Telecommunications RFI


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Telecommunications RFI

  1. 1. Request for Information (RFI) To Replace Telecommunications Systems Department of General Services 3401 CSM Drive San Mateo, California 94402 Telephone (650) 574-6508 FAX (650) 574-6574 Email RFI #86486 May 17, 2004
  2. 2. Replace Telecommunications System RFI # 86486 Table of Contents Section I. Introduction Section II. Profile of the Current Telephony Environment Section III. Procurement Process Section IV. Dates and Timeframes Section V. RFI Instructions and Requirements Section VI. Mandatory Requirements for Proposed Solutions Appendix I SMCCCD Network Topology Diagram Appendix II SMCCCD Typical Building Network Wiring Configuration Appendix III SMCCCD PBX Switch Telephony Diagram Appendix IV SMCCCD PBX Telephony Topology Diagram Appendix V SMCCCD Numbering Plan Appendix VI College of San Mateo Map Appendix VII Skyline College Map Appendix VIII Cañada College Map Appendix IX Design and Construction Standards Telecommunication System Appendix X Call Accounting Features and Reports Appendix XI Non-Collusion Affidavit Appendix XII SMCCCD Facilities Statistics ____________________________________________________________________________________________ Page 2 of 30 5/31/2010
  3. 3. Replace Telecommunications System RFI # 86486 I. Introduction The San Mateo County Community College District (SMCCCD) seeks qualified proposals to replace its current telecommunications environment. The existing PBX switches, handsets, voice mail, call accounting, analog lines, and related telephony services will be replaced with newer technology. The convergence of communications technology creates an opportunity to evaluate multiple approaches to providing cost effective and efficient telephony services for the District. The District is interested in evaluating and understanding the relevant market choices and does not bring a preconceived solution into this process. Recognizing that the newer technologies may provide some services using traditional copper plant facilities and the District’s fiber backbone, vendors may propose solutions that incorporate one or a combination of the following two categories. Voice over Internet Protocol (VOIP)/IP (PBX) This category includes the latest integrated technologies that deliver traditional digital and analog telephony services exclusively over the college IP backbone. Hybrid Solutions This category may include combinations from both traditional PBX and VOIP technologies. The services may be delivered over a combination of copper and fiber backbones of the college. II. Profile of the Current Telephony Environment Approximately 40,000 people throughout San Mateo County attend one of the three Colleges of the San Mateo County Community College District: Cañada College in Redwood City, College of San Mateo, and Skyline College in San Bruno. Although the boundaries of the San Mateo County Community College District are the same as those of the County, the District Board of Trustees is independent of County government. The five-member Board of Trustees is elected at large by County voters every four years, and governs one of the largest two-year college systems in California. The District provides data and telephone services to all 3 separate college locations, a District office and several off site locations. Today, the delivery of data is separate from the telephony services. Appendix I contains a network diagram detailing the switch equipment and data transport methods between the main District’s ITS computer room and the three college locations and the off site locations. Appendix II describes a typical building router and switch configuration. Appendix III describes the existing telephone PBX switch equipment topology, the T1 circuits and various Direct Inward Dial (DID) numbers for each college and off site location including the District offices. Appendix IV provides a typical building telephone wiring diagram with the wiring to, from and within the building and floors. PBX Switch The current PBX switch is a Siemens 9751 CBX model 70 with (3) nodes one located at each college. The three nodes are connected using T1 services provided by SBC, CSM to Skyline (2) T-1’s, CSM to Cañada (2) T-1’s Skyline to Cañada (2) T-1’s. This allows the three systems to act as one and provides us with redundancy for the CPU in each CBX. This configuration also provides a 4 digit-dialing plan (Appendix V) from college to college and our least cost routing to minimize the costs of outgoing calls. ____________________________________________________________________________________________ Page 3 of 30 5/31/2010
  4. 4. Replace Telecommunications System RFI # 86486 Additional PBX information is summarized in the table below. College of San Skyline College Cañada College Mateo (CSM) Node 2 Node 3 Node 1 Address 1700 W. Hillsdale Ave 3300 College Drive 4200 Farmhill Blvd. Major Point of San Mateo, Ca San Bruno, Ca Redwood City, Ca Entry (MPOE) Trunks 50 two way Analog 31 two way Analog 25 two way Analog Direct Inward Dial 32 Trunks 16 Trunks 14 Trunks (DID’s) Digital Phones 881 444 314 Analog Devices 202 100 90 CBX Cabinets 4 3 3 Voice Mail Our current Voice mail system is a Siemens Phonemail model 7652 with two nodes in one Cabinet located at the College of San Mateo. The voice mail is integrated with the Siemens switch equipment, which provides a variety of features through the telephone handsets. When a voice mail message is left for a voicemail box, a message light blinks on the handset and the operator can hear a stutter dial tone indicating that there is a voicemail message. The voice mail system can handle up to 32 concurrent calls. Digital Handsets The basic features of the digital handsets include: Basic Features Keypad Line Buttons Flash Buttons Feature Buttons Autodial Buttons Repertory Dialing (Repdial) Programmable Buttons Voice Volume Buttons Ring Volume Control Ring Tone Status Lights (Indicators summarized below) Flash Rate Line Status Off Available Light Steadily In Use Blinking Call Waiting Flashing Ringing Flickering Forwarded Optional features for handsets include: Optional Features Display Optional Head Set Adapter Speakerphone ____________________________________________________________________________________________ Page 4 of 30 5/31/2010
