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HUMBOLDT COUNTY OFFICE OF EDUCATION

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					                    HUMBOLDT COUNTY OFFICE OF EDUCATION
                          DETAILED SPECIFICATIONS




1 Introduction
Humboldt County Office of Education (HCOE) is requesting proposals from qualified
telecommunications providers in hosting Voice over IP Phones to include Voicemail that is
compliant with E-Rate standards. The successful bidder will provide all E-rate eligible on-
premise equipment. The project and specific services to be provided are described in the
following attachment. A copy of the proposal shall be submitted for consideration to HCOE
Administrative Office by 5:00 PM, 18th of March 2011.

1.1 Current Voice Environment
    The current Voice system uses CENTREX with approximately 300 lines fo r phone, fire
    alarm and faxing. Currently 85% of the handset are Nortel M5316 the remaining 15%
    are Nortel 5316/5216.

1.2 Replacement VOIP Environment
    HCOE has currently upgraded the core infrastructure and is comprised of cat6 cabling
    and a centralized Hewlett Packard 5406zl switch located in the Data Center. The
    MPOE is currently on the Franklin Campus at 901 Myrtle Avenue, Eureka, California
    95501.

     HCOE plans to fully utilize the network for voice, data and video network convergence.
     While this RFP focuses on the procurement of a VOIP system, the underlying LAN
     infrastructure must be capable of supporting QoS and Weighted Fair Queuing (WFQ)
     standards over the network to enable packetized multimedia communications. HCOE
     does expect the WAN to provide WFQ, however the WAN must pass all QoS rules
     that are sent by the Counties Customer Premise Equipment (CPE).


2 Scope
HCOE seeks a provider that can provide a Hosted Internet Protocol Telephony (VOIP)
system that will include, but not be limited to, the following:
   • This system will replace the current telecommunications system and must be
      capable of meeting anticipated growth.
   • VOIP system will provide four-digit dialing between rooms and facilities.
   • Call forwarding, both inside and outside of the system.
   • Call routing system, Call Transfer and redial
   • Caller ID both the caller and receiver, provide the receiver has this feature enabled
      on their phone.
   • Enhanced 911 (E 911)
   • Centralized voice mail system that can be used transparently by all locations, and
      the ability for all locations to appear to be part of a single phone system.
   • Voicemail that is accessible from the inside and outside of the District.
   • Analog ports for fax, alarm (security and fire), postage machine and auto attendant
      systems.
Humboldt County Offic e of Education                                                  PAGE 2
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    •    Phone instruments that are appropriate for office and classroom use.
    •    Equipment shall be new models and in current production. Reconditioned,
         remanufactured, demo models shall not be accepted.
    •    Meet the requirements of eligible E-Rate funding.
    •    Centralized Call Detail Reporting (CDR) system to report calls being made and
         where the call originated from. Respondents should possess and use their
         extensive knowledge and experience within the communications industry to
         recommend a creative solution. Preference will be afforded to the vendor that
         provides a comprehensive, cost effective solution for current specifications, future
         HCOE requirements, and ongoing service and support.
    •    Due to the lack of a dedicated phone administrator, ease of management and
         support of the new phone/voice mail system will be a critical feature.

The explicit purpose of this RFP is to perform the due diligence such that HCOE can
acquire the best value hosted VOIP telecommunications services to meet its business
requirements in the most reliable and cost effective manner and at the same time meet the
requirement for E-rate procurement.


3 Telecommunications Services

   3.1 Service Delivery Addresses
       A listing of all physical addresses designated for telecommuncations connectivity
       and number of line requirements are presented in Exhibit 1.

   3.2 Requirements for Service
       Proposers to this RFP must be regularly in the business of providing the services
       proposed, must be licensed and bonded to work in the State of California, and must
       provide references listing projects of similar size and/or scope. HCOE may procure
       the services and equipment complimenting those to be provided under this RFP, in
       compliance with the State of California statutes.

         HCOE may at its sole discretion implement service to some or all of the locations in
         Exhibit 1 and new locations may be added as HCOE builds new schools or changes
         location for certain programs. HCOE will cooperate with the Proposer to implement
         service at new or changed locations as these instances occur.

         This RFP does not obligate HCOE to procure services for the locations listed. The
         intent of the County is to implement a reliable telecommunications network,
         however; there are technical and financial considerations that may preclude
         telecommunications to some of the sites currently managed by the County.

   3.3 Implementation methods
       In the event that HCOE chooses to implement a telecommunications solution via this
       RFP the awarded Proposer shall be solely responsible for the means, methods,
       techniques, sequences, and procedures of implementation and service and shall be
       responsible for ensuring that all work complies with requireme nts specified in this
       RFP and approved by HCOE.
Humboldt County Offic e of Education                                                        PAGE 3
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         All proposals shall include the appropriate terminating equipment on which the
         service will terminate. The Proposer is expected to install their own termination
         cabinet and edge equipment at a specified point of demarcation within the listed
         facilities. Terminating equipment will remain the property of the Proposer and the
         cost of these devices including maintenance, upgrades and support for the units will
         be included in the service pricing.

