Ministry of Justice / Court Management Services 1. Amendment/Clarification of Tender Documents

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1 Ministry of Justice / Court Management Services 1 Amendment/Clarification of Tender Documents Amendment: AT001 Dear All, MOJ/CMS wishes to inform Bidders that due to some clarifications required in the RFP document, the following addendum is hereby issued; which shall form part and parcel of the original document titled: PROCUREMENT OF UNIFIED COMMUNICATION IP PHONE SYSTEM -Provision of VoIP Services. Amendment: Bids shall include a Bid Security issued by a bank or by a surety using the form for bid security (bank guarantee) included in Section IV Bidding Forms. The Bid Security shall be 2% of contract sum. Clarification 1.3: The following Tender Clarification will be given. Clarification Questions and Responses Question The RFP document (RFP-IT-VOIP/2015) stated that all queries should be submitted by March 10, 2015, however the schedule for site surveys continue up until March 16. Since all sites have not been visited will this deadline be extended until to the 18 th or after? Based on previous question, will an extension be provided if we do not receive answers to clarification questions by March 18. Please can you provide the physical addresses for all locations? Please can you provide the telephony seat counts per location separating them by the categories (basic, executive, reception console, auto attendant, etc ) as listed in the RFP document? How many User Seats\Extensions (Administrative Users & Executive Users) are to be accommodated at each location? This is in view of the fact that, while initial numbers have been presented throughout the Site Visits, there are instances where they needed to be finalized. Please Advise Response The deadline was extended to support this concern. Court Seats Estimates document Court Seats Estimates document Court Seats Estimates document

2 Ministry of Justice / Court Management Services 2 Question We note that the deadline for the submission of clarification questions is March 10, At the time of this deadline site visits to the court locations will not be complete. What will be the mechanism used to seek clarifications resulting from those visits Can you provide updated addresses for courthouses in (a) St. James (b) Brown s Town Can you confirmation that we will be visiting the courthouse in St. Elizabeth and if so when this visit will take place Overview of the Proposed Solution Service Provider a. Core Network Switches We have noted that CMS already has core network switches in place. Does CMS require replacement switches? b. Network Rack/Cabinet Most locations already have cabinets. Will CBS be required to provide replacement cabinets in situations where the current rack space is not sufficient to accommodate the additional equipment? c. UPS for CPE - Most locations already have UPS in place. Should one be provided solely for this phone service? Appendix 5 - WARRANTY & OWNERSHIP a. The RFP indicates that the warranty should cover structured cabling. However CMS indicated that they will be responsible for the cabling of all locations. Can CMS confirm that they will now be responsible for the structured cabling in all locations and will maintain responsibility for changes, damages or issues related to structured cabling throughout all locations Response The deadline was extended to support this concern. Court Seats Estimates document St Elizabeth Location is currently on hold a. CMS requires a proposal from bidders the most feasible, economical and practical proposals are accepted. b. Some locations have switches that will not be used for this project therefore most, if not all locations will have space to accommodate CPE in the event that an extra rack is required CMS will make arranged to provide such. c. UPS should be proposed to protect all newly installed CPE. Appendix 5 - WARRANTY & OWNERSHIP a. CMS is responsible for all structured cabling in all locations and will maintain responsibility for same. Will the existing infrastructure, i.e, Cisco, Nexxt data Switches and Cisco Phones, be retained and integrated as part of the new cloud solution, or does the new cloud solution advocate a full "rip and replace" of the existing infrastructure and Network Electronics. The existing POE switches will be used for the project. Where there is none, a suitable option should be considered in your proposal. The phones will not be a part of the solution. Are all the Core and Distribution Data switches required to be Gigabit (10/100/1000 Mbps) At least two ports on the distribution switches