  5. 5. Replace Telecommunications System RFI # 86486 The digital handsets are equipped with various Software Features including: Basics Making Calls Answering Calls Forwarding Calls Blocking Calls Internal Conference Group Pick Call Forwarding Do Not Disturb Calls Outside Consultation Call Pickup Park Privacy Call Calls Hold Callback camp-on Night Call Follow-me call forwarding Transfer Automatic camp-on Message Waiting Off-system call (Message Center on forwarding Phonemail System) Connect Message reminder Message Reminder Standby queuing Callback queuing System Speed calling Station Speed Calling Repertory Dialing Paging Save and repeat Intercom Call Executive override Auto intercom Call Accounting The current call accounting system is Infortel for Windows version 4.2.10 operating on a MS Windows 98 platform. Appendix IX describes the current features and capabilities. Emergency By-Pass Telephones To insure ongoing telephony services during a power outage, a set of phones have been established and connected directly through the switch equipment to the outside PTSN via POTS (1MB) lines from SBC. College of San Mateo and Skyline Cañada District Office Emergency 16 8 8 Telephones Forced Authorization Codes To insure proper authorization and control costs the District uses the Forced Account Codes feature. The authorization code is a 5-digit number providing the capability to dial outside calls from any phone or extension with a restricted class of service. The authorization codes are passed to the call accounting system for reporting and reconciliation purposes. College of San Skyline Cañada Mateo and ____________________________________________________________________________________________ Page 5 of 30 5/31/2010
  6. 6. Replace Telecommunications System RFI # 86486 District Office Authorization 58 35 17 Codes Issued Alarm Lines Most of the current alarm lines are routed through the Siemens 9751 CBX. These analog lines reside on analog cards on the shelves of the CBX. Alarm types include; fire alarm and security alarm. Vendors vary from building to building. Some include Siemens fire alarms and California Security alarms. The alarm control units in each building are programmed and maintained by the vendor. A small number of (1mb) alarm lines are provided directly from SBC. Elevator Phones Elevator lines are routed through the Siemens 9751 CBX switch. These analog lines reside on analog cards on the shelves of the CBX. Most elevators on college are operated by a push button that automatically dials a programmed number. Currently, all programmable elevator phones at Skyline College are directly routed to ADT. At College of San Mateo and Cañada College, elevators that are provisioned for voice have the same push button phone that dials the CSM security department. Courtesy Phones Courtesy phone lines are routed through the Siemens 9751 CBX. These analog lines reside on analog cards on the shelves of the CBX. There is at least one courtesy phone in every building. Appendix XII includes total buildings and classrooms for each college. The lines are configured with a Class of Service, allowing only on-college calls (4-digit extensions only) and E911 calls. Only those with the Faculty Authorization Codes (FAC) are able to use the courtesy phones to dial off-college. Phone Type College of Skyline Cañada San Mateo Alarm Lines 19 7 5 Elevator 8 7 5 Courtesy (Public) 25 17 14 ____________________________________________________________________________________________ Page 6 of 30 5/31/2010
  7. 7. Replace Telecommunications System RFI # 86486 III. Procurement Process: Section 81645 of the State of California Education Code shall govern this RFI and any resulting, RFP, bid, contract or awards. As such, the following shall apply: “The governing board of any community college district may contract with a party who has submitted one of the three lowest responsible competitive proposals or competitive bids, for the acquisition, procurement, or maintenance of electronic data processing systems and equipment, electronic telecommunications equipment, supporting software, and related materials, goods, and services, in accordance with procedures, and criteria established by the governing board.” The District’s procurement process will entail four major steps: Step One: (Initial Proposals) Vendors will be invited to submit proposals in response to this RFI. Proposals must meet the District’s mandatory requirements, and should focus on products and services that best satisfy the District’s needs, as presented in this RFI. Do not submit cost information with the initial response to this RFI. Step Two: (Evaluation and Selection of Qualified Vendors) The SMCCCD selection committee will evaluate vendors’ written responses with respect to the District’s needs and mandatory requirements, as presented in this RFI (See Section V. Item 11. Evaluation of RFI Proposals). Qualified vendors will be invited to continue in the procurement process. Step Three: (On Site Demonstrations and Evaluations) Qualified vendors will be asked to perform in-depth product demonstrations and discussions onsite. Such demonstrations will respond to the District’s specific functional needs, technical requirements and questions. Step Four: (Issuance of RFP for Finalists to Respond with Cost Proposals) Based upon a thorough evaluation of the pre-qualified vendors’ proposals and onsite demonstrations, the District will solicit proposed pricing from the selected finalists through a formal RFP. The District may ask qualified vendors to refine their proposals for various products and services. At the conclusion of such a process, the District will make a final recommendation to the District’s governing Board to authorize a contract. III. Dates and Timeframes (The District reserves the right to change or alter the times and activities): Release of Request for Information (RFI) Monday May 17, 2004 Mandatory Vendor’s Conference and College Walk Through 1:30pm - Wednesday June 2, 2004 Deadline for vendors’ submission of proposals Friday June 18, 2004 Selection of vendors who will be invited to give onsite demonstrations and presentations Late June, 2004 Onsite vendor demonstrations and presentations July – August, 2004 Issuance of RFP to the selected qualified finalists Early August, 2004 Selection of Final Vendor, finalization of contract terms and pricing August, 2004 Approval of contract award by the District’s Board September, 2004 Begin Project September, 2004 ____________________________________________________________________________________________ Page 7 of 30 5/31/2010
