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Village of Romeoville

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  • 1. Village of Romeoville ADDENDUM TO REQUEST FOR PROPOSAL FOR A VILLAGE WIDE TELECOMMUNICATIONS SOLUTION Addendum Date: November 2 2009 PRESENTED BY: Village of Romeoville LEGEND ADDITIONS CHANGES
  • 2. Village of Romeoville November 2009 Telecommunications RFP 1 VILLAGE OF ROMEOVILLE OVERVIEW ................................................................................ 3 1.1 Village of Romeoville Site Locations 3 1.2 Site 1 – New Village Hall and Police Department - Addendum to Site 1 3 1.3 Site 3 - Romeoville Emergency Mgmt Agency - Addendum to Site 3 4 1.4 Site 4 - Public Works – North - Addendum to Site 4 4 1.5 Site 7 - Fire Station 3 - Addendum to Site 7 5 2 VILLAGE OF ROMEOVILLE EXECUTIVE OVERVIEW ....................................................... 5 2.1 Phone System Requirements: Additions 6 3 VENDOR/PROVIDER EVALUATION .......................................................................................... 7 3.1 Reserved Rights 7 3.2 Best Value 7 3.3 Proposal Preparation 7 3.4 Knowledge Base 7 3.5 Errors and Omissions 7 3.6 Preference 7 4 CUSTOMER CONTACTS AND CONTRACT REQUIREMENTS ............................................ 7 4.1 Village of Romeoville Project Contact 7 4.2 Intent to Bid – Addendum to Intent to Bid 8 4.3 Filing Dates- Addendum to Filing Dates 8 4.4 Number of Copies 8 4.5 Schedule of Events - Addendum to Schedule of Events 8 4.6 Proposal Response Format 9 4.7 Proposal Opening Procedure - Addendum to Proposal opening Procedure 9 4.8 VILLAGE Design Initiatives 9 4.9 Proposal Requirements: 10 4.10 Telephone System, Voice Mail & Networking Fabric: 13 4.11 Paging – Conferencing – Voice Recording - Other Applications 13 4.12 Addendum to Paging – Conferencing – Other Applications 13 4.13 Addendum to 4.12.3 – Voice Recording 13 4.14 Telco Connectivity - Hardware 14 4.15 Training & Support 14 4.16 Warranty 14 4.17 Village Assumptions - Addendum to Village Assumptions: 15 4.18 Vendor Assumptions - Addendum to Vendor Assumptions: 15 5 VENDOR RESPONSE .....................................................................................................................15 5.1 Vendor Questionnaire 15 5.2 VENDOR REFERENCES 16 5.3 Proposed Telecommunications System 16 5.4 Telecommunications System Architecture 17 5.5 Bill of Materials 17 5.6 Appendices 18 5.7 Appendix A - X 19 5.8 Questions and Answer Section (Added) 19 November 2009 2 of 22
  • 3. Village of Romeoville November 2009 Telecommunications RFP 1 VILLAGE OF ROMEOVILLE OVERVIEW 1.1 Village of Romeoville Site Locations The Village of Romeoville is a municipality with an approximate population of 37,000 is in the western suburb of Chicago located in Will County. The current legacy system is a Toshiba DK424. This request for proposal is for a centrally administered telephone system interconnecting all the main village office buildings. The current primary offices of the municipal government are housed at Village of Romeoville, 13 Montrose Drive Romeoville, IL 60446. The current Fire station 1 and Police Department are adjacent to this location and are interconnected via fiber optic cabling. The Village of Romeoville is in construction of a new Village Hall and Police Department and is looking for a telecommunications system for the following sites. ID # Site Name Address 1 New Village Hall & Police Dept. 1050 W. Romeo Rd 2 Recreation Center 900 W Romeo Rd 3 Romeoville Emergency Mgmt Agency 195 South Old Budler Rd 4 Public Works – North 615 Anderson Dr 5 Fire Station 1 18 Montrose 6 Fire Station 2 1321 Enterprise 7 Fire Station 3 698 Birch 1.2 Site 1 – New Village Hall and Police Department - Addendum to Site 1 This building has 3 floors in 2 separate wings; that require phone connectivity. Please refer to the below diagram for the phone counts in each section of the building. There will be Category 6 cabling from the phone demark room up to the main IT equipment room available as dedicated for the phone system. This site will have two PRI circuits. Each of the equipment rooms are interconnected back to the Main IT Equipment room via a dedicated pair of multi-mode fiber. All POE switches will be provided in this building so do not include these in your bid. The below diagram includes room numbers for these locations….2A32, 2B36, 2B13, 1A57, 1B40, BA28, BB26 November 2009 3 of 22
