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 RFP XXX – WIDE AREA NETWORK • 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 RFP XXX – WIDE AREA NETWORK 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 RFP XXX – WIDE AREA NETWORK 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 RFP XXX – WIDE AREA NETWORK 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 RFP XXX – WIDE AREA NETWORK 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 RFP XXX – WIDE AREA NETWORK 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 RFP XXX – WIDE AREA NETWORK 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 RFP XXX – WIDE AREA NETWORK 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 RFP XXX – WIDE AREA NETWORK 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 RFP XXX – WIDE AREA NETWORK 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 RFP XXX – WIDE AREA NETWORK • 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 RFP XXX – WIDE AREA NETWORK • 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 RFP XXX – WIDE AREA NETWORK • 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 RFP XXX – WIDE AREA NETWORK • 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 RFP XXX – WIDE AREA NETWORK 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. Humboldt County Offic e of Education PAGE 19 RFP XXX – WIDE AREA NETWORK 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 RFP XXX – WIDE AREA NETWORK 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 RFP XXX – WIDE AREA NETWORK 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.
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