CITY OF OAK CREEK VoIP Telephone System Addendum

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1 CITY OF OAK CREEK VoIP Telephone System Addendum Important Dates: RFP Documents available April 24 th, 2015 Pre Bid Walkthrough None Last Day for Questions May 6th, :00 p.m. CST Last Addendum Issued May 8th, :00 p.m. CST Bids Due May 13 th, :00 a.m. CST 1 P a g e

2 Note: Appendix D pricing tables are for the basic VoIP telephone installation. If the bidder has additional/modified bid items attach an additional pricing sheet. Bidders are encouraged to include product information, specifications and additional pertinent information about their hardware and software as part of their bid. Clarifications and answers (in red) to questions from vendors: 1. Page 21 and Page 7 indicate two different Fiber Backbone builds. What sites are tied via customer owned fiber (LAN) and what sites will need to traverse the Internet and/or PSTN Network (P2P T1) and how should we configure the latter? The City currently has seven building sites (Fire Station 1, Fire Station 2, Fire Station 3, DPW, Police, City Hall and Library) and three replacement buildings (New Fire Station 1, City Hall and Library) under construction. All the buildings are connected by a City LAN (consisting of the fiber network (under construction with a completion date of June 15 th, 2015) and a backup combination of T1 lines and wireless point to point radios). We will not be installing VoIP phones in the old buildings only in the new replacement buildings. The City will not be using the Internet/PSTN to provide phone service to buildings other than the SIP trunks at this time. 2. I am having difficulty locating the Signed Bid Pricing Worksheet and Addendum Acknowledgement. This is referenced in Section 1.03 Composition of Response. It appears this is in addition to the signatures required on Appendix D. The Signed Bid Pricing Worksheet and Addendum Acknowledgement has been merged into Appendix D. 3. Quantities on the Table: City Port Needs, Page 23 differ from the Quantities on Appendix D- Pricing. The quantities on page twenty three are the existing numbers based on our Nortel System. Bidders should use the quantity in Appendix D for bidding purposes. 4. How do we allocate TDM Ports to the sites for the Gateway build-outs (site survivability)? For survivability and stand-alone functionality (when WAN link is interrupted), will the City of Oak Creek have any type of lines into the remote buildings? By purchasing and installing two server/appliances (synced or in a cluster) in two different buildings and using SIP lines in the event of a server failure or interruption in service the remaining server/building would provide service to all the remaining buildings. The City envisions using a Multisite WAN with Distributed Call Processing (unless the bidder recommends using a Multisite WAN with Centralized Call Processing). Al scenarios should include incorporation of a Survivable Remote Site Telephony (SRST) mode in the event of a failure. The City currently has a few POTS and Centrex lines (Police, Fire Station 1, Fire Station 2, and City Hall) that are used as an emergency backup connections and we will continue to do so. 5. Page 20, Section has it been confirmed that DID s can move from the current sites to the P.D. CO? All the current numbers and new DID s are in the same CO. 2 P a g e