  • 4. Village of Romeoville November 2009 Telecommunications RFP 2A32 2B36 2B13 2nd Floor 30 Phones 6 Phones 19 Phones IA57 1B40 1st Floor 46 Phones 46 Phones Basement BA28 BB26 14 Phones 4 Phones Police Station Village Hall The Police department has the requirement to have 67 phones recorded via their NICE voice logger. Some of these recordings are permanent and some are to be manually activated via a button on user‟s handset. The Police department has the requirement to have phones recorded. Some of these recordings are permanent and some are to be manually activated via a button on user‟s handset. Please refer to Voice recording section 4.13.1 for complete number of lines that need recording. Site 2 – Recreation Center This building has the requirement to connect 17 phones over two floors. All the cabling in this building has been certified as category 5 and a POE switch will be provided to connect the handsets. This site will be converged voice and data. 1.3 Site 3 - Romeoville Emergency Mgmt Agency - Addendum to Site 3 This building has the requirement to connect 19 phones on one floor. All the cabling in this building has been certified as category 5 and a POE switch will be provided to connect the handsets. This site will be converged voice and data. This building has the requirement to connect 21 phones on one floor. All the cabling in this building has been certified as category 5 and a POE switch will be provided to connect the handsets. This site will be converged voice and data. 1.4 Site 4 - Public Works – North - Addendum to Site 4 This site has the requirement to connect 20 phones across 3 buildings each containing an equipment closet. These 3 buildings are connected via fiber back to the main offices. All the cabling in this building has been certified as category 5 and a POE switch will be provided to connect the handsets. This site will be converged voice and data. This site will require voice recording initially on 4 phones but with potential growth for all 20 phones. This site has the requirement to connect 20 phones across 3 buildings each containing an equipment closet. These 3 buildings are connected via fiber back to the main offices. All the cabling in this building has been certified as category 5 and a POE switch will be provided to connect the handsets. This site will be converged voice and data; will also have a PRI circuit. This site will also require voice recording Please refer to Voice Recording section 4.13.1 November 2009 4 of 22
  • 5. Village of Romeoville November 2009 Telecommunications RFP Site 5 - Fire Station 1 This building has the requirement to connect 25 phones. All the cabling in this building has been certified as category 5 and a POE switch will be provided to connect the handsets. This site will be converged voice and data. Site 6 - Fire Station 2 This building has the requirement to connect 18 phones. All the cabling in this building has been certified as category 5 and a POE switch will be provided to connect the handsets. This site will be converged voice and data. 1.5 Site 7 - Fire Station 3 - Addendum to Site 7 This building has the requirement to connect 14 phones. All the cabling in this building has been certified as category 6 and a POE switch will be provided to connect the handsets. This site will be converged voice and data. This site currently has a MITEL 3000 and Motel handsets ***** If you are Bidding a MITEL solution, DO NOT INLCUDE EQUIPMENT FOR THIS SITE ***** ***** ONLY INLCUDE CONFIGURATION AND SUPPORT ***** This building has the requirement to connect 14 phones. All the cabling in this building has been certified as category 6 and a POE switch will be provided to connect the handsets. This site will be converged voice and data. This site currently has a MITEL 3300 and MITEL handsets, the MITEL 3300 VOIP system maybe reused or integrated with proposed system. All Sites All Sites will have Fiber WAN network connectivity between them and this proposal must include configuration and testing of phone connectivity across the Fiber WAN. 2 VILLAGE OF ROMEOVILLE EXECUTIVE OVERVIEW This Request for Proposal (RFP) documents Village of Romeoville‟s (hereinafter the Village) requirements for a telephone system, with the option of including a future 311 non-emergency information center, referred to in this document as the Citizen Contact Center. This telephone system will replace the current legacy phone systems at various locations throughout our Village. The proposed telephone system must be able to support all the required call processing, voice messaging, 911 mandates, Orland Park or Will County 9-1-1 and Fire Dispatch features and functionality and administrative features of this RFP. Bidders should present a design and Bill of Materials for the Telephone System Implementation. November 2009 5 of 22
  • 6. Village of Romeoville November 2009 Telecommunications RFP 2.1 Phone System Requirements: Additions 1. System must be capable of performing Four digit dialing to all sites 2. Village requires the ability to transfer calls among all village offices. 3. System must be capable of accepting direct dial calls 4. Remote Administration via the WEB or dial-in for all Call Control Services (Added) 5. System must be capable of Automated Call Distribution 6. Phone System should be customizable for incoming schedules (day, night, holiday) 7. Account codes and logging (Added) 8. System must be capable of handling annual call volume increases. Estimated increases year over year could be up to 10%. 9. Proposal must address survivability of the system in the event primary or secondary link goes down or is not available. (Added) 10. System must be capable of Automatic Number Identification (Added) 11. System must be able to transfer/forward calls to outside numbers (i.e. to a cell phone and then transfer the call back in) 12. System must have voicemail capability. 