Request for Proposal IP Telephony System

Request for Proposal IP Telephony System Page 1 of 30

Table of Contents I II III IV V VI VII VIII IX X Introduction Present System Instructions to Bidders Voice Services Recommendation Hardware Requirements System Features System Installation & Training Service & Support Lease Requirements Bid Summary Appendix A Construction Implementation Phases Appendix B Fiber Network Overview Appendix C Extension List and Station Requirements Page 2 of 30

Introduction The City of Frontenac is seeking to deploy a new IP-based telephone system to upgrade City communications infrastructure. The City wishes to deploy this system in their existing facilities in the near term, and then will move the system into the new City Administration building when construction is scheduled to be completed in the summer of 2009. The City is requesting bids for an IP-based telephone system to initially support sixty (60) users and forty-one (41) phone stations. The system will be easily expandable to support the City s growth during the move into the new City Administration building. Also requested in this bid will be a quotation for voice services. This will be a Voice PRI with twenty-three (23) voice channels and two hundred (200) Dial in Direct numbers. Five (5) analog lines are also requested for the Police Department lines, as well as a failover telecommunications system detailed later in this request. Along with DID voice services, the City is seeking to deploy Dial-in-Direct Desktop Faxing for the staff. This solution will provide Fax-to-email services and allow users to make out-bound faxes from their computer desktop. The proposed system will be a complete turn-key installed solution providing all hardware for complete system operation (including all required network switches, application servers and peripheral components). Additionally the system must be somewhat portable as the components and phones will be moved multiple times during the City Administration building construction phases. (See Appendix Construction Implementation Phases ) The City is seeking to purchase this system under an operational five-year lease that includes warranty and support for the length of the contract. Page 3 of 30

Present System The current City facilities are housed in four separate buildings on a single campus property located at 10555 Clayton Rd. The buildings are Fire Department, City Administration, Police Department and Public Works. Currently all buildings are connected by fiber links configured on a single Local Area Network (see Appendix B). Each building is currently wired with Cat.5e for data. Network and application servers are located in both the Fire Department and Police Department buildings. The network is configured as a single domain. Some locations that have digital phones now do not have Cat.5e data runs to the area. See Appendix C for locations that will require data lines installed for IP phones. The current phone system is a Toshiba Strata DK280 configured with 20 analog line ports, 48 digital telephone ports and a PC-based voicemail system. The system is installed at the Police Department and is connected to the other facilities via 25-pair copper lines to each building on campus. The current voice services are from AT&T and include 26 analog loop-start lines with 4 hunt groups (Police, City Hall, Fire Department and Public Works) and 6 non-hunting lines for faxes and other devices. The primary AT&T voice demarcation is located in the basement of the Police Department building. A secondary AT&T voice demarcation is located in the Fire Department Building. The police department utilizes a NICE Systems digital call logger currently configured to record the police department inbound and outbound phone lines only. The lines are currently being tapped prior to the connection to the Toshiba phone system. The City requires that the current NICE system hardware interface with the new phone system without requiring an upgrade to the Nice Call Logger. Page 4 of 30

Instruction to Bidders Timeline Request for Proposal issue date 03/26/2008 Site walk-through and Q&A 04/10/08 10:00 AM (Meet at City Hall) Bidders are required to have a representative attend this meeting. Responses due 04/18/2008 10:00 AM Bid Opening 04/18/2008 10:00 AM (City Hall Chambers) Bid opening is open to the public. Vendor Selection - 05/20/2008 RFP Contacts All questions regarding this RFP must be issued via e-mail to the following: City Clerk Leesa Ross lross@cityoffrontenac.rg Questions must be received no later than 10:00 am 04/10/2008. A list of questions and responses will be provided to vendors that attend the site walk-through. Vendors wishing to bid on this RFP must have a representative attend the site walk-through. A question and answers session will be available at the walk-through. RFP Response Format Bidders must deliver RFPs to the City Administration Building (10555 Clayton Rd) no later than 04/18/2008 10:00 AM. Two copies of the responses must be sealed in an envelope marked Telephone System RFP. The Response will follow the format of this request. If a vendor Does not Comply to a requirement, they must provide a type written explanation of why their company or system does not meet the requirement. At the end of each section, a vendor may also provide an alternative recommendation for their proposed system. Bidders are encouraged to follow this format, but are also encouraged to provide as much pertinent detail information of their solution in an efficient manner. Please limit the response to only the pertinent information. Do not use binders in excess of ½ inch. Do not provide excess system information such as White Papers, Manufacturer marketing materials, or case studies. Page 5 of 30

