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Richmond Community SchoolsRequest for Proposal
Telephone System
Contact: Rob TidrowTel: (765)-973-5400
Due Date: 2/18/2016 1:00PM EST
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Table of Contents
1. BACKGROUND & REQUIREMENTS............................................................................................................... 4
COMPANY INFORMATION...............................................................................................................................................4DISTRICT TERMS...........................................................................................................................................................4RFP OBJECTIVES..........................................................................................................................................................4CURRENT BUSINESS ENVIRONMENT.................................................................................................................................5PROJECT SCOPE...........................................................................................................................................................71.1 INSTRUCTIONS AND EXPECTATIONS FOR BIDDERS.....................................................................................91.2 SUCCESSFUL VENDOR REQUIREMENTS....................................................................................................111.4 WARRANTY...............................................................................................................................................131.5 SERVICE AND SUPPORT..............................................................................................................................141.6 EQUIPMENT SPECIFICATIONS...................................................................................................................151.7 GENERAL SPECIFIC TERMS AND CONDITIONS...........................................................................................16
2. BIDDER INFORMATION............................................................................................................................. 17
2.1 CORPORATE INFORMATION.....................................................................................................................172.2 CORPORATE REFERENCES.........................................................................................................................172.3 RICHMOND PRESENCE (SUPPORT IS WITHIN 60 MILES OF RICHMOND)..................................................17
3. COMMUNICATIONS SYSTEM..................................................................................................................... 18
3.1 SOLUTION OVERVIEW...............................................................................................................................183.2 RELIABILITY & AVAILABILITY............................................................................................................................183.3 SURVIVABILITY OPTIONS.................................................................................................................................193.4 E-911 SUPPORT...........................................................................................................................................19
4. VIRTUALIZATION....................................................................................................................................... 21
4.1 DATA CENTER ENVIRONMENT..................................................................................................................21
5. UNIFIED COMMUNICATIONS..................................................................................................................... 23
5.1 UNIFIED COMMUNICATIONS SOLUTION.............................................................................................................23PRESENCE.................................................................................................................................................................26INSTANT MESSAGING..................................................................................................................................................27
6. MOBILITY.................................................................................................................................................. 28
6.1 MOBILITY SOLUTION......................................................................................................................................28IN-OFFICE MOBILITY...................................................................................................................................................29WIDE AREA MOBILITY.................................................................................................................................................29TELEWORKING...........................................................................................................................................................30
7. UNIFIED MESSAGING................................................................................................................................ 32
7.1 UNIFIED MESSAGING SOLUTION.......................................................................................................................32
8. CONFERENCING & COLLABORATION......................................................................................................... 34
8.1 AUDIO AND WEB CONFERENCING....................................................................................................................34
9. SECURITY.................................................................................................................................................. 37
9.1 AUTHENTICATION..........................................................................................................................................37
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CONFIDENTIALITY AND PRIVACY....................................................................................................................................37
10. END-CLIENT IP DEVICES......................................................................................................................... 38
10.1 IP PHONES OVERVIEW...................................................................................................................................38DESKTOP IP TELEPHONES.............................................................................................................................................38DESKTOP IP ACCESSORIES............................................................................................................................................40WIRELESS DEVICES.....................................................................................................................................................40
11. SERVICES & SUPPORT............................................................................................................................ 41
11.1 SERVICES AND SUPPORT GENERAL....................................................................................................................41WARRANTY/SUPPORT/MAINTENANCE...........................................................................................................................42TRAINING................................................................................................................................................................. 43END USER TRAINING...................................................................................................................................................43
12. ATTACHMENTS..................................................................................................................................... 44
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1. BACKGROUND & REQUIREMENTS
Company Information
Richmond Community Schools (“RCS”) is a public school system located in Richmond, IN. It enrolls approximately 5,200 students in pre-K through grade 12. It has approximately 800 employees, of which approximately 370 are faculty members.
District Terms Bid proposals will be date and time stamped upon receipt by Richmond Community
Schools. The District reserves the right to waive minor technical defects in a bid, reject any and
all bids, reject any part of a bid, or request to re-bid and re-advertise for new bids. The Richmond Community Schools Board of School Trustees reserves the right to reject
any bid if it is deemed to be in the best interest of the school system and its students. The District reserves the right to design the evaluation criteria to be used in selecting
the best bid. The District reserves the right to provide the final contract for mutual consideration and agreement.
Should any differences arise as to the meaning or intent of the specifications, the District’s decision shall be final and conclusive.
If the scope of the purchase changes substantially, the district reserves the right to rebid the product or service unless otherwise provided in this procedure.
Any bid received after the time and date specified shall not be considered. Federal and State laws, Local ordinances and Board policies apply to contracted services. A non-collusion affidavit must be signed and submitted with your bid proposal. See
Attachment section at end of document for a valid non-collusion affidavit.