   3.4 Project Management
       Proposer must supply the names, position titles, and brief resumes of the key staff to
       be assigned to the project and will briefly explain their roles or involvement with t he
       work required by this RFP. Proposer must also describe its Project Management
       process in sufficient detail to convey to HCOE that it is capable to implement its
       proposed service on time and on budget.

         In the event that HCOE chooses to implement a network solution via this RFP the
         awarded Proposer shall provide competent, qualified personnel to manage the
         implementation of the services. Proposers will be required to provide a single point
         of contact for ongoing services related to billing and management issues for the
         proposed services.

   3.6 Project Performance Schedule & Requirements
       The successful Proposer will provide HCOE a detailed project plan within 30
       calendar days of a signed contract. All work will be completed and the network shall
       be fully integrated, tested, and in production no later than August 3, 2011.
       Proposer’s single point of contact (Project Manager) will be readily available during
       business hours and fully briefed on the current project status.

         A detailed project plan will be delivered (using an agreed upon format and method)
         by the Proposer to the identified HCOE project manager within 30 calendar days of
         the signing of a contract. At a minimum this will include the following:

                        1. A complete Work Breakdown Structure showing all tasks, milestones,
                           durations, start dates, end dates, and resources assigned.
                        2. A list of all activities that require coordination or resources from HCOE
                           or their business/community partners.
                        3. A Gantt chart showing the project from inception to completion,
                           properly identifying parallel and serial tasks.
                        4. A list of all external dependencies.
                        5. A list of all known or potential constraints.
                        6. A list of all assumptions made by the Proposer.
                        7. A risk management plan.

         The Proposer will send to the HCOE project manager weekly updates to the project
         plan and associated documents. Project documentation will provide details on work
         completed to date, work to be initiated or completed over the next week, schedule
         variance, potential risks to the schedule, and general project updates. Weekly
         meetings and or conference calls will be scheduled to discuss project details as
         appropriate. If the overall project falls behind schedule a plan will be created and
         communicated by the Proposer showing how the project will be adjusted to be
Humboldt County Offic e of Education                                                     PAGE 4
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         completed on schedule. Daily conference calls will be initiated at the discretion of the
         HCOE project manager should the project fall behind schedule. An accurate and
         complete engineering diagram and plans will be submitted to the HCOE project
         manager within 30 calendar days of the signing of a contract.

         Once a contract has been signed, no changes shall be made to network or project
         specifications unless such changes are authorized in the form of a written change
         order prior to the work being performed. Such change orders will explicitly state any
         costs or savings resulting from the change, as well as any impact to the project plan
         or schedule.

   3.7 Proposer’s Legal Requirements
       In the event that HCOE chooses to implement telecommuncations solution via this
       RFP the awarded Proposer shall furnish all necessary materials, equipment, labor,
       transportation, insurance, and incidentals for the execution and completion of the
       work. Proposers must comply with all federal, state, and local statutes or ordinances
       which, which may apply to the proposed work. Proposer will also supply a copy of
       their standard service contact for review and further negotiation by the HCOE Legal
       and Purchasing staff.

   3.8 Permits, Licenses, Taxes and Assessment
       In the event that HCOE chooses to implement a telecommunications solution via this
       RFP, the awarded Proposer shall be responsible for all duties assessed by United
       States Customs, permits, approvals, licenses, sales or other taxes and assessments
       imposed by any government agency, foreign and domestic, which are applicable to
       the performance of the awarded Proposer’s responsibilities under the agreement.

   3.9 Ownership of Work Product
       All work products by inclusion but not limitation, consisting of responses to this RFP,
       project plans, technical specifications, and as built drawings which result from an
       agreement, shall become the exclusive property of HCOE.

   3.10 Technical and Billing Support
       HCOE requires that technical and billing support is available to answer questions,
       and resolve billing and support issues. The support need not be local as long as the
       service level meets HCOE requirements. In the event that HCOE decides to
       purchase any or all services listed in this RFP, the awarded Proposer will be
       required to identify and maintain dedicated contact persons readily accessible during
       normal business hours for HCOE. Their responsibilities will include but not be limited
       to billing problem resolution, coordination of service orders, facility identification,
       access arrangements, problem coordination, and support, as necessary to assure
       effective delivery of the service to HCOE.

         BILLING INFORMATION:
         The successful Proposer is required to provide detailed billing as outlined below.
         Provide a description of the billing procedures used by your firm. Proposer will
         include a sample invoice representative of a statement HCOE would receive. The
         Proposer must provide two printed copies of the bill each month and a method of
         reporting to identify every charge by the following:
Humboldt County Offic e of Education                                                       PAGE 5
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              a.   School/Department Name
              b.   School/Department Address
              c.   Charges for each location
              d.   Date range for service
              e.   Description of services provided (i.e. bandwidth)
              f.   Must be able to identify all charges on the bill by school/department

         ACCOUNT MANAGER:
         The successful Proposer is required to provide a single point of contact for end-to-
         end trouble service and resolution of billing problems. The Proposer is required to
         provide notification if this individual is replaced. Indicate the individual who will be
         the HCOE contact and the toll free service number at which to contact them.

         ADDITIONAL INFORMATION:
         Describe any additional technical, administrative, or billing services that may be
         beneficial to HCOE. Include availability, limitations, and any fees or other costs
         HCOE would incur if choosing to use these services.

