k-12 public schools communications system · connecting the system and programming the system to...

Request for Proposal

K-12 PUBLIC SCHOOLS COMMUNICATIONS SYSTEM

SCHOOL DISTRICT OF JANESVILLE

527 South Franklin Street

JANESVILLE, WI 53548

School District of Janesville February 28, 2016 VoIP Telecommunications System

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Request for Proposal (RFP)

K-12 PUBLIC SCHOOLS COMMUNICATIONS SYSTEM

Synopsis

The School District of Janesville is accepting proposals from qualified vendors to replace its existing Mitel telephone system with a new District-wide communications system that will incorporate twenty three (23) locations throughout the School District.

This RFP is soliciting Proposals for both Premises Based and Hosted Unified Telecommunications Systems. The School District of Janesville has no preference for either option, but will select and invest in a system that will deliver the greatest long-term value and the highest level of support with a special attention to student and staff safety.

Vendors are requested to provide up to four levels of pricing:

1. Purchase Price

2. Lease Price (and lease terms)

3. Purchase/Lease Price (define these options in your response)

4. Additional Pricing Options (vendor defined)

Deadline for RFP Response

No later than 2:00 PM on Friday, April 27, 2018

Proposal Submittal

Vendors are strongly encouraged to carefully respond to all aspects of this RFP, because this RFP is the foundation from which all proposals will be evaluated.

All proposals must be submitted in a sealed package and labeled, “Sealed Proposal: VoIP Telephone System.” Proposals received after the deadline will not be accepted. Proposals shall be sent by commercial carrier, or hand delivered to the address below. The full name and address of the proposer will be clearly marked on the outside of the package.

1 printed, signed, original proposal and signed addenda

1 copy of the original proposal

1 CD or flash drive containing the following files:

Electronic version of proposal in PDF or Word format

Section 11.2 System Pricing for Premise Based System and/or

Section 11.3 System Pricing for Hosted System

Section 11.4 Pricing for Emergency Notification Systems

Section 11.5 Additional Itemized Pricing

Manufacturer’s written assurance of System support

Manufacturer’s written assurance of Vendor support

Any additional supporting information

Exception Statement(s) (if applicable)


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Sealed proposals should be delivered to:

Dr. Robert Smiley, CIO School District of Janesville 527 South Franklin Street

Janesville, WI 53548 [email protected]

Questions

Upon release of this Request for Proposal (RFP) and until notice of contract award, all communications from proposers regarding this RFP shall be directed to [email protected]. It is the Proposer’s responsibility to understand and meet all requirements and specifications, seeking clarification as appropriate.

The District, or designee, shall distribute all official changes, modifications, responses to questions or notices relating to the requirements of this RFP. Any information from other sources shall not be considered official and proposers relying on information from other sources do so at their own risk.

Timeline

Listed below are specific and anticipated dates and times of actions related to this RFP. An addendum to this RFP will be issued in the event that it is necessary to change any of the specific dates and times in the summary of events listed below:

Milestone Anticipated Timeframe

RFP issuance March 2, 2018

Vendor pre-proposal meeting (non-mandatory) March 16, 2018 at 9:30 a.m. local time

Deadline for clarification questions April 11, 2018 at 3:00 p.m. local time

District distributes final addenda April 13, 2018

Vendor proposals due April 27, 2018, 2:00 p.m. local time

BoE Vendor Recommendation June, 2018

Possible Implementation Timeline June 2018 through June 2019

mailto:[email protected]

mailto:[email protected]


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TABLE OF CONTENTS

1. Introduction 5 1.1 RFP Definitions 5 1.2 Current Systems 6 1.3 Network Infrastructure Configuration (WAN & Internet) 6 1.4 Data Center 7 1.5 Data Network 7 1.6 Logical Network 7 1.7 Scope of Work 8 1.8 Proposed System Locations 10 1.9 Implementation Time Frame 10 1.10 Proposal Response Requirements 10 2. General Conditions, Qualifications, Standards & Procedures 13 2.1 General Conditions 13 2.2 Applicable Regulations and Standards 15 2.3 Proposal Evaluation and Vendor Selection 16 2.4 Pre-Proposal Meeting 17 3. Manufacture Information 18 4. Vendor Information 19 5. System Configuration 20 5.1 System Definitions 20 5.2 System Architecture 20 5.3 Location Transparency 24 6. Organization Features 25 6.1 Telephone System Features 25 6.2 Voicemail and Unified Messaging 27 6.3 Life Safety 29 7. Telephone Instruments 32 8. System Management 34 9. Implementation 36 9.1 Installation Requirements 36 9.2 Training 41 9.3 Inspection and Acceptance 42 9.4 As-Built Documentation 43 10. Service and Maintenance 43 11. System Pricing 45 11.1 System Pricing 45 11.2 Price Sheet for Premise based systems 46 11.3 Required Purchasing Options for Hosted Systems 47 11.4 Pricing for Emergency Notification Systems 48 11.5 Additional Itemized Pricing - Additions and Deletions 49


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1. INTRODUCTION

School District of Janesville is soliciting proposals from qualified providers of VoIP communication systems for both on premise and hosted solutions whose product offering meets or exceeds current District requirements and whose complete product offering provides a robust solution that will allow the District to continue to leverage this investment well into the future as the needs of the District continue to change.

