Town-Wide Telephone System

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1 Town of Wilton - Request for Proposals Town-Wide Telephone System Overview The Town of Wilton is seeking proposals for a new telephone system that would serve four schools, the Board of Education District Office, Comstock Community Center, and the four main Town buildings, which include the Police and Fire headquarters. Provision will also be made for phone service at Fire Station #2 and Merwin Meadows. The new system should be VOIP-based and operate over a network. The premises wiring, network switches and broadband connections between buildings will be supplied by the Town and are not included in this Request for Proposals. The system must easily support the relocation of town departments. It must be redundantly designed in order to be highly reliable and able to operate during emergencies. It must be capable of central administration, but also allow the Board of Education and the Town to manage their own segments of the system. The new system should be able to take advantage of the Town s broadband connections between buildings, but it must also be able to operate in the absence of such connections. (The Town s broadband network is partially complete and may not reach all buildings by the time the first phase of the new phone system is implemented.) The system will use digital carrier services (SIP or T1/PRI) and regular POTS lines. These carrier services are not included in this RFP. The Town expects to sign a contract for the installation of the new system by April 15, The new system may be implemented in phases. The first phase, including at least Comstock Community Center, must be operational by September 1, February 13, 2015, 10:00 am Conference and facilities tour for potential vendors (optional, but this is where any questions about the request for proposals will be answered). Location: Town Hall, Room B, 238 Danbury Rd, Wilton, CT March 6, 2015, 4:00 pm Deadline for submitting proposals. Deliver to Telephone System Proposals Office of First Selectman Wilton Town Hall 238 Danbury Road Wilton, CT On or about March 27, 2015 Interviews will be scheduled with selected finalists Town of Wilton, Telephone System Page 1 Feb 5, 2015

2 The Town has not yet made any final decisions regarding equipment, design or architecture and is seeking proposals as herein stated. Any submission should include a separate detailed and itemized pricing schedule for pieces of equipment and for services provided. A sample, proposed contract should be attached. The Town reserves the right to review and evaluate each proposal in so far as it matches the Town s needs AND the Town is not obligated to accept any proposal. Further, after the submissions are evaluated, the Town reserves the right to modify its requirements. All pricing proposals will be kept confidential. Requested Features The new telephone system should have the following qualities and features: 1. General Features 1.1. Based on Voice Over IP (VOIP) technology Premises-based Modular and redundant system can continue to operate fully when a component fails Caller ID (internal and external) Calling trees, rollover groups 1.6. Auto attendant 1.7. Time-controlled recorded messages (day, evening, etc.) 1.8. Emergency messages can be pre-recorded 1.9. Automated messages and e911 support. Notification of manager when 911 is activated, including location and time of the call digit dialing within the Town system that does not consume carrier minutes Conference calls, within the system, outside the system, combination of inside and outside participants (please indicate any limitations of number of conferences or number of participants) 2. Size and Capacity 2.1. See attached information on location, type and count of phones (Appendix A) 2.2. Expandability: Please provide information about the maximum capacity of the system you are proposing : a. with the equipment and licenses included in your proposal and b. at additional cost for further equipment and licenses. Indicate the number of: Phones Users Internal numbers/extensions Voice mail boxes Voice mails Town of Wilton, Telephone System Page 2 Feb 5, 2015

3 Incoming lines and numbers 3. System Architecture Redundancy, Sharing, Survivability 3.1. The new system should be able to take advantage of the Town s broadband connections between buildings, but it must also be able to operate in the absence of such connections. (The Town s broadband network is partially complete and may not reach all buildings by the time the first phase of the new phone system is implemented.) 3.2. The configuration of the system can assume that a Cat 5e POE connection is available at each phone location, provided by the Town. However, there should be an option to connect a full-featured phone at a location that has CAT 5e but not POE. Indicate the cost for any additional power supply required Each location can make use of secondary carrier lines if its primary lines are down or busy. In particular, the Board of Education and the Town will be able to share some carrier lines if they wish The Town and the Board of Education should each have their own call control and voice mail equipment, which can operate independently of the other If one locations loses its phone switch, the phones in that location can still operate, using another call controller located in another location on the LAN. 4. System Architecture Portability 4.1. Any phone can be moved to another location across the network and be easily programmed to have the same features it had in its old location (incoming and outgoing lines, extension number, voice mail, phone tree membership, speed dial, etc.) For example, the Emergency Operations Center could quickly be relocated from its current location in the Police Headquarters to another building, such as Comstock or one of the schools. The incoming Emergency Operation Center lines would operate in the new location Incoming numbers can easily be routed to a different location. 5. Phones - Characteristics 5.1. System supports a range of phones for low-end to high-end applications 5.2. VOIP 5.3. Provides Gigabit and 10/100 Mbps network connection 5.4. Speaker (usable as Public Address speaker) 5.5. POE, with option for separate power supply 5.6. Easy-to-read digital display 5.7. Display for caller ID 5.8. Soft configuration of buttons, menus, labels 5.9. Message waiting indicator and display of number of messages waiting Speed dial (individual, system-wide) Programmable keys for special features, such as transfer and forward Please provide information on phone models that are compatible with your system Town of Wilton, Telephone System Page 3 Feb 5, 2015

