Estherville Lincoln Central School District Request for Proposal Converged PBX Digital/IP Phone System March 17, 2014

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1 Estherville Lincoln Central School District Request for Proposal Converged PBX Digital/IP Phone System March 17, 2014 The Estherville Lincoln Central School District is taking bids on a new converged PBX digital/ip phone system. This system is to be a digital phone system with the capabilities of IP phones if needed. This phone system is to provide service to the following buildings: Estherville Lincoln Central High School 1520 Central Ave, Estherville, IA Estherville Lincoln Central Middle School 1430 First Ave South, Estherville, IA Demoney Elementary School South 17 th Street, Estherville, IA Roosevelt Elementary School 315 North 6 th Street, Estherville, IA RWC (Regional Wellness Center) 415 South 18 th Street, Estherville, IA Estherville Lincoln Central Bus Barn/Central Office th Ave South, Estherville, IA Each of these locations is connected by fiber which is owned by the school district. This fiber is available for use by the new phone system. The high school, middle school and Demoney Elementary are a campus setting all on the same property with the high school and middle school physically connected. Vendors must include all equipment necessary for the phone system to work over the fiber and/or copper cabling between buildings. Sealed bids must be in the Estherville Lincoln Central Superintendent s Office at th Ave South, Estherville, IA by 3:00 pm on Wednesday April 9 th, If mailing the bids we must receive them by April 9 th, 2014; mail not delivered on time is not the responsibility of the school district. Any questions pertaining to this bid must be directed to Kevin Richardson, Technology Director and Judy Grethen, Technician at the Estherville Lincoln Central Schools. Contact Information: Kevin Richardson, Technology Director 1520 Central Ave Estherville, IA kevin.richardson@elc-csd.org Office Phone: Cell Phone: Judy Grethen, Technician st Ave South Estherville, IA judy.grethen@elc-csd.org Office Phone: Cell Phone:

2 Kevin Richardson will be out of the office from March 25 th to April 3 rd ; during this time you can contact Judy Grethen. Kevin will be available and will return calls, however so something doesn t get missed during this time if you Kevin, please also include Judy in the she will get back to you as soon as possible and will contact Kevin if needed. Our current phone system, which we will expect our new system to do, provides the following services/functions: o Phone System o Voic System o Intercom System o Tornado System o Middle School Bell System Phone System We want a PBX digital phone system with the capabilities of IP phones if needed; we do not want a full IP phone system. The new system must provide at least the following: o At the High School/Middle School/Demoney 192 digital ports, 172 digital phones, & 40 analog ports o At Roosevelt Elementary 48 digital ports, 40 digital phones, & 16 analog ports o At RWC/Bus Barn/Central Office 16 digital ports, 14 digital phones, 12 analog ports, 4 Loop Start Lines E911 Notification if a user dials 911 an audible and visual notification will show up on an attendant s phone. Vendor must work our county emergency management to get all 911 information and programming set as the county desires. Telephone System Requirements 1. The telephone system shall be of universal port digital/ IP telephone system. The system shall be scalable to provide capabilities of up to 712 universal ports. 2. The systems shall be equipped for a minimum 10% spare station capacity and 8 CO lines. The systems shall accommodate DSS consoles, provide Data Ports, T1 Card capability. Systems must provide open architecture design and be compatible with TAPI.

3 3. The system=s universal port design shall allow immediate resolution to changing communications requirements. For maximum reliability and cost-effectiveness, the system shall be capable of full digital/ IP architecture, ensuring non-obsolescence. System shall provide Voice and Data on the same network and support both packet and switching circuits. Systems shall be capable of being networked with other systems of the same type. 4. The system shall full support IP Telephony. It shall be possible to connect any standard SIP IP telephone to the system. When configured in this fashion the system shall provide a 10/100 ethernet connection port to interface. The system shall support IP-IP, IP-non IP, and non IP- non IP connections. 5. The system shall provide an open architecture interface to allow the connection of TAPI applications, CTI (Computer Telephone Integration). 6. The system software must be easily upgraded. The vendor will inform the owner when software enhancements become available and provide the owner with the costs associated with upgrading. 7. The system shall provide a means of storing the entire programmed database. 8. The system shall provide for remote access and programming. The system shall provide a wide range of data and voice features allowing individual sets to be customized to the specific needs of the user. 9. The system shall provide automatic route selection (ARS) to allow a means for the system to route a call to the least expensive route based on the number dialed. This feature shall be user transparent and NANP compatible. 10. The system shall provide a means to limit or restrict access to outside calls and or long distance calls on a per station basis. The system shall also provide a means to automatically change a stations restriction level based on time of day/day of week.