The District will consider either a District-hosted or a Vendor-hosted solution, and is interested in upgrading/replacing the schools’ paging solution(s). The District has no current preference for either option, but intends to select the best option and make a justifiable investment in a system that will deliver the greatest long-term value and the highest level of support to the District, its residents, employees, and suppliers worldwide. For District-hosted solutions, the District will consider either outright purchase, lease, a combination purchase/lease, or other financing options proposed by the winning vendor

1.1 RFP Definitions

The following definitions are used in the RFP:

Client or District refers to School District of Janesville.

Vendor, Proposer, or Respondent refers to a firm, company or organization submitting a proposal in response to this RFP.

VoIP Telephone System, Hosted VoIP Telephone System the telephone system, or system means the solution that the successful Vendor(s) responding to this RFP will be responsible for providing.


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1.2 Current Systems

The following equipment is currently in use.

Connectivity

Building Mitel b/t sites Telco Service Paging System

Educational Services Center (ESC) 3300 Fiber WAN ISDN PRI Bogen

Adams Elementary SX-2000 T-1 POTS Dukane-MCS350

Harrison Elementary SX-2000 T-1 POTS Dukane-MCS350

Jackson Elementary SX-2000 T-1 POTS Dukane-MCS350

Jefferson Elementary SX-2000 T-1 POTS Dukane-MCS350

Kennedy Elementary SX-2000 T-1 POTS Simplex

Lincoln Elementary SX-2000 T-1 POTS Dukane-MCS350

Madison Elementary SX-2000 T-1 POTS Dukane-MCS350

Monroe Elementary SX-2000 T-1 POTS Dukane-MCS350

Roosevelt Elementary SX-2000 T-1 POTS Dukane-MCS350

Van Buren Elementary SX-2000 T-1 POTS Dukane-MCS350

Washington Elemetary SX-2000 T-1 POTS Dukane-MCS350

Wilson Elementary SX-2000 T-1 POTS Dukane-MCS350

Edison Middle School SX-2000 T-1 POTS Dukane-MCS350

Franklin Middle School SX-2000 T-1 POTS Dukane-MCS350

Marshall Middle School SX-2000 T-1 POTS Simplex

Craig High School 3300 Fiber WAN ISDN PRI Dukane-Starcode

Parker High School 3300 Fiber WAN POTS Dukane-Starcode

Chestnut House no controler-IP Phones WAN POTS none

Charter Schools

ARISE Virtual Academy (Franklin Middle School) na none na

Rock River no controler-IP Phones WAN none Bogen

Rock University High School tenant on College's system na none na

TAGOS Leadership Academy no controler-IP Phones WAN none Bogen

1.3 Data Network Infrastructure Configuration (WAN & Internet)

A. The District’s network consists of 23 buildings/sites. All sites are connected via the District’s fiber based WAN provided by AT&T. 1 Gbps connections are in place between the Educational Services Center and the other facilities. There is a 1 Gb connection between ESC and Craig High School and between ESC and Parker High School. Marshall, Franklin and Edison Middle Schools have a 500 Mb connection to ESC. All elementary schools, Rock River Charter, TAGOS and Rock University High School have a 150 Mb line. Chestnut House has a 20 Mb connection to ESC.

B. A maintenance program is in place to support all key components of the existing network.

C. To support the network, external vendors are occasionally used on an as needed basis, but it is largely supported internally.


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1.4 Data Center

A. The Primary Data Center (server room) is located within the Educational Services Center.

B. The data center has a dedicated cooling system.

1.5 Data Network

A. The users report that the network is very reliable and has few issues. It has a high reliability of above 99.99%.

B. The network is primarily used for data, video and other applications, including time Google Gmail Apps traffic.

C. The LAN technology is also based on 100/1000 Gigabit Ethernet technologies.

D. Most workstations are connected using 100/1000Tx Ethernet.

E. The network traffic volume on the servers is not formally tracked but the environment has not had any major issues.

1.6 Logical Network

A. Multiple VLANS are used on the network. All buildings are segmented with multiple VLANs for better traffic management.

B. TCP/IP is used on the WAN and LAN.

C. Some Voice Traffic is carried over the fiber based WAN to the Administrative Service Center and several charter schools currently.


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1.7 Scope of Work

A. The primary project objectives are:

1. To improve student and staff safety and the related internal and external communications

required in a major emergency situation:

2. Provide a uniform method of making emergency announcements throughout the District

3. To improve life safety functions including Enhanced 911 services (and emergency alerts

and announcements.