RFP Objectives
The objective of this Request For Proposal (RFP) is to create a voice network (“telephone system”) that can help RCS maintain a safe environment, create the most flexibility in terms of future technologies, enhance our communications potential, and provide the best value to the corporation.
This objective will be achieved by migrating from our existing legacy PBX and voicemail system to a new Mitel IP-based PBX with integrated features that enable these benefits:
Integration of voice services with existing Lync messaging system Ability to support services for teleworkers through softphones, twinning, etc. Availability of voice messaging through existing Email services. reduced duplication of infrastructure and end devices reduced costs through an intelligent communications infrastructure
Critical to the success of RCS in addressing its communication needs is the candidate’s ability to clearly understand and explain the following areas of the proposed enterprise solutions:
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scalability integration with other RCS Technology systems reliability security ubiquitous service and support regardless of geography ease of solution management and reporting
Current Business Environment
General Information
14 active buildings, interconnected by gigabit fiber approximately 1,000 voice users district wide Two main user types: teacher and administrator
Current Voice Infrastructure
Nortel CS 1000 PBX located in High School Octel Aria 250 Voicemail for 1000 users Dual Fiber PRI Single district Telecom technician Mostly stationary users, with some users moving between buildings Time Division Multiplexing (TDM) technologies (modems, faxes, paging.) Mini carriers in every building, except High School where PBX is housed.
Current IT Infrastructure
e-mail system: Microsoft Exchange 2010 Multiple VLAN Single Data center in Admin Building. uses virtualization: Microsoft Hyper-V Internet connection: 1Gb fiber to ENA 14 locations Datacenter housed at Administration Building Gigabit Fiber between buildings
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Project Scope
RCS is requesting proposals to replace the existing Nortel CS1000 PBX and Octel Aria 250 Voicemail server. The existing PBX will be replaced by a Mitel 3300MXe (or comparable) with Mitel 3300 CX (or comparable) controllers in each building equipped with analog failovers. All district handsets will register with the main MXe controller at the High School site. In the event of the main controller being unreachable each handset will reregister with its local CX controller. All 911 calls will route though their local CX controller over an analog trunk, providing the correct address of the 911 caller. RCS intends to reuse basic analog handsets for classrooms using the CX controllers. All other handsets (Admin, Principals, office staff, etc.) will be replaced with IP handsets, compatible with the chosen Mitel controllers, having features including caller display, message waiting, etc. The proposal should assume the use of our two current fiber PRIs.
The cutover from the existing PBX to the new Mitel PBX will occur between June 1, 2016 and July 15, 2016. Staging for the swap may happen between May 15, 2016 and June 1, 2016. The bidder will not interrupt service during business hours without the consent of RCS. All interruptions of service shall happen after school hours and will be scheduled with the Chief Operations Officer or Technology Coordinator beforehand. District wide interruptions in service will not exceed 1 (one) business day for the extent of the project.
The system will be designed and licensed to a virtual server that will provide voice services in the event of a primary controller failure. The existing dial plan will be carried over into the new system. The bidder will be responsible for all installation and programming of voice equipment, including controllers and handsets.
The vendor will install all hardware required to install and operate proposed phone system, in rack space prepared by RCS. The vendor shall make appropriate connections to provide service for the PBX and voicemail system. The Vendor will prepare and program all handsets based on current configuration. The Vendor will provide a voicemail solution and port all existing accounts to the new system.
The Vendor will provide the following to RCS as part of the RFP.
a) High-level strategy including high-level requirementsb) Design for growth and future applications c) Detailed project and implementation pland) Timeline for completion e) IP network assessmentf) Assessment of number portabilityg) Carrier relationship to execute solutionh) Resiliency/back-up processi) User trainingj) Patch panels, patch cabling, and other necessary wiring
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Richmond Community Schools is interested in using Blazecast as an option for internal emergency alerts. As an addendum to the RFP please include a quote to provide Benbria Blazecast as an option with your Mitel voice solution.
Projected Needs
Based on current digital sets, analog sets, and fax usage we anticipate the following needs represented by building.
Building IP SetsAnalog
Sets Analog Trunks (fax)Administration Building 42 18 6Baxter School 8 26 6Bus Garage 7 10 6Charles Elementary 4 56 6Crestdale Elementary 7 62 6Dennis Intermediate School 11 70 6Fairview Elementary 8 48 6Hibberd Intermediate School 9 48 6Richmond High School 46 312 6Starr Elementary 4 48 6Test Intermediate School 12 62 6Vaile Elementary 7 40 6Warner Maintenance. Hub 19 18 6Westview Elementary 11 40 6
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1.1 INSTRUCTIONS AND EXPECTATIONS FOR BIDDERS
1.1.1 All quotes must be submitted to our specifications with unit prices and extended totals. The school district intends to use pricing from QPA pre-bid lists and/or GSA pre-bid lists. Vendors are to provide their QPA/GSA contract number with pre-bid prices on their submission form. The successful vendor will be required to post a 10% performance bond that will remain in effect until the acceptance of job completion by the customer.