13. System must have group and call pickup capability. 14. Proposal must consider any QOS needs. 15. System has to provide analog phone ports. (Specify amount) 16. OPTIONAL – Include convertors to connect digital handsets to CAT 6. 17. There will be a need for analog phone lines for 911 and internal use. 18. System must integrate with Intercom systems 19. System must be capable of Hot Desking (Added) 20. System must be capable of utilizing overhead paging system. 21. System must be capable of interoperating with Orland Park or Will County Dispatch rd System/ Any other 3 party dispatch 22. System must be conference call capable (please specify number of attendees) 23. Please specify bulk pricing for 200,250,300,350 handsets 24. CRM Software (Added) 25. Please provide UPS system (Added) 26. Provide Voice Recording solution for PD and Public Works locations (Added) 27. PLEASE SEE APPENDIX 5.6 FOR ADDITIONAL LIST OF CALL FUNCTION REQUIREMENTS. 2.1.1 Strategic Viewpoints - Utilization The following items recap the Village of Romeoville‟s strategic viewpoints for their telecommunications system. Bidders should carefully read this section to determine how your solution will balance with the Village‟s strategic business objectives.  Phone system bid will be required to be an integrated solution providing four-digit dialing and transfer ability among the Village offices, and all offices connected via the new telephone system.  Each location will retain direct dial capabilities, maintaining published numbers if practical. Each department/entity will have the capability to customize their incoming call routing as needed for their business practices; i.e. a department may wish to not allow callers to leave voicemail after hours, or transfer to a private number on a departmental line.  Wide Area Network links will be utilized for both data and telephone communications. Current connectivity is being upgraded to accommodate the bandwidth and reliability of WAN links. Responses to this RFP should state the minimum and ideal capacity of the links utilized by the telephone system.  Proposals should plan for an annual call volume increase of 10%, and the potential to include locations not listed in this proposal in the future.  Proposals must address „survivability‟ of the system in the event a primary or secondary gateway location is not available. November 2009 6 of 22
  • 7. Village of Romeoville November 2009 Telecommunications RFP 3 VENDOR/PROVIDER EVALUATION 3.1 Reserved Rights This Request for Proposal (RFP) is intended to provide a standard base from which to evaluate alternatives for communications systems and to allow the vendor flexibility in proposing the most appropriate and cost-effective system. The acceptance of a proposal does not obligate Village of Romeoville to purchase a system from any vendor. All Vendors must be 10% Bid bonded and provide proof of insurance. The Village reserves the right to reject all proposals or defer the purchasing decision. 3.2 Best Value The Village preference is to award this RFP to the bidder who provides the “best value” turnkey proposal covering all aspects of the RFP. However, The Village reserves the right to choose to award discreet areas of the RFP based on HARDWARE & SOFTWARE, IMPLEMENTATION, TRAINING & PROFESSIONAL SERVICES, SUPPORT SERVICES and/or CONTACT CENTER IMPLEMENTATION based on the responses. Bidders responding to any questions in particular areas are assumed to have agreed to bid on that area and accept all the pertinent terms and conditions contained in this RFP relevant to that given area. 3.3 Proposal Preparation All costs for proposal preparation are the responsibility of the bidder. After receipt of the proposal, and prior to signing a contract for procurement or services, The Village reserves the right to modify the system requirements by adding or deleting specific equipment or optional features. The Village realizes that these modifications may impact the total cost of the proposed solution. 3.4 Knowledge Base Bidders should use their extensive knowledge and experience within the communications industry to recommend a creative solution that will meet or exceed the Village‟s requirements. The Village will be the final determiner of the appropriateness of any proposal or its components. 3.5 Errors and Omissions The Village will endeavor to promptly correct any errors and omissions in this document prior to awarding the project(s). However, the bidder assumes the sole responsibility for the completeness of this RFP and their responses and understands that bid submission includes an agreement to adhere to the RFP‟s terms & conditions. 3.6 Preference Preference will be given to the vendor that provides a comprehensive, cost-effective solution for current specifications, future capacity requirements, and ongoing service and support services. 4 CUSTOMER CONTACTS AND CONTRACT REQUIREMENTS For questions about the Request for Proposal or The Village‟s system requirements, contact: 4.1 Village of Romeoville Project Contact Address: 13 Montrose Drive, Romeoville, IL 60446 e-mail address: rfp_response@romeoville.org November 2009 7 of 22