   3.11 Network Performance
       (Trouble Reporting, Tracking, Escalation and Response Time)
       Please refer to Proposal Form PF 7 Network Performance and Service Levels
       found on page 20, for a complete description of the services level that are required
       for this network.


                                EXHIBIT 1 – NETWORK SERVICE ADDRESSES

   Location                            SCHOOL ADDRESS                        PHONE         Number
                                                                                           of lines
HCOE                   901 Myrtle Avenue, Eureka CA 95501                (707) 445-7000      220
(Franklin)
                                           Connected to Main
Glen Paul              2501 Cypress Avenue, Eureka, CA 95503             (707) 445-7068      20
HCOE ERC               1820 6th Street, Eureka, CA 95501                 (707) 445-7108      20
Fortuna CCS            2292 Newburg Road, Fortuna, CA 95540              (707) 725-0209      10
Humboldt County Offic e of Education                                                    PAGE 6
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                                                                       I. PROPOSAL


PURCHASING DEPARTMENT  901 Myrtle Avenue  Eureka, California 95501  (707) 445-7000



                            REQUEST FOR PROPOSAL TO PROVIDE
                               VOICE OVER IP PHONES (VOIP)

          Proposal Closing Date: Friday, March 18th 2011, 5:00 p.m., Pacific Time Zone

The undersigned offers and agrees to provide VOICE OVER IP PHONES to Humboldt
County Office of Education, in accordance with Request for Proposal No.
VOIPV320110217.

ACKNOWLEDGMENT OF ADDENDUM: None                   1.         2.         3.

The undersigned further certifies that he/she has read, understands, and agrees to abide
by all terms and conditions of this Request for Proposal if awarded the contract for these
services.


It is understood the initial contract is for five years. The contract is subject to renewals, if
mutually agreed. The contract shall be subject to no less than sixty (60) days notice for no-
cause cancellation by the service provider or Humboldt County Office of Education.
Proposed pricing shall remain firm for the first five years. Price increases are allowed only
at the time of renewal. The successful Proposer is required to provide 60 days notice of
increases. The Humboldt County Office of Education reserves the right to renegotiate
contract pricing at time of renewal and may accept price changes or reject them and cancel
the contract without penalty.
Humboldt County Offic e of Education                                                   PAGE 7
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The contract(s) resulting from this solicitation are subject to E-Rate guidelines. The
following information is mandatory to be considered responsive to this RFP.

Service Provider Identification Number (S.P.I.N.)

E-Rate contact person:                    Name:

                                          Phone:

                                          Fax:

Successful vendor(s) are also required to accept E-Rate Billed Entity Applicant
Reimbursement (B.E.A.R.) forms. Indicate your acceptance of these forms


                   YES                            NO

To qualify for E-Rate, the vendor must collaborate with the County Office of Education to
finalize the contract by July 1, 2011.

The proposer certifies that it does not discriminate against any employee or applicant for
employment because of race, color, religion, sex, national origin, handicap, financial ability,
age or other non-job-related factors as per CAS Superintendent Policy 4030(a) and 42
USC §2000e.


The proposer has read and understands the Affirmative Employment Practices provision to
be included in all County contracts and is prepared to comply with said provisions if
awarded the contract.


The undersigned hereby certifies to the truth and accuracy of all statements, answers and
data contained in this proposal and application, and hereby authorizes the County Office of
Education to make any necessary examinations or inquiries in order to make a
determination as to the qualifications and responsibility of the proposer. The undersigned
has examined all parts of this RFP and understands that it is completely discretionary with
the Selection Committee whether to accept, reject, or negotiate its proposal submitted
pursuant thereto.
Humboldt County Offic e of Education                                                   PAGE 8
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RESIDENT BIDDER STATUS:
In determining the lowest responsible bidder, the County is required by PCC 10780 to “add
a percent increase to the bid of a non-resident bidder equal to the percent, if any, of the
preference given to that bidder in the state in which the bidder resides."
A resident bidder is defined as a bidder that has paid unemployment taxes or income taxes
in California during the 12 calendar months immediately preceding submission of the bid,
has a business address in this state and has stated in the bid that they are a resident
bidder.

The undersigned bidder hereby states their bidder status as follows:

        RESIDENT BIDDER YES ______                        NO _____

      If nonresident bidder, indicate percent of preference given to bidders in the state or
area in which you reside. _______%

FIRM NAME:                                                                   PHONE:

ADDRESS:                                                                     FAX NO:
                        street                     city     state     zip


BY:                                                                 TITLE:
                                 print/type name

BY:                                                                 DATE:
                                   signature
Business Designation: (check one)____ Individual ____ Partnership

____ Sole Proprietorship ____ Corporation ____ Other


REQUIRED RESPONSES:
Proposers shall include responses to all items that are requested in the RFP. HCOE has
the sole responsibility to determine that all RFP requirements have been met and reserves
the right to clarify response items with any or all Proposers. Failure to provide all
information may result in the response being eliminated from further consideration.
Proposers should not include a copy of the RFP as part of their response; the response
forms are designed to provide the required response information.