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1.1.2 Quotes must be submitted in the corporate firm or trade name of the vendor. If the vendor is a corporation, the corporate name must be correctly stated. The owner, partner or authorized officer must sign his or her name and title, and insert the address and telephone number of the vendor. Provide the name, title, and address of the contact person, should it differ from the firm’s authorized dealer.
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1.1.3 The vendor shall submit (1) original bid plus (5) copies to the customer in a sealed bid packet. Bids are due no later than February 18, 2016 at 1:00 pm EST. Bids received prior to due date will remain securely kept unopened.
All bids shall be addressed as shown:
Richmond Community SchoolsAdministration Building Main Lobby300 Hub Etchison ParkwayRichmond, IN 47374Attention: Rob Tidrow, Chief Operations Officer
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1.1.4 The vendor must be capable of coordinating with RCS and the current telecommunications provider (Frontier) throughout the entire project. The vendor will be responsible for the all aspects of the system cutover.
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1.1.5 The vendor will provide, with the proposal, a letter form the manufacturer(s) of all equipment being proposed showing that they are an authorized, certified dealer for the systems being quoted. Documentation must also be included to show a contingency plan for alternate service support, in the event that the successful vendor goes out of
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business, or for any other reason cannot fulfill the requirements of this RFP for the life of the system.
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1.1.6 All equipment and features quoted must be installed and working without defects at the customer site and must be quality NEW EQUIPMENT, with CURRENT FIRMWARE and UPDATES.
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1.1.7 All prices quotes must exclude Indiana sales tax.
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1.1.8 The vendor shall furnish at least (3) business references with similar application (preferably Indiana public school systems). Include contact information, including school name, contact name, contact title, phone number, address, and email address.
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1.1.9 The vendor shall provide the following:
a) State the date of the first installation of a system of the type proposed (current model and software release.)b) State the number of installed systems of the type proposed.
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1.1.20 The vendor shall provide the estimated interval for installation of the proposed system from the date of contract signing (chart the order/installation process.) The first available cutover date for equipment installation would be June 1, 2016, with the actual cutover date to be determined in conjunction with the Technology Department, Operations Department, and the Superintendent’s Office. The project must be completed by July 15, 2016. Time is available before cutover to stage and install equipment. However, no service is to be interrupted before agreed upon cutover date.
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1.1.21 The customer intends to acquire and install a telephone system that it deems suitable to its needs, however, this RFP does not obligate the customer to any such action. The customer reserves the right to accept any quote or to reject all quotes. Any such decision shall be considered final and not subject to any further recourse. The award
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may be made without discussion and hence, your quote should be submitted initially complete and on the most favorable terms.
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1.1.22 Vendor must quote the newest release of hardware and software that will be generally available at the time of installation.
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1.1.23 Vendor must respond to this RFP as specified.
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1.1.24 Quotes are to be for the complete project. Incomplete quotes will be rejected.
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1.1.25 Quotes involving sub-contractors must be clearly stated.
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1.2 SUCCESSFUL VENDOR REQUIREMENTS
1.2.1 The successful vendor shall assume all responsibility on all items damaged in shipment. The owner shall not assume any obligations concerning damaged equipment.
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1.2.2 Quote price must include all cost of unloading of trucks, placement of equipment, crates, packages and the disposal of all packing materials.
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1.2.3 Receiving hours will normally be 8:00 am - 12:00 noon, and from 1:00 pm - 3:30 pm Monday through Friday. The owner WILL NOT be responsible for additional costs charged by the freight company to unload trucks. The owner WILL NOT accept any deliveries later than 3:30 pm and WILL NOT accept deliveries on weekends or holidays.
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1.2.4 Agree to reimburse RCS for all losses, expenses, and damages arising from violation of any laws, regulations, ordinances, codes, and rules.
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1.2.5 Be responsible for and repair all damage to the building due to carelessness of their workmen, and exercise reasonable care to avoid any damage to the Customer's property.
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1.2.6 The successful vendor will be required to post a 5 % performance bond that will remain in effect until acceptance of job completion by the customer and payment. Each bid must be accompanied by a bid guarantee, made payable to the order of Richmond Community Schools, as its respective interests may appear, which shall not be less than five percent (5%) of the amount of the bid; and, at the option of the Bidder, may be a certified check, a bank draft, U.S. Government Bearer Bond (par value), or a Bid Bond, AIA Form A310. No bid will be considered unless it is so guaranteed. Certified check or bank draft must be made payable to the order of the Owner. Cash deposits will not be accepted.
In the event the Bidder withdraws his bid or fails to execute a satisfactory Contract within ten (10) business days after a contract has been awarded to such bidder by the Owner, said Owner may declare the Bidder’s bid guarantee forfeited to the Owner as liquidated damages, but not as a penalty.
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1.2.7 Richmond Community Schools is a smoke free environment.