4 6. Mobile and Soft Phone Access 6.1. Calls can be routed to mobile phones, either Town-owned or personal phones Mobile phone numbers are not revealed to caller Calls can be made from outside the system (mobile phones, softphones) and appear to the person called as if they originated at the caller s office phone Soft phone software is available for Windows computers 7. Voice Mail 7.1. Users can be assigned a voice mail box, even if they are not assigned an individual phone or extension (part-time teachers) 7.2. Voice mail can be managed separately for Board of Ed and Town Automatic retention and deletion policies Search for FOIA and legal discovery 7.3. Voice mail can be accessed from outside the system 7.4. Voice mail can be redirected to as sound attachment. address can be set by each user and can be inside or outside the Town s systems. 8. System Management 8.1. Intuitive system management interface. Allow system managers to operate the system with minimal formal training Moves, adds and changes Create a new user and mailbox, delete users and mailboxes Diagnose system problems Retrieve activity logs Set up calling trees, rollover, auto attendant, messages Fine-grained control of each user s access, capabilities, features from central management console Capable of central administration, but also allow the Board of Ed and the Town to manage their own segments of the system separately Management console software can be accessed remotely from outside the system 9. Staff Directory 9.1. Unified directory of all users 9.2. Company directory for outside callers can be customized and filtered depending on the outside number (different for Town, Police, Town Hall, etc.) 9.3. Users can be excluded from company directory 9.4. System user setup does NOT require a unified Active Directory for all agencies (Town uses Exchange, Board of Education uses Google Apps) 10. Carrier Provisioning Can handle different kinds of lines simultaneously (PSTN, Centrex,T1/PRI, SIP) Analog lines can be provided for modems and faxes Town of Wilton, Telephone System Page 4 Feb 5, 2015

5 10.3. Each building has PSTN lines that can be used if the main carrier trunks are down Direct Inward Dialing (DID) available wherever required. 11. User Features Manage voice mail, including individual options such as voic to 12. Video Conferencing - Option Video conferencing is not a required feature for the Wilton system However, please indicate if video conferencing is possible with your system What additional equipment, licenses, etc. are required? 13. Call Center Not Required Call center features are not required. 14. Special Locations There are two remote locations that do not require their own phone switch, emergency dedicated lines, etc., but still need to be part of the overall phone system and have their own requirements Fire Station #2, 707 Ridgefield Road (CT RT. 33) Not connected to Town fiber broadband network Network connectivity provided by VPN over Cablevision Internet to Town Hall Calls should be able to roll over in both directions between Station #2 and Fire HQ digit dialing from main system to Fire Station # PA activated in Fire HQ should also be heard in Fire Station # Fire Station #2 should have access to system voice mail Merwin Meadows/Parks and Grounds office Not connected to Town fiber broadband network (may be connected in the future) Network connectivity provided by VPN over Cablevision Internet to Town Hall digit dialing from main system to Merwin Meadows Merwin Meadows should have access to system voice mail. 15. Paging Paging mode (address speakers on all or a group of phones, initial the page from any phone) Interface with standard paging systems to extend paging to areas without phones 16. Pricing Please provide pricing schedule separately see Overview section above Please specify what is included in basic user license, what is additional licensing cost Specify pricing for voice mailboxes, softphone licenses, and mobile access Explain how pricing/licensing works for the following features: Number of stations/phone sets Number of buildings Town of Wilton, Telephone System Page 5 Feb 5, 2015

6 Number of DID phone numbers Number voice mailboxes/ voice mail ports Number of caller ID-equipped phones Number of auto attendants Number of calling trees Number of redirects to mobile phones Number and type of carrier lines Provide pricing for interfaces needed for carrier lines: PSTN, Centrex,T1/PRI, SIP Specify cost for installation and training As far as possible, please provide itemized pricing, per location and per feature. Town of Wilton, Telephone System Page 6 Feb 5, 2015

7 Appendix A: Phone Counts Estimated: Feb 5, 2015 Building Total Phones Fullfeatured phones Simple phones* Outside telephone numbers - Direct Dial Voice Mailboxes Locations that need Intercom Mobility - Users that need forwarding to a mobile phone Fax lines Existing trunks/lines connected at this location Type of existing trunks Municipal Town Hall Annex Police HQ Fire HQ Comstock Merwin Meadows Fire Station Other Total Centrex - AT&T Board of Education ESTIMATE ONLY Wilton High School/BOE CO; 12DID Cider Mill School CO Trunks Middlebrook School CO Trunks Miller-Driscoll School CO Trunks Other Total Total, Muni & BOE Notes: *Simple phones: (2 lines, dial tone, no autodial or special features - e.g., classroom, meeting room Town of Wilton, Telephone System Page 7 Feb 5, 2015

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