Polaris Career Center. Request for Proposal. IP Phone System RFP-PCC-2010-VOIP. Version /15/2010. Presented by: PCC Technology Team

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1 Polaris Career Center Request for Proposal IP Phone System RFP-PCC-2010-VOIP Version /15/2010 Presented by: PCC Technology Team

2 IP phone System Overview Polaris Career Center is accepting proposals for an IP based phone system. This system will replace our existing phone system. RFP Process Steps The proposal must contain the signature of a duly authorized officer or agent of the company submitting the proposal. The price you quote should be inclusive. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees. If the execution of work to be performed by your company requires the hiring of subcontractors you must clearly state this in your proposal. Sub-contractors must be identified and the work they will perform must be defined. In your proposal please provide the name, address, and EIN of the sub-contractor. Polaris Career Center (PCC) will not refuse a proposal based upon the use of sub-contractors; however we retain the right to refuse the subcontractors you have selected. Please send a Notice to Bid no later then 12/31/2010 Prospect name RFP deadline RFP number IP Phone System 1/31/2011 VOICE2010 Request summary PCC is seeking proposal for a new IP Phone System. The proposal should include separate line items for each product and a line item for onsite support for one year with a three-year option. Length and Font Size: Please use fonts no smaller than 10 point. Maximum proposal length including title page, cover letter, proposal, qualifications and budget should not exceed 15 pages Title Page: Polaris Career Center RFP-PCC-2010-VOIP, your company name, address, web site address, telephone number, fax number, address and primary contact person. Cover Letter: Signed by the person or persons authorized to sign on behalf of the company Candidate Experience: Discuss your experience, including the company profile, benefits and uniqueness of your company. Qualifications: Provide the information requested Documentation: Provide a detailed overview of the proposed Phone System and Phones Showing how they meet the requirements listed. Budget and Fees: Provide a spreadsheet listing the line item cost of each device and requested onsite support. Notice to Bid Summit RFI TO: RFI Deadline 12/31/2010 1/20/ /15/2010 RFP-PCC-2010-VOIP Page 2

3 RFP-PCC-2010-VOIP Evaluate and Qualifications The following criteria will form the basis upon which PCC will evaluate proposals. The mandatory criteria must be met and include: Four (4) copies of your proposal must be received no later than 12:00pm/noon EST, Monday, January 31, Your proposal must include a cost proposal as described above. All costs associated with the delivery of the project should be presented in a flat rate, fee for service format. Deliver proposals to the attention of: Technology Office RFP-PCC-2010-VOIP Polaris Career Center 7285 Old Oak Blvd. Middleburg Hts., Oh Proposals that meet the mandatory requirements, as stated above, will be evaluated with the following criteria: Suitability of the Proposal the proposed solution meets the needs and criteria set forth in the RFP Expertise in voice/network consulting and appropriate standing with designated vendors Candidate Experience Candidate has successfully completed similar projects and has the qualifications necessary to undertake this project. Please provide three (3) References within the educational market if possible. Value/Pricing Structure and Price Levels The price is commensurate with the value offered by the proposer. As a non-profit institution, PCC is able to accept pro bono service and recognize the provider to the full extent allowed by the Internal Revenue Service Depth and Breadth of Staff The candidate firm has appropriate staff to provide knowledgeable support in the time frame required by the SLA Provide current reference information for three former or current clients Provide a company profile, length of time in business and core competencies Discuss your testing and support plan Explain your server level agreement (SLA) structure Proposal Presentation The information is presented in a clear, logical manner and is well organized Demonstrated commitment to high service level agreements (SLA) 12/15/2010 RFP-PCC-2010-VOIP Page 3

4 RFP-PCC-2010-VOIP System Features 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) 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. 12/15/2010 RFP-PCC-2010-VOIP Page 4

5 RFP-PCC-2010-VOIP 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. HANDSET AND OVERHEAD ZONE PAGING Describe the systems handset and overhead zone paging capabilities 24. USER MOBILITY Does your solution have the ability to allow users to login as their designated extension from any telephone? 25. 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. 26. Trunks & Gateways The system shall support (2) PRI lines and/or SIP Trunks 27. UPS for the Phones System Please provide a ups with at least one hour of survivability and a network management card. 12/15/2010 RFP-PCC-2010-VOIP Page 5

6 RFP-PCC-2010-VOIP Set Features 1. It is preferred that all station sets have a display that at a minimum will display caller ID, time on a call, date and time 2. All station sets must be capable of full-duplex speaker-phone unless otherwise noted 3. Station sets shall be equipped with a separate headset jack, users may answer on headset by pressing a key or on handset by picking up, with no extra steps required at headset amplifier 4. Users shall be able, if authorized, to record an active call on their phone 5. Station sets must provide at least 10/100 through the station set unless otherwise noted. This must be provided through the station set. Any proposal including additional external devices will be eliminated from consideration 6. All display station sets must keep a log of recent calls, sorted by inbound, outbound, and missed. Users may call or recall any of these without redialing, unless otherwise noted 7. All station sets must be capable of handling multiple simultaneous calls. When a user is on a call, caller ID of any succeeding calls should be displayed so that user may decide how to handle, unless otherwise noted 8. Power to station sets must be provided through Power Over Ethernet (POE) switches. Individual power packs will only be considered in situations where it may not be feasible for POE through a switch. This will be limited and determined during implementation. 9. The listing and pricing for the individual pieces and each type of station set must be listed in a spreadsheet and titled "RFP-PCC-2010-VOIP tab "Station Sets. 10. Types of Phones & Station Features a. Using Table 1 as a guide for each required phone type and quantity, Vendor s response shall include the proposed phone model, brochure or detailed description, and photograph. b. Administrators Telephone -- speakerphone, integrated 10/100 switch port required 10/100/1000 preferred, headset port, at lest 4 programmable soft keys, minimum of 3 line support, SIP protocol, and optional expansion module c. Classroom Telephones -- speakerphone, integrated 10/100 switch port required 10/100/1000 preferred, at least 2 programmable soft keys, minimum of 2 line support, SIP protocol, and optional expansion module d. Softphones must be fully featured and have support for Mac OS, Windows, and Linux e. Attendant Phones must be able to see and transfer easy to each extension in the system. f. Wireless Phones must be fully featured and will run on the existing wireless network. PCC will be responsible for any wireless infrastructure upgrades or changes that need to be performed. The vendor will be responsible for phone registration and configuration. 12/15/2010 RFP-PCC-2010-VOIP Page 6

7 RFP-PCC-2010-VOIP Table 1 Quantity and type of phones required Admin Classroom Soft Attendant Wireless Phones Phones Phones Phones Phones QTY Optional Features 1. At the discretion of the vendor any optional features or technology advancements may be included as alternates. (Example: Soft Attendant console, Presence, Calendaring, etc.) These will be reviewed and decided on during the interview process. 2. At the discretion of the vendor PCC will review any system redundancy options included as alternates. 3. At the discretion of the vendor PCC will review any power failure transfer options included as alternates. 12/15/2010 RFP-PCC-2010-VOIP Page 7

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