Authorized Signature
In the case of a corporation, the corporate name shall be subscribed to be the president or
other managing officer, and there shall be set forth, under the signatures of such officer, the
name of the office he/she holds or the capacity in which he/she acts for such corporation.

The following describes the required format of the proposal submission. The purpose of this
section is to ensure the uniformity in proposal responses essential to understanding and
evaluating offers. There is no intent to limit the contents of vendor proposals. Any additional
information that a vendor deems appropriate should be included and submitted with the
Humboldt County Offic e of Education                                                          PAGE 9
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proposal. If, for some reason, the Proposer cannot submit the response information in the
format using the following forms, the Proposer will then provide all the required information
ensuring that said response is tabbed exactly the same as the requested PF forms

       Required Submittals:
          Signed Proposal Page (page 11)
          Required Responses
          Price Sheets
          Any additional information Proposer feels is helpful to the evaluating committee
          Sample of Standard Service Agreement

Proposals shall include the following information:

1. Executive Summary
Proposer shall provide an executive summary of its response to explain why Proposer’s
alternative solution best serves the objectives of HCOE.

2. Detailed Solution Description
Proposer shall present a detailed description of its proposed services such as unique
routes, technologies, network management, survivability, maps, network diagrams, etc.
Proposer must include detail in the proposed solution to identify all “single points of failure”
which exist in the proposed solution that could impact the service being proposed to HCOE.
Proposer need not present detailed explanations of standards based elements.

3. Response Form (PF)
Proposers shall provide a written answer for each question in the RFP Response Form
found at the end of this section. Do not skip questions. If using supplemental pages,
reference the section number being addressed.

4. Price Proposal
Responses which do not offer pricing on each item or pricing that in total will meet the
service requirement may not be accepted. If a service or feature is provided at no extra
charge, answer "no charge". Proposer must provide pricing information to enable the
County Office of Education the option to evaluate the alternative based on a five-year term
contract with the option to renew on an annual basis after five years.

5. Marketing Collateral
Proposers may provide limited applicable marketing collateral, pro -forma agreements or
other documentation Proposer considers useful to the reviewers. Please limit the amount
of marketing collateral in the response to that which directly addresses the requirements of
this RFP.

6. Management Reports
Proposers shall provide samples of standard management reports that are available to
HCOE. Additionally, provide details of any custom management reports that are available
to HCOE. The costs associated with these management reports are to be included in the
cost of service.
Humboldt County Offic e of Education                                                PAGE 10
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7. Implementation
HCOE considers adherence to project implementation schedules and reporting significantly
important. Proposers are asked to present a high-level project implementation plan
including estimated time lines. If selected, Proposer will establish an implementation
communication plan, project plan and schedule, and conduct timely coordination meetings
and provide ongoing reports to HCOE implementation team.

8. References
The Proposer shall provide a minimum of three (3) references (one of which must be within
the education community) that receive services comparable to HCOE requirements that
can verify the Proposer’s ability to deliver the recommended services. Include contact
name, telephone number, approximate date of installation, and a brief description of the
services provided.

                                       Proposal Response Form

These pages are provided with this organized structure to simplify and enable efficient and
comprehensive evaluation by HCOE. Proposer is expected to include all of the Response
Form pages and the Proposal pages XX-XX in the RFP response. Please do not
incorporate any other pages from the RFP in your responses.

Note: All forms must be presented in Proposer’s response.

PF1 References
Provide three references of similar scope. Include reference name, initial service date,
address, telephone number, and contact name. These are to be references of the
Proposer, not an agent or reseller. In the event sub-Proposers are named in this project,
like references are required for each sub-Proposer.
Basic guidelines: References must be for customers with at least twenty (10) locations
receiving services similar to the scope and nature of the services called for in this RFP.

Reference 1
 Name:
 Address:
 City, State, Zip:
 Contact Name:
 Contact Phone Number:
 Initial Service Date:

Provide a brief description of the services provided:
Humboldt County Offic e of Education                                                          PAGE 11
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Reference 2
 Name:
 Address:
 City, State, Zip:
 Contact Name:
 Contact Phone Number:
 Initial Service Date:


Provide a brief description of the services provided:

Reference 3
 Name:
 Address:
 City, State, Zip:
 Contact Name:
 Contact Phone Number:
 Initial Service Date:

Provide a brief description of the services provided:

PF2 Detailed Solution Description
Use this section to explain, in detail, how your proposed solution best fits the requirements
of HCOE. You are encouraged to present maps, drawings or other representative
illustrations of your strategic approach.

Proposer is to explain in detail how your network will transparently pass QoS and Weighted
Fair Queuing parameters set by HCOE Customer Premise Equipment.
Proposers are also required to explain the core architecture of your telecommunciations
network which includes identifying all “single points of failure” in your core environment.

Voice requirements
The following features are required. If Proposer is unable to provide any of the
requirements, provide a full explanation within the response form referencing the applicable
section. Any misrepresented answer to a question or requirement may disqualify Proposer.