4. Providing a platform from which the District can work in conjunction with local police and

fire department leaders to develop Emergency Response Plans

5. To provide uninterrupted and continuous service to internal and external constituents by

providing location survivability through near continuous service despite network or

component failures

6. Provide a voice processing (voice mail, automated attendant, UC) system that is easy to

use for both callers and staff

7. Centralized system management which will facilitate changes to the system configuration

at each site from other locations

8. To provide the capability to expand the services a telephone system offers

9. To share equipment and services between facilities, reducing cost and duplication

10. To replace outdated equipment which can no longer be adequately serviced


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B. The project is to be a turnkey solution, and encompasses the following:

1. Modification (in collaboration with District staff) of the District’s data network to support a VoIP telecommunications system utilizing QoS protocols as appropriate

2. Gathering end-user information to be used in programming the selected replacement system(s).

3. Providing, programming, installing and connecting all equipment necessary to provide a fully functioning communications system that meets the District’s voice call processing requirements

4. Providing, programming, installing and connecting all equipment necessary to provide unique E911 ANI and ALI information for each District telephone.

5. Connecting the system and programming the system to external paging/intercom systems at the each building, and Optional: if the District chooses, installing and configuring replacement/upgraded paging systems

6. Connection to public network telephone services (SIP and POTS lines), test SIP service prior to cutover.

7. Conduct end-user and system administration training.

8. Conduct system “fail-over” testing.

9. Provide on-site “post-cutover” support.

10. Removal of the existing telephone system equipment after the new system is installed.


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1.8 Proposed System Locations

Building Address City, ST Zip Telephone

Educational Services Center (ESC) 527 S. Franklin Street Janesville, WI 53548 (608) 743-5000

Adams Elementary 1138 E. Memorial Drive Janesville, WI 53545 (608) 743-6300

Harrison Elementary 760 Princeton Road Janesville, WI 53546 (608) 743-6400

Jackson Elementary 441 Burbank Avenue Janesville, WI 53546 (608) 743-6500

Jefferson Elementary 1831 Mt. Zion Avenue Janesville, WI 53545 (608) 743-6600

Kennedy Elementary 3901 Randolph Road Janesville, WI 53546 (608) 743-7500

Lincoln Elementary 1821 Conde Street Janesville, WI 53546 (608) 743-6700

Madison Elementary 331 N. Grant Avenue Janesville, WI 53548 (608) 743-6800

Monroe Elementary 55 S. Pontiac Drive Janesville, WI 53545 (608) 743-6900

Roosevelt Elementary 316 S. Ringold Street Janesville, WI 53545 (608) 743-7000

Van Buren Elementary 1515 Lapham Street Janesville, WI 53546 (608) 743-7100

Washington Elemetary 811 North Pine Street Janesville, WI 53548 (608) 743-7200

Wilson Elementary 465 Rockport Road Janesville, WI 53548 (608) 743-7300

Edison Middle School 1649 S. Chatham Street Janesville, WI 53545 (608) 743-5900

Franklin Middle School 450 N. Crosby Avenue Janesville, WI 53548 (608) 743-6000

Marshall Middle School 25 S. Pontiac Drive Janesville, WI 53545 (608) 743-6200

Craig High School 401 S. Randall Janesville, WI 53545 (608) 743-5200

Parker High School 3125 Mineral Point Avenue Janesville, WI 53548 (608) 743-5600

Chestnut House 628 Chestnut Street Janesville, WI 53548 (608) 743-7424

Charter Schools

ARISE Virtual Academy 450 N. Crosby Street Janesville, WI 53548 (608) 743-6016

Rock River 31 W. Milwaukee Street Janesville, WI 53548 (608) 752.8273

Rock University High School Blackhawk Technical College,

6004 S. County Rd. G

Janesville, WI 53546 (608) 743-7427

TAGOS Leadership Academy 1350 North Parker Drive Janesville, WI 53545 (608) 290-0468

1.9 Implementation Time Frame

Implementation will be scheduled jointly by the successful vendor and the District. Generally, the system will be cutover one building at a time over a pre-determined time frame expected to start June 2018 and be completed by June 2019.

1.10 Proposal Response Requirements

A. All proposals must be submitted in a sealed package and labeled, “Sealed Proposal: VoIP Telephone System.” Proposals received after the deadline will not be accepted and will be returned to the sender unopened. Proposals shall be sent by commercial carrier or hand delivered to Administration Services Center, 527 South Franklin Street, Janesville, WI 53548. The full name and address of the proposer will be marked on the outside of the package.

B Each Proposer is required to submit the following articles to be considered a responsible Proposer:


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1. Vendor Proposal to include: a. A narrative describing the proposed scope of services for the performance of

this project, including how your solution will further enhance the safety of staff and students in today’s contemporary world, as well as improve the emergency response in such situations.

b. List of equipment proposed with manufacturer and model numbers and itemized pricing, and any educational discounts

c. A proposed implementation schedule showing milestones given in days from contract execution date

d. The names and qualifications of the project manager, lead technician, supporting technicians, dedicated staff trainer, and all others who will be assigned to the project

e. List of references for similar projects with name, address, email and phone number

f. Acknowledgment of receipt of these specifications and any RFP addendums

g. A manufacturer’s written assurance of Vendor support

h. A manufacturer’s written assurance of System support

i. A Vendor’s statement of exception outlining any exceptions it takes in the requirements of the RFP and explanation or a statement that no exceptions are being needed

j. Any additional supporting information


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C. The RFP is designed to provide each vendor the ability to discuss creative solutions to the

communication requirements of the District. If your proposed system has additional

capabilities, functions, or enhancements that are not mentioned as standard in the

specification, provide a description and explain how they enhance or address K12 education.