1.2.8 The vendor shall be responsible for the protection of the Richmond Community Schools premises and property, and will be held liable for any damages caused by the vendor, vendor employee(s), or vendor agent(s) during the execution of this project. Vendor shall provide, prior to beginning any work on Richmond property, a certificate of insurance naming (show district name address, and phone) as additional insured and indicating that all required insurance coverages are in full force and effect, including:
1) Workers’ Compensation and Employer’s Liability Insurance:a) Coverage A – Statutoryb) Coverage B -- $1,000,000 per accident
2) Broad Form Comprehensive Liability Insurancea) $1,000,000 Each Occurrenceb) $2,000,000 General Aggregatec) $2,000,000 Products and Completed Operations Aggregated) $1,000,000 Personal Injury and Advertising Injurye) $50,000 Fine Legal
3) Comprehensive Automobile Liability Insurance (Owned, hired, and non-owned)
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a) $1,000,000 Bodily Injury each occurrenceb) $1,000,000 Property Damage
4) $5,000,000 Umbrella Policy to overlay above coverages
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1.3 DOCUMENTATION
1.3.1 Upon award of the contract, the vendor shall provide, at no cost to the customer, two complete sets of operating manuals, explaining in detail the operation and overall management of the proposed system.
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1.3.2 The vendor shall provide a complete parts list, including component prices.
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1.3.3 The vendor shall provide a complete list of all standard features provided at no additional charge to the customer in the proposal with a description. This includes all packaged items.
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1.3.4 The vendor shall provide a descriptive list of all optional features for the proposed equipment.
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1.3.5 The vendor shall provide with the proposal two sets of brochures for the proposed equipment.
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1.4 WARRANTY
1.4.1 The vendor shall guarantee all equipment to be free from inherent defects for a period of three years from the date of accepted installation. Replacement parts or the correction of such defects, including labor, shall be rendered at no charge to the customer within the first year after accepted installation.
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1.4.2 If your standard warranty, exclusive of any maintenance agreements, exceeds the description above please provide a description below:
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1.4.3 The manufacturer shall guarantee that the availability of all parts and services necessary to keep the system operational will be provided for a period of five years from the date of installation.
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1.4.4 Provide documentation of insurance that would fulfill warranty and service guarantees in the event that your company could not do so in the future.
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1.5 SERVICE and SUPPORT
1.5.1 Vendor shall guarantee to have a technician on site within one (1) hour of receipt of notice from customer for all system failures or other malfunctions resulting in complete outage of the equipment.
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1.5.2 Vendor shall guarantee to have a technician on site within eight business hours of receipt of notice from customer for minor problems.
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1.5.3 Vendor shall have at least 3 Mitel Certified technicians within a 1 hour response time of Richmond, Indiana.
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1.5.4 Vendor shall provide to the customer free telephone support for no less than a period of three years from the date of installation of the proposed equipment.
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1.5.5 If your standard telephone support, exclusive of any maintenance agreements, exceeds the description in item 1.5.4., please provide a description below:
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1.5.6 It is in the best interest of the customer to know contingency policies to back up your "guarantees". Please list below the specific recourse available to the customer in the event that any of the above guarantees are not met.
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1.5.7 The Vendor shall provide a recent background check for all individuals to be on RCS property in connection with the installation and maintenance of the proposed system.
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1.6 EQUIPMENT SPECIFICATIONS
1.6.1 System hardware must provide capability of growth for additional locations and increased density at each individual location.
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1.6.2 System should be capable of being monitored, accessed, and administered over a TCP/IP network, as well as provide the following remote administration tools:
(1) Station Management.(2) Call Tracking bundled with Caller ID for tracing both inbound
and outbound calls.(3) Traffic Analysis(4) Alarm Management(5) Network Analysis(6) Call Accounting(7) Maintenance Windows
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1.6.3 Fault Tolerance. The system MUST provide the capability for automatic nightly backups of all database and system information. In addition, the system shall have the capability
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to perform manual backups at the administrator's will for the purpose of creating multiple backup rotation sets.
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1.6.4 Handsets. RCS will reuse existing analog handsets for all classrooms. All other phones will be replaced with new IP handsets with display.
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1.6.5 Training. The vendor shall provide at the customer premise individual instruction on system management using the software tools purchased. This would include, but not limited to the following:
(1) Station administration: moves, adds, changes, and new stations.
(2) Call Tracking. Tracing inbound and outbound calls.(3) Traffic analysis.(4) Managing backups and restoration.
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1.7 GENERAL SPECIFIC TERMS AND CONDITIONS
1.7.1 Nondiscrimination Clause. In keeping with the provisions of I.C. 22-9-1-10, Vendor and RCS mutually covenant and agree, each with the other, that neither party, nor any party’s subcontractor or assignee in any performance obligation hereunder, shall discriminate against any employee or applicant for employment to be employed in the performance of the services contemplated by this Agreement, with respect to his hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, because of his race, religion, color, sex, disability, national origin, or ancestry. Breach of this covenant may be regarded as a material breach of this Agreement.
