1. REQUEST FOR PROPOSALS FOR PHONE SYSTEM
Project Description Jewish Vocational Service (JVS), a 501(c)(3) located in San Francisco’s Financial District,
is seeking proposals from firms to install and support a new phone system.
Relevant Background JVS’s existing phone system is an NEC Aspire digital premise-based system with a 23
call-path Primary Rate Interface (PRI) and roughly 100 stations. The system is outdated and needs to be
replaced. JVS employs around 80 staff members and has 20 shared rooms, which includes classrooms,
conference rooms, and meeting rooms. We request that proposals include only premise-based, NOT cloud-
based, Voice over IP (VoIP) solutions.
More about JVS’s current technology:
• Office size is approximately 21,500 square feet
• Two analog conference phones (Polycom SoundStation2 with two mikes each) used in four locations
as needed
• Cables: Cat 5e
• Internet connection: fiber optics, 1000 Mbps
• SonicWALL NSA 3600 firewall, and a mixed group of 1Gb switches
• Wireless access points (WAPs): Cisco Meraki 8x MR18, Cisco Meraki MR26, balanced throughout
the office
Proposal Requirements Please include the following items in your proposal, and note individual costs where
requested:
1. Primary rate interface (PRI), with a minimum of 23 call paths
2. At least 80 hard multi-button Session Initiation Protocol (SIP) desk sets [between 8 and 12 keys or
Busy Lamp Fields (BLFs)] -- all 80 or so desk sets should have PC desktop integration, and at least
20 of the 80 require cell phone integration (e.g. simultaneous ringing of desk set and mobile device or
“find me, follow me” functionality). Please specify the cost of one additional desk set (per user and/or
per bundle)
3. Softphones-only users: at least 15 softphone-only users (no desk set). Please specify the cost of one
additional softphone (per user and/or per bundle)
4. Smart phone-only: at least 10 smart phone-only users (no desk set). Please specify the cost of
additional licenses (per user and/or per bundle)
5. Headsets: please specify the per-unit cost of wireless and wired headsets
6. One (1) receptionist console (virtual or desk set)
7. Voicemail to email messaging: one hundred (100) users
8. Paging system: paging through phone sets is acceptable, but if paging through desk set not supported,
please show approximate costs for an external system.
9. One wall mounted door phone (currently using a wall mounted desk set)
10. Training: for system administrator and end users
11. Support: specify details, such as on-site versus off-site, with or without a contract
12. Service agreement cost
13. Warranties: for equipment and software
• Experience of the firm, its size, and location
• Partial client list
• At least 3 references, preferably from San Francisco Bay Area–based non-profit organizations

2. Please submit the proposal no later than 5:00 p.m., Friday, August 19, 2016, by email only to:
Dina Plotkin, Director of Information Technology
dplotkin@jvs.org
Selection Criteria JVS will select a firm based on the following criteria: experience, cost and quality of
proposed phone system, and references. JVS encourages proposals from firms owned by women and/or
people of color. JVS also seeks proposals from firms dedicated to diversity and multiculturalism.
More about JVS Founded in 1973, JVS transforms lives by helping people build skills and find jobs to achieve
self-sufficiency. JVS is a non-sectarian, non-profit organization. For more information, please visit us at
www.jvs.org.
Definitions
VoIP: Voice over Internet Protocol or IP
PBX: Private Branch Exchange, which is a private telephone network used within a company. Users of the
PBX phone system share a number of outside lines for making external phone calls.
BLF: Busy Lamp Field. Some IP phones have BLF function keys.
SIP: Session Initiation Protocol. SIP trunking is VoIP and streaming media service based on the SIP, which is
used by Internet telephony service providers (ITSPs) to deliver telephone services to customers equipped with
SIP-based IP-PBX.