4 11. The system shall provide at a minimum, (8) modes of operation, each operational mode shall be programmed to change the class of service, toll restriction level, and ringing option of each station. Incoming calls shall be routed to individual stations, or night bells, based on the active mode. It shall be possible to activate any mode from any telephone or automatically via the system clock. 12. The system shall provide station message detail recording (SMDR). all records shall include date, time, duration of call, extension number, account code (if applicable) and number dialed. 13. The system shall support caller ID on all lines. The caller ID information shall be provided to all display telephones including analog phones (cordless). Information shall be provided during ringing and for the entire duration of the call, and also to a transferred station. Caller ID information shall be sent to the SMDR output. 14. The system shall provide a flexible numbering plan allowing extension numbers to be tailored to the owners needs. 15. The telephone system shall provide the following user programmable functions as a minimum: Alphanumeric Display, Assigned Night Answer, Automated Attendant (Operator Assistance), Automated Call Distribution, Automatic Night Transfer, Automatic Ring down, Automatic Route Selection, Bridged Fax Line, Call Back/Busy/No Answer, Call Coverage, Call Forwarding, Call Waiting/Camp On, Caller ID, Classes of Service, Conference, Data Interface, Dial By Name, DID, DIL, DSS, Dual Color LEDs, Dual Line Appearance, Ethernet Interface, Flexible System Numbering, Group Call Pickup, Group Hunt, Hands free and Monitor, Hands free Answerback / Forced Intercom Ringing, Hold, Exclusive Hold, Intercom, Key set-originated Data Call, Meet Me Paging, Meet Me Paging, Transfer, Message Waiting, NANP Compatible, Networking, Night Service, Open Architecture Interface, OPX Capability, PC Interface Card, Port Based Architecture, Privacy (data), Selectable Ring Tones, Serial Call, SMDR, TAPI/TSAPI Compatible, Terminal-Originated Data Call, Universal Night Answer, Voice Mail Integration, Personal Identification Number (PIN), indication of call from any location to administrative display telephone showing persons name and room number.

5 16. Display Telephones shall be multi-button, hands free Speakerphone with Display, built in headset jack, and a volume control to adjust ringing, handset, and speaker levels. Phone should provides Hands free Answer back, Intercom voice-announcements and has a built-in Wall/Desk Stand. 17. The system must fully support 911 service. All telephones must be programmed so that the user can simply lift the handset and dial 911. No additional access codes shall be required. Upon dialing 911 the call shall immediately connect to the Communication Center. In addition, selected telephones shall sound an alarm and the display shall indicate the source of the 911 call. Networking 1. The system shall provide a means of networking multiple systems to provide a single uniform dialing plan, the networking capability must provide for feature transparency between systems. The system must provide for multiple network transmission types. IE: fiber, twisted pair, T-1, etc. The system shall be capable of networking a minimum of (8) eight systems. In addition to the network configurations listed the system shall provide IP networking. 2. In a network environment, the systems must provide for individual survivor ability, IE: If the transmission media or any individual system malfunctions it shall not affect other systems. 3. The uniform dialing plan shall provide the ability to reach any phone within the district by simply dialing the extension number assigned to the particular phone. 4. Internal calls across the network shall include calling party number and name in the display of the called telephone. In addition, the ANI originating from the PRI circuit shall be passed to any display telephone within the network, and to the Voice Mail System. 5. A transferred call across the network shall return to the original transferring telephone regardless of the number of sites the call passes thru. This feature shall be available to a busy or no answer transferred call.

6 6. The system shall provide the following network features at a minimum: PBX: Automatic Route Selection, Calling Party (name and number) Display, Call Forwarding, Caller ID/ANI, Conference, DID, DISA, DSS Console Appearances, Hands free Answer back/ Forced Intercom Ringing, Hold, Hold Pickup, Message Waiting, Multiple Nite Modes, Off Hook Signaling, Paging (internal and external), Toll Restriction, Transfer Information Display, Transfer Recall. Voic System A new voic system must have minimum of 500 voic boxes. Also it must have a minimum of a sixteen port system so sixteen people can at the same time access the voic system. The voic system must have the capability of a voic to system (unified messaging). The voic system must also be able to give a visual notification on multiply phones for the same voic box. That means staff that have more than one phone can have a voic light lite up on all their phones, not just one. The voic system should have a minimum of 500 hours of recording time. Voic Requirements: 1. Call Forward to Individual Mailbox, Single Step Voice Mail Access, Message Waiting Lamps, Message Center Keys, Transfer to Voice Mail, Conversation Record (with beep), Answering Machine Emulation, Multiple Mailbox Keys (assigned to one telephone with lamping), Voice Mail Overflow. 2. The system shall provide Look Ahead Routing for all calls, a call shall never use more than one transmission path between systems. 3. The Voice Mail System shall provide integrated status monitor function. Status Monitor allows the Voice Mail access to the busy, idle, do not disturb status of each extension at all times. 4. The system shall provide the capability to transfer a caller directly into an individual s mailbox without ringing the telephone.