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1.7.2 Non-hiring of Illegal Aliens. During the term of this Agreement, Vendor shall enroll in and verify the work eligibility status of all newly hired employees of the Vendor through the E-Verify program of the federal government if, and only if, such E-Verify program continues to exist. Pursuant to I.C. 22-5-1.7-11, execution of this Agreement by Vendor’s designated representative shall constitute the Vendor’s affirmation under penalties for perjury that Vendor does not knowingly hire any illegal alien.
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1.7.3 Business with Iran. Pursuant to I.C. 5-22-16.5-8, execution of this Agreement by Vendor’s designated representative shall constitute the Vendor’s affirmation, under penalties for perjury that neither Vendor nor any principals or employees of Vendor engage in investment activities with the nation state of Iran, as said activities are defined at the above cited statute.
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1.7.4 Non-Collusion Affidavit. Please sign and return with sealed bid one copy of the attached Non-Collusion Affidavit.
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2. BIDDER INFORMATION
2.1 CORPORATE INFORMATION
2.1.1 Briefly provide a corporate overview. Detail how the unified communications system is provisioned including integration and migration services. Provide information on the number of years in operation.
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2.2 CORPORATE REFERENCES
2.1.2 Briefly describe three implementations your company has accomplished that are similar in scope and sector as the RCS project.
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2.3 RICHMOND PRESENCE (SUPPORT IS WITHIN 60 MILES OF RICHMOND)
2.3.1 Briefly describe your company’s presence in the Richmond, Indiana area. Please include number of employees, company locations, etc.
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2.3.2 Briefly describe the implementation and support resources your company has in the Richmond, Indiana area.
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2.3.3 Indicate how many technicians your company has in the Richmond, Indiana area that are certified in the installation and maintenance by the manufacturer.
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2.3.4 Indicate how many technicians your company has within three hours drive of Richmond, Indiana area that are certified in the installation and maintenance by the manufacturer.
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3. COMMUNICATIONS SYSTEM
3.1 SOLUTION OVERVIEW
3.1.1 Describe your communications system solution. Indicate whether server or gateway hardware is off-the-shelf or proprietary and whether the solution will work in a virtual environment. Summarize any included features such as mobility, contact center, unified messaging, etc.
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3.1.2 All proposals must be for the brand and quality of goods as specified. If there are areas that need to be addressed, but are not identified in this document, it is the vendor’s responsibility to include these areas in their quote.
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3.1.3 Describe the communications system architecture. Explain how failures are handled. Indicate whether the architecture is for distributed or centralized deployment.
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3.1.4 Describe your system fit within the RCS data center. Indicate if any additional hardware or non-standard servers are required.
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3.1.5 Describe how your communication system will interwork with RCS’s existing PBXs and end points.
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3.1.6 State the standards supported by your communications system.
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3.2 Reliability & Availability
3.2.1 Describe how the communications system would handle server failure. Include whether any active voice calls would be dropped and whether any user or manual intervention would be required to perform the failover.
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3.2.2 Are communications capabilities or services preserved, even if all call processing and signaling servers are down?
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3.2.3 Describe the proposed design’s level of redundancy.
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3.2.4 Describe how the proposed design’s call survivability strategy maintains the voice conversation between two IP end points during a failure.
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3.2.5 Does the proposed architecture provide for resilience at the network and application layers?
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3.2.6 Describe how the communications servers and the LAN components report troubles/alarms.
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3.3 Survivability Options
3.3.1 Does your solution provide for local site survivability? Assuming there is a WAN failure; describe the potential options that RCS may consider.
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3.4 E-911 Support
3.4.1 The proposed system must include E-911 services that comply with the governing laws at each RCS location.
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3.4.2 Will the proposed system provide information to the switchboard and/or security when a 911 call is originated?
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3.4.3 Are station relocations reported to the E-911 provider? Describe how this information is dynamically or manually synchronized with the E-911 database.
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3.4.4 Are location details provided to the E-911 Public Safety Answering Point (PSAP)? Please describe how you do this and your existing relationship with E911 Wayne County and Private Switch/Automatic Location Identification (PS/ALI) system.
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3.4.5 Identify a situation where E-911 reporting is unavailable to a system user (softphone user, work-at-home user, etc.).
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4. VIRTUALIZATION
4.1 DATA CENTER ENVIRONMENT
4.1.1 Describe how your solution addresses virtualization. Does this fit into the data center environment?
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4.1.2 Does your solution provide voice services to different departments or offices?
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4.1.3 What kind of server hardware can your voice solution be deployed on? Are customer-provided servers an option?
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4.1.4 In a virtual environment, can your voice solution run on a server simultaneously with other applications?
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4.1.5 Indicate what hardware is required for your solution to run in a virtualized environment. Does the hardware have to be purchased from the solution manufacturer or does your company provide minimum server specifications for customer sourcing?