Vendor Qualifications Vendors must meet the following qualifications: Must be a legal business entity, licensed for business in either Illinois or Missouri. Must have appropriate insurance workman s comp and liability coverage (the selected vendor must provide declaration of insurance coverage upon request of the City of Frontenac). Must be certified as an authorized dealer for the system they are proposing. Vendor Company Profile Please provide a short company profile including location of operations, years in business, size of the organization, systems or equipment represented, and corporate associations. Vendor Contacts Please provide all the pertinent contact information for the responding company including primary Account Manager and Operations Manager. Vendor References Please provide at least four references for systems installed by the responding company. The references must be similar in the size and scope of this project including detailing installation date and system size. Proposed System Overview Please provide a short description of the system proposed including manufacturer and model information and any peripheral manufacturer and model information and a summary of the expansion capability of the proposed system hardware. Please do not include any excess detail information on the proposed system here. Do include a short biography of the system manufacturer including years in business, number of system installations and any corporate affiliations. Page 6 of 30

Voice Services Requirements The City is seeking proposals for voice services recommendation for all required voice services for the implementation of the phone system. The vendor must be an authorized agent for the service provider provisioning the proposed services. Voice Services Requirements: Voice T1/PRI (23+D channels) 200 Dial In Direct Numbers (200 New DIDs and 20 existing numbers will be ported to PRI) 5 POTS lines to be ported for the Police Department inbound hunt group. 1000 minutes monthly of Long Distance Service, quoting both inter and intra lata pricing and overage rate over the allotted 1000 minutes. Phone Disaster Recovery Process for PRI outage, services forwarded to the four Police Analog lines (Describe process in detail including response times) Describe any and all installation charges. Describe installation process from order of services to cut date. Describe customer service process including escalation process. Describe any costs including parts and labor to relocate the service provider s point of demarcation from the current Police Department facility to the new Administration Building. Page 7 of 30

Hardware Requirements Bidder must provide all hardware and software for a complete turn-key system installation. The proposed system must meet the minimum hardware requirements: One (1) T1/PRI and support Dial In Direct (DID) numbers and Caller ID (name and number), expandable to two (2) PRIs Two hundred (200) DID numbers, expandable to four hundred (400) DIDs Eight (8) loop-start analog phone lines and support Caller ID (name and number). Seventy (70) phone stations (without additional hardware). Sixty (60) Licensed Users (with Voicemail), expandable to one hundred twenty (120) users The proposed system must have the capability and be configured to connect at least five (5) Analog phone stations, expandable to ten (10). The proposed system must have the capability and be configured to connect at least four (4) parties in a conference and the capability to have up to two (2) concurrent four-party conferences. The proposed system must have the capability to support two external page zones in addition to paging through the IP phones. Table 1. System Sizing Matrix Capacity Requirements Current Needs Growth Factor IP Stations 41 100% 80 Licensed Users (with Voicemail) 60 100% 120 Other Stations (Analog Phone, fax, 5 100% 10 modem, etc..) Digital PSTN Trunks (Inbound & 23 (1 PRI) 100% 46 (2 PRI) Outbound Dialing) Analog PSTN Trunks (Inbound & 5 60% 8 Outbound Dialing) DID #s 200 100% 400 Conferencing Ports 8 100% 16 External Page Zones 2 0 2 Maximum Configuration* *Maximum Configuration represents the maximum size the City will grow the current system. Maximum Configuration must be achieved by expanding the hardware configuration, and NOT via a complete system replacement or upgrades. Page 8 of 30