 Required System Features
•  Attenuation and gain adjustment per device (phone and gateway)
•  Audio message-waiting indicator (AMWI)
•  AXL Simple Object Access Protocol (SOAP) application programming interface (API) with
   performance and real-time information
• Call coverage: Forwarding based on internal and external calls, Forwarding out of a coverage
   path, Timer for maximum time in coverage path, Time of day
• Call display restrictions
• Digit analysis and call treatment (digit string insertion, deletion, stripping, dial access codes,
   digit string translation, and dial pattern transformation)
• Distributed call processing
• Divert calls to voicemail
Humboldt County Offic e of Education                                                            PAGE 12
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•   Fax over IP: G.711 pass-through.
•   Forced authorization codes and client matter codes (account codes)
•   Hotline and private-line automated ringdown (PLAR)
•   Hunt groups: broadcast; circular; longest idle; and linear, login, and logout
•   Multilevel precedence and preemption (MLPP)
•   Multisite (cross-WAN) capability with intersite CAC
•   Outbound call blocking
•   Out-of-band dual-tone multifrequency (DTMF)
•   Programmable line keys
•   PSTN failover on route no availability
•   Q.SIG
•   Silence suppression and voice activity detection
•   T.38 fax support
•   Third-party applications support
•   Time-of-day, day-of-week, and day-of-year routing control
•   Toll restriction
•   Toll-fraud prevention
•   Video codecs: H.261, H.263, H.264
•   Video telephony
•   Debug utilities: alerts, monitor views, and historical reports; Real-time and historical application
    performance monitoring; real-time event monitoring and presentation to common syslog; trace
    setting and collection utility
•   Security
    – Secure conferencing is available to all members of the conference.
    – Device authentication
    – HTTPS Management
    – Encrypted Signaling and Media
    – Survivable Telephony
•   Codec support for automated bandwidth selection: G.711 (mu-law and a-law), G.722, G.722.1,
    G.723.1, G.728, G.729A/B, Global System for Mobile-Enhanced Full Rate (GSM-EFR), Global
    System for Mobile-Full Rate (GSM-FR) iLBC (internet Low Bitrate Codec), wideband audio
    (proprietary 16-bit resolution; 16-kHz sampled audio


 Required User Features
• Abbreviated dial
• Answer and answer release
• Auto answer and intercom
• Callback busy and no reply to station
• Call coverage
• Call forward: All, busy, no answer, no bandwidth, and not registered
• Call hold and retrieve
• Call join
• Call park and pickup
• Call pickup group
• Call pickup notification
• Call status per line (state, duration, and number)
• Call waiting and retrieve (with configurable audible alerting)
• Calling line identification (CLID) and calling party name identification (CNID)
• Calling line identification restriction (CLIR) call by call
• Conference barge
• Conference chaining
• Conference list and drop any party (impromptu conference)
Humboldt County Offic e of Education                                                             PAGE 13
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•   Dialed-number display
•   Direct inward dialing (DID) and direct outward dialing (DOD)
•   Directed call park with busy lamp field (BLF)
•   Directory dial from phone: Corporate and personal
•   Directories: Missed, placed, and received calls list
•   Distinctive ring for on- and off-net status, per-line appearance, and per phone
•   Do not disturb
•   Drop last conference party (impromptu conferences)
•   Hands-free, full-duplex speakerphone
•   HTML help access from phone
•   Hold reversion
•   Immediate divert to voicemail
•   Intercom with whisper
•   Last-number redial
•   Log in and log out of hunt groups
•   Malicious-call ID and trace
•   Manager features: Immediate divert or transfer, do not disturb, divert all calls, call intercept, call
    filtering on CLID, intercom, speed dials, intercom, speed dials, barge, direct transfer, and join
•   Assistant features: Intercom, immediate divert or transfer, divert all calls, and manager call
    handling through assistant console application
•   Manager-assistant service (A communications manager assistant application) shared-line
    support
•   Assistant features: Handle calls for managers; view manager status and calls; create speed
    dials for frequently used numbers; search for people in directory; handle calls on their own lines;
    immediate divert or transfer, intercom, barge, privacy, multiple calls per line, direct transfer, and
    join; send DTMF digits from console; and determine MWI status of manager phone
•   MWI (visual and audio)
•   Multiparty conference: Impromptu with add-on meet-me features
•   Multiple calls per line appearance
•   Multiple line appearances per phone
•   MoH
•   Mute capability from speakerphone and handset
•   On-hook dialing
•   Original calling party information on transfer from voicemail
•   Privacy
•   Real-time QoS statistics on phone
•   Recent dial list: Calls to phone, calls from phone, autodial, and edit dial
•   Single-button barge
•   Single-directory number and multiple phones: Bridged line appearances
•   Speed dial: Multiple speed dials per phone
•   Station volume controls (audio and ringer)
•   Transfer: Blind, consultative, and direct transfer of two parties on a line
•   User-configured speed dial and call forward through web access
•   Video (H.323, and SIP)
•   Web dialer: Click to dial