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4.1.6 Is software for the solution available in Open Virtualization Format (OVF)?
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4.1.7 The solution installation must be optimized for a virtual environment. Describe how this is accomplished.
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4.1.8 Indicate the minimum hardware and software specifications for your solution to be deployed in a virtual environment.
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4.1.9 The solution must enable a high level of interoperability with third-party applications.
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4.1.10 Can your solution be fully virtualized? Describe which hardware and software elements can and cannot be virtualized.
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4.1.11 State the manufacturer approval certifications your solution has for deployment and software packaging in a virtual environment.
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4.1.12 Does virtualization positively affect your solution system availability?
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5. UNIFIED COMMUNICATIONS
5.1 Unified Communications Solution
5.1.1 The solution must support unified communications (UC); defined as a presence-enabled system that integrates voice, e-mail and chat or instant messaging.
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5.1.2 List the hardware and software requirements for your UC solution.
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5.1.3 Do you support a mobile UC client? If so, which mobile operating systems are supported?
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5.1.4 Does your UC client allow seamless “handoff” from desktop phone or client to mobile phone or client?
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5.1.5 The UC client solution must support attendant consoles including the following:
a) “soft console” client as part of your UC solutionb) client console support for telephony presencec) client console support for computer presenced) client console support for calendar status
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5.1.6 Can your UC solution improve RCS communications in the following ways?
a) optimizing employee communicationsb) improving customer servicec) improving employee productivity and collaborationd) making highly mobile workers more productive and connected with the business
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5.1.7 Does your UC client solution address business continuity and disaster recovery to ensure that critical business resources will be available to support RCS Technology?
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5.1.8 Does the UC solution and UC client integrate with system-level directories (e.g., Active Directory or LDAP)?
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5.1.9 Does the UC solution integrate with any messaging platforms? Indicate if it supports visual voice mail or fax functionality.
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5.1.10 Does the standard UC client integrate with third-party applications?
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5.1.11 When the UC client is not active, does the solution continue call logging?
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5.1.12 The UC client must support line appearances. Describe how your solution handles this.
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5.1.13 List the administration tools included with the UC client solution.
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5.1.14 Describe the key features of your UC client. The following elements are mandatory.
a) Integration with desktop phone (e.g., Can the client manage the phone, including programming buttons on the user phone?)
b) Support for a corporate directory search c) Type-ahead search modes for directory lookupsd) Bluetooth-enabled audio devices
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5.1.15 Does your communications system architecture integrate with other vendors’ solutions such as Microsoft Office Communications Server (OCS)/Microsoft Lync? If so, explain how.
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5.1.16 Indicate the maximum number of clients that your OCS/Lync integration solution supports. Include any additional required servers and software.
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5.1.17 List the operating system requirements for your OCS/Lync integration solution.
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5.1.18 List the solution’s hardware and software requirements.
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5.1.19 If required, describe how your communication system architecture integrates with other vendors’ solutions, such as IBM Sametime.
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Presence
5.1.20 Describe your presence solution. Include the following details:
a) Does your solution offer an embedded presence engine or leverage a third-party engine to offer presence?
b) Does your solution provide presence indication for all users across the enterprise?
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5.1.21 Can users manually change or customize their presence status? Can the console operator change a user’s presence?
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5.1.22 Does presence indicate whether a user is on a call or on the phone even if answered with a secondary or “twinned” device (i.e., cell phone)?
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5.1.23 Can a user change call routing based on presence status changes (for any reason)?
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5.1.24 Is your presence engine integrated with automatic call distribution (ACD) or contact center applications?
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5.1.25 Describe any other applications that your presence solution integrates with.
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5.1.26 Can your solution define presence based on a user’s physical location? If so, describe.
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5.1.27 Does your presence solution provide calendar integration, and automatically update presence based upon the calendar schedule?
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Instant Messaging
5.1.28 The solution must support instant messaging (IM). Describe how this is addressed.
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5.1.29 The IM solution must include the following details:
a) multi-user chatting supportb) the ability to “push” files or documents to other usersc) coordination with other modes of communicationd) providing secure chat logs (include their location)
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6. MOBILITY
6.1 Mobility Solution
6.1.1 Does your solution support single-number portability (i.e., being reachable through one number and able to place calls using the same number regardless of the location)?
Response:
6.1.2 The mobility solution must direct incoming calls to multiple devices, whether these devices reside
inside the proposed solution, outside the system, such as a mobile phone, or outside the proposed solution, such as devices inside RCS’s existing PBX.
Response:
6.1.3 Does your solution originate calls from an external device (such as a mobile phone) through the proposed solution to present a single number to external customers? Can PBX features be extended to a mobile device or any external line, including any existing extensions which will remain on our existing legacy PBX?
Response:
6.1.4 Do you support any clients for mobile operating systems? If so, describe the level of functionality supported with each mobile operating system.
