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1 DOCUMENT TITLE: DOCUMENT NUMBER: St. Joseph County Schools Unified Communications System Addendum A UCRFP Addendum A NUMBER OF PAGES IN ADDENDA: 8 Pages St. Joseph County Schools Unified Communications RFP - Addendum A Page 1 of 8

2 Introduction This addendum is presented as the official answers to the bidder s conference held at St. Joseph County ISD on June 10th, 2014 at 1:00 PM. Questions that were asked during that conference were answered as accurately as possible but where answers given at that time differ from this document, this document shall take precedence. St. Joseph County Schools Unified Communications RFP - Addendum A Page 2 of 8

3 Questions and Answers 1. What s your anticipated acceptance rate per district? Three of our districts have passed bonds that include a new telephone system either this summer or this upcoming fall. The platform we select will be the recommendation that we make to the appropriate school boards for their telephone solution. As a county wide consortium we try to standard on the same platform in all of our constituent districts. The remaining districts will use this proposal as guidance for budgetary planning when they are prepared to replace their phone system. 2. Regarding: Provide integration with video solution Do you have any existing video conferencing today? With the exception of a polycom unit at the ISD, no, we are currently using Google Hangouts and Adobe Connect. We are looking for something consistent across the consortium that is professional and can handle distance learning. We want a platform that provides similar hardware to staff no matter where they travel in the county. Platforms that integrate with Google are preferable. 3. How does dial tone come in? Is it centralized? Currently trunks come in to each individual district. We are interested in SIP trunking as well as centralized trunking but it is not a requirement. We are also interested in a plan for least cost routing. We would work with a vendor to help plan this. 4. A list that of what is currently used at each location? Burr Oak POTS No DIDs Centreville POTS No DIDs Colon PRI 10 DIDs Constantine PRI 200 DIDs ISD PRI 200 DIDs Mendon T1 PRI No DIDs Nottawa POTS No DIDs Sturgis PRI 100 DIDs Three Rivers PRI 100 DIDs White Pigeon T1 PRI 10 DIDs St. Joseph County Schools Unified Communications RFP - Addendum A Page 3 of 8

4 5. Are you currently in a virtualized environment and what are you running? Yes. VMWare 4.1 with plans to upgrade to 5.5 this summer. 6. Interested in leveraging your VMWare? Yes. If possible. 7. If you are going to be the core where do you anticipate your backup site being? KRESA, Sturgis or Three Rivers could be leveraged as backup site(s). This would have to be negotiated with the local district prior to implementation. 8. Please breakout FXO/FXS needs? Every district will negotiate their FXO/FXS needs after contract acceptance. For the purposes of an estimate RFP please assume that the number of analog devices listed in section should be split 50/50 for FXS and FXO. 9. Does the ISD need a PRI? The ISD will continue to use its existing PRI. Centralized SIP trunking is an option we will be considering in the future. 10. What type of firewall is employed? GTA GBWare. Firewall does not provide site to site trunk. 11. Is it VPN or Managed? The connections are a star configuration with the ISD as the central point. Connections to all major sites are managed via the WAN. Connections to some of the ISD off sites (Sturgis YAP, Three Rivers YAP, and Centreville s JDT) are VPN connections. 12. What is the bandwidth to each location? 1 Gbps fiber to all sites except Nottawa by July 1st, Nottawa will remain at 20 Mbps wireless until July 1st, 2015 and then will be upgraded to 1 Gbps fiber. 13. Do all locations have ethernet today? Yes, ethernet is available everywhere, but PoE may not be. Certain areas will need handsets with wall plugs as PoE isn t feasible to put in place. St. Joseph County Schools Unified Communications RFP - Addendum A Page 4 of 8

5 14. Classroom phones are noted as needing 4 feature buttons, do these buttons need to have a specific feature assigned to them? No, we are requesting a 4 button feature phone as a minimum. 15. Are paper labels acceptable on the classroom phones? Yes, but not desirable. 16. How many groups are needed per call queue? At the moment we do not utilize call queueing. We are interested to know what it would require for your solution to provide this functionality if it is desired by one of our districts. This is an optional component. 17. What kind of paging is required? Overhead Paging? Paging to the phone? Most paging right now is done to an overhead paging system that is connected to the phone system by an analog interface. This allows users to dial an extension to access the paging from any phone. Some districts also utilize paging to the phones. We d like to present an option to districts such that they may choose which solution they would like to utilize. 18. For E911 purposes can you provide addresses for all school districts? All E911 calls will go to the St. Joseph County PSAP. Addresses for primary school sites are available in section 45.2 of the primary RFP document. Addresses for secondary sites in each district can be found from links at the following website: Is Frontier going to be carrier for dial tone for all facilities? No. Districts use either Frontier, Charter, or a 3rd party provider in Mendon. Any changes to dial tone provider must be done during the next e rate cycle. 20. Would the vendor be responsible for provisioning E911? Not necessarily. We would work with the vendor on a plan and proceed based on their recommendations. 21. How many mobile clients would be required in base bid? We are looking at this as an option. Please provide the estimated costs for licensing this feature. St. Joseph County Schools Unified Communications RFP - Addendum A Page 5 of 8