3 Ministry of Justice / Court Management Services 3 Question Response compliant? are required to be 10/100/1000. Under the section "Qualification of Bidder", Subsection 5.5, b. Is the question of experience It is related to Cloud-base solution of Size (784 related only to deployment of Cloud-base solutions of Size (784 User Seats and above) and User Seats and above). complexity; or any VoIP solution of such size and complexity? Does this experience has to be Preferable experience of similar project within related to a deployments only in Jamaica; or including deployments within the Caribbean \ Jamaica but other implementations would be International? considered as experience had. This requirement is iterated on Page 30 of the Bid Document, Appendix 1,Proposal Requirement And Project Scope, Subsection e. - References. What measure of System Reliability (Up time, e.g., %), is required for the Cloud-based solution. What measure of Redundancy is deemed necessary in the event that System Redundancy is required? (100% of all users, 75% of all users, 50% of all users, 25% of all users? What measure of Trunk Support (quantity of Trunks) is deemed necessary in the event that Local Survivability is required? (100% of supported trunks, 75% of supported trunks, 50% of supported trunks, 25% of supported trunks? Reference is being made to the section heading, 2.0 Overview of the Proposed Solution, subsection Technical Specification, item #4 Call Tracking. Does Call Tracking refer to Call Accounting? From a System Administrative standpoint, how is it envisaged that the MOJ / CMS Technical Team will administer the system? For Example, will the MOJ/CMS Technical Team require their own Management Portal with the ability to effect Moves, Adds, or Changes with the Carrier; or without the Carrier? What is the desired SAL for the creation of new User Accounts? Up time, e.g., %), We require at least 75% of all users per location We require at least 75% trunk support for local survivability Yes Call Tracking is in reference to call Accounting or Call Management. Considering that the requisite administrator training will be provided having access a management portal to carry out certain functions would definitely be an asset to us. In the absent of that feature we expect swift response to request for support. If you are referring to Security Access Level (SAL) then it is desired to be restricted to specific person(s).

4 Ministry of Justice / Court Management Services 4 Question Is the Call Accounting and Reporting System required to provide Cost Center type reports based on individual locations, i.e Courts, etc. Response Yes, It should be capable of providing individual reports, reports by time, location, code, etc. The system should also facilitate data export to excel or any other productivity application platform. How many persons are slated for Administrative Training? Approximately six (6) Is it an absolute necessity to retain the existing Numbers being utilized by the various locations - for Business Continuity? Are End Users required to have access to the Web Portal associated with their individual account Seeking confirmation that this Bid document does not speak to, or require an extension of the solution to incorporate Mobility VoIP Services to Smartphones and Tablets. Please clarify. If the solution is to be extended to the use on Smartphones and Tablets; please advise how many users are required to have this feature; and is this quantum in addition to the number of users outlined on in the table, "Section VII. Performance Specifications and Drawings" on Page 65? In the deployment of the solution, where possible, will the Supplier have the option of re-arrange components in existing Racks, Cabinets and Enclosures, in order to utilize available space? Yes, compulsory No. Just trained administrators that will be identified at the time of implementation. If this is a built in feature to your solution then by all means. If it attracts an additional cost, please state. At this time we are unable to determine these figures however it would be good know that the feature is supported and at what cost. Yes, if this will not impede the current infrastructure Referring to Appendix A Page 90, where Network Rack and Cabinets are provided by the Carrier \ Cloud-provider, will the the MOJ/CMS Team be responsible for terminating the requisite Cabling for the respective locations? The MOJ/CMS Team has indicated that the Team will be responsible for Cabling in all locations. Please advise Requested 5 years financial, can three years be sufficient. The CMS ICT Team will be responsible for cabling termination and installation. The CMS ICT will also be responsible for sourcing and installing racks/cabinets. Yes Three years will suffice.

5 Ministry of Justice / Court Management Services 5 Question Is Local survivability mandatory or optional? Is a redundant Wide Area Network Link mandatory or optional? Is this link required to be Active Always on, or Active Standby? Given that MOJ\CMS Representative will be responsible for Cabling all locations, as it relates to this Cloud Telephony Solution, in what instances is it anticipated that Racks, Cabinets and Enclosures be required from the Supplier; and how will they be incorporated given that Patch Panels would have been terminated into a separate Cabinet\Rack\Enclosure by the MOJ\CMS. Will all locations have separate wiring for the Cloud Telephony Infrastructure? Specifically, Separate wiring for IP Phones, Data Network Switches and other Network Electronics associated with the Cloud Telephony Solution deployment. At which locations is it anticipated that, a) IP Phones will be reused, b) Existing Data Network Switches will be reused. Response Mandatory A redundant wide area network is mandatory Active Standby is required at this time. In situations where Cabinets/Racks are provided by supplier and termination of cables are required they the vendor will be contracted to terminate the cables as well. NO, voice and Data will be on the same network separated by VLANs a. IP phones will not be re-used. b. The existing POE switches will be used for the project. Where there is none, a suitable option should be considered in your proposal. Existing IP phones will not be a part of the solution. Where available ports and space exists in existing Patch Panels, Racks, Enclosures and Cabinets; is it the expectation that the Supplier will utilize the available space, Port capacity etc, while adding the required number of Patch Panels in an existing Rack\Enclosure\Cabinet to enable provisioning at each location? Will MOJ\CMS cable for all the Phones and Switch connectivity in each location, while the Supplier provides the Phones, Switches, Gateways; which may be installed in existing Rack, Cabinet, Enclosures, where possible? Yes this is so. Yes that is what the current situation would be, however there maybe instances where the supplier maybe required to provide cabling and racks we will indicated.