This is especially true if you believe you have features and functions that are especially

address student and staff safety in ways that set you ahead of the market.

D. Vendors should provide the system cost that includes hardware acquisition, manufacturer

upgrades and annual maintenance on the appropriate Price Sheets in Section 10.

E. The District reserves the right, at its sole discretion, to use without limitation any and all

information, concepts, and data submitted in response to this RFP, or derived by further

investigation thereof. The District further reserves the right at any time and for any reason to

cancel this solicitation, to reject any or all proposals, to supplement, add to, delete from, or

otherwise change this RFP if conditions dictate. The District may seek clarifications from a

vendor at any time and failure to respond promptly may be cause for rejection. The District

also reserves the right to consider those vendors it determines shall provide the most

advantageous services and to negotiate with one or more vendors to develop contract terms

acceptable to The District.

F. Proposals submitted in response to this RFP become the sole property of the District.


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2. GENERAL CONDITIONS, QUALIFICATIONS, STANDARDS, & PROCEDURES

2.1 General Conditions

A. This RFP is issued pursuant to applicable provisions of the District's Purchasing Policies and Procedures.

B. Responses to this RFP shall be opened in private by District officials to avoid disclosure of contents that may contain confidential or proprietary information to competing Respondents.

C. The District will not be liable in any way for any costs incurred by respondents in replying to this RFP.

D. The contracted firm shall not assign any interest in the contract and shall not transfer any interest without the prior written consent of the District

E. The selected vendor must have General Liability and/or Owners and Contractors Protective Liability Coverage - $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. The general aggregate shall be twice the required occurrence limit. Minimum general aggregate shall be no less than $2,000,000 per operation and/or location

F. Worker’s Compensation insurance as required by the Worker’s Compensation statutes of the State of Wisconsin.

G. Unemployment insurance as required by laws of the State of Wisconsin

H. Upon being awarded the contract, the successful vendor shall furnish the District with certificates of insurance naming the District, its officials, agents, employees and volunteers as additional insured. The certificates must be approved by the District prior to the start of the contract period.

I. In submitting a quote/proposal, the vendor understands that the District and its representatives will determine which quote/proposal, if any, is accepted. Vendor waives any right to claim damages, based on the selection process. All completed quotes/proposals and support documentation submitted become the property of the District and will be retained as required by State and Federal law

J. Wages paid related to this project must meet the State of Wisconsin Prevailing Wage Rate minimums. If requested, the district shall be provided with certified payrolls indicating compliance with the State of Wisconsin prevailing wage rates prior to final invoice payment.

K. At the completion of this project, the successful vendor must provide proof of ownership showing the School District of Janesville is the sole owner of record, and demonstrate that all warranty information is in the name of the District, and is appropriately documented with the equipment manufacturer(s)

L. Those submitting bids are advised that any person, company, business, or other party to whom it is proposed to award a subcontract under this contract must be acceptable to the District


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M. The use of subcontractors must be listed in the proposal. The selected vendor assumes responsibility for all services offered in the bid, whether or not supplied by a subcontractor. The District reserves the right to approve any subcontractors for this project. Each proposing vendor must identify the name of and information (background and experience) about any subcontractors to be involved in this project. This includes a description of the work the subcontractor will perform.

N. The selected vendor, at its expense, must conduct a background check for each of its employees, as well as for the employees of its subcontractors, who will provide services to the School District of Janesville computer systems, either through on-site or remote access (collectively “Contractor Employees.”) Contractor Employees for the purpose of this requirement, include such temporary staff as office support, custodial service and third party vendor interpreters and transcribers. The minimum background check process for any school district unit shall include, but not be limited to, the following checks

State and County Criminal History, including Felony and Misdemeanors (for past seven year residence history.)

National Sexual Offender Public Website (NSOPW). The background check must be conducted prior to initial access by Contractor Employees.

Contractor Employees, who separate employment from the Contractor, must undergo another background check prior to renewed access to the school district. At any time, the school district also has the ability to audit a contractor’s background check process, to ensure compliance. Additionally, all Contractor Employees have the responsibility to self-disclose any misdemeanor or felony convictions that occur while assigned to the school district within three business days of the conviction or upon return to a school district assignment. The conviction must be reported to the Contractor and school district department manager and the Director of Administrative and Human Resources within three days of learning of the conviction. If at any time, it is discovered that any Contractor Employee has a criminal record that includes a felony or misdemeanor the Contractor is required to inform the school district and the school district will assess the circumstances surrounding the conviction, time, frame, nature, gravity, and relevancy of the conviction to the job duties to determine whether the Contractor Employee will be placed on a school district assignment. The School District of Janesville may withhold consent at its sole discretion. Failure of the Contractor to comply with the terms of this paragraph may result in the termination of its contract with the School District of Janesville.