  8. 8. Replace Telecommunications System RFI # 86486 IV. RFI Instructions and Requirements IMPORTANT: All vendors interested in submitting a response to this RFI MUST submit an email notification to indicating intent to respond. Failure to do so may result in disqualification from the selection process. 1. General. Vendors must comply with the provisions of these Instructions for Completion/Submission of the RFI (“RFI Instructions and Requirements”) of the RFI. The failure of a Vendor to comply with the RFI Instructions will result in rejection of the Vendor’s RFI for non-responsiveness. 2. Vendor Qualifications. Only Proposals submitted by vendors with the relevant experience, qualifications and capacity to meet the needs of SMCCCD will be accepted. 3. Submission of RFI. a. Submission of Executed “Hard Copy” and Electronic Files of RFI. Five bound copies of the Vendor’s Proposal, plus one unbound copy, must be submitted in a sealed envelope and returned to the Department of General Services, San Mateo County Community College District located at 3401 CSM Drive, San Mateo, CA 94402 by 2:00 pm on June 18, 2004. Indicate “RFI 86486 Enclosed” on the lower left corner of the envelope. b. An additional electronic submittal of the RFI reply is required; however, the submission of electronic file(s) does not replace the foregoing requirement for submission of the Vendor’s signed, hard copy Proposal at, or prior to the date/time set forth above. Please do not send the electronic copy prior to the hard copy deadline. Send the electronic copy to after 2:00 pm PDT on June 18, 2004. Each Vendor submitting a Proposal certifies that it agrees to the terms and conditions and specifications as stated herein in their entirety. c. Vendor’s Review of District Web Site. Any addenda, clarifications, RFI updates/revisions, or replies to specific questions will be posted on this site; all such matters shall be deemed incorporated into all Vendors’ RFI Proposals. Prior to submission of a RFI Proposal, all Vendors MUST review materials on this web site ( relating to this RFI and must incorporate into their respective RFI Proposals all requirements set forth in this RFI, as the same may be amended by postings on the District’s web site. d. RFI Contents. Proposal consists of the following, all of which must be submitted concurrently and executed as required by these RFI Instructions or by the form of document: i. Completed RFI response to Section VI (including any supporting materials) ii. Non-Collusion Affidavit iii. Reference contacts and required information 4. RFI/RFP Security; Performance Bond. Vendors are not required to submit any form of RFI/RFP Security with submission of the RFI/RFP. The successful Vendor awarded a contract to replace the Telecommunications equipment and services will be required to post a Performance Bond in connection with any specific procurement of Telecommunications equipment and services, if required by the District or a Participating Agency pursuant to the terms of such specific procurements. If a Performance Bond is required in connection with specific procurements of Telecommunications equipment and services, the form and content of such Performance Bond shall be as included in the final RFP response. 5. Modifications to Submitted RFI/RFPs. A Vendor submitting a Proposal may modify its submitted Proposal by written modification actually received by the District’s Department of General Services at or prior to the latest time/date for submission of Proposals. Modifications to the submitted RFI, which are not in writing, will not be accepted and will not be deemed modifications to the submitted Proposal. 6. Signature. A responsible officer or employee of the Vendor must sign the proposal. An unsigned, but executed Proposal will be rejected for non-responsiveness. ____________________________________________________________________________________________ Page 8 of 30 5/31/2010
  9. 9. Replace Telecommunications System RFI # 86486 7. Non-Collusion Affidavit. Each Vendor shall submit with its response a duly completed and executed form of Non- Collusion Affidavit; the required form of Non-Collusion Affidavit is included as Appendix XI in this RFI/RFP. The failure of a Vendor to submit the completed and executed form of Non-Collusion Affidavit with its RFI/RFP will result in rejection of the Proposal for non-responsiveness. 8. Evidence of Responsibility. Upon the request of the District, a Vendor whose Proposal is under consideration shall upon request promptly submit to the District satisfactory evidence showing the Vendor financial resources, organization, and plant facilities available for the performance of the contract. The failure of such a Vendor to submit requested materials in a timely manner will result in rejection of the Vendor’s Proposal for non- responsiveness. 9. Modifications to Proposal. The District reserves the right to modify this RFI or any portion hereof by written addendum issued to all Vendors who have previously obtained this RFI from the District. All addendum issued by the District pursuant to the foregoing shall be deemed incorporated into the Proposals. 10.Vendor Inquiries. Vendors may request clarifications or make other inquiries concerning this RFI or the requirements hereof. Questions regarding this RFI should be submitted via email to: Questions involving the technical information, descriptions, tables and related subjects should be sent via email to All questions and responses will be provided electronically to all vendors. 11.Evaluation of RFI Proposals. RFI Proposals will be reviewed by the District and evaluated in the manner set forth herein. a. Items A through J of Section IV. Mandatory Requirements and items A and B of Section IV. Desirable Requirements will be evaluated using the following method. i. Excellent and complete response 3 points ii. Good and complete response 2 points iii. Fair and incomplete response 1 point iv. Poor, no or very incomplete response 0 points b. No additional points will be given for comments added by the Vendor. c. A total point score will be compiled and each Vendor submitting a RFI Proposal will be informed of their standing relative to all Vendors within 30 days of RFI closing. 12.Award of Contract. The District anticipates award of one (1) contract to replace the Telecommunications equipment and services. Award of the contract to replace the Telecommunications equipment and services will only be by action of the District’s Board of Trustees or in accordance with authority delegated by action of the District’s Board of Trustees. 