ADDENDUM #1. Request for Proposals. COMMUNICATIONS SYSTEM UPGRADE Proposal # 12-IS-001. Kenneth J. Schmidt

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1 Racine County Purchasing Racine County Courthouse Kenneth J. Schmidt 730 Wisconsin Avenue Purchasing Coordinator Racine, WI Phone (262) Fax (262) ADDENDUM #1 Request for Proposals COMMUNICATIONS SYSTEM UPGRADE Proposal # 12-IS-001 This Addendum has been prepared by: Racine County Kenneth J. Schmidt Date: Wednesday, July 25, 2012 This Addendum is issued as stated in the original Request for Proposal on page 2 in INSTRUCTIONS TO RESPONDENTS, section D to address questions received from vendors requesting clarification from Racine County on the specifications provided for the above subject request for proposals: 1) Is the County open to a phased install over the course of a few months to completion or is the County only interested in what we call a hot cut which is all sites happening at once? Racine County is open to different implementation techniques and will defer to the expertise and design of the chosen vendor to recommend the best plan for installation. 2) What is the timeframe for completion of sites to a new solution? Racine County seeks to have the entire project completed by March 31, The timeframe for each individual site to be completed is flexible. 3) Should we assume that the County has CAT5 cabling where there are analog phones, or should respondents include CAT5 cabling in their proposed solution? Racine County will provide Cat5/Cat5e/Cat6 cabling to all IP stations. For existing analog phones, the County cannot guarantee that Cat5 cabling exists at all locations. Page 1

2 4) Because vendors must include quotes for all required telecommunications services, vendors may need to work together to provide a complete solution. Will Racine County please provide a list of all vendors that attended the mandatory site visit? Racine County sent an on July 12, 2012 to all site visit vendor attendees which included an attachment detailing all July 11, 2012 Racine County phone upgrade site visit attendees and associated telephone numbers. A copy of this attendee file is also attached to this RFP Addendum. 5) In Section IV.C the maintenance contract term is stated as three years and in Section VII.8 it states five years? Please clarify the term of the maintenance contract. Racine County is expecting 5 years as a base for maintenance / cost of ownership proposals. Please feel free to offer additional options, if applicable. To correct conflicting language as noted within the RFP, the following language revisions are made: Warranties and Guarantees C. 1 (page 9) is revised to read: Vendor shall submit all Terms and Conditions for a five (5) year full maintenance agreement on each system that includes all parts and labor for service performed to commence upon system acceptance. Vendor shall detail all services that are included with the full maintenance agreement for each year, the location of the vendor facility, the hours of operation and the service contract person. Proposal Requirements A. Award Criteria (page 14) is revised to read: 4. Proposed pricing 25 points Initial one time cost equipment installation services Cost of new telecommunication services required to run application Provide pricing for additional functional licenses (blocks or individual) 5-year cost of ownership (on-going support and maintenance) Estimated cost and timing of equipment refresh. 6) What are the maintenance expectations for the contract (managed, self managed, shared)? Racine County has no defined expectations for the contract in advance of vendor recommendations. The County is soliciting vendor recommendation of available options through the RFP. 7) Will a bid bond be required? Racine County does not require a bid bond. Page 2

3 8) Please define user requirements for end user training. Racine County is seeking Vendor recommendation and available options in the area of End User Training. 9) Please identify timeframes, requirements and preferences for deployment schedules. Racine County seeks to have the entire project completed by March 31, The timeframe for each individual site to be completed is flexible. 10) Will acceptance and payment be conducted on a site by site basis or for the entire project? Acceptance of the project will be conducted following completion of the project in its entirety. Payment terms are defined in the RFP. 11) Two stipulations of project acceptance appear on page 9 (E) and 10 (C); please define any additional acceptance terms. If this is a phased implementation and acceptance is done on a location basis, how will future networking be factored into the system acceptance? Racine County will review contract acceptance terms during the scope of work / contract negotiations for phone system upgrade. 12) Please confirm that the warranty period will begin when the equipment is accepted / or on-site. Racine County expects Vendor to provide a proposal for equipment acceptance and warranty period timing. 13) Please define High Availability (HA). Does your definition include or exclude HA of LAN/WAN facilities? For the purposes of this communications systems project, HA refers to high availability from the voice standpoint. Racine County seeks to have redundant voice gateways, redundant connections to the PSTN (preferably in separate buildings), and redundant network uplinks from said voice gateways into the existing network. This definition excludes the existing LAN/WAN redundancy, but Racine County is open to making necessary changes and adjustments to further bolster redundancy. 14) How many UC seats are required? Racine County would like Vendors to use 250 as a starting point for Unified Communication and cost of additional seats up to 1000 users. Tiered or individual increments may be used. 15) Discuss CDP/Link layer availability throughout the network. Racine County has both CDP and LLDP available at every switch port in the county where an IP telephone would connect. Page 3

4 16) What type of virtual environment currently exists and at which facilities? Racine County currently leverages a clustered VMware ESXi 4.1 environment at the Court House and a clustered VMware ESXi 4.0 environment at the Human Services building at Taylor Ave. Standalone VMware hosts are in place at Ives Grove, Burlington Service Center, and Ridgewood Care Center. 17) What is the current capacity and availability of the existing virtual servers? Is there sufficient capacity for additional voice applications in the existing virtual servers? Racine County does have a virtual environment, but vendor should provide a standalone estimate for purpose of proposal. Vendor should provide virtual server option as alternative. 18) Can you provide recent data for WAN performance and availability? See attached WAN performance documents. 19) The RFP states that there is fiber between the courthouse and LEC. Is there any copper cable between locations and what is the approximate length of the cables? Racine County has 200 pair telephone cable between locations. Approximate length is 350 feet. 20) In Warranties & Guarantees letter E. Training: Will vendor train the trainer or train the entire user staff? Racine County is seeking Vendor s recommendations and options in the area of End User Training. 21) What is Racine County existing paging system information by building? Paging Systems One (1) system at Ridgewood One (1) system at the Patrol Station One (1) system at Ives Grove Public Works One (1) system at Courthouse DA office One (1) system at Taylor The paging systems work from any digital or analog phone. The user dials a number code and then states page. The paging systems are connected to a feed from the PBX via either a Trunk or Equipment Number (EN). Each PBX has its own number plan and can only page in its building. Page 4

5 22) What is Racine County Call Center Specifications? Racine County currently does not have formal Call Center Software. For quoting purposes, Racine County has requirements for 25 seats in three unique locations of Call Center functionality. Please sign, date and attach a copy of this addendum to your Proposal. Firm: Signature: Date: Page 5

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