 Voice Mail Required Features
• Message aging policies on a per-user basis
• Play and process messages (repeat, reply, forward, delete, save, mark as new, hear day or time
   stamp, or skip to the next message)
• Reverse, pause, or fast forward messages during playback
• Control volume and speed during message playback
• Pause or resume during message recording
Humboldt County Offic e of Education                                                         PAGE 14
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•   Address messages to multiple recipients
•   Search for messages by caller ID, name, or extension in saved messages.
•   Record messages and mark them as regular, urgent, private, or secure.
•   Record messages and request a return receipt.
•   Record a live conversation with a caller and have the recording sent to your mailbox.
•   Switch between spelling name and extension when addressing a message.
•   Immediately reply to messages from other users.
•   Access email messages over the phone using the Text to Speech
•   Use speech commands to play and process messages (play, record, reply, forward, delete,
    save, pause, resume, speed up, slow down, skip ahead, and skip back to provide rich and
    granular control of messages and prompts)
•   Use speech commands to edit and manage your personal greetings
•   Use speech commands to address messages to private distribution lists
•   Speech-enabled directory handlers allowing outside callers to use voice commands to reach
    internal users
•   Define rules to route incoming calls by caller
•   Define rules to route incoming calls by time of day
•   Define rules to route incoming calls by your Exchange calendar free or busy status
•   Customize message-notification options, manage personal greetings, or changes
•   Record a message for future delivery.
•   Record up to five personal greetings (alternative, busy, internal, off hours, or standard).
•   Manage an alternative greeting; set the expiration date or time, notify users when an alternative
    greeting is set, or require callers to listen to the full alternative greeting.
•   Forward calls directly to an alternative greeting (or other personal greeting) without ringing the
    phone.
•   Specify an after-greeting action; after a user greeting, callers can leave a message, sign in, or
    hang up, or they can be sent to call handlers, directory handlers, inter view handlers, or other
    users.
•   Specify the order in which messages are presented over the phone: by urgency and then by last
    in, first out (LIFO) or first in, first out (FIFO).
•   Create private distribution lists and address messages to them through the TUI or GUI.
•   Provide message notification for new messages through devices such as Simple Mail Transfer
    Protocol (SMTP), Short Message Service (SMS), text pagers, and phone destinations.
•   Select whether message counts are announced; totals, saved, and new counts are available.
•   Specify whether system announces a transferred call.
•   Perform a supervised transfer for individual alternate contact numbers.
•   View and play back messages visually on IP Phones. Use buttons on IP Phones to access all
    messages, new messages, or messages from a specific subscriber or outside caller.
•   Use a Really Simple Syndication (RSS) reader to retrieve voice messages.
•   Perform a "live reply" to someone who left a message from an external telephone.
•   Dispatch a message to a group, with the message being assigned to the first member of the
    group to listen to the message. When the message is assigned, it is deleted from all other users'
    inboxes and becomes a normal message in the assignee's mailbox.
•   Support for single phone number for both voice calls and fax transmissions.
•   Automatic gain control for volume playback levels.
•   Caller ID support
•   Call screening is configurable.
•   Messages are day and time stamped
•   Simple Network Management Protocol (SNMP) Versions 1, 2, and 3 support
•   Event logging supported
•   Full mailbox warning supported
•   List of observed holidays is configurable
Humboldt County Offic e of Education                                                        PAGE 15
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•   MWI is supported, including enhanced MWI that displays a constant message count on IP
    Phones.
•   Music on hold (MOH) is supported
•   Non-delivery or delivery receipt reason details are presented in the GUI inbox
•   Status of telephone ports, reports in progress, and system configuration
•   System broadcast messages for office-wide announcements supported
•   System greetings are configurable
•   12- and 24-hour clock support for time stamps
•   Time clock adjusts automatically for Daylight Savings Time.
•   LDAP directory integration allows users to be imported, synchronized, and authenticated within
    the directory
•   Password and personal-identification-number (PIN) security policy options to enforce expiration,
    complexity, reuse, and lockout supported
•   Call-restriction tables to prevent toll fraud supported
•   Security event logging and reports of failed login and account lockouts to help prevent
    unauthorized PIN use supported
•   A message aging policy for secure messages that automatically deletes all secure messages
    that are older than the specified number of days
•   Message aging policies can be set on a per-user basis
•   G.722, G.711, and G.729 supported.
•   Distribution Lists Report
•   Outcall Billing Report
•   Port Usage Report
•   Users Report
•   User Message Activity Report
•   User Access Activity Report
•   Message Traffic Report
•   Port Activity Report
•   Mailbox Store Report
•   Required Manufacturer Support
•   8x5 access to live-body support
•   Full access to software updates, online technical resources, and administration guides.
•   This includes Engineering Releases to fix Bugs, if we find a fault in the code, it must be
    repairable by the manufacture.