O. If, through any cause, the contracted firm fails to fulfill the obligations agreed to in a timely and proper manner, the District shall have the right to terminate the contract by notifying the firm in writing and specifying a termination date not less than thirty (30) calendar days in advance. In such event, the contracted firm shall be entitled to just and equitable compensation for any satisfactory work completed.

P. Any modifications to or clarifications of this RFP will be distributed by the District to each Respondent, who also provides a fax number, mailing address, and/or email address for such purpose.


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Q. If the equipment proposed in response to this "Request for Proposal" is not capable of performing all functions described in the specifications, an Exception Statement shall be supplied stating all features and functions to which the exception is being taken, and the effect of this exception.

R. School District of Janesville shall have the express right to modify the configuration of the system prior to cutover date. The prices provided in Section 10.5 will be used to determine the credits or costs of the changes.

S. Each vendor shall submit with its proposal sales and technical information that completely describes the equipment covered by the proposal. Copies of all contracts shall be included in the proposal, including, but not limited to, sales, warranty, maintenance, etc.

T. The proposal must be firm for acceptance for a period of 180 days, and prices quoted must be firm for the entire contract period.

U. The School District of Janesville reserves the right to determine whether a vendor is responsible and responsive, and has the ability and resources to perform the contract in full and to comply with the specifications. School District of Janesville reserves the right to request additional information from the vendor to satisfy any questions that might arise. School District of Janesville further reserves the right to reject any or all proposals or to issue an invitation for new proposals.

2.2 Applicable Regulations and Standards

A. All standards, regulations, work rules, product specifications and workmanship practices listed will apply to this project unless otherwise approved by the District.

1. National Electrical Code (NEC)

2. Occupational Health & Safety Administration (OSHA) Standards

3. American National Standards Institute (ANSI)

4. Local Electrical and Safety Standards

5. Underwriters Laboratory (UL)

6. The Institute of Electrical and Electronics Engineers (IEEE)

7. TIA/EIA 568-B Commercial Building Telecommunications Wiring Standards

8. TIA/EIA 606 Building Infrastructure Administration Standard

9. TIA/EIA 607 Grounding and Bonding Requirements

B. Include information that addresses the manufacturer’s compliance with Federal Energy Star standards related to the components of the system (servers, telephones, gateways, etc.).


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2.3 Proposal Evaluation and Vendor Selection

A. School District of Janesville will evaluate vendor proposals based on the completeness of their response, their ability to complete the work within a required amount of time, their past record in performing similar work, their ability to work with local staff, and the cost of their services and/or equipment. In addition to meeting all the specifications listed in this comprehensive RFP, the following factors will also be evaluated for each proposal:

1. Manufacturer Strength: Financial strength, years in business, system’s market share, product’s current life cycle position, accessibility of support.

2. Vendor Support: Number of similar systems installed, manufacturer support, number of certified technicians on proposed systems, number of systems under maintenance agreements, references.

3. System Resiliency: The system’s ability to survive component failure and/or public telephone network failures (i.e. SIP failure, WAN failure).

4. The proposed system's ability to address the requirements of this RFP, including: Multi-site integration, ease of system administration, and flexibility of system programming.

5. Telephone instruments: Ease of use, functionality, features, variety of telephone sets, and cost.

6. System cost and long-term financial sustainability: An ideal response from a vendor responding to this RFP would be to show the long-term financial responsibilities in a 10-year chart.

7. User References: The vendor’s current clients used as reference of system/service

operability and reliability. 8. Product Demonstrations: Proposed system to be demonstrated and evaluated by select

District staff for operability.


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B. In addition to the requirements above, responses may be rejected if the vendor fails to perform any of the following:

1. To adhere to one or more of the provisions established in this RFP

2. To submit a complete response

3. To demonstrate technical competence

4. To submit a response on or before the deadline

5. To fulfill a request for an onsite presentation

6. To arrange and conduct a visit to a customer currently using the proposed system

C. Discussions may be conducted with responsible entities that have submitted proposals in order to clarify certain elements. Proposals shall be afforded fair and equal treatment with respect to any opportunity for discussion and revision.

D. School District of Janesville reserves the right to negotiate with more than one potential awardee after the submission of all proposals.

Pre-Proposal Meeting

A. All interested vendors are encouraged to attend a vendor conference on March 16, 2018 at

10:30 a.m. at School District of Janesville Educational Services Center, 527 South Franklin

Street, Janesville, Wisconsin, to visit the site of the proposed work, to familiarize themselves

with the project, and to pose questions or request additional information. The District

assumes no responsibility for any misunderstanding or representations concerning conditions

made by its officers or employees prior to the execution of this contract, unless such

understanding or representations made are specifically incorporated into the contract. No

additional allowance will be granted because of lack of knowledge or such conditions.