  • 8. Village of Romeoville November 2009 Telecommunications RFP Questions and requests for clarifications can ONLY be e-mailed. All requests must list “Village Wide Telephone Bid – vendor question” in subject line of email. 4.2 Intent to Bid – Addendum to Intent to Bid th Vendors must notify us of their intention to bid by October 7 2009 please provide the name, address, telephone, e-mail address, and fax number for the vendor contact who should receive answers to questions and RFP revisions and updates. Any vendor who elects not to bid is required to destroy this RFP. Please refer to new Addendum Schedule 4.3 Filing Dates- Addendum to Filing Dates Dawn Caldwell Asst. Village Manager, 13 Montrose Drive, Romeoville, IL 60446, must receive all rd hard-copy proposals no later than October 23 2009 rd Vendor must submit 1 electronic copy of all components of their proposal by October 23 2009 via CD to the address in the Project Contact section. Bids received after the proposed submission timeline may not be accepted under this RFP. The Village reserves the right to reject any and all bids failing to comply with the timeline or standards defined within this document. Dawn Caldwell Asst. Village Manager, 13 Montrose Drive, Romeoville, IL 60446, must receive all hard-copy proposals no later than December 1 2009 st Vendor must submit 1 electronic copy of all components of their proposal by December 1 2009 via CD to the address in the Project Contact section. Bids received after the proposed submission timeline may not be accepted under this RFP. The Village reserves the right to reject any and all bids failing to comply with the timeline or standards defined within this document. 4.4 Number of Copies 1 Original hard copies of the proposal are to be delivered to the Village per 4.2 & 4.3 above. 1 Electronic copy Microsoft Word 2003 or PDF format 4.5 Schedule of Events - Addendum to Schedule of Events Event Date th Request for Proposal Issued September 25 2009 th Letter of Intent to Respond October 7 2009 Site Review Conference Building Under Construction – No Site Review st Last Day for Questions/Clarifications October 21 2009 rd RFP‟s Due to the City October 23 2009 th Bid Reviews / Clarifications October 28 2009 th Purchasing Decision (Estimated) November 10 2009 th System Cut Date (Estimated) January 25 2010 November 2009 8 of 22
  • 9. Village of Romeoville November 2009 Telecommunications RFP Event Date st Amended RFP's Due to the Village December 1 2009 th Bid Reviews / Clarifications December 7 2009 th Purchasing Decision (Estimated) December 9 2009 th System Cut Date (Estimated) February 15 2010 4.6 Proposal Response Format This RFP has been provided in soft copy (MS Word 2003) for the bidder‟s convenience. Responses to the Village‟s RFP must be returned in both hardcopy & soft format MS word 2003 .doc format only). Submissions should include the number of copies specified in section 4.4 above. All responses should be stated clearly in the body of the document following the specific questions. Please place any additional reference data support (DRAWINGS, BILL OF MATERIALS – etc.) in the Appendix. Please do not include manufacturers‟ specification sheets unless requested at a later date. 4.7 Proposal Opening Procedure - Addendum to Proposal opening Procedure th Proposals will be opened at Village Hall IP Telecom meeting on October 26 2009 at 2:00PM CST At that time only the names of companies and individuals who submitted bids will be read into the public record. No other information contained in the proposal submissions will be made public at this time. Proposals will be distributed to the members of the evaluation committee who will review bids and make recommendations. The committee at its discretion will decide if it is necessary to short list the proposals and interview each bidder on the shorted list. Proposals will be opened by the evaluation committee at the Village Hall as they are received. At that time only the names of companies and individuals who submitted bids on or before the proposed submission timeline will be read into the public record. No other information contained in the proposal submissions will be made public at this time. The evaluation committee will review bids and make recommendations. The committee at its discretion will decide if it is necessary to short list the proposals and interview each bidder on the shorted list. 4.8 VILLAGE Design Initiatives Bidders should base their proposals on the following design criteria in their overall solution: November 2009 9 of 22