13.References. Vendors shall provide references as described in Section 5. Contact information shall include Name, Title, Phone Number and Email address. 14. It is intended that other public agencies (city, special district, public authority, public agency, school district or other political subdivision of the state of California) shall have the option to participate in any agreement created as a result of this RFI and upcoming RFP for telephony services. The San Mateo County Community College shall incur no financial responsibility in connection with a purchase order from another public entity. Vendor's agreement or failure to agree to the "piggyback" agreement will not be a factor in the award. a. Check one of the following: i. □ Agree to extend all prices, terms, and conditions of my proposal to any other public agency located in the state of California with no exceptions. ii. □ Agree to extend all prices, terms, and conditions of my proposal to any other public agency located in the state of California with the following exceptions noted, as attached. iii. □ Pricing, terms and conditions in our RFI are not extended to any other agency. ____________________________________________________________________________________________ Page 9 of 30 5/31/2010
  10. 10. Replace Telecommunications System RFI # 86486 V. Requirements Mandatory Using Microsoft Word, type and/or include answers for the following requirements in red within the Response row using the table format provided. Answers should be comprehensive and complete. Any diagrams or supplementary supporting materials should be included as appendices with appropriate references. A relative weight of Importance - has been assigned to each major category in this section. Answers to the questions will be included in the evaluation process used to select qualified vendors during Step Two: (Evaluation and Selection of Qualified Vendors). . A. Vendor Qualifications (Relative Importance - Medium) 1. Describe your company’s history and general capabilities to deliver telephony solutions. Include at a minimum the following: a. How long has your company been in existence b. What is the size of your customer base? c. What geographical area do you cover? Response 2. Do you provide local coverage for the District? a. Are technicians available on a 24-hour by 7 day a week basis? b. How many local technicians vs. sales and management personnel do you employ? Response 3. The proposed systems must be operating in a production environment in: a. At least one (1) multi-campus college. b. At least two (2) additional sites within California. c. At least three (3) additional sites anywhere. Response 4. For each reference using the proposed system included in item 2 above, provide the following information; a. Name of the College or Site b. Name of the website. c. Address, phone number and fax number. d. Contact name with phone, address and email. e. Dates proposed system was purchased and implemented. Response 5. Please provide complete audited financial statements for your companies last two fiscal years. Response 6. Describe how long your proposed system(s) have been in general production. Include the relevant release numbers for all hardware and/or software. Response 7. If you are representing an equipment manufacturer, describe your relationship with the company. Response 8. Who manufactures or supplies the proposed system(s)? Include the manufacturer or supplier for all proposed equipment, phones, servers, software and related equipment. Response 9. The District is interested in entertaining offers for either trade-in value or an outright sale of the existing Siemens 9751 model 70 with three nodes and all related equipment and handsets (See Appendix XIII for a detailed list of the hardware and equipment). If you are interested in either the trade-in or outright sale, please respond accordingly. Response ____________________________________________________________________________________________ Page 10 of 30 5/31/2010
  11. 11. Replace Telecommunications System RFI # 86486 In order to fairly and consistently evaluate all of the vendors’ responses, we have created a Hypothetical Implementation Model to use as a basis to address the remaining mandatory requirements. For each college location, we have selected a representative building and included counts of the current telephony services. The current telephony services are provided exclusively through dedicated T1 circuits. The Wide Area Network (WAN) is provided through ATM circuits and is dedicated for IP based network traffic. The current utilization is less than 50%. When responding to the specific questions, include detailed information, including model numbers, versions or release numbers associated with the equipment, software, phone sets, and network services as proposed. Feel free to use the diagrams and expand or overlay with your own design. The diagrams were created using the MS Visio 2000 software. You can obtain copies from the District web site located at: Thursday, May 13, SAN MATEO COUNTY COMMUNITY COLLEGE DISTRICT HYPOTHETICAL IMPLEMENTATION MODEL2004 SMCCCD Legend College Building SMCCCD Router PBX Internal WAN ATM Cloud ATM / DS3 40MB Circuit it AT cu M Cir /D MB S3 20 2 0M S3 B /D Cir M c AT uit Trunks T-1 DS3 to Circuits Circuit SBC Cisco Cisco 7206 Cisco 3604 3604 2x uits T-1 Circ PBX C ircu T-1 way Trunks 2x its DID & 2- Trunks DID & 2-wa DID & 2-way PSTN y Trunks 2 x T-1 Circuits PBX PBX CSM BUILDING 1 CANADA BUILDING 8 SKYLINE BUILDING 2 110 phones 51 phones 120 phones 10 fax lines 5 fax lines 12 fax lines 2 courtesy phnoes 1 courtesy phone 3 courtesy phones 5 credit card lines 2 credit card lines 2 credit card lines 7 modems 2 modems 2 modems 1 elevetor phone 1 elevator phone 2 elevator phones 4 emergency bypass phones 2 ermergency bypass phones 1 emergency bypass phone 1 payphone 1 payphone 4 pay phones 1 tty device 1 tty device 2 tty devices 1 alarm line 2 alarm lines 3 alarm lines 1 Music on Hold 1 Music on Hold B. System Architecture (Relative Importance - High) 1. For each building included in the Hypothetical Implementation Model diagram provide a specific and detailed list (including part numbers, software release numbers and descriptions, but no pricing) for the proposed solution(s) including: a. Equipment (servers, switches, handsets, routers, racks, batteries or UPS’s) b. Software (Switches, handsets, administration, call monitoring, QOS monitoring, network monitoring, call records for call accounting purposes) c. Required Port Counts (include required software licenses) ____________________________________________________________________________________________ Page 11 of 30 5/31/2010