Response:
6.1.5 Does your solution support GPS location-based call routing?
Response:
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In-Office Mobility
6.1.6 The solution must support in-office mobility when the user is
a) at headquarters or a remote location,b) at a desk or roaming between locations in a campus environment, andc) in close proximity to the school building.
Response:
6.1.7 Does your solution support Wi-Fi VoIP? If so, what additional equipment is required?
Response:
6.1.8 The in-building mobility solution must integrate with the proposed unified communication system.
Response:
6.1.9 Does your communications system architecture support hoteling or hot desking to enable in-office work arrangements or accommodate employees visiting from another office? What additional licensing is required?
Response:
Wide Area Mobility
6.1.10 The solution must support mobile devices, such as smartphones, as virtual extensions of your solution. In your response, include the following details:
a) Does this capability require a software client? If so, which mobile operating systems are supported?
b) Does your mobility solution support all system features provided by your solution?
Response:
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Teleworking
6.1.11 Does the solution securely extend corporate voice services to teleworkers (employees working from their home)? If so, explain how this is accomplished.
Response:
6.1.12 The teleworking solution must be simple to connect. Is a virtual private network (VPN) device required for the remote office worker’s phone to connect to the proposed communication system?
Response:
6.1.13 Does the teleworking solution provide secure communications between RCS’s remote locations and headquarters?
Response:
6.1.14 Is the teleworker solution available on all IP phones? If not all, list the phones that do not support teleworker mode.
Response:
6.1.15 Does the teleworking solution support softphone services? If so, describe.
Response:
6.1.16 Does the teleworker solution provide resiliency and survivability?
Response:
6.1.17 Indicate how many teleworkers the solution supports.
Response:
6.1.18 Does the teleworking solution provide for quality voice calls across the Internet?
Response:
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6.1.19 Does the teleworking solution support E-911?
Response:
6.1.20 Does the teleworking solution address disaster recovery and/or business continuity?
Response:
6.1.21 Indicate what hardware and/or software is required for the teleworking solution.
Response:
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7. UNIFIED MESSAGING
7.1 Unified Messaging Solution
7.1.1 The unified messaging (UM) solution must bring e-mail, voice mail and fax messaging together.
Response:
7.1.2 Describe the system and mailbox features included in your UM solution.
Response:
7.1.3 The UM solution must include fax features.
Response:
7.1.4 Can unified messaging be provided without using e-mail message storage? Where are voice messages stored in the UM solution?
Response:
7.1.5 List the languages the UM solution supports.
Response:
7.1.6 Does the UM solution support bilingual service?
Response:
7.1.7 Indicate what hardware platform and operating system the UM solution requires? Can your solution be part of a virtual environment?
Response:
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7.1.8 The UM solution must include auto attendant features. Please indicate whether it supports various schedules (time of day/week and holidays) and auto attendants (a personal auto attendant easily deployed for each user).
Response:
7.1.9 Does the UM solution address the needs of mobile workers? Explain how this is accomplished.
Response:
7.1.10 Does the UM solution provide reliability and resiliency? What are its resiliency capabilities in a virtual environment?
Response:
7.1.11 The UM solution must integrate with RCS’s existing communications platform.
Response:
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8. CONFERENCING & COLLABORATION
8.1 Audio and Web Conferencing
8.1.1 Describe your audio, video and web conferencing solution. Include the hardware platform and operating system your solution requires. Can your solution be part of a virtual environment?
Response:
8.1.2 Does the audio, video and web conferencing solution provide optimum security for data transmissions?
Response:
8.1.3 Explain how your audio, video and web conferencing solution facilitates collaboration.
Response:
8.1.4 Can spontaneous conferences be created?
Response:
8.1.5 Are there several ways for users to join a conference?
Response:
8.1.6 State the maximum number of concurrent audio conference users.
Response:
8.1.7 State the maximum number of users per audio conference.
Response:
8.1.8 List the languages supported by your solution.
Response:
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8.1.9 Can the leader lock the conference to ensure no other callers join the call?
Response:
8.1.10 Can participants be polled or quizzed in your web conferencing solution?
Response:
8.1.11 Documents must be able to be shared and co-edited within the conferencing tool.
Response:
8.1.12 Is ad hoc or Meet Me conferencing supported?
Response:
8.1.13 Does the conference leader have a visual indication when a participant is talking?
Response:
8.1.14 Is scheduling and conference invitation integrated with Microsoft Exchange or Lotus Notes?
Response:
8.1.15 State the maximum number of concurrent web conference users.
Response:
8.1.16 State the application requirements for your conferencing and collaboration solution. Specify whether it is a browser-based web application or a device-specific application.
Response:
8.1.17 Does your solution include video conferencing features?
Response:
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8.1.18 Does your audio, video and web solution fit into data center environments?
Response:
8.1.19 Does your solution offer hosted audio, video and web conferencing services?
Response:
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9. SECURITY
9.1 Authentication
9.1.1 Does the IP solution’s authentication process prevent unauthorized access to common control elements and data resources?