6 Ministry of Justice / Court Management Services 6 Question Reference is being made to Page 76 of the RFP Document Subsection Capacity & Scalability. Is the Supplier required to design and deploy the system with the Full Capacity for 10% Annual Growth, for a three (3) Year Period; or the Supplier is designing the Cloud Telephony Solution to satisfy the needs based on the Site Visit; but articulating how the solution will scale to accommodate annual Staffing growth of 10% over a three (3) year period. Reference is being made to Page 76 of the RFP Document Subsection Technical Specification, item # 5 System Monitoring & Diagnosis: Does this requirement speak to the deployment of a NOC type environment at one of the MOJ\CMS location; or does it speak to the availability of such facilities at the Supplier's \ Provider locale? Reference is being made to Page 80 of the RFP Document Subsection Mobility: Is mobility to be provisioned as part of this initial deployment? If so, what modality is required (Smartphones, Tablets and\or Laptops)? How many such mobile clients are required? If not, does the Supplier needs only to explain how Mobile clients will be supported when the requirement arises? Specifically, which Enterprise Business Applications will Mobile Clients be required to access? Are all the IP Phones mandated to be 10/100Mbps or 10/100/1000 Mbps? Is a Pass-through Data Port mandatory for IP Phones? Response The Supplier should design and deploy a solution that will satisfy the needs based on current need; however, the system should be scalable enough to accommodate annual growth of 10% over a three (3) year period. Therefore it should be articulated in the solution. It speaks to the availability of such facilities at the supplier s location. Mobility in the document mainly refers to the ability to be able to take one extension from one location and use it at the other without any major configurations. On this issue of Mobile devices such as Smartphones, tablets, and laptops) it would be ideal if the solution supports this feature in the event the need arises. No, 10/100Mbps is adequate. Yes Where the Supplier of the Cloud Telephony Solution opts to deploy the Cloud Telephony Infrastructure over a Private "Internetless" Network, will the MOJ/CMS be responsible for procuring Internet Broadband independent of the Cloud Telephony Solution. Internet Broadband is already located in all Courts where the Cloud Telephony will be implemented. The method that is used to support connectivity is totally up to the suppliers making the proposal.

7 Ministry of Justice / Court Management Services Clarification 1.2 CMS Respond to Clarifications - VOIP Tender Document Questions Response Section II: It is noted that the intended completion date is three (3) years from the date of the contract. is this intended to be the initial contract period or the time allotted for the completion of deployments of all courts. Section V: It is noted that the remuneration is expected to be a fixed lump-sum payment will other remuneration options be considered? Section VII: The listing of items is provided as basic requirements The contract period for the services is 3 years. Time allotted for the completion of deployment is 1 year Charges are payable monthly upon the presentation of an invoice Please refer to Court Seats Estimates document for actual figures. Where the quantities provided differ (especially in excess) from those collected during the site visits, which quantities should prevail? 24 port Core switches is the phone network required to be physically separated from the data network? If not, will these switches serve as the core for all locations? Is it acceptable for the provider to manage these core switches? 24 port distribution switches will switches with differing port quantities be accepted once they meet the requirements per location? connection please expound, is a VPN connection being requested per site? Will there be a central site? Appendix A: For the automated service prompts please provide details on the number of queues and the number of agents/receptionists in each queue as well as the call handing requirement(s) The voice and data will be on the same switch(es) Provider will manage the core switches for the contracted period. Yes port quantities will be considered the information provided is only a guideline. The central site will be Court Management Services. is currently being use; however, the providers are free to propose any solution that they may consider to be more feasible, economically and technically. This information may be considered at the project implementation level. Clarification to Bid Tender - Procurement of Unified Communication IP Phone System (VoIP)