Network Switch Specifications Bidders must include in their hardware the required network switches needed for complete system deployment. Four (4) twenty-four (24) port switches will be required, one for each building. Each IP phone on the network must be powered by the switch. Each switch (except for Public Works) will be connected to a building generator for power back-up. The switches must at a minimum meet the following requirements: Standards-based, managed 24-port Layer 2 Ethernet and Fast Ethernet switching with Gigabit uplinks Dual 10/100/1000BaseT Ethernet ports and SFP module slots for high-speed uplink or stacking requirements 8.8 Gbps non-blocking switching capacity Auto-rate, auto-duplexing, and auto MDI/MDI-X sensing Web-based Graphical User Interface Support for 255 active VLANs (802.1Q), VLAN Trunking 802.1p Class of Service for traffic prioritization, VoIP apps Weighted Round Robin and Strict Priority queuing 802.1D Spanning Tree and 802.1w Rapid Spanning Tree support Storm Control, Link Aggregation (802.3ad), and Port Mirroring Stores multiple config files and firmware images Secure Shell (SSH) login encryption, XAUTH with RSA SecureID for network security TFTP/FTP and XMODEM for firmware and maintenance updates 1U, 19-inch rack mount metal enclosure 802.3af PoE (15.4 watts per port ALL ports) Six (6) SFP modules to connect the switches to the existing campus Fiber network is required (See attached diagram). The Fiber SFP modules must meet the following requirements: Industry-standard Small Form factor Pluggable module Provides 1000Base-SX Gigabit Ethernet interface over multi-mode fiber Supports 250 meters using 62.5um multi-mode fiber Provides LC fiber connectors Four (4) Universal Power Supply battery back-up units must be provided (1 for each building) to supply adequate power to all system components during the time before the building generators turn on. The UPS must be adequately sized in each building to provide at least 10-minutes of power to all phone system components. Vendor must provide all labor and materials to install and configure the network switches. Switches must be mounted in a vendor provided wall rack near the current data Page 9 of 30

patch panels in each building. The City will to provide a generator protected power circuit at each switch location Application Server Specifications Vendors must propose all the required hardware for the operation of the proposed system. This includes any special application servers such as Voicemail, Fax Server, ACD, or any application that is required to meet this request for proposal. Servers (rack mounted) will need to be installed in the current server room located in the Fire Department Building. Any phone system server will need to be connected to the building generator; however an adequate UPS must be included to power the server(s) for at least 10-minutes. Vendors must detail the proposed server(s) specifications including: Manufacturer and Model Operating System Back-up System and Procedures Network ports and IP Address requirements Power Requirements Dimensions Vendors must describe or diagram the rack-space requirements for the server(s) and system equipment that will be installed in data rack. Vendors must warranty the server(s) for the duration of the lease agreement. Manufacturer on-site warranties are acceptable. Page 10 of 30

Desktop FAX Hardware Specifications Vendors must propose with their solution a Dial-in Direct Desktop Fax application. This will allow City staff to have personal DID Fax numbers and receive faxes via e-mail. Users must also have a desktop client application to send faxes from their PC. The Desktop Fax system must meet the following minimum specifications: Minimum two (2) current Fax ports (Fax transmissions) Must connect to proposed PRI via phone system (or alternative voice circuits for Desktop Fax system must be proposed in the voice services proposal) Utilizes DID to route faxes to users e-mail Support up to 100 Users/DIDs Faxes converted to PDF or TIFF files Includes a send fax client compatible with Windows Vista, 2003, XP, and 2000 Build one fax of multiple documents from multiple applications Schedule faxes to be sent at a later time Super G3 V.34/33.6K fax communication MH, MR and MMR compression Error Correction Mode (ECM) Web server interface for system configuration and management Client address book synchronization with Microsoft Outlook E-mail informs user of failed transmission Connects to at least 10/100BaseT Ethernet Network Vendor must provide all labor and materials to install Desktop Fax server and applications, including client software installation and user training. Page 11 of 30

