New VoIP Telephone System

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1 Please use this template as a guide for your proposal development. New VoIP Telephone System It is the intention of the ConVal School District to purchase an NEC Univerge SV 8100 IP based telephone system. ConVal has chosen this platform for its scalability, reliability, flexibility, single-image solution, and product lifecycle status. It also intends to build on the NEC 8100 line, as it has already purchased this platform for two of the elementary schools. No other manufacturers or NEC platforms will be considered. System Requirements: total station and trunk port capacity 2. Digital (PRI) and SIP carrier trunking capable at current release with POTS lines for failover 3. IP, Digital, and Analog telephone set capable 4. System must also accept third-party industry standard SIP telephone sets for possible future use. 5. Paging to any individual set (including classroom phones) and paging to all telephone sets on the system is required 6. Rack-mount system. ConVal has rack space available at each site for PBX placement. Configure for rack-mount systems and rack mount hardware. 7. System must be e911 compliant for SMS/CVHS/SAU complex only. Vendor will work with ConVal staff and Telco service provider to enable e911 compliancy. ConVal to build/update e911 database and deliver to Telco service provider for implementation and maintenance (changes). 8. System must have the ability to add new sites and locations (outlying schools using VoiP), while still maintaining a single database (not multiple user databases). This item for future use when network changes facilitate the NEC NetLink feature. The PES pricing alternate should include this feature, using the existing PPP T1 for inter-site IP trunked calls and Voic access. 9. Centralized, singular in-skin (not a separate server) Voic /Auto Attendant processor. Include all User and Group List programming of mailboxes, Auto Attendant, ports, etc. 10. The system proposed must be new equipment (no refurbished hardware) in current production. 11. System must be currently capable of PC attendant console functionality, integration, Presence features, secure Chat, Video, white boarding, file sharing, and Find-me-follow-me (not simple call forwarding) for possible future use. 12. Web/PC based programming interfaces 13. Ad Hoc (8 port) and Meet Me Conferencing (possible future use) 14. Find-Me-Follow-Me (Mobile Extension) cell phone integration for virtual extension use by ConVal staff, where appropriate

2 New System Configuration Provide an engineered solution for the following sites including trunks and stations. Configure for the additional parameters: 1. NEC Univerge SV 8100 utilizing Remote Sites (for the PES Add) 2. InMail voic with 16 ports located with the PBX in the CVHS Server Room licensed IP daughter-boards at CVHS (main site-hub) with 32 licensed IP daughter-boards at the outlying location (PES Add) 4. Use station/trunking per site configurations to follow in Site Configurations section. Use ConVal PBX Worksheet as a resource. 5. Use phone count/set types per location below 6. Overhead paging integration at CVHS 7. Paging through all telephone sets at SAU and SMS (plus PES Add) 8. Provide new rack-mount UPS configured for 15-minute runtime for main complex system only (CVHS/SMS/SAU) 9. Provide at least one PFTU analog port for emergency telephone at the Main Complex site, and one for the PES Add 10. Call Analyst (CDR) for all configured stations 11. Polycom sound-station EX analog display conference phones with extender microphones for: a) SAU Board/Conference Room b) SMS Conference Room c) CVHS Distance Learning Center d) CVHS Main Office Conference Room 12. Configure 30 spare virtual (software) ports for future Find Me Follow Me (Mobile Extension) use. 2 ConVal School District Proposal for VoIP PBX Phone System

3 Site Configurations Main Complex - SMS/CVHS/SAU New System Configuration: 1. Digital: 234 digital telephone sets 2. Analog: 8 stations (fax, analog emergency phones, Polycom analog conf. phones etc) 3. Trunks: (Analog) 8 POTS line ports and one full voice PRI (23 channels-digital). Also include in the Base Bid a separate licensing item for the option of adding 24 SIP trunks PRI tie lines to GBS/AES and PES 5. InMail voic , 16 ports centralized for all locations in this bid 6. Phone Counts: 234 phone total 7. (3) 24-button telephones 8. (231) 6-button telephones Main Complex can be broken down as such: SMS: (1) 24 button console phones (79) 6 button classroom phones CVHS: (1) 24 button console phones (129) 6 button classroom phones SAU: (1) 24 button console phones (23) 6 button classroom phones PES - New System Configuration: price separately as an Add. 1. Digital: 52 ports 2. Analog: 8 analog stations (fax, analog emergency phones, etc) 3. Trunks: 8 POTS line ports and 1 PRI/T1 tie line to Main Complex for outbound LD and 4-digit dialing only 4. Centralized Voic at CVHS-InMail. Connectivity via IP over existing PPP T1. 5. Phone Counts: 52 phones total (1) 24 button telephones (51) 6 button telephones 3 ConVal School District Proposal for VoIP PBX Phone System