8 Ministry of Justice / Court Management Services 8 For ease of reference, the below clarifications are needed for each the 4 locations visited yesterday (Westmoreland Family; Westmoreland RMC; Hanover RMC; Hanover Family): Clarification Lucea Family Lucea RMC Westmoreland RMC Westmoreland Family Number of floors occupied If not contiguous, please indicate the individual floors occupied Number of distribution points Type of Internet connection DSL DSL DSL DSL What is your current phone/voip service(s) none none none none Do you need to keep this service? N/A N/A N/A N/A How many lines do you need to keep & what kind of lines are these? How many total users will require phones at this location? Number of Basic (regular) phones: Court Seats Estimates document Number of midrange (secretary/power user) phones: Number of high-end (manager) phones: How many headsets and additional accessories (please enumerate) are required? N/A N/A N/A N/A How many pilot numbers (numbers to be used to reach the court) are needed for this location? How many DIDs are needed for this location? How many soft consoles are required for receptionists at this location? How many softphones are required for Android/iOS devices? How many softphones are required for Windows devices? How many fax lines (if any) are required to be kept? Distribution Point 1 Are all patch panels and outlets labelled? no no no no How many users are served from this distribution point? What kind of phones will be needed for each user?: Court Seats Estimates document

9 Ministry of Justice / Court Management Services 9 Clarification Lucea Family Lucea RMC Westmoreland RMC Westmoreland Family Number of Basic (regular) phones: Number of midrange (secretary/power user) phones: Number of high-end (manager) phones: How many meeting rooms will require a conference phone? N/A N/A N/A N/A What is the approximate size of each meeting room? N/A N/A N/A N/A Additional Information Your proposal should include the recommended number of lines per user, in other words the user telephone line ratio.

10 Ministry of Justice / Court Management Services 10 Estimated Seat Count per location Court Management Services 25 Dominica Drive New Kingston Basic 95 Essential Service Executive 13 Essential Service Fax 2 Connectivity Court of Appeal Basic 25 Essential Service Executive 10 Essential Service Fax Executive + Add on Essential Service Connectivity

11 Ministry of Justice / Court Management Services 11 Supreme Court Corporate Area Criminal Court Basic 12 Executive 38 Essential Service Fax 2 Connectivity Basic 64 Essential Service Fax

12 Ministry of Justice / Court Management Services 12 Coroners Court/Attendance Centre Special Coroners Court/Civil Court Basic 8 Essential Service Fax Basic 29 Essential Service Executive 2 Essential Service Fax Executive + Add on Essential Service Connectivity

13 Ministry of Justice / Court Management Services 13 Corporate Area Family Court Corporate Area Traffic Basic 27 Essential Service Fax Executive + Add on Essential Service Connectivity Basic 12 Essential Service Fax

14 Ministry of Justice / Court Management Services 14 Trelawny RMC St James RM Basic 15 Essential Service Fax Basic 20 Essential Service Fax Executive + Add on Essential Service

15 Ministry of Justice / Court Management Services 15 St James Family St Catherine RM Basic 20 Essential Service Fax Executive + Add on Essential Service Basic 34 Essential Service Fax

16 Ministry of Justice / Court Management Services 16 St Ann RM Browns Town (out station) Basic 12 Essential Service Fax Basic 10 Essential Service Executive Fax Essential Service Executive + Add on

17 Ministry of Justice / Court Management Services 17 Clarendon RM Manchester RM Basic 20 Essential Service Fax Executive + Add on Essential Service Basic 14 Essential Service Fax

18 Ministry of Justice / Court Management Services 18 St Thomas RM St Mary RM Basic 20 Essential Service Fax Basic 15 Essential Service Fax

19 Ministry of Justice / Court Management Services 19 Portland Hanover Family Basic 22 Essential Service Fax Basic 18 Essential Service Fax

20 Ministry of Justice / Court Management Services 20 Hanover RM Westmoreland Family Basic 22 Essential Service Fax Basic 8 Essential Service Fax

21 Ministry of Justice / Court Management Services 21 Westmoreland RM Basic 22 Essential Service Fax

22 Ministry of Justice / Court Management Services 22 Telephony/Services charges Telephony/Services Charges should be stated per location Seat Quantity Price per month Total Monthly Total (12 Months) Total (24Months) Total (36 Months) Basic Executive Fax