3 From a design standpoint, the RFP outlines a centralized approach to dial tone and call control (with servers at City Hall and Police Department). How will PSTN access be handled at the remote sites in the event the CH or PD are unavailable? See answer to question 4. Are local lines required? No. Is distributed call control something you would consider? Yes. As the RFP section 1.07 states alternate designs are not considered. See answer to question Besides City Hall, and the Police Department. What is the PSTN connectivity for each site? Are they ISDN PRI, analog lines or SIP trunk? The City is planning on installing a SIP trunk at the Police Department and also at the new City Hall. 7. Are there additional PSTN circuits or circuits/telephony/sip connectivity at City Hall and the Police Department to any other municipality? We will have several IP phones at the St Francis Police Department which will connect to our fiber network via a fiber connection (data) between the two communities. 8. There is a requirement listed for individual site Survivability but there are no CO/ PSTN Trunks defined per site to provide that via the site Gateway, please clarify. See answer to question Does DPW include the sites listed as 1 physical site? a. Water Utility No b. Streets Building 1-3 Yes 10. Describe what interface you require between our proposed system and City s ProPhoenix Multi-Juris CAD System version 2014.x The ProPhoenix software uses the ANI (Automatic Number Information) and ALI (Automatic Location Information) from the 911 system and does not interface directly with the proposed system. 11. What type of phone recording are you currently doing with the Nice Logger (station side, Trunk Side, PRI Tap)? The Police Department currently records most voice phone lines and radio channels. At the City Hall and Library locations the City would like the ability to record a call. (See questions 24, 25 & 26). 12. Are the analog ports listed in additional phone features chart included in the Network Port Needs Chart? No, we ae trying to get pricing in case we missed several devices requiring analog ports and need to purchase/install additional ones at the time of server installation. 13. Has the City engaged with a SIP Provider? Yes, we have talked to several SIP vendors including AT&T. 14. Are Fax/modems/credit card scanners supported/guaranteed from the SIP Provider? The City currently has a mix of credit card scanners with analog lines and digital lines. We anticipate switching all of our scanners to digital. 15. The system uses user Active Directory accounts and groups for call groups Please define call groups or what you want to be able to accomplish with A/D. The City is using Active Directory to minimize the number of user names and passwords employees need to use/remember. Also, using AD means that when an employee is hired or leaves the City there are fewer places to have to add/remove and provide security rights for individuals. Call Groups allow you to create virtual departments within the organization. Call groups make it easy to create these 3 P a g e

4 virtual departments by selecting specific extensions to ring simultaneously on inbound calls. Once the call group is set up, incoming calls will ring on all extensions in the group at the same time. With all extensions receiving the same call, Call Groups ensure that an important call is never missed. Call Groups are a simple form of Automated Call Distribution (ACD) features that allow you to route calls based on an employee s responsibility or function. An example of this might be - the City would use AD security/distribution groups to form call groups. 16. Please define what the requirement is for the integration into Exchange 2010/2013. Is it utilizing Exchange UM for voic s, or the ability to send voic s as an attachment for the individual? The City plans on using Exchange integration to: For receptionists determine who is in the office and available to take calls based on Outlook Calendars Using contact lists for dialing, messaging etc. Listening to voic s as s. UM Using smart phones integration to do the above. 17. Does the City of Oak Creek have IM and Chat Servers today? No 18. Does the City of Oak Creek have a Chat Server that can archive messages? Not yet. 19. How long does City of Oak Creek need to archive chat and voice recordings? Is this statement the requirement? "Do the servers have the capacity to store/archive/retrieve all voice, IM and Chat messages for three years? The City currently does not have a retention policy for this type of record and will need to create one. We are looking for recommendations on equipment, and sizing requirements. If so, what is the call volume and length of the average call? 2 minutes or less per call, but we do not have accurate numbers on call volume. 20. How many simultaneous 6 party conference calls will happen at once? 2 at most. 21. For audio conferencing how many simultaneous users will on the system? Minimal 22. Is video conferencing a requirement? The City will be purchasing video conferencing equipment (unknown vendor at this time) and will expect that the successful telephone vendor will be able to integrate with the major video conferencing vendors. 23. Video equipment is that separate bid or can we bid on that as well? If yes, can you provide # of conference rooms that need video conferencing and how large the video conferences are? Also, can you provide the number of speaker phone audio conferencing systems will be needed for several of the smaller conference rooms? The video equipment will be a separate bid, however the City would like information on video conferencing capabilities. See page 32 for the number of speaker phones. 4 P a g e

