP BACKGROUND MUSIC Describe any functionality the system may have for implementing desktop background music 24. HANDSET AND OVERHEAD ZONE PAGING Describe the systems handset and overhead zone paging capabilities 25. USER MOBILITY Does your solution have the ability to allow users to login as their designated extension from any telephone? 26. SINGLE NUMBER REACH Does your solution have the ability to simultaneously ring a user s IP desk phone, mobile phone, and other user defined devices? Describe this capability in detail.

5 27. PORT SECURITY Provide details on how your solution will prevent the relocation of telephones to other ports on the system Data Equipment Unless their use is clearly justified not to require it all data network switches must provide 10/100/1000 MB connectivity to all desktop locations. Network Routers/Switches, Servers, etc must provide a 1 Gigabit backbone (Create a Visio drawing and attach as Attachment B Proposed Network Diagram). All station sets must allow them to be connected to switches providing Power Over Ethernet (POE) connectivity. At least one router must support Survivable Remote Site Telephony (SRST) and must be configured and functioning in that capacity. Each facility must be designed to support at least basic emergency functionality during power outages or other emergencies. All data equipment to be proposed must be the latest model with the most current software or firmware release that has proven to be reliable and safe. A list of recommended data equipment must be attached as Attachment A. The listing and pricing for the individual pieces of data equipment must be listed in Microsoft Excel spreadsheet. The listing and pricing for the individual pieces of data equipment must be listed in Microsoft Excel spreadsheet Call Processor The Ottawa facility must provide full survivability should the connection be lost. This means transfers plus access to whatever local lines (at least 1 for 911) are provided at that site. Additionally, at least one (1) router at each location must be an Integrated Services Router and configured with both Enhanced Security and Survivable Remote Site Telephony (SRST) or similar technology. There is currently a Cisco 2811 router at the Ottawa location and a Cisco 2821 at the Chanute location. If these are not sufficient to meet these requirements please propose equipment that will meet it. Voice mail will be centralized at the Ottawa building. Distribution lists may include users in multiple locations, and users must be able to transfer calls between sites. Because both key sets and analog devices may exist, systems shall be protected so that connecting an analog device to a key set port or vice versa will not damage the device or the system resource. Administrative programming shall be accomplished over the data network using a menu driven GUI interface. Command line programming ONLY is not acceptable. System must support DID numbers over PRI, and ring in destination for each number must not be required to match any of the DID digits. A single user may have multiple DID's if needed. DID's may ring groups, auto attendants or recorded announcements. We currently do not have T1 s at either location for voice but would consider adding one if it can be justified. The listing and pricing for the unified communications must be recorded in a Microsoft Excel spreadsheet. Station Sets Please Provide Pricing for the following (can be Cisco or comparable models from other vendors) Model (Cisco products listed, may substitute similar models from other vendors) 7942G 7945G 7965G 7975G 7985G Usage 10/100 mono Stand Alone Phone/Limited use 1000 mono General Usage daisy chained to PC Administrators Department Mangers 1000 Color Touch 10/100 Video Station IP Communicator (SW IPCOMM E1) Cisco Call Manager user license Module 7916 For Admin Staff and other users at Managers Request *** Required for each Soft Phone implementation Expansion Module

6 Other Recommendations Optional Equipment /Software you as a system designer feels needed to be built into this solution NOTE: 1. This facility is in the middle of construction currently so no network diagrams are available at this time however we will be able to answer any questions you have about the infrastructure that is going in. Walkthroughs of the existing facility may be scheduled. Floor plans of the new facility are available upon request. 2. There are currently 6 outside lines for internal use and 1 outside line for 911 at the Ottawa facility. 3. Acceptance of any bid will be contingent on the ability of the vendor to meet the project schedule detailed in section 2.1. Bidder must sign below and return this document with bid indicating agreement with specifications and terms as stated above. If submitting via please scan and send as a.pdf file. I have read and understand the terms and specifications of the request for sealed bid above and will comply such terms and specifications. Company Name (printed) Individual Name (printed) Individual Name (signed) Date

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