IP Phone Requirements Office Speakerphone (Qty 37) This phone must have the following features: Two-way Speakerphone Desk or Wall-Mountable LCD Display showing caller ID, dialed number, or active feature Must have the ability to do the following functions through either fixed or programmable feature keys (Hold, Transfer, Redial, Mute, Speakerphone, Pickup*, Volume Control, Forward, Do Not Disturb, Conference) At least 3 additional programmable buttons (State number of programmable buttons) Must support Paging through phone Must have hands-free intercom capability Must have a dedicated Headset port and support hands-free Headset operation Must have Message Waiting Indicator Integrated 2-port 10/100 Ethernet switch (Network Port and PC Port) Power over Ethernet (PoE) 802.11af (phone must be powered by the network switch) Must be able to record conversation at any location (via programmable button) Operator Console Phone (Qty 4) This phone must have the following features: Two-way Speakerphone Dedicated Headset Port (with adjustable volume) LCD Display showing caller ID, dialed number, or active feature Must have the ability to do the following functions through either fixed or programmable feature keys (Hold, Transfer, Redial, Mute, Speakerphone, Pickup*, Volume Control, Forward, Do Not Disturb, Conference) At least 48 (forty-eight) additional programmable buttons (either directly on the phone, or with add-on module) (State number of programmable buttons) Must support Paging through phone Must have hands-free intercom capability Must have a dedicated Headset port and support hands-free Headset operation Must have Message Waiting Indicator Integrated 2-port 10/100 Ethernet switch (Network Port and PC Port) Power over Ethernet (PoE) 802.11af (phone must be powered by the network switch) Must be able to record conversation at any location (via programmable button) *Pickup key is defined as the ability to pick-up a call of hold or park by pressing a pickup key and dialing the line number or park orbit for the call. Page 12 of 30

Other Phone Requirements Analog Phone (Qty 2) This phone must have the following features: Basic desk-style telephone (2500-series or similar), black or ivory in color Twelve-key pad with touch tone dialing hearing aid compatible adjustable ringer (including mute ringer) volume control handset Conference Room Phone (Qty 4) This phone must have the following features: Wireless Phone with base station (Polycom Soundstation 2W EX or similar) Signal range of at least 150-feet from base (unobstructed) Tabletop low-profile footprint Omni-directional multi-microphone Full-duplex speakerphone Standard 12-key pad with touch tone dialing Adjustable ringer (including mute ringer) Volume control Mute key LCD display Last number redial. Expandable with up to two (2) extension microphones. Vendors must include with their proposal the cost of one (1) set of extension microphones. Analog Cordless Phone (Qty 3) This phone must have the following features: Long-Range Cordless Phone ( EnGenius Durafon or similar) Digital Signal Security with Frequency Hopping Programmable PBX Function Softkey Caller ID Name and Number adjustable ringer (including mute ringer) 6-hour talk time/ 50-hours standby on single charge Page 13 of 30

Headset Requirements Amplified Wired Headset (Qty 10) This device must have the following features: Binaural with voice tube (Plantronics H101 or similar) Digital Amplifier with Volume & Mute control Lightweight Over the Head style 25 Foot Quick Disconnect Cable Wireless Headset (Qty 10) This device must have the following features: 1.9 GHz Wireless Office Headset System (Plantronics CS55 or similar) Digital Amplifier 300-foot Range (unobstructed) Convertible Headband or Earloop Noise Canceling Microphone Volume, Mute and Answer control 10-hour talk time battery life Note: The police department utilizes a Zetron Radio/Telephone Dispatch console with a Standard Telephone Interface Module. The Interface module serves as an automatic mixing device for radio, dispatch console and telephone interfaces. This module can accept a 2-pair wired connection from a standard headset/handset port of a typical desk phone. There are three (3) dispatch consoles with the Interface module. The Interface Module supports a twin prong-plug pre-amp adapter (Plantronics P10 or similar) for headset connections. Vendors must include in their proposal three (3) twin-plug pre-amp adapters in their headset quotes. Page 14 of 30