7 5. The system shall support the following mailbox types: subscriber, guest, announcement, distribution, and message center. 6. The subscriber mailbox shall provide the following at a minimum: 1000 message storage, password protection, multiple personal greeting, notification to outside locations (minimum of three (3) per mailbox), message save, erase, forward, time and date stamp. 7. The system shall provide a minimum of 100 distribution mailboxes. Voice Processing System 1. The system shall be an In-Skin based Voice Processing System. The system shall serve as the Centralized Voice Mail System. The system shall provide the following functions, i. Voice Mail ii. Automated Attendant iii. Fax Mail/ Fax Server 2. Digital Voice Storage shall be utilized. 3. The system shall be equipped with remote maintenance and programming. Additionally, the system shall be configured to allow the Telephone System and Voice Mail Database to be rearranged in a single session. 4. The system shall provide multilingual voice prompts. Initially the system shall be equipped with English, Spanish, and French. Auto Attendant Features 1. The system shall be capable of providing a separate greeting to each individual CO trunk, based on time of day, day of week, - i.e. morning, afternoon, closed, holiday, weekend. 2. The system shall provide single digit menu options to callers.

8 3. The system shall provide the following options to callers who direct dial to an extension and encounter a busy or don't answer situation: leave a message, dial another extension, reach the operator, camp on to busy extension, have the person paged. 4. The system administrator shall be capable of inserting an override message remotely in case of an emergency. 5. The system shall provide callers with easy access to informational services. Integration Features 1. The Voice Mail shall provide all the following indications on the individuals telephone that there are new messages. A flashing message light on administrative phones. Stutter dialtone on single line telephones. Display telephones shall provide a numerical message count. 2. Administrative telephones shall be programmed with a one-touch voice mail key. Activation of the key will directly log user on to their mailbox. 3. System shall provide for automatic routing of busy/don't answer calls to the individual's mailbox. 4. Administrative telephone users shall have access to a one touch forward key. Activation of key will forward all calls to their Voice Mail Box. 5. Personal answering machine emulation shall be available to all administrative telephones. Activation of this feature will allow users to screen callers leaving a message (like a home answering machine). User may lift handset to join call. 6. System shall provide a means of recording an intercom or outside trunk call. Individual user will depress a 'record' key, the system will record the entire conversation in the individual's mailbox.

9 The Voice Mail must provide a recording beep and voice prompt at regular intervals to inform caller conversation is being recorded. 7. It shall be possible to assign multiple mailboxes to an individual's telephone. Message Waiting and one touch mailbox access shall be provided on a separate key on the telephone set. The only limit to this feature is the number of programmable keys available at the station set. 8. The Voice Mail System shall provide integrated status monitor function. Status Monitor allows the Voice Mail access to the busy, idle, do not disturb status of each extension at all times. 9. The system shall provide the capability to transfer a caller directly into an individuals mailbox without ringing the telephone. Intercom System The new phone system must interface with our intercom system so we can use the phone system to speak over the intercom system. We will use our current intercom system equipment and speakers. Tornado System The new phone system must interface with our tornado system so we can use the phone system to set off the tornado alarm. We will use our current tornado system equipment and speakers. Project The vendor must provide a PBX system as herein specified including outlet boxes, wiring, central equipment, telephones, and ancillary equipment, etc. all ready for operation. After completion, and prior to acceptance by the owner, the system shall be demonstrated to the owner. This demonstration shall include written operating instructions to the owner. All equipment and installation material required shall be furnished whether or not enumerated here. If the vendor s phone system will not work with current intercom and tornado systems, then the vendor must include any and all equipment and installation costs in their bid to make these systems work. All shipping charges and any other related charges must be included in bid. Any wiring or termination and equipment associated for your phone system must be included in your bid. Included in your bid should be a data sheet on the phone equipment you are submitting (this should include years they have been in business, etc..). Any wiring or drilling of holes in walls must meet fire codes for our school district and must be approved before installation. Wiring must be in raceway except when above ceiling where it must meet cabling codes.