  • 10. Village of Romeoville November 2009 Telecommunications RFP 4.9 Proposal Requirements: Note this list is a strategic overview of the services required and is not designed to be a complete specification environment. Please indicate whether your proposed system meets these requirements. 4.9.1 Native Telecommunications System RESPONSE: 4.9.1.0 Voice Mail – In Band and Remote access - Bidders, please list complete specifications and feature sets available within your proposal. RESPONSE: 4.9.1.1 Support for Account Codes and Logging of Long Distance Calls RESPONSE: 4.9.1.2 Hot Desking – Extension Mobility for selected users RESPONSE: 4.9.1.3 4-Digit Dialing to All connected locations RESPONSE: 4.9.1.4 Automatic Number Identification RESPONSE: 4.9.1.5 Remote Administration via the WEB or dial-in for all Call Control Services RESPONSE: 4.9.1.6 Non-switching Uninterruptible Power Supply(ies) on all critical equipment – Call Control Servers, Gateway Devices, Voice Mail Server(s). UPS and generator backed power available at Village Hall, alternate gateway(s) may have needs to be addressed. RESPONSE: 4.9.1.7 Automated Call Distribution (ACD) – Bidders, please list complete specifications and feature sets available within your proposal. RESPONSE: 4.9.1.8 CRM Software – Bidders, please list Commercial off the shelf (COTS) CRM packages that your proposed solution would support, along with references of current implementations. RESPONSE: 4.9.1.9 Call Management & Reporting - Bidders, please list complete specifications and feature sets available within your proposal. RESPONSE: 4.9.1.10 Redundant Call Control Servers or other methods to provide high availability and fault tolerance. Gateways at Village Hall and Alternate location will be required to handle minimum required traffic in case of gateway failure. RESPONSE: November 2009 10 of 22
  • 11. Village of Romeoville November 2009 Telecommunications RFP 4.9.2 Telephone Handsets Please refer to below diagram listing types of handsets and a brief description of each. Please provide pricing based on the phone counts provided. Phone Type Phone Types Name Count Functionality Base Type 1 Handset 228 12 - 24 button Executive Type 2 Handset 21 24 - 48 button, Duplex Speakerphone Secretary Type 3 Handset 20 36+ button, headset port Conference Power-over-Ethernet, 12+ foot microphone pickup, Type 4 Phone 9 optional expansion microphones 4.9.3 Telephone Handsets counts per site (Added) Please refer to below diagram listing types of handsets and counts per Site. Location Type 1 Type 2 Type 3 Type 4 Total Police Basement 14 0 0 0 14 Police 1st Floor 43 0 2 1 46 Police 2nd Floor 21 5 2 2 30 Village Hall Basement 4 0 0 0 4 Village Hall 1st Floor 31 4 7 4 46 Village Hall 2nd Floor 14 7 2 2 25 Fire Station 1 22 1 2 0 25 Fire Station 2 18 0 0 0 18 Fire Station 3 13 1 0 0 14 REMA 18 3 0 0 21 Public Works 16 1 3 0 20 Recreation Center 14 1 2 0 17 Total 228 21 20 9 280 4.9.3.0 Model # for each type: Type1, Type 2, Type 3, Type 4 RESPONSE: 4.9.3.1 Wireless Headset capable RESPONSE: 4.9.3.2 LCD - Multi Line Displays RESPONSE: 4.9.3.3 Multiple Line Appearances RESPONSE: November 2009 11 of 22
  • 12. Village of Romeoville November 2009 Telecommunications RFP 4.9.3.4 Call Transfer RESPONSE: 4.9.3.5 User/Station Conferencing RESPONSE: 4.9.3.6 Call Hold RESPONSE: 4.9.3.7 Message Waiting Light RESPONSE: 4.9.3.8 Appendices 6.7 – Additional Call Function Requirement RESPONSE: 4.9.4 Training and Support 4.9.4.0 On-site staff training– 5 - 10 days including non regular business hours, nd rd 2 and 3 shifts. RESPONSE: 4.9.4.1 End user telephone support RESPONSE: 4.9.4.2 4 Hour On-site Emergency Vendor Response / Option for 24 * 7 / Other Options if available please list. RESPONSE: 4.9.5 Warranty & Service Options 4.9.5.0 Please list various Hardware warranty and service options for – Call Control Servers, Gateways and Mission Critical Components. Please indicate if these hardware warranty options include cost of labor to repair systems to full functionality. RESPONSE: 4.9.5.1 Please list various Software/Application support options including but not limited to Software upgrade protection. Please indicate if these support options include installation labor to re-implement system components. RESPONSE: 4.9.5.2 Unlimited Phone support for Call Control and Voice Mail Applications – May be manufacturer supplied with local support of participant vendors. RESPONSE: November 2009 12 of 22
  • 13. Village of Romeoville November 2009 Telecommunications RFP 4.10 Telephone System, Voice Mail & Networking Fabric: 4.11 Paging – Conferencing – Voice Recording - Other Applications 4.11.1 Please list your options for overhead paging including paging to the speakerphones RESPONSE: 4.12 Addendum to Paging – Conferencing – Other Applications 4.12.1 Solution integration with the Bogen PCM200 series zone overhead paging system including paging to the speakerphones RESPONSE: 4.12.2 Please list your System level Conferencing Options RESPONSE: 4.12.3 Please outline options for purposed solution’s integration with Police Departments NICE Logger voice recording system. RESPONSE: 4.13 Addendum to 4.12.3 – Voice Recording 4.13.1 Your proposal MUST include options for Voice Recording as outlined below: Option A) Reuse NICE logger in Passive mode for Police Department’s 67 lines, PRI card solution is not an option. Include a separate Recording solution for Village Hall / Public Works 10 lines. Option B) A single solution for the Police Departments 67 lines and a single solution for the Village Hall and public Works 10 lines. NICE logger will not be used. And Option C) A single solution able to record 100 lines in total for all three locations. NICE logger will not be used. Voice recording option: (Added) 1. Record playback on-demand 2. Option to turn recording on or off manually (if applicable) RESPONSE: November 2009 13 of 22