System Features Architecture & Reliability Bidder will provide details on the architecture of their proposed system (including switches, telephony servers and gateways) if appropriate. A network diagram is highly recommended. Describe the redundancy features of the proposed system. The bidder will provide a narrative response to each item below and will indicate which features are standard and which are extra-cost options. Providing a system manual is not an acceptable response to this section. The bidder must also cite any system feature limitations relating to software or interaction with other features. Bidder will describe the overall reliability of their architecture: Do they provide 99.9999% availability? Do they have embedded real-time operating system? Do they have a distributed or centralized system (single point of failure)? Do they have moving parts in PBX like spinning media (hard drive)? Are components hot swappable? Is their system redundant? Does solution offer N+1 redundancy? Is their system fully non-blocking? Do they have automatic IP Phone fail-over capabilities? Do they have PSTN fail-over capabilities? Are system database or configuration files able to be backed up to City server, or tape back-up system? Scalability & Multi-site Capabilities Bidder will describe the overall scalability of the IP Telephony solution and how the proposed solution will operate in a multi-site/multi-building environment. Does solution allow incremental growth of as few as 1 user? How does the solution scale (include maximum growth for the proposed hardware configuration)? Hardware and software upgrades; how is this handled? Do Moves, Adds & Changes (MAC) require a system re-boot? Does solution have a single management interface? Is the solution distributed with remote survivable architecture? Does solution provide system monitoring and service support to multiple sites? How does the solution leverage VoIP across multi-sites? Does the addition of additional sites disrupt the existing phone system or require a system shut down? Describe the multi-site fail-over process and what functionality is available if any of the fiber links are disconnected. Page 15 of 30

Network Requirements Bidder will describe the network requirements for their IP Telephony solution and their overall ability to leverage the existing data network infrastructure. How does solution manage Quality of Service (QoS)? Does solution offer QoS support on a single UDP port? Does solution support Type of Service (TOS), Diffserv and Virtual Local Area Networks (VLANs)? Does solution provide multiple uplinks to the network? Will the solution allow the setting of admission control bandwidth? Does solution allow for the unlimited access to bandwidth for VoIP calls? Does solution monitor VoIP calls between sites and provide reports on this activity? Does have built-in monitoring and troubleshooting tools? Does solution allow for remote support access and troubleshooting? Voicemail & Peripheral Equipment Bidder will describe the voicemail features and identify peripheral equipment that is supported as part of their IP Telephony solution. Support of non proprietary handsets (IP and Analog) Support of non proprietary voice mail Voice Mail storage limits Voice Mail simultaneous access limits Does solution have provision for survivable remote voice mail? Does survivable remote voice mail act as single voice mail system? Does solution have integrated Automatic Call Distribution (ACD) capabilities? Does solution have integrated E911 capabilities (CESID)? Does solution support standard compression rates? Does solution support media encryption? Does solution support Session Initiated Protocol (SIP) compatible phones and services? Does solution support Media Gateway Control Protocol (MGCP)? Does solution provide an easy way to back up system configuration? Does solution provide easy disaster recovery? Does solution support Music on Hold? Does solution support Overhead Paging? How many Zones? Does solution support Group Paging through phones? Does solution support Silent Monitoring and Barge In capabilities? Does solution provide Call Recording capabilities? Does solution support Bridged Call Appearances? Does solution support Centrex Flash? Page 16 of 30

Administration and Management Bidder will describe the administration/management interface used with the IP Telephony solution: Does solution provide for the ability to do self-administration and move, add or change orders with nominal training? Does solution have a single management interface for PBX, VM, ACD, E911, Phones, and Users? Does solution have a single management interface for administration of all sites? Does solution have a single management interface for all Public Switched Telephone Network (PSTN) connections at all sites? Does the System Administration solution use a command line interface or Graphical User Interface (GUI)? Does solution allow for role based system administration? Reporting Bidder will describe the reporting capabilities of the IP Telephony solution. Does solution have a single set of call detail reports (CDR) for all sites? Does solution provide cradle to grave customized reporting capabilities? Does solution use standards based reporting interface (Crystal, Excel, Text, etc) Page 17 of 30