4 System Features: Minimum Requirements: 1. Hold, Park, Page, Transfer, Conference (minimum 8 party), VM Transfer, One-touch internal (station) auto dial, external autodial, Staff Directory accessible via auto attendant. 2. Ability to send voic as a.wav file to any account (future use, not in base bid) 3. Ability to have a PC-based operator console in addition to a traditional operator type phone with DSS modules for all extensions % system programming via Web page interface capable 5. Additional GUI (software client) also desired (PC Pro) 6. All Receptionist and Administrator/Office phones must have two-way audio speakerphones with a customizable LCD display. Minimum 3 color Message Waiting indication for voic , and minimum 4 programmable ring tone types. 7. Classroom phones must have paging speaker built in for two-way hands free conversations 8. All phone sets capable of plugging in third-party (i.e. Plantronics) wired and wireless headsets. Wireless headsets are currently in use at the HS and SAU. 9. Optional no label or self-labeling telephone sets. List as an option to base-bid sets. 10. Must be NTP capable for time/date synchronization with other systems and Daylight Savings changes. 11. Include all necessary Amphenol cables, station-side patch cords for phones, system interconnect patch cords and cables to deliver a turnkey solution. 12. System must support analog, digital (PRI) and SIP trunks (future). 13. System must support analog, digital, IP and SIP telephone sets (future). 4 ConVal School District Proposal for VoIP PBX Phone System

5 Additional Requirements: 1. Vendor must be currently Certified to sell/service/maintain the NEC Univerge SV 8100 and 8300 systems. ConVal may upgrade the 8100 to an SV 8300 in the future. 2. Include a one-year Software Assurance (software upgrades) contract from the Manufacturer and state its annual ongoing cost. Include multi-year discounting options if available. 3. Include the Manufacturers 5-year Extended Hardware warranty option in the Base Bid. 4. Please state your hourly labor rate for the system proposed, and any travel costs for an on-site repair call. State minimum billing intervals. 5. What is included for service/support with the new system install for the first year? 6. What is the ongoing cost for a Vendor Maintenance Contract? What is included? Please include a copy of your standard contract. Please quote maintenance for both 24/7 and 8-5 coverage for full system and sets. 7. State which components of the system (may be done in an additional column of the Pricing Information summary) will be stocked as Replacement Spares in the vendor s office/warehouse and the location of the warehouse. 8. Response time for service calls. ConVal requires 30-minute telephone response and 2-4 hour onsite with Replacement Spares. a. Emergency on-site replacement (PBX) b. Non-emergency on-site replacement (phones) c. Emergency remote programming-system d. Non-emergency remote programming 9. Include an assurance that vendor will be responsible for all remote programming/mac (moves, adds, changes) for the first 12 months after installation. 10. Include a proposed installation-training schedule for administrators, office staff, and Trainers. Teacher training will be performed by these Trainers and is not a part of this RFP. Please list any limit for training hours as part of your proposal. 11. Include assurance that all Manufacturers default login user/password combinations will be deleted and replaced with ConVal custom logins and passwords. 12. Vendor will be responsible for tagging all outside copper telephone lines and testing post-cutover. Lines to include, but not limited to: fax, fire, alarm, elevator, and security. Vendor also responsible for testing 911 outbound calls from each site post-cutover. ConVal to have e911 database complete and to Service Provider by August 1st, Include all Cat 6 patch cords for LAN connectivity. 14. ConVal IT owns the routers between schools, and will configure QoS for the IP trunking to PES should the school elect to accept the Add pricing. 15. Future software considerations (not included in the Base Bid). Unified Messaging SIP telephone user licenses Find-Me-Follow-Me Desktop (PC) Soft phones or operator consoles Collaboration/Chat/Video licenses Ad Hoc conferencing upgrade to 16 port Meet Me conferencing upgrade to 16 port 5 ConVal School District Proposal for VoIP PBX Phone System

6 Vendor Information Please provide the following information about your company: 1. Company name, address of the company headquarters, and address of the nearest branch office. 2. Years in business 3. Dunn/Bradstreet number 4. Number of NEC Univerge SV certified technicians: a. Within 60 minutes of ConVal: b. Within 90 minutes of ConVal: 5. Hours of operation 6. Emergency/escalation procedure for outages or trouble tickets. Please list procedure, phone numbers, escalation process, and guaranteed telephone response time. 7. List at least three references of school districts you are currently supporting with names and contact numbers 8. State the name, phone number, and address of the Sales Engineer, Project Coordinator, Service Supervisor, Lead VoIP Technician, Trainer, and installation technicians. Pricing Information Please provide the following: 1. A summary page with complete system pricing, including all peripherals for a complete and working system. Include any dealer discounts or manufacturer incentives available between today s date and July 1, Pricing must be guaranteed through July 1, Breakdown of cost per site. 3. Include spare telephone sets per counts: a. (5) 6-button phones- digital b. (2) 24-button phones- digital 4. All optional pricing as requested in earlier sections. 5. Include all labor necessary for a complete and custom turn-key installation to include but not limited to: a. Information/database gathering b. On-site and telephone planning meetings with ConVal IT/Implementation staff c. Custom PBX programming for lines, sets, voic , auto attendant d. Custom labeling of all telephone sets based on ConVal IT feature requirements and suggestions. Provide 100% spare labels for phones. e. Labeling of line and set cross connect cables and blocks f. Deliver electronic databases of lines and sets to ConVal IT staff g. Electronic copies of custom Training materials for ConVal staff h. Train IT staff and site Receptionists as the school s Train the Trainer and local resource for Staff/Teacher training. 6 ConVal School District Proposal for VoIP PBX Phone System

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