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2. MANUFACTURER

2.1 Provide information on the manufacturer of the proposed system including:

Number of years manufacturing telecommunications systems

Headquarters location

North American headquarters location; if different

Market share of the system proposed

Number of systems (as proposed) installed nationally

Annual sales

Number of employees

2.2 Proposed System A. State the system, model, and software version of the equipment. The system components

must be the latest model and software releases available at the date of installation. Should

new products and/or software be announced prior to installation the vendor is required to

inform the District. The District shall maintain the right to substitute the new products for

those proposed. The Vendor shall make any differences in cost known prior to the District’s

decision

B. Provide the date the system was introduced

C. Provide the release date of the software proposed and the announced date of the next

software release for the proposed system

D. Provide the regularity of software upgrades and describe how these upgrades are applied,

noting the District’s responsibilities and those of the selected vendor.

2.3 All equipment must meet or exceed required Quality of Service – 802.11 p & q standards.

Provide assurance that your proposed solution meets those standards.

2.4 Hosted systems must be based on a secure, hardened operating system (OS) that is not

subject to virus, spyware, or other destructive software attacks. The operating system must be

reliable and have an uptime rating of 99.95%. Show proof of this in your response.

2.5 Hosted telephone system must be located in redundant and secure data facilities. Provide

evidence of these factors in your response.

2.6 A written statement from the manufacturer must be included indicating the availability of parts for the expected ten (10) year useful life of the proposed system

2.7 Clearly state the manufacturer’s warranty period during which service charges will not apply and what is covered. The period of the warranty will begin on the date of District acceptance, not the cutover.


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4 VENDOR

In order to ensure the District will have the necessary information to select an appropriate vendor/system, the vendor must address each of the following issues:

4.1 Confirm that your company is a factory authorized representative for the equipment you are proposing. Also provide information on any certifications/designations (i.e. Gold, Platinum Dealer) issued by the manufacturer to your firm or members of your firm

4.2 State the names of the principals in your company

4.3 Provide information concerning the number of years in business and the number of years your company has been installing the proposed system

4.4 State how many of the proposed systems with twelve (12) or more separate locations your company has installed

4.5 Include references, including contact name and telephone number, of at least three (3) systems installed by your office similar in size and application

4.6 State the address of the service and repair center that will install the system and provide maintenance for the proposed system

4.7 The vendor must provide full system support including

Regularly scheduled system maintenance

24X7 Repair service

Both On-site and Remote MAC (Moves, Adds and Changes) Service

System software upgrades

OPTIONAL-Active System Monitoring

4.8 In the event of a natural disaster, fire, or other catastrophe, indicate the interval to install a working on-line system. Has your company either on a national or state basis been involved in this type of emergency? If yes, provide the situational factors and a customer reference for verification.

4.9 The provider, as a condition of award of the contract, must provide detailed financial information on the company and be available to meet with District personnel to provide additional information, if require

4.10 The vendor must disclose any formal complaints filed and/or judgments made by their clients


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5. SYSTEM CONFIGURATION

5.1 System Definitions

A. A Premised Based Unified Telecommunications System is defined as a system that is purchased or leased by the customer, and that is physically located “on site”. This means that the physical system equipment will be installed on the premises at School District of Janesville where the telephones are used. Premises Based systems also require the purchase of external telecommunications services to make and receive calls via the PSTN. A Premises Based system may be managed by the customer, or could be managed by the Vendor, or both.

B. A Hosted Telecommunications System is defined as system where the physical phone system equipment is installed in the “cloud” at a secure data facility, except for the individual telephones. Hosted systems are paid for on a monthly basis and the monthly fee includes all costs for the system functionality, voicemail, unified communications, telephone lines, DID numbers, full maintenance and complete support. The end customer is responsible only for basic administrative adds, moves & changes.

5.2 System Architecture

For Premises Based Systems, the Primary Call Processor will be located at the District’s Educational Services Center (ESC). Under normal circumstances, the ESC system will provide call-processing services for all locations. The District prefers to install the Call Processing and all associated telephone system applications on the District’s virtual (VMWare) environment. In addition, the District would prefer a redundant virtualized Call Processor be installed on a separate virtualized server to be provided by the District, as part of this proposal, at Craig High School. Separate, survivable call processors to be supplied by the vendor are targeted to be installed an each of the other District facilities. These processors are to be provided as part of the proposed system. SIP trunks will be installed at both the ESC and Craig High School. These will be configured to provide redundant incoming PSTN call connections. It is expected that incoming calls to any School District DID number will be programmed to be processed at each site. If this is not possible in your proposed solution, identify what solution you do propose and how it differs from the District’s desired solution.

Hosted System: A “Hosted” system will require at least two (2) facilities (ESC and Craig High School) to have a dedicated managed QoS connection to the cloud based service.

Telephone Locations and System Configuration: The table below identifies each District facility and desired basic system configuration for each.


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The System Configuration Table will be provided as Addendum 1 to the RFP no later than March 7, 2018.