Desktop Productivity Tools Bidder will describe the desktop computer interface application and capabilities of the IP Telephony solution: Does solution have Unified Messaging integration with Outlook? Other Platforms? Does solution have the ability to put a pointer in email, not a.wav file? Does solution provide for Outlook integration without the use of an Exchange server? Does solution provide for dialing integration with Outlook Contacts? Does solution provide for dialing integration with other Personal Information Management or Client Relation Management packages (ACT!, Goldmine, etc..) Does solution have synchronized Message Waiting Light with Unified Messaging application? Does solution have Voice Mail callback capabilities? Does solution have dynamic on-line directories for internal users on a phone? Does solution have dynamic on-line directories for internal users with a PC graphical user interface (GUI)? Does solution allow users call control capabilities (make call, take call, transfer, conferencing, pickup, & park) through a GUI? Does solution allow users call control capabilities (make call, take call, transfer, conferencing, pickup, & park) through the phone? Does solution allow user to stack multiple calls and manage multiple calls on a single extension? If so how many calls can be stacked on a single extension? Does solution allow users to configure their call control and voice mail preferences through a GUI? Does solution allow users to configure their call control and voice mail preferences through the phone? Does solution allow users to configure their call control and voice mail preferences through a web client? Does solution provide Telephony Application Programming Interface (TAPI) information? Does solution allow users access to call history for their own extension? How many records? Does solution allow user to set multiple forwarding scenarios for their extension? Does solution allow user to store multiple voice mail greetings? Does solution allow user to configure a Find Me /Follow Me feature? Does solution allow user to configure voice mail notifications to internal numbers, external numbers, pagers, and email? Does solution provide user with just in time presence monitoring across multiple sites? Does solution support a Soft Phone? Does solution allow users to assign their office extension to any phone on or off the company network? Page 18 of 30

Operator Desktop Productivity Tools Bidder will describe the desktop computer interface application and capabilities of the IP Telephony solution intended for Operators only: What solution(s) are available for Operators? Does solution have an Operator Console and/or a Desktop PC GUI? Does solution allow for a centralized Operator supporting multiple sites and/or distributed Operators at remote locations? Does solution allow Operators to see detailed user information for extensions across multiple sites? Does solution allow Operators to monitor important company extensions? If so how many extensions can be monitored? Does solution allow Operator to drag & drop calls to monitored extensions via a GUI? Telephone Interface Features Does solution support all features on standard Analog phones? Does solution support basic telephony features (make call, take call, transfer, conferencing, call pickup, call park, redial & voice mail login)? Does solution allow a user to reassign their extension to any phone on or off the company network? Describe the process. Does solution support Intercom/Paging through the phone? Does solution support Whisper Page? Does solution support allow user to access a Directory through the phone? Does solution support allow a user to see call history through the phone? Does solution support multi-call appearance or BLF/DSS keys on the phone? Does solution support headsets? Via dedicated headset port? Does solution support programmable buttons on the phone? Does the phone support Bridged Call Appearances? Page 19 of 30

NICE Call Logger System Integration The police department utilizes a NICE Systems digital call logger currently configured to record the five (5) police department inbound and outbound phone lines only. The lines are currently being tapped prior to the connection to the Toshiba phone system. The City requires that the current NICE system hardware interface with the new phone system without requiring an upgrade to the Nice Call Logger. Vendors must include with their proposal the cost to cross-connect the five analog police phone lines with the proposed system along with the tap-connections of the call logger. Vendors will be required to coordinate this portion of the installation with the current NICE Systems vendor. Page 20 of 30

Fail-over System Specifications In the event of a complete system failure, the City wishes to deploy an analog voice system to make and receive calls. This system will consist of analog Police phone lines from the voice carrier (not dependent on a local power source), the City s existing voice wiring infrastructure, and two analog 4-line phone sets (RCA 25413RE3, or similar). The vendor will cross-connect up to four (4) of the Police incoming analog loop start lines for the fail over system. Then using the City s current voice wiring infrastructure cross-connect the analog lines to up to ten (10) designated fail-over jacks. The proposed multi-line analog handsets will meet the specifications of the RCA 25413RE3 4-line speakerphone. The phones will be both A/C powered and battery powered, in the event complete power and battery failure, the phones will have a powerless operational mode that will allow users to take and receive calls on at least one phone line. The Police Department is exploring the possibility of using the two (2) existing multi-line 911 consoles to facilitate the four (4) analog lines in the fail-over mode, in lieu of an additional analog handset. If this is possible, the vendor will crossconnect the four (4) analog lines to the two existing 911 consoles with the assistance of the St. Louis County 911 Coordinator. In these circumstances, the two 4-line speaker phones will not be required. Bidder will include in their proposal the cost to cross-connect up to four (4) analog lines, four (4) of the multi-line phone devices, the labor to cross-connect and test up to 10 existing voice ports, and the labor and materials to create any adapter cable to allow for the multi-line phone to connect to a single Cat.5 voice jack (including any hardware to replace voice jack if necessary). In their proposals bidders will include the cost of the Fail-over System including all hardware, installation and testing. Page 21 of 30

