1. A new VoIP system that includes redundant power supplies, hard drives and RAID Array at both DSS and Health Department facilities.

Transcription

1 RFQ-Halifax County VoIP System Introduction and Executive Summary Halifax County is looking to purchase a turnkey VoIP system for both the Halifax County Department of Social Services and the Halifax County Health Department. These systems will also need to seamlessly connect to other County future VoIP systems with backup redundancy and desktop administration/support. We are also looking for maintenance support contracts which will be included in these quotes. Business Overview (RFQ Header) Pricing must include all project management, telco coordination, installation of all system and peripheral/desktop devices, telephone/application/ attendant end-user training, and detailed system administration training allowing Halifax County IT Staff to provide their own day to day programming changes. Pricing must include any additional free and unlimited end-user and administration training as well as free and unlimited remote help desk support for the one, three and five year term options requested. Halifax County wishes to receive a turn-key price in where all labor and support costs, product and software warranty as well as training and remote support is included and will not require incremental costs during the term of this agreement. Detailed Specifications Halifax County desires the following specifications: 1. A new VoIP system that includes redundant power supplies, hard drives and RAID Array at both DSS and Health Department facilities. 2. All hardware and system software required to support a maximum of 500 IP telephone users. The only additional

2 cost required for this growth would be individual user licensing and telephones. 3. This system will be the first phase of a 3 phase expandable voice network to include remaining county offices. 4. Any required networking hardware or software to support connectivity between these and at least 1 additional future VoIP system for new courthouse/sheriff s Office location must be included. 5. Any required hardware or software to allow all IP phones to failover between these two VoIP systems must be included. 6. For the DSS location, provide connectivity for 2 current PRIs from CenturyLink, 6 additional analog trunks, 4 analog stations, a Music on Hold port and a paging port. For Health Department location, provide connectivity for 1 PRI from CenturyLink, 21 additional analog trunks, 4 analog stations, a Music on Hold port and a paging port. 7. For the DSS location, provide 3 PC console operator positions with ability to see presence and availability for all users, drag and drop calls via PC client and ability to answer and hold up to 8 parties simultaneously must be included. For Health Department location, provide 1 PC console position with the same requirements. 8. For DSS location, provide 12 IP phones with 24 programmable line appearance buttons, native gigabit Ethernet support, full duplex speakerphone, and integrated headset jack and backlit full screen display. 9. For DSS location, provide 205 IP phones with 16 programmable line appearance buttons, native gigabit Ethernet support, full duplex speakerphone, and integrated headset jack and backlit full screen display. For Health Department location, provide 76 IP phones with the same requirements.

3 10. Provide a centralized unified messaging solution which includes advanced Unified messaging licenses for all users providing full synchronization between voic , inbox and desktop client. 11. Provide desktop client licenses for all users with the following requirements: a. Visual call control interoperating with the physical desktop telephone b. Call window for purposes of answering, transferring and placing calls on hold c. Adding additional users to a call by dragging them into a call window d. Presence and availability indications showing telephone and desktop status for all system users e. Ability to click to call, IM or all users from the desktop client f. Secure instant messaging between all users g. Toast popup on inbound voice and IM calls showing caller ID and allowing user to answer or forward call to voic . h. Full integration with Microsoft Skype of Business client if customer chooses to utilize this client interface 12. Provide 6 IP conference saucers (Polycom IP 6000 or equivalent) for DSS location and 1 IP conference saucers for Health Department. 13. Provide a centralized Call Accounting application with automated reporting on call usage by user/department/ organization for all users in the system. This application must be configured to support three separate VoIP systems. If a server-based application, must be compatible with and installed into customer's current VMware environment.

4 14. Provide 10 ports of centralized audio/web conferencing. This application must be configured to support three separate VoIP systems. If a server-based application, must be compatible with and installed into customer's current VMware environment. 15. Provide On demand call recording for every phone within each VoIP controller. Users must be able to select a button on their phone and have the subsequent conversation recorded and sent to UM inbox and inbox (if configured) until record button is deselected or call is completed. If a server-based application, must be compatible with and installed into customer's current VMware environment. 16. Provide twinning or the ability to ring SIMULTANEOUSLY desktop telephone and external cellular/smartphone for all users in all systems. 17. Provide Uninterruptible Power Supplies (UPS) with at least 20 minutes of backup for both VoIP systems. 18. Include 24 x 7 support availability with no more than a 2 hour response time for major system outages. Please explain your support structure in detail. 19. Include all costs to provide on-site maintenance support labor, unlimited training for users and system administrators, and remote help desk support for one, three and five years from acceptance and successful completion of installation and initial training at no additional incremental charge during that term. 20. Include costs for all manufacturer s software warranty allowing all available software updates or patches as required at no additional cost for one, three and five years from acceptance and successful completion of installation and initial training at no additional incremental charge during that term.

5 21. Provide a corporate overview describing the size and structure of your organization, the amount of employees and number of VoIP Systems deployed within the past 3 years. Terms and Conditions Please provide a copy of current liability and comprehensive insurance coverage including maximum dollar amounts of coverage. Payment terms are 50% upon acceptance of contract and 50% upon delivery and acceptance of completed project. The Vendor/Contractor and any subcontractors must comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes, if applicable, which requires employers to verify the work authorization of each newly hired employee through the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies. Vendor/Contractor must certify that Vendor/Contractor, and all subcontractors, are not on the Iran Final Divestment List ( List ) created by the North Carolina State Treasurer pursuant to N.C.G.S Vendor/Contractor shall not utilize any subcontractor that is identified on the List. Selection Criteria Please list the names of all locally available technicians directly employed and working on a full time basis within 100 miles of Halifax County DSS facility. Listed technicians must hold current certifications from the manufacturer for ALL systems and applications that your organization is proposing. Please include your company s service level agreement, including service response time commitments for minor, major and critical events with examples of each. Provide a description of local spare parts availability and listing of local warehouse and support facilities.

6 Provide detailed information regarding your company s project management and deployment training process. Customer requires that a web-based project management collaboration tool be available so both organizations can share milestones, required activities, and schedule of meetings and events before during and after deployment. Provide a manufacturer s product overview with detailed information regarding proposed products features and benefits, desktop devices and available applications. Provide a detailed description of your relationship with the manufacturer(s) of the solution you are proposing, including length of contractual relationship, level of dealership status and total number of systems deployed within North Carolina. Provide references listing at least 5 other Local government customers within the state of North Carolina of equal or larger size to Halifax County who are using the same system that your organization is proposing and that was installed and is currently being maintained directly by your organization. Provide organization name, contact name/telephone #/ address and a description of systems and applications deployed and number of locations supported. Contact Information All questions and clarifications pertaining to Halifax County quotations will be received by: Frederick Bunch Information Technology Services Manager Halifax County Government (ITS) bunchf@halifaxnc.com Office: (252) Ext All changes or verification to the appropriate RFQ will also be posted to our website at the following address: d=188&itemid=313 Or go to and selecting the RFP Tab.

7 Submission Information PROPOSED SCHEDULE OF EVENTS: Action Responsibility Date RFQ Issued Halifax County 4/15/16 Qualifications Due Vendor 5/9/16 Contract Award Date Halifax County 5/16/16 Customer Handshake Meeting All 5/18/16 Installation Commencement Vendor 6/1/16 Completion/Acceptance Vendor 8/31/16 Please Submit ALL Qualifications and responses to