  12. 12. Replace Telecommunications System RFI # 86486 d. Telephone Line Services including; i. POTS, T1’s, PRI’s, Trunks, analog lines through the switch. Response 2. Diagram or describe the proposed systems environmental requirements including space, power, temperature, humidity, etc. Response 3. Diagram or describe how the system proposed to satisfy the Hypothetical Model would provide consistent and reliable telephony services throughout the District. Response 4. If dual processors are proposed, can one processor handle the entire system load in the event of a complete failure of one processor? Response 5. Describe the capability to operate the Districts special emergency phones for power failure even if the IP backbone is disrupted. Response 6. Describe the music-on-hold capabilities and options for the proposed system. Response 7. Describe the Unified Messaging capabilities included with the proposed system. Response C. Survivability Scenarios (Relative Importance - High) 1. Using the Hypothetical Model diagram describe the approach to handle the following events: a. A Wide Area Network (WAN) failure i. Loss of network services ii. Loss of power on main telephony server iii. Loss of power on voice mail server b. Host site failure i. Loss of Server or Services c. Remote site failure i. Loss of Server of Services Response 2. Using the Hypothetical Model, fully describe the power failure options for the proposed system and include the specific UPS or battery options that would be needed to provide power for a minimum of 4 hours. Response D. Networking (Relative Importance - High) 1. Using the hypothetical model, describe and diagram how the proposed systems’ VOIP application will interface with the existing Public Switched Telephone Network (PSTN). a. Include details on how each of the following would be handled: i. Local (including Intralata): 1. SBC ii. Long Distance networks: 1. Sprint 2. AT&T 3. MCI 4. Others ? Response 2. Using the Hypothetical Model, describe and diagram how the proposed system will integrate with the existing Wide area Network (WAN). Response 3. Using the Hypothetical Model, fully describe the options available in the proposed system to provide the ____________________________________________________________________________________________ Page 12 of 30 5/31/2010
  13. 13. Replace Telecommunications System RFI # 86486 best quality of service QOS for telephony services. a. For each proposed method or option include: i. Specific hardware and software requirements ii. Advantages to the option iii. Disadvantages to the option Response 4. Describe the methods available to monitor QOS for VOIP calls. Response 5. In the event of reduced bandwidth for normal telephony services, describe how the proposed system would handle the calls. a. Specifically would the calls be; i. Redirected to another switch. ii. Dropped iii. Tagged as a problem and redirected to someone to help? Response 6. Describe your approach to “assess” and “certify” our existing network readiness. Include a specific plan and the steps involved to complete the analysis. Address the following points in your response a. Latency and Packet Loss b. Recognition of the 802.1P Standard c. Ability to Prioritize at layer 3 d. IP Telephony Call Patterns e. Determination of WAN Utilization before Voice is added f. Traffic Patterns at Peak Utilization g. Link Speed and Voice Quality h. Network Congestion and Dropped Packets i. Reliability of the Network Infrastructure j. Policy Servers Response 7. Describe the proposed system capability to support the Session Initiation Protocol (SIP) standard Response 8. Describe the proposed system ability to function as a POTS gateway between traditional analog or digital endpoints (stations and trunks) and SIP-enabled endpoints and also SIP-to-SIP routing? Response E. System Administration and Management (Relative Importance - High) 1. Describe the general system administration capabilities for the proposed system. Response 2. Is a dedicated server required for the proposed system? Include recommendations for server configuration including: a. Hard Drive sizing b. Memory c. Required software Response 3. Describe the management capabilities for the proposed system including: a. Monitoring calls in a “real time” mode b. Viewing switch loads and capacities c. Network and call statistics Response 4. What type and levels of security are provided with the proposed system? a. Administrator b. General Users c. Remote access Response 5. Are the proposed systems accessible remotely using; a. Analog modem connections b. Internet ____________________________________________________________________________________________ Page 13 of 30 5/31/2010
  14. 14. Replace Telecommunications System RFI # 86486 Response F. System Installation, Training, Cutover and Ongoing Support (Relative Importance - Medium) 1. Describe the process and components involved in migrating from the existing PBX environment to a VOIP environment. Include actual examples of recent implementations. Response 2. Describe how the proposed system would integrate with the existing PBX environment. Include examples of implementations of this type that your company has performed. Response 3. Describe the training options available with the proposed solution. Include locations and schedules for both on and off-site training. Response 4. The proposed systems must include ongoing maintenance support options. Describe how you would support the following activities: a. Adds, Moves and Changes for telephony services b. Major system problems relating to switch equipment c. Major system problems relating to the software. Response G. Accessibility (Relative Importance - Low) 1. Does the proposed system comply with the American With Disabilities Act (ADA) requirement to provide relay services so that people who have speech and hearing impairments and use telecommunication devices for the deaf (TDD’s) can converse with people who use conventional voice phones? Using the Hypothetical Model, describe how the TDD service would be provided. Response H. E911 (Emergency Calling) (Relative Importance - High) 1. The District currently provides the 10-digit number associated with the outbound trunk and the main college address for the appropriate PBX that routed the call. At a minimum, that same level of service is required. Please describe. Response 2. Describe your ability to trace, log, record, and report malicious calls. Response 3. Describe your capability to provide E911 services as a part of the proposed solution and if a third party software or hardware solution is required, please describe. Response 4. 