System Installation and Training Installation Scope of Work Describe in line-item detail the installation Scope of Work including applicable installation dates. This Scope of Work will serve as the installation contact between the City of Frontenac and the vendor. The City of Frontenac reserves the right to modify the proposed Scope of Work with the vendor and negotiate the cost differences with the proposed changes. System Moves during Construction The bidder must provide labor to move the phone system during the construction process (See Appendix Construction Implementation Phases ). The bidder will only have to move core system components only. Moves and changes of telephone handsets and installation of required data wiring will be the responsibility of The City of Frontenac. The City of Frontenac reserves the right to modify the proposed Construction Phases and negotiate the cost differences with the proposed changes with the vendor. System User Training Describe the end-user training that is provided with the proposal. Detail the training materials used, class size and class length. Detail any on-line or recurring training resources available with the proposed system. This will include 3 separate days to accommodate the fire and police department shift workers. The proposal must include training for sixty (60) users. System Operator Training Describe the system operator training that is provided with the proposal. Detail the training materials used, special training considerations and any one-on-one live call training provided. Detail any on-line or recurring training resources available with the proposed system. The proposal must include training for seven (7) operators. System Administrator Training Describe the system Administrator training that is provided with the proposal. Detail any on-line or recurring training resources available with the proposed system. An Administrator Manual must be included with the system. The proposal must include training for two (2) System Administrators. Page 22 of 30

Additional Training Options and Costs Detail any additional or optional training available for installation, and for postinstallation. Please provide costs for the additional training options including on-line or on-site options as well as any pre-recorded training options. The proposed post-installation training costs must be valid for 12-months following the installation. Page 23 of 30

Service and Support The Bidder must include in their price for the phone system the cost of Parts and Service Warranty and Annual Service Contract costs for the maintenance of the phone system. This must be included for the duration of the equipment lease. Parts Warranty Description Detail the Parts Warranty for the proposed system. This would include warranty replacement of components by the manufacturer. Detail what system components that are covered under the proposed parts warranty, and what components that are excluded from the parts warranty. Provide details on the estimated replacement times for components. Service Warranty Description Detail the Service Warranty for the proposed system. This would include on-site or remote service calls provided by the vendor. Detail what labor costs are covered under the proposed system warranty, and what labor costs are excluded from the service warranty. Annual Service Contract Provide a description of the annual system service contract for the maintenance and warranty of the system and components. Detail what is covered under the service contract and what is excluded under the terms of the service contract that could cause the City to occur additional charges for system warranty or maintenance. Moves, Adds, and Changes Describe the costs associated with additional moves, adds or changes following the system installation. Service Request Procedures, Response Times and Emergency Response Detail your company s Service Request Procedures and response times. Please also detail any additional charges the City may occur such as travel charges, minimum billing charges, or fuel surcharges. Page 24 of 30

Lease Requirements The City of Frontenac is seeking to purchase this equipment under an Operational Lease for the term of 60-months, with a renewal or Fair Market Value purchase option at the end of the lease. The monthly lease payment will include all costs associated with installed hardware, as well as warranty and support of system for the duration of the lease agreement. The City of Frontenac will not be responsible for any additional costs for system warranty or service except system expansion costs or service costs as specified by the vendor. The lease cost will include the labor costs to move the system during the construction. Please provide in detail the information of the leasing company, type of lease, purchase or renewal options. Please provide a copy of the Leasing Company s Truth in Lending Statement. Transfer of Ownership All bidders must provide in their proposal, language that would be incorporated into an agreement to guarantee the City of Frontenac, continuity of service for all terms and conditions, should the leasing company be sold, go out of business, or otherwise for any reason no longer provide the agreed service for any reason. Page 25 of 30