  • 14. Village of Romeoville November 2009 Telecommunications RFP 4.14 Telco Connectivity - Hardware 4.14.1 Bidders shall provision Hardware, Software and Labor to terminate lines and broadband data lines. 4.14.2 The Village will coordinate and facilitate Telco ordering, provisioning and implementation. Bidders may assume that the Village will provide sufficient bandwidth/Telco connectivity and services to implement the proposed Telephony solution as defined. This connectivity exists or will be procured separately from this RFP. 4.15 Training & Support 4.15.1 Please include a minimum of 5 days of administrative and 5 days post cut, end user support in your proposal. The Village administrative staff will require extensive knowledge transfer for the purposes of normal day- to-day maintenance of the phone system. The Village will schedule end user training sessions to instruct our administrative assistants, general users and executive staff relevant to basic use of the telephones and voice-mail systems. In addition include the cost for 90 days end user telephone support. 4.16 Warranty Following are guidelines for suggested Warranty Services – Please list any variances within your proposals. 4.16.1 Call Control – Voice Mail – 24x7x4hour - One Year, Hardware Replacement – 4 Hour Emergency Labor Support at prevailing rates. RESPONSE: 4.16.2 Call Control – Voice Mail Applications – One Year Upgrade SW Application Protection – Implementation labor at prevailing rates. RESPONSE 4.16.3 Routers/Gateways – 24x7x4hour - One Year, Hardware Replacement – 4 Hour Emergency Labor Support at prevailing rates. RESPONSE 4.16.4 Telephones – One Year Standard Repair or Replacement Warranty – Implementation labor at prevailing rates RESPONSE November 2009 14 of 22
  • 15. Village of Romeoville November 2009 Telecommunications RFP 4.17 Village Assumptions - Addendum to Village Assumptions: 4.17.1 The Village will provide adequate copper (CAT5/6) cabling to facilitate Communications to the phone desktop. Bidders should NOT include cabling within their solution. 4.17.2 The Village will provide adequate copper (CAT6) cabling to facilitate Communications to the phone desktop. Bidders should NOT include cabling within their solution. 4.17.3 The Village’s will provide adequate bandwidth across its existing IP Wide Area Network to support the addition of the Voice Traffic. 4.17.4 Bidders should identify their suggested compression CODEC and resulting overhead. Identify the typical bandwidth required per conversation. 4.18 Vendor Assumptions - Addendum to Vendor Assumptions: 4.18.1 The Vendor will provide the cost to deliver and install new phone system. 4.18.2 The Vendor will provide the cost to deliver and install new phone system. Cost breakdown should be done Per SITE and must include handset. All other options should be listed under an Options section. 5 VENDOR RESPONSE 5.1 Vendor Questionnaire Bidding Company Name: RESPONSE: Address: RESPONSE: City, State, Zip: RESPONSE: Telephone Number: RESPONSE: FAX Number: RESPONSE Years in Business: RESPONSE Number of Employees: RESPONSE Sales Representative Name: RESPONSE: Telephone Number: RESPONSE: E-mail address: RESPONSE: Lead Design Engineer: RESPONSE: November 2009 15 of 22
  • 16. Village of Romeoville November 2009 Telecommunications RFP E-mail address: RESPONSE: Project Manager: RESPONSE: Telephone Number: RESPONSE: E-mail address: RESPONSE: Who manufactures the proposed system(s)? RESPONSE: Manufacturer Name: RESPONSE: Manufacturer Address: RESPONSE: Does the bidder install the product or use business partners/sub-contractors? RESPONSE: Does the bidder maintain the product or use business partners/subcontractors? RESPONSE: Does the bidder maintain an emergency support call-in center for problems? RESPONSE: 5.2 VENDOR REFERENCES Please provide 5 recent (in the past 24 months) Telephony References, listing the Company Name, Contact, Address and Phone Number of each reference. In addition, list the budget of the solution and number of Phones implemented as well as a brief description of the solution environment. Bidders should focus their references to implementations relating to Government or other locally centered WANs if possible. RESPONSE 1 RESPONSE 2 RESPONSE 3 RESPONSE 4 RESPONSE 5 5.3 Proposed Telecommunications System 5.3.1 Provide an introduction to and summary of the systems and architecture being proposed. This should be structured so anyone reading only this section has a clear understanding of the proposed system. Include diagrams wherever an illustration gives clarity to your proposed solutions or design. RESPONSE: November 2009 16 of 22