10 Phones We realize that there are varying phone types and features. Our evaluation of bids will take into considerations the features each phone has. Administration/Office phones must have minimum of 24 programmable buttons with displays. There are 30 of these types of phones. Classroom phones must have a minimum of 6 programmable buttons with displays. There will be 215 of these types of phones. DSS/BLF s some of our office personnel use these we will need 15 of these that have at least 84 programmable buttons. Headset some of our office personnel use these we will need six sets of headset device like a Plantronics to be used as headset with the office phones. Phone features such as softphones and using the PC instead of a BLF are preferred. Also app software for a mobile phone to run your office phone would be preferred. Call Boxes The system shall support integrated call boxes for use at a later date. This would be a button on the outside of the school buildings that would be pressed calling a predetermined telephone. The office could then talk to that person. Programming & Setup The new phone system must include programming of the system for the current users & any new users as of August 1 st The new voic must be setup for the current users & any new users as of August 1 st The new phone system must be programmed to run each of the reliant systems listed above. Changes/Programming/Corrections Any changes in the phone system which includes voic and any systems dependent on the phone system as listed above until May 1 st 2015 must be included in this bid. So if the tornado alarm is not working quite right or needs changing after four months when we may run the first drill, then the vendor must make those changes without charging the school district for them. The school district is not going to pay for changes, corrections, or programming that involve setting up a new system and then straightening out any programming later. Many phones, extensions, voic , and other reliant systems, may not be used for months after installation mainly due to no school in the summer months. Warranty The warranty for all equipment must be listed and explained in the bid sheets. This included manufacturer s warranties and any vendor warranties.

11 Quality Installation All installation, programming and service must be performed by a qualified service person. Bid preference will be given to those vendors who are authorized service providers of the equipment they are bidding. Please include details of your training or being an authorized service provider of all product, software, and equipment. Also the vendor must be able to show that they maintain a fully equipped service organization capable of furnishing service to the system; this included carrying necessary spare parts for the system. Service Our school district has over 1,700 students and staff. These systems included in this bid are vital to our district and vital the health and safety of all our students and staff. For these reasons we must be able to have immediate service when problems arise. The vendor must be able to have a service person physical here at our school within one hour of an emergency problem. Remote access does not count; someone must be able to physical be at our schools in one hour. We cannot wait 2-3 hours for someone to drive here to fix problems. The vendor must disclose to the district in the bid where their closest qualified service person is stationed. Local and Long Distance Phone Service Currently we have Centurylink for our local phone service. We have a T1 line with 24 active channels and approximately 10 POTS lines for fax machines. The installation of the new phone system will take place while we are still with Centurylink. However, we will be switching to MediaCom using a PRI with 24 active channels and approximately five POTS lines on July 1, When this switch takes place, the phone vendor must do whatever programming and such to make our new phone system work with MediaCom. We will also have our long distance with MediaCom. Time Table We expect that the new phone system will be setup and running June 2 nd, We want all staff members here in the summer to be able to use the new system for the summer. We will provide a list of the staff members that will need their phones setup and running by June 2 nd. The rest of the staff that are not here in the summer, we expect that all their phones, voic and all reliant systems are up and running fully functional by August 1, A vendor will be awarded the bid and notified by April 21 st. Training The vendor will provide training to the summer staff for use of telephones and voic feature once the phones and system are in place that first week of June. The vendor will provide training to the technology department on use of the telephones and voic features and provide them with training documentation to distribute to new staff members. The vendor will also provide the technology department training on how to run, manage and program day to day operations on the phone system (such as changing display names & buttons, changing phone settings, voic setting such as number of rings

12 before going to voic ). The vendor will arrange for training for the rest of the staff in August when they return to school. Backing up Phone System/Voic The vendor must include a system of backing up the phone system settings and voic . This must be included in the bid. Grounding 1. Provide equipment-grounding connections for intercommunications systems as indicated. Tighten connections to comply with tightening torques specified in UL 486A to assure permanent and effective grounds. 2. Ground equipment, conductor, and cable shields to eliminate shock hazard and to minimize to the greatest extent possible, ground loops, common mode returns, noise pickup, cross talk, and other impairments. Provide 5-ohm ground at main equipment location. Measure, record, and report ground resistance. Guarantee The contractor shall provide a one-year guarantee of the installed system against defects in material and workmanship. All labor and materials shall be provided at no expense to the owner. Guarantee period shall begin on the first date of beneficial use by the owner following the date of final acceptance by the owner. A maintenance contract offering continuing factory authorized service of this system shall be presented to the owner prior to final acceptance of the system by the owner. Systems shall carry an additional (4) FOUR-YEAR MANUFACTURES WARRANTY ON ALL ELECTRONIC EQUIPMENT.