BID SUMMARY Please completely fill out this form and include with the proposal. Also attach with the bid summary your company s terms and conditions for this project. Vendor Name: Vendor Contact: Vendor Contact #: Vendor Contact E-Mail: System Proposed (Manufacturer Make and Model): Phone Service Provider Proposed: Leasing Company Proposed: Proposed Monthly Voice Services Cost: Proposed System Lease Payment TOTAL MONTLY COST $ $ $ Bids must be valid for 60-days. Page 26 of 30

Appendix A - Construction Implementation Phases Phase One Temporary Trailer A temporary trailer will be set up in the east parking lot. This will house most of the current administration staff during the construction of the new City Administration building. A temporary network connection (1Gb or better) will be installed to connect the trailer to the City s local area network. The existing fiber network will remain in place as construction permits. The City will be responsible for the data wiring, power and Fiber connection to existing data network. The City staff will also move their phones to the new office locations. Vendor must include the cost to move and install core system components (network switches and phone system components except for phones) from the current City Administration building to temporary trailer. Phase Two Building Construction Once the City staff is moved, the current Administration building will be demolished and the new Administration building will be constructed in its place. The current fire, police and public works buildings will be open during the construction. Vendors will be asked to provide input on the telecommunications closet build-out for the installation of the phone system in the new facility. Phase Three New Administration Building Once the new City Administration building is completed all staff and systems will be moved into the new facility. Once every one is moved into the new facility, the police department and fire department buildings will be demolished. The City is responsible for the voice and data wiring infrastructure at the new facility. The City staff will also move their phones to the new office locations. The Vendor must include the cost to move and install all system components from all the existing City facilities to the new City Administration building. This includes all system components including network switches, phone system hardware and peripheral devices (except phones). The vendor must also coordinate with the phone service provider to have voice services moved into the new facility. Vendor must provide a coordinated cut-over schedule for system and services move no than 45-days prior to the official move date. Page 27 of 30

Appendix B - Network Diagrams Page 28 of 30

Page 29 of 30

Appendix C - Extension List and Station Requirement Note: Vendor must provide the cost to install data cabling for IP phone at those locations that do not currently have a data port. Present Location Phone Type Number of Phones Is Current phone next to a computer New Location if needed Number Needed Will new phone next to a computer DID Direct in Dial DIF Direct in Fax Options Wired Headset Options Wireless head set Options Cordless Phone Options Conference Station Fire Department Chief Standard 1 yes no yes yes 1 1 Asst. Chief Standard 1 yes yes yes 1 Day Room Standard 1 no no no Captain Standard 2 yes no no Bunk Room Standard 1 no no no Standard Engine Room 1 City Hall Administrative Assistant Operator 1 yes no yes yes 1 Court Clerk Standard 1 yes yes yes 1 Finance Officer Standard 1 yes yes yes 1 City Clerk Standard 1 yes yes yes 1 City Administrator Standard 1 yes yes yes 1 Asst. Court Clerk Standard 1 Yes yes yes 1 Intern Desk Standard 1 Yes yes yes Council Chambers Standard 1 no yes yes 1 Basement meeting room Standard 1 no 1 Standard Lobby (restricted dialing) 1 Police Department Chief Standard 1 yes yes yes 1 Communications Supervisor Operator 1 yes yes yes Dispatch Console Operator 2 yes 1 yes yes yes 10 1 Detective Office Standard 3 yes yes yes Captain Standard 1 yes yes yes Sgt. Standard 1 yes yes yes Roll Call Standard 2 yes yes/no no no 1 Interview Room Standard 1 no no no Corp. Office_Traffic Office Standard 2 yes no no Booking Room Standard 1 yes no no Standard Locker Room 1 no no no Standard Lobby (restricted dialing) 1 no no no Standard Sally Port 1 no no no Public Works Building Commissioner Standard 1 yes yes yes 1 Public Works Foreman Standard 1 yes yes yes Inspector Standard 1 yes yes yes 1 Storm Water Standard 1 yes yes yes Garage Standard 1 no yes no 1 35 Sub Total 6 10 10 3 4 Grand Total 41 Page 30 of 30