  • 17. Village of Romeoville November 2009 Telecommunications RFP 5.3.2 What are the exact model names, manufacturer model numbers and version numbers of all relevant components of the proposed system? This should be presented as a detailed bill of materials for review by the Village. In addition to inclusion in this section, a separate electronic copy must be included in Microsoft Excel 2003 .xls format, titled VILLAGEBOM.xls. RESPONSE: 5.4 Telecommunications System Architecture 5.4.1 Provide a diagram of the system architecture. RESPONSE: Insert network diagram here 5.5 Bill of Materials As part of your Bill of Materials List, please include the following OPTIONAL information: 5.5.1 Itemized cost of various Telephones available to supplement your solution. The Village may wish to add additional lower cost phones for ancillary office environments. 5.5.2 Itemized cost, including labor of any optional equipment relevant to the strategic business environment within the Village. Please use your experience and knowledge of the environments to recommend these relevant options. Please list these as optional items within the Bill of Materials listing. 5.5.3 Itemized Bill of Materials. Please include your itemized Bill of Materials VILLAGEBOM.xls as an attached Appendix. 5.5.4 Summary – Location & Application Costs. Please insert a summary of costs including labor and all miscellaneous materials and training, for the following locations: Note this section (6.6.4) does not replace the requirement for providing a complete Bill of Materials as identified in Section 6.61. Village Hall & Police Station, 1050 W Romeo Rd Telephones, Call Control System, Voice recording system, $ Response Servers, Routers, Gateways, Voice Mail System, Required Hardware, Software & Networking Hardware For Complete Telephone System as Required. Warranty Services – Please identify covered services $ Response Installation Labor including Design, Implementation, Training and $ Response November 2009 17 of 22
  • 18. Village of Romeoville November 2009 Telecommunications RFP Support Recreation Center, 900 W Romeo Rd Telephones, Call Control System, Servers, Routers, Gateways, $ Response Voice Mail System, Required Hardware, Software & Networking Hardware For Complete Telephone System as Required. Warranty Services – Please identify covered services $ Response Installation Labor including Design, Implementation, Training and $ Response Support Romeoville Emergency Mgmt Agency, 195 South Old Budler Rd Telephones, Call Control System, Servers, Routers, Gateways, $ Response Voice Mail System, Required Hardware, Software & Networking Hardware For Complete Telephone System as Required. Warranty Services – Please identify covered services $ Response Installation Labor including Design, Implementation, Training and $ Response Support Public Works – North, 615 Anderson Dr Telephones, Call Control System, Voice recording system, $ Response Servers, Routers, Gateways, Voice Mail System, Required Hardware, Software & Networking Hardware For Complete Telephone System as Required. Warranty Services – Please identify covered services $ Response Installation Labor including Design, Implementation, Training and $ Response Support Fire Station 1 – 18 Montrose Dr Telephones, Call Control System, Servers, Routers, Gateways, $ Response Voice Mail System, Required Hardware, Software & Networking Hardware For Complete Telephone System as Required. Warranty Services – Please identify covered services $ Response Installation Labor including Design, Implementation, Training and $ Response Support Fire Station 2, 1321 Enterprise Dr Telephones, Call Control System, Servers, Routers, Gateways, $ Response Voice Mail System, Required Hardware, Software & Networking Hardware For Complete Telephone System as Required. Warranty Services – Please identify covered services $ Response Installation Labor including Design, Implementation, Training and $ Response Support Fire Station 3, 698 Birch Dr Telephones, Call Control System, Servers, Routers, Gateways, $ Response Voice Mail System, Required Hardware, Software & Networking Hardware For Complete Telephone System as Required. Warranty Services – Please identify covered services $ Response Installation Labor including Design, Implementation, Training and $ Response Support 5.6 Appendices November 2009 18 of 22
  • 19. Village of Romeoville November 2009 Telecommunications RFP ADDITIONAL LIST OF CALL FUNCTION REQUIREMENTS  Account Code  Automatic Busy Redial  Automatic Hold  Call Forward  Call Park and Page  Call Pickup  Call Transfer  Call Waiting  Conference Calls  Direct Inward System Access  Do Not Disturb (DND)  Message Waiting Indicator  Microphone Cut-off  Mute button - Changed  Page Announcements  Saved Number Redial  Speakerphone  Speed Dial  Voice Mail Integration  LCD Display  Caller ID  Caller ID and Name - Changed 5.7 Appendix A - X RESPONSE: Insert Appendix Items Here 5.8 Questions and Answer Section (Added) Questions and Answers to Village of Romeoville phone RFP Question: Trunking requirements: - PRI, SIP, Analog or a combination of all three Answer: We would like a combination Question: Page 9, Item 4.9.1.6 – Non –Switching UPS? Please clarify is the Village is looking for UPS for Vendor provided equipment? Or is the Village just stating that they have a generator? If the Village is looking for UPS, how much “up-time” is required? Is it just for the Telephone and Voice Mail system(s) proposed? Do you have UPS on the POE switches? Answer: UPS just for Telco equipment, switches are taken care of. November 2009 19 of 22