 Handset Requirements
  Executive Phones                                      Americans with Disabilities Act (ADA)
  Ethernet Switch: Ethernet switch allows                Features
   for a direct connection to a 10/100/1000              Supports differentiated services code
   BASE-T Ethernet network through an RJ-                 point (DSCP) and 802.1Q/p standards.
   45 interface with single LAN connectivity             IP address assignment can be statically
   for both the phone and a co-located PC.                configured or configured through the
   802.1Q compliant in Hardware                           DHCP client
 802.3af compliant                                      Wideband audio support
 Support for automatic power reduction                  Backlit color touch-screen display
   and auto off/on                                       Display for date and time, calling party
 Dedicated Headset Port                                  name, calling party number, digits dialed,
 Volume Control                                          and presence information
 Adjustable Foot-Stand                                  Accommodates Extensible Markup
 Expansion Module Support                                Language (XML)
 Multiple Ring Tones
Humboldt County Offic e of Education                                                   PAGE 16
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   Direct access to eight telephone lines (or      Caller ID
    combination of lines, speed dials, and          Corporate directory
    direct access to telephony features)            Conference
   Full access to all features and functions       Direct transfer
   Hands-free speakerphone                         Group call pickup
   Abbreviated dialing                             Hold
   Adjustable ringing and volume levels            Keypad lock, vibration and ring toggle,
   Adjustable display brightness and timeout        and voicemail access
   Audible and vibrating ringers                   Immediate divert
   Auto-detection of headset and auto-             Join
    answer from headset                             Last-number redial
   Automatic keypad lock                           Message-waiting indicator
   Callback                                        Mute
   Call forward                                    On- and off-network distinctive ringing
   Call history lists                              Personal directory
   Call park                                       Predialing before sending
   Call pickup                                     Ring tone per line appearance
   Call timer                                      Transfer
   Call waiting

 Reception Phone Required Features
 Ethernet Switch: Ethernet switch allows           Reception PC equipped with software-
   for a direct connection to a 10/100/1000          based attendant console with full access
   BASE-T Ethernet network through an RJ-            to all extensions, on/off hook status, and
   45 interface with single LAN connectivity         system conference/park/transfer features
   for both the phone and a co-located PC.          Abbreviated dialing
   802.1Q compliant in Hardware                     Adjustable ringing and volume levels
 802.3af compliant                                 Adjustable display brightness and timeout
 Support for automatic power reduction             Audible and vibrating ringers
   and auto off/on                                  Auto-detection of headset and auto-
 Dedicated Headset Port                             answer from headset
 Volume Control                                    Automatic keypad lock
 Adjustable Foot-Stand                             Callback
 Expansion Module Support                          Call forward
 Multiple Ring Tones                               Call history lists
 Americans with Disabilities Act (ADA)             Call park
   Features                                         Call pickup
 Supports differentiated services code             Call timer
   point (DSCP) and 802.1Q/p standards.             Call waiting
 IP address assignment can be statically           Caller ID
   configured or configured through the             Corporate directory
   DHCP client                                      Conference
 Wideband audio support                            Direct transfer
 Backlit color display                             Group call pickup
 Display for date and time, calling party          Hold
   name, calling party number, digits dialed,       Keypad lock, vibration and ring toggle,
   and presence information                          and voicemail access
 Accommodates Extensible Markup                    Immediate divert
   Language (XML)
                                                    Join
 Full access to all features and functions
                                                    Last-number redial
 Hands-free speakerphone
Humboldt County Offic e of Education                                                        PAGE 17
RFP XXX – WIDE AREA NETWORK


   Message-waiting indicator                              Redial
   Mute                                                   Ring tone per line appearance
   On- and off-network distinctive ringing                Time and date display
   Personal directory                                     Transfer
   Predialing before sending

PF3 Requirements Questionnaire
Proposer shall complete the “Response” section below and indicate a YES or NO answer
whether or not you understand or comply with the RFP requirements. All “No” answers
require a full explanation within the response form referencing the applicable section
number. Any misrepresented answer to a question or requirement may disqualify
Proposer.

         Requirement                                                          YES/NO
              1. Manufacturer-based support must be available for key
                 components 8x5 with 24 hour access to replacement
                 parts.
              2. The replacement phone system is expected to support
                 voice and video traffic in packetized (VOIP)
                 transmission protocols. Proposer’s proposed solution
                 will fully support QoS standards for migration of
                 packetized voice and video to the network.
              3. Proposer will provide Web enabled network
                 management tools for use by HCOE to provide real
                 time and historical statistics.
              4. Proposer will install their own termination equipment at
                 a specified point provided by HCOE within the listed
                 facilities.
              5. The County will provide equipment to connect to
                 Proposer’s network    edge   device  termination
                 equipment.
              6. The Proposer will perform all network management,
                 maintenance and repair of the hosted voice system and
                 all equipment between the demarcation points.
              7. The converged system must perform all of the
                 functions of the current Hosted Phone system,
                 including Voice Mail, Paging and Intercom broadcasts.
                 This system must be E991 compliant.
              8. The WAN portion of the system must allow for
                 expansion.
              9. The LAN switches should be fully manageable,
                 monitorable, rack mountable, and capable of operating
                 in wide variety of operating conditions. Stackable
                 switches are required wherever 48-ports or greater is
                 specified and required to use backplane to backplane
                 connectivity.
Humboldt County Offic e of Education                                                  PAGE 18
RFP XXX – WIDE AREA NETWORK


         Requirement                                                         YES/NO
              10. Paging solution must have the capacity of zones
                  consisting of both analog speakers and VOIP Phones.
              11. Training of local IT staff on Voice integration is
                  required. This is the responsibility of the vendor.
                  Training must occur On-Site.
              12. The Proposer will provide details of the power and
                  space requirements that HCOE must allocate at each
                  location.
              13. The successful Proposer will coordinate all installation
                  activities with the HCOE Project Manager. Work inside
                  buildings will be done after school hours, work outside
                  the building can be done any time as long as proper
                  notification and coordination is done by the Proposer.