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A. The District requires the following capabilities across the multi-site system

1. Uniform dialing plan 2. Centralized Voice Processing System 3. Centralized Call Accounting (Optional) 4. Centralized System Administration 5. Network (telco) services sharing between sites. 6. Centralized paging (Optional)

B. The system design must include the ability of each site to survive a disruption to the link (router failure, fiber failure-WAN) between it and the other site. These sites must be fully survivable with significant calling paths and features preserved. These sites must have the ability to receive inbound calls from the PSTN and place outbound calls to the PSTN when disconnected from the overall system. The in-place telephone sets at these sites must also function within the site while the fiber is out of service. Furthermore, under these conditions, state whether the proposed system provides the capability to access voice mail and the ability to reach other District sites via 4-digit dialing (by translating the number to a 10 digit number that is automatically dialed by the system). Illustrate how the proposed system will perform this task (For Premise-based Proposals only).

C. A failure of the primary call processor will also cause a voicemail outage unless a redundant voicemail strategy is in place. Please describe any options available for such a situation.

D. “Bring Your Own Bandwidth” (BYOB) proposed solutions that do not have a Quality of Service (QoS) component for the School District of Janesville will not be accepted. The District’s primary consideration for a Hosted solution will be the systems that can provide a dedicated connection with guaranteed QoS for the voice traffic going from the Administrative Service Center to the Hosted System (For Hosted Proposals only).

E. SIP Trunk failure: The system must be able to process any incoming calls directed to either

the SIP circuit installed at the Educational Services Center or the SIP circuit at Craig High School. Arrangements with the telephone company will provide the ability to redirect incoming calls that are assigned to one SIP circuit to the surviving SIP circuit should one fail. The new system must successfully process any DID call to the correct destination. Illustrate how the proposed system will perform this task.

F. The District currently utilizes VMWare. The District desires that the new telephone system be deployed in this virtualized environment. The District requires the following information regarding a “virtualized” implementation.

Number of servers

Minimum/Recommended number/type of processors for each server

Minimum/Recommended amount of memory for each server

Minimum/Recommended amount of disc space required for each server (C, D; other volumes)

Minimum/Recommended/Maximum Microsoft OS version


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G. If a SQL server, Minimum/Recommended/Maximum Microsoft SQL Server version

H. All system components must be supported by the District’s Uninterruptable Power Source (UPS) and be survivable from a commercial power outage. The proposal must include the electrical requirements of all system components. All telephones will be powered from the District’s PoE data switch ports (existing).

I. The system must be scalable, capable of supporting additional telephones to accommodate growth at the District’s current locations as well as the ability to incorporate additional new locations into the system. Proposal must include all the requirements to expand the system to accommodate

a. Additional telephone instruments – describe the expansion capacity

b. An additional location(s) (WAN connection) – describe the expansion capacity

J. The system should provide LDAP integration. The District prefers the system be capable of integrating with its Active Directory to provide authentication for a web-based user interface, to eliminate the need for additional usernames/passwords. If your proposed solution integrates with Active Directory (AD), describe how it functions to create and configure new user’s telephone extensions and voicemail boxes, and how those same voicemail boxes are treated when the user leaves the District.

K. Proposal must state any limitations on traffic handling capacity of the system; both internal and between sites. Describe what is necessary to raise the system's internal traffic handling capacity.

1. Proposal must state the process by which the proposed system is upgraded with additional software enhancements or a new software package. Indicate the following:

2. Associated cost (work to be completed “after hours”).

3. The amount of time required to complete a typical software upgrade for a system similar in size and configuration to the District’s

4. Will the system be unavailable during the process?

L. List the history of hardware changes required to accomplish upgrades of same system proposed. If so, please describe what hardware had to be replaced and the cost to do so.

M. Proposal must state the physical requirements of the proposed system. This is to include rack space, and electrical requirements, and air conditioning.

1. Proposal must provide the following information for the system at each site (Premise-based solutions):

2. Number of telephones supported (hardware and licenses)

3. Number of SIP trunks and Call Paths supported

4. Number of business lines (POTS) supported

5. Software limitations (i.e. number of extensions (actual and virtual) or other limitations)

N. Provide a complete software and hardware inventory of the systems proposed.

O. The District requires that the system will provide “toll call” quality. 100% call completion and latency of 100 milliseconds or less is required.


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5.3 Location Transparency

A primary requirement of the District’s telephone system is that it provides location transparency.

A. Uniform 4-digit dialing to any telephone at any District facility. This capability will be extended to all District locations.

B. The ability to transfer a call directly to any District telephone at any location.

C. The ability to forward calls (busy, no answer, all) to any other telephone in the District.

D. The ability to program call coverage between locations

E. The system will include the ability to permit trunks (SIP) terminated at one site to be used by another site should traffic exceed the capacity at the originating site or should the service at one site be disabled.

F. The ability to access the external paging system of a building from any other building. An

analog trunk port must be provided at each site to connect to the existing school clock, bell and intercom systems. The telephone system must be connected to these systems and be programmed to access the paging system and utilize that system’s codes from any telephone.