  • 20. Village of Romeoville November 2009 Telecommunications RFP Question: Page 5, Item 2.1.16 – Which sites will need to connect to an overhead page system? Is there zone paging at any of the facilities? If so, which facility and how many zones per? Answer: VH – PD One Zone New PD will require Multiple zones Fire 1, 2 & 3 - One Zone. New Fire 1 will require multiple zones Question: Page 5, Item 2.1.11 – How many analog phone ports does the Village require? Analog ports can be for copper lines (pots) connected to solution or for Analog station sets connected to system. Can the Village provide a count needed per site for apples to apples configuration criteria for all vendors? Question: Page 5, Item 2.1.10 – QOS needs? Will it be the telephone vendor‟s responsibility to program the client provided POE switches to meet IP connectivity? Answer: Yes Answer: NEW VH/PD - 8 Analog ports PW - 8 Analog ports Fire 1- 8 Analog ports Fire 2 and 3 - 4 Analog ports Question: How many T-1‟s or copper you have per site? Answer: Current VH - 1 ISDN/PRI, 10 Centrex, 4 POTS (Connected to VH are Police, Fire1, Local TV station, Community Development) New VH/PD will have 2 PRI Public Works - 40 POTS (will convert to PRI) Fire Station 2 - 3 POTS Fire Station 3 - 4 POTS REC - 9 POTS Question: Page 5, item 2.1.8 – Can the Village provide a little more detail on Voice Mail needs? Current number of ports in use today? Is it current capability meeting needs? Does the Village utilize unified messaging today? In the future? What is the e-mail platform for the Village – is the server housed local? Answer: Approx. 135 NO. Voice system is separate. Question: Page 5, item 2.1.7 – transfer/forward to cell phone and ability to transfer back in – how many people need this capability? Answer: 15, allowing for growth Question: Page 5, item 2 – Option for Citizen Contact Center – how many call center “agents” does the Village plan on? This is necessary to provide appropriate licensing for Call Center and for the Reporting aspect of the option. Answer: 6 Question: Has a network readiness assessment been completed on the Villages WAN? November 2009 20 of 22
  • 21. Village of Romeoville November 2009 Telecommunications RFP Answer: Comcast Fiber WAN will be implemented Question: Are switches needed in addition to the new phone system? Answer: Equipment is provided and not within the scope of this RFP Question: Are you looking for pricing on PRI, Local, & Long Distance services? Does the Village need assistance with their Carrier Services? Answer: No. Village does not need assistance with Carrier Services. Question: In a previous Q&A, the Village stated that a network diagram was supplied as part of the RFP. I do not see a network diagram in the 17 page bid document. Answer: Please reference diagram showing IT Closets, number of phone connections at New Village/Police Question: When was the MITEL 3300 system installed at Fire Station 3? Answer: 2008 Question: How many minute/hours do the UPS units need to run the telecom equipment in the event the power fails? Answer: Buildings have backup generators but the UPS should be able to support 30-60 minutes of run time. Questions: Is the Hot Desking requirement limited to a user changing locations at one particular site or will the users requires the capability to hot desk to any of the sites within the village network? Answer: Any of the sites within the village network. Question: Can any further specifics be provided about the required interoperability with the specified dispatch systems? Answer: Using a Positron VIPER dispatch system. Question: Page 4 Site 4 what is the voice recording requirement for this site – automatic logging of all calls to the designated phones or „on-demand‟ (push a button on the phone to record)? Also, are the recordings required to be stored at a central location accessible by an administrator or can they be stored in each phone‟s mailbox? Answer: A mixture. To be stored at a central location accessible by an administrator Question: Will the new Village Hall and Police Department data networks be configured as the same network subnet (one large local network) or will they be separated into one or more subnets? If they are to be separated, how will that be accomplished (router/firewall, VLAN, etc.)? Answer: Voice and Data networks are on separate networks. We ask vendors to configure any such equipment to allow sites to communicate voice. Question: Can you be more specific with the Positron VIPER Dispatch System? How is the system interfaced with your current phone system? Will there be any enhancements with the phone system upgrade that will change this interface? If so, what will be the new interface? Please provide a contact name and number for your current system; any specific details that will help all of the bidders better understand this interface would be extremely helpful. November 2009 21 of 22
  • 22. Village of Romeoville November 2009 Telecommunications RFP Answer: Currently using a old Motorola system connected to analog extensions that go in as CO lines. For more info about the Viper System please contact Will County 911 November 2009 22 of 22