4. Using the Hypothetical Model, describe how emergency phones would be provided to the classrooms Response 5. Using the Hypothetical Model, describe how a call originating in a location in the building could be identified as to the specific location when “911” is called. Response I. Caller ID Services (Relative Importance - Low) 1. The District would like to receive and display, where provided, the 10-digit number on the appropriate digital handset display. Explain fully the proposed capabilities to handle caller identification services. Response J. Voice Mail (Voice Messaging) (Relative Importance - High) 1. Describe your proposed voice mail capabilities as a complement to the phone services. The voice mail system must integrate with the proposed telephony services equipment. Examples of integration might include but are not limited to: a. Lighting of the “voice mail” light on a station handset that has the capability. Please provide a detailed explanation and diagram of the proposed solution. ____________________________________________________________________________________________ Page 14 of 30 5/31/2010
  15. 15. Replace Telecommunications System RFI # 86486 b. Support Stutter Dial Tone use to alert a person they have voice mail messages. c. Forwarding of all calls to the voice mail system through easy, simple programming provided through the telephony switch equipment and handsets. d. Describe the capability to download stored voice mail messages. Response 2. Describe how the proposed solution supports general voice mail capabilities and features including: Messages: a. Create/change a message b. Save c. Repeat d. Forward e. Skip f. Accept/Deny g. Send to a distribution group h. Password Protection i. Mandatory password change by user i. Store a message on a computer j. Capability to record departmental phone trees with options to branch to other phones or recorded messages. k. Ability to import recorded messages from other voice mail systems Response 3. Describe the reports provided with the proposed system including but not limited to: a. Mailbox creation date b. Class of Service (COS) Subscribers/Attributes c. Call Activity d. Call Length e. Message Length, Status, Age f. Storage and Disk usage g. Name and Extension Report h. Network Delays, Delivery Failure and related messages i. All, last accessed j. Personal Distribution List Response 4. Describe the proposed voice mail system administrative functions including but not limited to: a. Add, delete mailboxes b. Searchable by User Name, College, Node, Department, Extension c. Change users’ password d. Safeguard security for failed password attempts e. Class of Service (COS) limit message storage space f. Option to deny messages g. Allows for people with same name to have a mailbox h. Capability for multiple extensions to share a mailbox i. Weekly back up process j. Call Processing applications (Menu Trees) Response 5. Describe how your proposed systems’ unified messaging solution integrates with voice mail systems. The District currently operates MS Exchange 2003 with Active Directory. Response Desirable Capabilities As in the case of the mandatory requirements, the following desirable capabilities have been assigned a relative weight of Importance. ____________________________________________________________________________________________ Page 15 of 30 5/31/2010
  16. 16. Replace Telecommunications System RFI # 86486 A. Integration with Existing Telephony and Administrative Applications (Relative Importance – Medium) 1. The District currently supports the following applications. Each one contains the name and phone number that is normally stored in the existing ROLM switch equipment. From there it is transferred manually to the other systems. It is highly desirable that the proposed solution provides an electronic integration between all of these systems. Ideally, the information would be entered manually once and then propagated to either a central repository or to the systems directly. a. Call Accounting b. Voice Mail c. Banner Administrative software d. Microsoft Exchange Server e. ROLM Telephone Switch Response B. Call Accounting (Relative Importance – Medium) 1. The current call accounting system is Infortel for Windows version 4.2.10 operating on a Microsoft Windows 98 server. Describe the general capabilities of the proposed call accounting system. Response 2. Describe the tracking of all outgoing and incoming calls including local, interlata, long distance, and all calls made on the switch. Response 3. Provide a description of how access to the database, reporting, pricing, call editing, importing and exporting functions is provided. Response 4. Describe the integration between the proposed call accounting system and the call records stored on the main PBX or switch equipment. Response 5. How are the call records updated in the database of the proposed call accounting system? Response 6. Does the proposed system format and price polled data while keeping the operator apprised of the status of all the call accounting functions and process? Describe how. Response 7. How does the proposed system assess costs related to incoming and outgoing calls? Response 8. Describe the administrative capabilities and functions including but not limited to: a. Import and upload current rate tables i. Pricing b. Call pricing categories c. Price-a-call d. Primary Carrier replacement e. Create and edit passwords f. System configuration or re-running setup g. Defining authorization codes i. Import information h. Importing directory information i. Maintain different databases i. Directory j. Trunks k. Account codes l. Area codes Response 9. Describe the proposed systems general capabilities and tools to handle the following functions; a. Caller abuse/misuse b. Cost allocation/billing c. Bill verification/carrier optimization ____________________________________________________________________________________________ Page 16 of 30 5/31/2010