5 24. How many users need the ability to record a call prior to the start of the telephone conversation? All, but dependent on pricing. 25. How many users need the ability to play the recording of the call while the call is in session? All, but dependent on pricing. 26. How many users need the ability to record calls "on the fly? All, but dependent on pricing. 27. In the RFP, it is stated that you have two groups identified for training. Can you please give an estimate of the number of people within each group that need to be trained? The City would like training as follows: Class Minimum Number of Classes Possible Number of Attendees Administrative training and management of the telephone system 1 4 Train the Trainer 3 16 Training the End User Page 21 references quotes for 2 new servers VoIP servers (Police Department and new City Hall). Are we able to leverage any existing virtualization (VMware) technologies within the City? Or are new servers required? The City currently uses Microsoft Hyper V in a server cluster configuration with storage for virtualization. The City is familiar with VMware, but does not have any VMware server infrastructure at this time. 29. Who will be responsible for configuring the new Cisco solution for voice? The bidder? Or will that be completed prior to the voice project? The City currently has staff that have configured the Nortel PBX s for voice, but expect the successful bidder to be responsible for working with City staff in the planning of the configuration. 30. Types of Proposed Telephones Would the city accept low cost low end SIP phones for some of the Type 1 Basic IP phones? Yes, - if vendor can show that significant functionality is not lost. 31. Analog Ports does the City need analog ports for faxes, alarms, paging, and elevators on the IP PBX? These normally are POTS lines that do not go through the IP PBX for power failure? The proposal requires 2 servers and the Cities fiber lines will have a redundant data backup system; it is our intent to not use Centrex/POTS lines for the above systems. 32. Define Telestaff Ports and Intoximeter? Electronic equipment at the Police department that requires analog ports. 33. Define Hot Line. When the handset is lifted, or when a preprogrammed key is activate, the system speed calls a preprogrammed directory number. 5 P a g e

6 34. Will the City entertain a fax server instead of fax machines already using? IF so, how many ports are needed? Yes, 8 Ports. 35. Define Auto Forward Features? Routing incoming calls of hours to another telephone number or answering system/voic Regarding Instant Messaging, does the City need to know if the system can do IM, or is there a number of employees that need the functionality? The City would like to allow employees (unknown number at this time) to do IM. 37. Can the cut over take place outside of the normal business hours as defined within the RFP as Monday Friday 7am 5pm? Yes 38. Throughout the document Nextel phones are mentioned. Did you mean Nortel phones? The City currently has the Nortel phone models listed, but will not be using the existing Nortel phones with the new phone system. The Nortel information is solely to provide bidders with an idea of the existing phone structure the City currently has. 39. Deadlines: Please confirm that exceptions outside of the control of the chosen vendor will be taken into consideration. I.e. missed construction deadlines. Yes, the City will allow for valid extensions beyond the control of the successful bidder; but, will not extend deadlines due to scheduling conflicts or delays in equipment/installation due to vendor ineptitude/incompetence. 40. Are there specific payment terms that the City of Oak Creek is requesting? No, payment terms (amounts paid at the predefined stages of the project) will be worked out in the final contract. 41. Will the City of Oak Creek provide trunk access for testing prior to cut over? Yes, it is anticipated that the new system will be configured/installed and tested using the new SIP lines prior to the cutover while the old Nortel system is still in place and functioning. 42. Should a Network readiness assessment be included as part of this RFP response or is that something that would be provided outside of this RFP? None needed unless the vendor is concerned with latency. 43. Appendix B: Soft Phone Console on PC - Will the City of Oak Creek be providing Touch Screen Monitors? Yes 44. Define integration with Viper 911 system. Our current Police dispatches answer normal phone calls using the 911 phone system and headsets. 45. Please define pop up messenger for emergency notifications. Also define emergency notifications (i.e. Tornado s etc. are there qualifications/definitions we should be aware of?) The City would like to provide employees with phone display alerts such as tornado watch, extreme weather, suspicious person etc. 46. Please define customer station rearrangement. The City probably will not use this feature, but for multiple tenants in a building they can reassign numbers. 6 P a g e

7 47. Please define distinctive ringing requirements. Administrator and/or end user ability to change ring tones on a group or individual phone. 48. Please define personalized ringing requirements. Can phones be set to ring differently for individual phone callers to be able to identify callers by ring tone? Most cell phones can do that- i.e. select different.wav files for different phone numbers. 49. Please define group listen. Multiple stations have the same DN appearance they can all listen to the conversation at the same time. 7 P a g e

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