The Madison Metropolitan Sewerage District requests quotations for. IP Telephony System

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1 The Madison Metropolitan Sewerage District requests quotations for IP Telephony System Request Madison Metropolitan Sewerage District (MMSD) is soliciting bids for a new IP telephony system. These quotes should include a description of the proposed system, hardware requirements, and the completed schedules listed at the end of this document. MMSD understands that there may be questions that cannot be answered by the information contained within this Request for Quote. Vendors are welcome to contact MMSD in advance of submitting their quotation documents. The deadline for asking or submitting (via ) questions is April 7 th, Questions should be addressed to: Nathan Toth, Network Technician nathant@madsewer.org Submitting Deadlines and Schedule The deadline for submitting quotes is 3:00 pm on April 10 th, Quotation documents should be in a sealed envelope and submitted by the deadline to: Madison Metropolitan Sewerage District Attn: Nathan Toth - IP Telephony System Quote 1610 Moorland Rd. Madison, WI Quotes received by the deadline will be opened at 3:00 pm on April 10 th, Quotes received after the deadline will not be considered. The Madison Metropolitan Sewerage District reserves the right to reject any or all quotes. Our goal will be to select a vendor by April 13th, 2015 and we would like to begin implementing the system in June

2 Background and Future Needs MMSD will be replacing its aging Nortel PBX with an IP PBX system. We are also replacing our voice POTS lines with SIP trunks terminated to IP. The costs of maintaining our existing system are becoming prohibitive, and they are the motivation to acquire and implement a more effective phone system. We also have a desire to implement some of the beneficial features that a new system might provide to us. The District has approximately 100 employees and each employee needs an extension and a desk phone. We also have 6 conference rooms (two of these are currently under construction) and 4 common areas (break rooms, central operations, and central lab). A new system should be able to provide service to our current employees and operations, and that system should be robust enough to adapt as both of these grow and change over the next 10 years. With this phone system upgrade we would also like to give our employees access to new capabilities. Our new phone system should provide all users the option of a softphone feature, and that should include plugins for Microsoft Outlook to enable click to dial functionality. Additionally some employees will need the capability to use headsets with this new system. MMSD s plant grounds cover approximately 5 acres, and include 41 buildings. Currently, 34 buildings require phone service; with 30 of these buildings having analog-only capability, requiring 36 lines (some have multiple phones). The remaining 4 buildings have IP phone capability. Our current expansion plans include the addition of a large maintenance building. This will include the additional need for more desk phones and services to conference rooms and common areas. We have accounted for these numbers in our cost schedule. The vendor chosen will be required to provide all software and hardware as detailed in the attached Cost Schedule and Requirements Checklist. Note that PoE switches are not listed as a requirement; these will be provided by the District. District network staff have the capability to configure a new phone system, and we are planning to do this work. If your system includes configuration costs/service, please note them in the space provided on the Cost Schedule. Inclusion of these costs/services will not disqualify your system from the quote evaluation process. Evaluation Criteria A contract for purchase of an IP Telephony System will be issued to the vendor that provides the best mix of price, equipment, features (as listed in the attached Requirements Checklist), and whose proposed system appears to be the most advantageous to the District. 2

3 Submittal Instructions To submit a quote: Submit a general description of the system and equipment that you feel would best meet our needs. Complete and submit the Cost Schedule found at the end of this document. Complete and submit the Requirements Checklist found at the end of this document. Include the additional documents requested in Section 5 of the requirements section. 3

4 Costs Schedule Instructions: This form must be completed and returned with your quote. If needed, use the Additional Costs and Optional Costs sections to further explain your costs and options. Use the Additional Details and Comments column to further explain listed Items. All costs associated with your system must be listed in this schedule. If you need to attach additional documentation to provide detail about those costs, please attach that document and reference it in this schedule. Item Required Equipment/Functions Quantity Needed Quantity to be included Total Cost Additional Details and Comments Basic phone: capability of at least 2 lines, 100Mb, PoE, headset connectivity 115 Executive phone: color LCD, capability of at 2 lines, 100Mb, PoE, headset connectivity 10 Conference Room Phones: capability of at least 2 lines, 100Mb, PoE, add on microphone capability, speaker 6 FXS gateway for up to 48 devices to interface with analog phones and fax machines; should include 2-50 pin Telco connections. Quantity reflects 1-48 port gateway, but 2-24 port gateways would also be acceptable. 1 IP-PBX System for 200 extensions and 32 simultaneous calls 1 Licensing costs for entire system 1 Support for first year 1 Total support cost for years 2 through 5. We may or may not purchase this support, but we will review this number for comparison and better understanding of our cost of ownership. If you have multiple tiers of support please quote us coverage that would cover weekday business hours. 4

5 Additional Costs Use this section to list additional Equipment/Functions/Items that will be Required as part of your system. Some examples are listed below. Quantity to be Item included Cost Additional Details and Comments Configuration Services for complete system Dedicated server for phone system Example Example Optional Costs Use this section to list optional Equipment/Functions/Items that you commonly might offer as part of your system. These items will not be included in the District's cost comparison evaluation of vendors. Some examples are listed below. Wireless headsets (up to 30) Item Quantity Cost Additional Details and Comments Example Web Conferencing licensing for up to 25 participant 1 Example Wireless VoIP handsets: must be compatible with our phones system 9 Base Stations compatible with the VoIP wireless handsets (above) 3 5

6 Requirements and Features Checklist Instructions: This form must be completed and returned with your quote. If needed, use the Comments section to further explain how you would meet these requirements. You may also attach additional documentation and note it in the Comments column. If you have additional requirements and/or features not listed in this document, please list them in Section 6 below. Requirement Section 1: Overall IP Telephony system specs Shall provide connection/extension for up to 200 IP phones Shall provide connection for up to 48 analog phones and fax machines. Shall be on premise (not hosted). FXS gateways for up to 48 devices Requirements Checklist Meets Requirement? Yes No Comments Robust enough to adapt to the expansion of MMSD staff and operations for the next 10 years. Section 2: IP PBX software Shall allow for multiple ring for users. This will allow ringing to a cell phone or desk phone simultaneously. Shall provide a soft phone for users. Shall provide plugins for Microsoft Outlook to enable click to dial functionality Shall provide a browser based administrative console System must be able to interface with SIP trunks terminated to IP provided by Charter Communications Desirable but not required System works with multiple manufacturers of IP phones, allowing us to use existing IP phones. Ability to run the phone system in a VMware virtual machine Systems can be run on a Microsoft Windows environment Integration with Microsoft Active Directory 6

7 Section 3: IP Phones Requirement Meet equipment quantities as detailed in the Cost Schedule Must be 10/100 Mb phones (gigabit phones are acceptable). Note that desk computers will not connect through phones. All phones shall provide capability to program at least 2 extensions Meets Requirement? Yes No Comments Shall be on the manufactures approved hardware compatibility list for the particular IP PBX Shall allow for interface with common headsets Section 4: Analog Phone Interface Need support for up to 48 analog phones via RJ11 port and/or 50 pin Telco connector Fax support is desired for 3 fax machines Section 5: Other Requirements Copy of support agreement included with this quote Copy of licensing agreement included with this quote Cost Schedule included and completed We will be able to receive all needed equipment and software by April 3rd, Section 6: Addition Requirements/Features 7