  17. 17. Replace Telecommunications System RFI # 86486 d. Call tracing e. Toll fraud f. Traffic analysis g. Standard features i. Easy-to-use point and click interface ii. Windows platform compatibility iii. Automated installation iv. Drag-and-Drop functionality, shortcuts, icons & hot keys v. Password protection with four levels of hierarchy and personalized reporting access. vi. Automated file purging maintenance vii. Data Export functionality viii. Basic and advanced search capability h. Reporting i. Graphical reporting capability ii. Powerful report querying tools iii. Automated report generation and print capability (See Appendix X for a List of Reports) iv. Automated e-mail distribution v. Identification of city and state location for each call vi. Supports Caller ID, ANI, DNIS, and account codes vii. Flexible organizational structure with five levels of hierarchy viii. Extension rollover replacement, shared extensions, and authorization code utilization i. Costing i. Flexible call pricing ii. Individual Call pricing j. Near Real Time Monitors i. Histogram for call volume or cost ii. Monitor console operator performance iii. Closer look function Response 10. Indicate if a maintenance contract is required to meet any of the requirements included in this section. Response ____________________________________________________________________________________________ Page 17 of 30 5/31/2010
  18. 18. Replace Telecommunications System RFI # 86486 Appendix I SAN MATEO COMMUNITY COLLEGE DISTRICT Internet DATA NETWORK Friday, April 02, 2004 ISP 7204 VXR Full DS3 Curcuit 3005 VPN Nortel ITS Computer Room Concentrator College of San Mateo Nortel Nortel Switch Unsecured Passport Passport Resources 8010 8010 Connected Admin Admin 2G Multilink Instructional Catalyst 3550 Instructional VLAN Trunk PIX 515 Bookstore Bookstore Secured Resources Facilitis/HVAC Facilitis/HVAC Connected, 7206 KCSM KCSM Available to VXR all Internal Networks Nortel Cisco 7206 Switch AT M /D S3 4 0M 3604 Cir cu it A TM / DS SMCCCD's 3 RedWood City (Remote Campus) Circu 20M Internal WAN it 40 Chestnu (Remote Campus) ATM Menlo Park (Remote Campus) Cloud ATM / DS3 20M Child Care Center (Remote Location) Circuit 3604 Admin Systems 3604 Catalyst 3550 Accelar Admin Systems Catalyst 3550 1200 Instructional Labs Accelar Instructional Labs Bookstore 1200 *** Notes *** Bookstore Facilitis/HVAC + Connections between the District Facilitis/HVAC Student Wireless Catalyst 3550 and Passport 8010 are 1G. Student Wireless Cañada College + Connections at Skyline and Cañada Colleges between the Catalyst 3550 and Accelar 1200s are 100M. Skyline College ____________________________________________________________________________________________ Page 18 of 30 5/31/2010
  19. 19. Replace Telecommunications System RFI # 86486 Appendix II SAN MATEO COMMUNITY COLLEGE DISTRICT Typical Building Friday, April 02, 2004 Faculty Class Office Room (Admin Instruct ) College Switchroom BS350/450 10/100/1000 Multimode Fiber Riser Switch 3rd Floor Faculty Class Office Room Nortel (Admin Instruct VLAN Trunk Passport/ ) Accelar BS350/450 Switch 2nd Floor 10/100/1000 Fiber VLAN Trunk Accelar 1100 or BS450 Cascade In the main wire closet 1st Floor *** Notes *** + All but 2 building at Skyline are 100M/Full Duplex attached. Building 2 and 5 at Skyline have a Gig connection. + The District Building has 1G connections between each floor. ____________________________________________________________________________________________ Page 19 of 30 5/31/2010
  20. 20. Replace Telecommunications System RFI # 86486 Appendix III Wednesday, March 31, 2004 SAN MATEO COUNTY COMMUNITY COLLEGE DISTRICT TELEPHONY NETWORK 1200 O' Brien Menlo Park, CA Downtown 40 Chestnut Ctr Redwood City, CA San Bruno, CA (Closing 5-30-2004) Child Development Center (on campus) Phones and Analog Phones and Devices 65 Analog Devices 306-3100 to 3499 0-3 65 25 70 738-4100 to 4499 90 0- -69 3- 37 T-1 Circuits 59 738-7000 to 7199 36 55 9- 86 Canada College 0- 93 65 9- Skyline College 07 (node 3) 35 24 x 0- 2-w ks (node 2) CBX 9751 ay Trun 65 650 Analo alog 0 Mod. 70 -363 g y An CBX 9751 -151 Trunks 2 -wa 355-700 Mod. 70 5 PSTN 31 x 650- T- ks ts 1 50 x 2-way Analog Trun ui Ci rc 650-571-0161 Ci rc ui 1 ts T- SMCCCD Telephony Legend Redundant Trunks to T-1 Circuits Central Office Phones and Analog Devices b/t Colleges (SBC) 574-6100 to 6699 (CSM) 378-7200 to 7399 (CSM) 524-6900 to 6999 (KCSM) 358-6700 to 6899 (Dist) CSM CAN/SKY Voicemail Voicemail CSM (node 1) (node 2) (node 1) Satallite Sites CBX 9751 CBX Mod. 70 Voicemail ____________________________________________________________________________________________ Page 20 of 30 5/31/2010
  21. 21. Replace Telecommunications System RFI # 86486 Appendix IV Wednesday, March 31, 2004 SAN MATEO COUNTY COMMUNITY COLLEGE DISTRICT TELEPHONY TOPOLOGY Building "Z" Building "Y" To Building "Y" jumpers To Building "Z" Service to 3rd Floor Telephone To Building "X" Fax 66-Block in College Switchroom Modem CSM / CAN / SKY jumpers Service to 2nd Floor Switchroom Telephone CBX 9751 Mod 70 PSTN Feeder Cable Fax SMCCCD Telephony Legend Service to 1st Floor Telephone PBX 66-block Campus Buildings jumpers Fax Feeder Cable Cable to 2nd Floor Cable to 3rd Floor BUILDING "X" House Cable / Jumpers ____________________________________________________________________________________________ Page 21 of 30 5/31/2010
  22. 22. Replace Telecommunications System RFI # 86486 Appendix V SMCCCD Dial Number Plan Dialing Description Note/Comment Digit(s) 0 College Operator 1 Unused Available 2 Internal Extensions In some cases, these were 2000-2999 the intercom numbers from previous phone solution 3 Cañada College (650-306-3100) 306-3000-3099 Internal Use 306-3100-3499 Direct Inward Dial (DID) 4 Skyline College (650-738-4100) 4000.4099 Internal Use 738-4100-4499 Direct Inward Dial (DID) 738-7000-7199 Direct Inward Dial (DID) 5 Internal Internal extensions available 5000-5999 district wide 6 College of San Mateo (650-574-6161) 6000-6099 Internal Use 574-6100-6699 Direct Inward Dial (DID) 358-6700-6899 Direct Inward Dial (DID) 524-6900-6999 (KCSM, DID’s) 7 College of San Mateo 378-7200-7399 Direct Inward Dial (DID) 8 Forced Account Codes Entering 8 results in a special tone, enter account code to receive outside line. 9 Out bound local call ____________________________________________________________________________________________ Page 22 of 30 5/31/2010
  23. 23. Replace Telecommunications System RFI # 86486 Appendix VI College of San Mateo Map For further information regarding college directions and other related information visit WebPgID=360&CatID=1 ____________________________________________________________________________________________ Page 23 of 30 5/31/2010