PF4 Price Proposal
Proposer is required to present its proposed costs using Microsoft Excel® as an electronic
version. Prices are to be provided by site for each location that is covered in the proposal.


PF5 Network Availability Schedule
The entire VOIP should be operational for all access links by Fall 2011. However, a
phased implementation is expected based on highest utilization needs. A schedule of
facilities will be developed according to plans and capabilities of the successful Proposer in
advance of any service agreement execution.

         Network Turnover Requirements                                       YES/NO
            1. Proposer complies with 70% turned over to County by
               July 16, 2011.
            2. Proposer complies with 90% turned over to County by
               July 23, 2011
            3. Proposer complies with 100% turned over to County by
               August 3, 2011


PF6 Selected Proposer Responsibility and Competency
Humboldt County Office of Education will evaluate Proposer’s overall competency to deliver
and support the phone system replacement. County Office of Eucation may request
financial responsibility information d uring the evaluation process. The table below outlines
criteria that will be assessed and determined from Proposer’s proposal. Proposer is
requested to apply its self-evaluation.
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                                                                        Response
   Description                                                           YES/NO
   1. Proposer will supply the names, position titles and brief
      resumes of the key staff to be assigned to the project and
      will briefly explain their roles or involvement with the work
      required by this RFP.

   2. If selected, Proposer agrees to establish an implementation
      communication plan, project plan and schedule, and
      conduct timely coordination meetings and reports with
      HCOE implementation team.
   3. If chosen as the successful service provider, Proposer
      agrees to provide a single point of contact for ongoing
      services related to billing and management issues for the
      proposed services.
   4. The Proposer will be qualified to provide these services
      under the rules and regulations of E-Rate. Proposer will
      have all the necessary mechanisms including “SPIN
      Number” in order to qualify for the E-Rate program.
   5. The Proposer is regularly in the business of providing the
      services proposed, must be licensed and bonded to work in
      the State of California.
   6. The Proposer is capable of furnishing all necessary
      materials, equipment, labor, transportation, insurance, and
      incidentals for the execution and completion of the network
      build. Proposers will comply with all federal, state, and local
      statutes or ordinances which may apply to the network
      construction.
   7. The Proposer may also be subject to Prevailing Wages as
      specified in Labor Code § 1720
   8. HCOE requires that technical and billing support is available
      to answer questions and resolve billing and support issues.
      The support need not be local as long as the Proposer
      guarantees the service level meets HCOE requirements.

   9. HCOE requires that the selected Proposer be a financially
      reliable, ongoing business with resources and a business
      model that HCOE can rely upon for the projected
      agreement term.
Humboldt County Offic e of Education                                               PAGE 20
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PF7 Network Performance and Service Levels

Activity                          Description                    Required YES/NO
Tele-          The hand-off shall be installed and operating in
                                                                  100%
communications conformity with generally accepted standards
Configuration  utilized by the service provider industry. The
               network will also fully comply with all NEC and
               other applicable industry standards.
Tele-          Ensure that network technical changes are
                                                                  100%
communications assessed for risk to HCOE, and back-out plans
Changes        are developed.
Tele-          Except for Force Majeure events, service
                                                                 99.999%
communications provider shall maintain network facilities
Uptime         operational and online without outage
               24x7x365.
Tele-          Provide at least two weeks’ notice of any
                                                                  100%
communications proposed telecommunications maintenance or
Maintenance    upgrade activity that may interrupt service
               delivered to HCOE.
               Scheduled down time of any
                                                                  100%
               telecommunications link for maintenance shall
               not exceed 8 hours individually and/or 72 hours
               for all accumulated links annually.
               Unscheduled down time of any
                                                                  100%
               telecommunications link for maintenance shall
               not exceed 8 hours individually and/or 24 hours
               for all accumulated links annually.
               Service provider shall perform or cause to be
                                                                  100%
               performed all operation, administration and
               maintenance of the network between HCOE
               owned endpoints.
               In the event of a notice to service provider of a
                                                                  100%
               network transport failure requiring maintenance
               or repair service, service provider will respond
               verbally within 2 hours hour mean time
               In the event of a notice to service provider of a
                                                                  99.9%
               network transport failure requiring maintenance
               or repair service, service provider will respond
               on-site within 4 hours hour mean time
Tele-          Proposer will ensure that network technical
                                                                  100%
communications changes are assessed for risk to HCOE, and
Changes        back-out plans are developed.
Disaster       In conjunction with HCOE develop, maintain
                                                                  100%
Recovery       and annually test disaster recovery plan for
               Telecommunications Services.
               In the event of disruption of service due to
                                                                  100%
               Force Majeure or other emergency, service
               provider shall cause service to be restored as
               quickly as reasonably practicable.
Network        Provide proactive interface support with
                                                                  100%
engineering    network planning, engineering staff and HCOE
               staff.
Humboldt County Offic e of Education                                                        PAGE 21
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Activity                                     Description                  Required YES/NO
Problem                   Interface with other HCOE and Proposer
                                                                           100%
Resolution                support groups to provide problem resolution.
Technology                Keep HCOE management aware of any new
                                                                           100%
Advancements              capability, functionality, and reliability or
                          availability enhancements to the Network.