Response:
Confidentiality and Privacy
9.1.2 The IP solution’s embedded features must be able to secure communications privacy and counter packet sniffing attempts. How does your solution accomplish this?
Response:
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10. END-CLIENT IP DEVICES
10.1 IP Phones Overview
10.1.1 Provide a brief overview of the IP phones, wireless devices and accessories in your portfolio. The desktop IP phone portfolio must address various user groups.
Response:
Desktop IP Telephones
10.1.2 Indicate if your desktop portfolio complies with each of the listed criteria. Include an illustration of each additional model.
a) recommended user types: general, professional, administrative, executiveb) fixed feature and functionc) number of programmable line and feature keysd) display description e) type of speakerphone f) SIP capabilities
Response:
10.1.3 Provide descriptions of additional IP devices you offer that would be appropriate for this deployment.
Response:
10.1.4 Does the desktop portfolio support wideband audio?
Response:
10.1.5 Do your IP phones include applications?
Response:
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10.1.6 Does your desktop portfolio support Gigabit Ethernet (Gig-E) connectivity? If so, indicate the following details:
a) Does it have a field upgrade capability so that phones can be retrofitted instead of being replaced with Gig-E connectivity?
b) Can your legacy IP desktop phones be retrofitted for Gig-E in a similar way?
Response:
10.1.7 Is the firmware update process for your desktop portfolio automated?
Response:
10.1.8 Can the IP phones be used by teleworkers?
Response:
10.1.9 Does your desktop IP phone portfolio include a softphone? What features are included?
Response:
10.1.10 Does your desktop IP portfolio include a console? List key features, including the following:
Calendar integration E-mail integration Messaging/chat integration (i.e., SMS, IM, etc.)
Response:
10.1.11 Can custom applications be created for your IP phones?
Response:
10.1.12 Can “push” information, such as corporate news or emergency information, be sent to your IP phones?
Response:
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Desktop IP Accessories
10.1.13 Do you offer desktop IP accessories in your proposed solution?
Response:
Wireless Devices
10.1.14 Do you support wireless devices or systems for in-building or campus mobility? If so, describe the wireless device portfolio and its systems. Clearly identify the wireless technologies used by the portfolio (IP-DECT, Bluetooth, Wi-Fi, etc.).
Response:
10.1.15 Is your in-building mobility portfolio designed to address the needs of specific user groups? Describe the mobility device accessories.
Response:
10.1.16 The in-building mobility solution must be able to integrate with third-party applications. Describe how.
Response:
10.1.17 Is your in-building mobility solution highly scalable? Include the number of devices that can be supported and the maximum number of simultaneous user calls that can be supported.
Response:
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11. SERVICES & SUPPORT
11.1 Services and Support General
11.1.1 Do you provide global services and support?
Response:
11.1.2 Please list the qualifications and experience of the project manager(s) who will work on this project.
Response:
11.1.3 Provide a sample Scope of Work document outlining vendor responsibilities, customer responsibilities, etc.
Response:
11.1.4 Indicate how many local, certified technicians are available to resolve issues. List their certifications.
Response:
11.1.5 Provide a list of the account team members for this project and include a copy of their resumes.
Response:
11.1.6 Describe the escalation process during the implementation phase of this project.
Response:
11.1.7 Provide a detailed time and resource implementation schedule indicating all tasks (including ordering equipment, installation, order of work, preliminary and final tests) through to final acceptance.
Response:
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Warranty/Support/Maintenance
11.1.8 Does the solution provide a centralized support/maintenance model where RCS can view and/or leverage a single phone number and account team regardless of the office location?
Response:
11.1.9 Describe your warranty and maintenance agreements.
Response:
11.1.10 State the vendor response time for emergency outages.
Response:
11.1.11 State the location of the local parts depot.
Response:
11.1.12 Describe a typical trouble ticket call procedure.
Response:
11.1.13 The maintenance proposed must be at a level that allows RCS to directly contact the manufacturer’s support.
Response:
11.1.14 Describe vendor remote support and diagnostics.
Response:
11.1.15 Outline your help desk ticket and technician dispatching procedures under the service described above.
Response:
11.1.16 Provide a detailed description of the available service contracts and service options.
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Response:
Training
11.1.17 Outline your training path to certification.
Response:
End User Training
11.1.18 Describe the end user training you would provide for this implementation.
Response:
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12. ATTACHMENTS
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Non-Collusion Affidavit
State of Indiana ))
________ County )
The undersigned offeror or agent, being duly sworn on oath, says that he has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be offered by any person nor to prevent any person from making an offer nor to induce anyone to refrain from making an offer and that this offer is made without reference to any other offer.
______________________________Offeror (Firm)
______________________________Signature of Offeror or Agent
------------------------------------------------------------------------------------------------------------
Subscribed and sworn to before me this ______ day of ________________, 20__.
My Commission Expires: _______________ ______________________________Notary Public
County of Residence: __________________
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