  24. 24. Replace Telecommunications System RFI # 86486 Appendix VII Skyline College Map For further information regarding college directions and other related information visit College Map How to get to Skyline Mouse over a building to see what's there or click on a building to go About Skyline there. SSF Center & Click on a building to go there. Center for International Trade Administration (Bldg 1) Admissions (Bldg 2) Automotive (Bldgs 9 & 10) Bookstore (Bldg 4) Business Programs Cafeteria (Bldg 2) Career Center (Bldg 2) Children's Center (C) Cosmetology (Bldg 8) Creative Arts (Bldg 1) English (Bldg 8) Financial Aid (Bldg 2) Foreign Language (Bldg 8) Gallery Theater (*) Gymnasium (Bldg 3) Health Center (Bldg 2) Health Sciences (Bldg 7) Learning Center (Bldg 5) Library (Bldg 5) Mathematics (Bldg 7) Microcomputer lab (Bldg 5) Physical Education (Bldg 3) Sciences (Bldg 7) Security (Bldg 2) Shipping/Receiving (Bldg 12) Social Science (Bldg 1) Student Activities (Bldg 2) Student Services (Bldg 2) Theater (T) ____________________________________________________________________________________________ Page 24 of 30 5/31/2010
  25. 25. Replace Telecommunications System RFI # 86486 Appendix VIII Cañada College Map For further information regarding college directions and other related information visit http://Cañ ____________________________________________________________________________________________ Page 25 of 30 5/31/2010
  26. 26. Replace Telecommunications System RFI # 86486 Appendix IX Design and Construction Standards Telecommunication System Visit this website %20Standards%20-%20San%20Mateo%20CCD%20-%20070903.doc for a current copy of the Design and Construction Standards Telecommunication System document. ____________________________________________________________________________________________ Page 26 of 30 5/31/2010
  27. 27. Replace Telecommunications System RFI # 86486 Appendix X Call Accounting System Reports Database Reports Summary Detail Tenant Billing Ranking by Graphical Phone Numbers Standard Standard Call Markup Most Frequent Daily Occurrence Duration Authorized Tenant Billing by Aggregate Longest Hourly Extension Duration Speed of Answer Unassigned Tenant Billing by Aggregate Highest Billing Types Extension Cost Center Cost Wait/Abandoned Area Code Single Longest Sublevel Duration Comparison Call Type Exchange Ranking by Account Code Personnel Level Most Calls Most Time Most Costly Unassigned Alarm Parameters Extension Log Outside Business Hours Area Code Exchange Cost Cost Allocation Billable/Non-billable Account Code Trunk Reports Summary Detail Ranking by Phone Number Graphical Standard Standard Most Frequent Occurrence Daily Duration Trunk-To-Trunk Aggregate Longest Duration Hourly Speed of Answer Area Code Aggregate Highest Cost Traffic Analysis Percent Capacity Blocked Calls Trunks Required Wait/Abandoned Exchange Single Longest Duration Standard Call Type Single Highest Cost Ranking by Trunking Level Most Calls Most Time Most Costly Traffic Analysis Phone Number ID Reports ____________________________________________________________________________________________ Page 27 of 30 5/31/2010
  28. 28. Replace Telecommunications System RFI # 86486 Summary Detail Graphical Standard Standard Daily Duration Hourly Speed of Answer Wait/Abandoned Call Type Ranking by Phone Number ID’s Most Calls Most Time Most Costly Account Code Reports Summary Detail Graphical Standard Standard Daily Duration PSP-Standard Hourly Speed of Answer Call Markup Report Standard Wait/Abandoned Call Type Ranking by Account Codes Most Calls Most Time Most Costly Area Code Reports Summary Detail Graphical Standard Standard Daily Duration Hourly Speed of Answer Wait/Abandoned Call Type Ranking by Account Codes Most Calls Most Time Most Costly DNIS Code Reports Summary Detail Graphical Standard Standard Daily Duration Margin Hourly Speed of Answer Wait/Abandoned Call Type ____________________________________________________________________________________________ Page 28 of 30 5/31/2010
  29. 29. Replace Telecommunications System RFI # 86486 Appendix XI NON-COLLUSION AFFIDAVIT STATE OF CALIFORNIA COUNTY OF ______________________ I, __________________________________, being first duly sworn, deposes and says that I am (Typed or Printed Name) the ________________________ of _____________________________________, the party submitting (Title) (Vendor Name) the foregoing RFI Proposal (“the Vendor”). In connection with the foregoing RFI Proposal, the undersigned declares, states and certifies that: 1.The RFI Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization or corporation. 2.The RFI Proposal is genuine and not collusive or sham. 3.The Vendor has not directly or indirectly induced or solicited any other Vendor to put in a false or sham RFI, and has not directly or indirectly colluded, conspired, connived, or agreed with any other Vendor or anyone else to put in sham RFI, or to refrain from submitting this RFI. 4.The Vendor has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the RFI price, or that of any other Vendor, or to fix any overhead, profit or cost element of the RFI price or that of any other Vendor, or to secure any advantage against the public body awarding the contract or of anyone interested in the proposed contract. 5.All statements contained in the RFI Proposal and related documents are true. 6.The Vendor has not, directly or indirectly, submitted the RFI price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any person, corporation, partnership, company, association, organization, RFI depository, or to any member or agent thereof to effectuate a collusive or sham RFI. Executed this ____ day of ___________, 20__ at _________________________________. (City, County and State) I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. By: _________________________________ Title: ________________________________ ____________________________________________________________________________________________ Page 29 of 30 5/31/2010
  30. 30. Replace Telecommunications System RFI # 86486 Appendix XII San Mateo Community College District Facilities Statistics Total Total Developed Total College Bldgs Classrooms * GSF ASF CSF Acreage Acreage Cañada 14 79 340,549 180,046 201,038 42 132 CSM/District Office 36 234 606,067 409,429 496,880 72 154 Skyline 19 147 383,337 277,628 242,343 61 110 Total 69 460 1,329,953 867,103 940,261 175 396 Legend: GSF = Gross Square Feet ASF = Assignable Square Feet CSF = Cleanable Square Feet * = Classrooms, class labs, class lab service & classroom service areas. ____________________________________________________________________________________________ Page 30 of 30 5/31/2010