6 22. Will mobile users have an extension? Our vision is that mobile users would share their existing extension in the system with a mobile device. Their mobile device would not have a unique extension. 23. Is any of this e rateable? We have offered the option to bid a hosted solution with the on premise solution. If a hosted option is presented the vendor must have a valid SPIN number. A hosted system must be able to federate with on premise systems. 24. Is the ISD going to lock down phones so they cannot be moved? While this is the way our current system works we are not committed to that method. If the solution proposed requires phones to be locked to a location that needs to be indicated in the solution along with the rationale behind it. 25. Please clarify call recording needs. At this time we do not do call recording but we can see a use for it in emergency situations. What would your proposed solution need to facilitate call recording by pushing a button on a handset? What additional components would be needed to do centralized call recording? 26. How many phones do you envision needing call recording? That is currently unknown, if any. We would like to see pricing on this as an option. For this exercise please assume that all office phones would utilize call recording capability on the handset. 27. Is call recording optional? Yes. 28. Integration into Google can you explain integration? As a Google Apps for Education county we are interested to know what level of integration your solution can offer. At the very least we will require the ability to forward voic to Google Apps via an SMTP forward. Additional integration pieces with GMAIL, Google Talk, and Google Hangouts are highly desired but not required. If there is a cost associated with this integration please specify it as an option. We try to find products that integrate closely with Google Apps for Education. 29. Do you want Google Mail to Voic synchronized such that deleting a voic in GMAIL will remove it on the voic server as well? That would be a highly desirable option but it is not required. St. Joseph County Schools Unified Communications RFP - Addendum A Page 6 of 8

7 30. Do you envision this to be centralized from the ISD to all the districts and to what level will it be centralized? We envision call control, voic , and core system components to be centralized to keep the cost to the local districts down. Survivability would be scaled as an option by site. 31. How do you envision phone directory to work countywide? We would like to see a county wide directory such that you could lookup users in other districts as well as view presence information for them. Our county currently has a common Active Directory infrastructure as well as a common IP scheme. 32. Who would be responsible for configuring VLANs, routing, and QOS? Our engineering team would handle that configuration based on the recommendation and specifications of the vendor. 33. Article 43.2 indicates that all installation must be done by August 14th please clarify this requirement. Every district will have their own timetable for implementation that will be negotiated on acceptance of this solution by the local board of education. There are some districts that have purchased a new phone system in the last three years and may not be ready to replace it for at least a few years. Other districts have very old phone systems that will need to replace more urgently. We anticipate that at least three districts will be on this solution by the end of the calendar year pending approvals by their respective Boards of Education. We will also build a relationship with the successful bidder to bring the other school districts onto the system based on their need and budgetary constraints. 34. Will you allow for an estimated 10% increase in pricing to account for inflation for these districts not coming on board right away? We understand that the pricing presented here may increase the further out a school district is willing to adopt the accepted solution. The numbers we are requesting now will be used as preliminary budget numbers to present to that school district with a caveat that the more time before acceptance the less accurate the price may be. That being said, our goal is to build a relationship with a vendor to facilitate the addition and migration of all of our districts into the same solution over a period of time. Depending on local board policy and length of time before adoption a re bid may be required. St. Joseph County Schools Unified Communications RFP - Addendum A Page 7 of 8

8 35. Will the ISD be purchasing all components at once? No. The ISD will not be purchasing all of the equipment at once. Each district will be purchasing their own equipment. It is the goal of the consortium to have a centralized platform available that a district may attach to with ease when they make the decision to adopt the solution. 36. Can you provide us with a list of existing phone systems including make and model and the desire to federate them with a new solution? District Current PBX Needs to Federate? Burr Oak Toshiba DK Yes If Possible Centreville Toshiba DK No Being Replaced Colon 3COM VCX Yes Constantine 3COM VCX Yes ISD 3COM VCX Yes Mendon 3COM NBX (Unknown) No Being Replaced Nottawa Toshiba (?) No Sturgis 3COM NBX (Unknown) Yes if possible Three Rivers 3COM VCX Yes White Pigeon 3COM NBX (Unknown) No Being Replaced 36. Are the Young Adult Programs and Juvenile Day Treatment handset counts included? Yes, the handsets are in the ISD s counts. 37. Are there any other satellite offices? Any others are within a district and included in that district s count already. St. Joseph County Schools Unified Communications RFP - Addendum A Page 8 of 8