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6. ORGANIZATION FEATURES

The following features and functions are desired in the proposed system. Acknowledge whether or not the proposed system includes these features and functions.

6.1 Telephone System Features

A. Automatic call routing software to permit use of multiple trunk groups for outgoing calls.

B. The ability to limit “choke” the number of calls to specific DID numbers

C. Configured to require that an “8” be dialed from all phones for access to outside dial tone for calls going over the Public Switched Telephone Network (PSTN).

D. Direct dialing to all staff specific departments is preferred. District staff should be able to distinguish calls for their department from calls to specific individuals. The system should be able to process these calls separately.

E. Caller ID with Name (if provided by the carrier) should be provided to the phone display as the phone rings. Caller ID should be passed with any call that is transferred; including calls processed by the District’s Automated Attendant.

F. The caller ID for District telephones (the number people see when being called by District staff) should be flexible and programmable by each station.

G. Each telephone should be able to receive multiple calls. The telephones should permit the user to place a call on hold and place another call in order to procure information related to the initial call.

H. The telephones should provide the means for call coverage positions and other selected telephones to observe if other staff are currently on the telephone (BLF-Busy Lamp Field).

I. The system should permit an extension to be present at more than one location. Staff assigned positions in two buildings should be reachable with a single extension number regardless of their location.

J. Users should be able to program their extension to appear with all its features temporarily at another telephone. This would be useful, for example, when someone moves from their classroom desk to the department office.

K. The system should provide programming to allow each telephone to have its own timer (number of rings) for the number of rings before a call will forward to voice mail or to another extension. Some positions will require more time to get to a call than others.


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L. The system should provide the means to easily take a call back should it have been transferred to a phone that does not answer.

M. The system should include the ability to integrate a mobile telephone with a user’s desk telephone. This would permit staff who are often away from their desk to receive calls from residents, contractors and/or other District staff to their cell phone. Your response to this question should include whether or not the cell phone remains “hidden” and the displayed extension is the person’s assigned District DID number.

N. The system should have the capability to permit calls to be transferred to outside telephone numbers.

O. Five party conference calling initiated by a single extension is desired, especially for conference room phones.

P. Ability to permit someone to place a call on hold (in “orbit” or “call park”) and allow it to be retrieved from any other telephone. The timer for parked calls to be recalled should be independent for the “on hold” recall timer.

Q. Directed Call Pick-up

R. Group Call Pick-up

S. Separate “Night” modes for each entity (Educational Services Center and each school building). “Night” modes will send calls to either an automated attendant greeting specific to the location and/or to another telephone at another location. Callers reaching an automated attendant greeting should be able to dial an extension, access a dial by name directory or leave a message in a department voice mailbox.

T. Separate “Day 1” and “Day 2” modes for each entity (Educational Services Center and each school building). “Day 1” modes will send calls to each building’s answering position telephones or daytime automated attendant. Incoming calls to classrooms will be accepted during “Day 1” mode. “Day 2 mode” will send calls to each building’s answering position telephones or daytime automated attendant. Incoming calls to classrooms will be directed to Voice Mail or to the building’s answering positions during “Day 2” mode.

U. Callers reaching an automated attendant greeting must be able to dial an extension, access a dial by name directory or leave a message in a department voice mailbox.

V. The system must support calling party name display for external and internal site-to-site calls. Caller ID to be displayed for all incoming calls (including new (second or third) call when off-hook on another call). State the number of characters displayed.

W. Outgoing caller ID programming should permit the following on a station-by-station basis: a. Send DID number b. Send District’s main number or Department number c. Send DID number for “911” calls


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X. Music-On-Hold: The proposed systems should provide “Music on Hold” via a built-in .wav file

or a .wav file provided by the District. Describe the proposed system’s ability to accommodate separate message/music on hold sources for each building and/or department and the process required to replace the message/music.

Y. OPTIONAL: An application that permits users to utilize their mobile devices (Windows, Android and Mac, Windows Mobile, IOS, etc.) as fully functioning communications devices (voice, text, video) on the District’s system is desired. This includes utilizing the device on the District's Cisco wireless network when operating within any of the District’s buildings. Rules-based call handling should be included with this application if it is available. 75 licenses should be included in the system price if this feature is available.

Z. OPTIONAL: Call Bridge (24 port) including Meet Me conferencing with secure login is desired. If your proposed solution has a different option, describe that option and how it could address the District’s needs for conference calls

AA. OPTIONAL: Provide call accounting hardware, software, and any system interface requirements. Itemize costs associated with each site (i.e. storage devices and modems) in addition to the cost of the centralized processor. The cost of the system should include data base preparation and data entry as well as training on programming, report generation and system administration.

1. State model, manufacturer and call record capacity.

2. How many systems of this type has your company installed?

3. The system should provide identification and cost of outward dialed local and long distance calls on a station-by-station basis.

4. The system should collect information on incoming calls to the District including date, time, destination and caller ID.

5. The system should be able to generate hierarchical reports by individual station, department, site, total organization as well as various exception (duration, cost, frequency) reports. Reports organized by authorization code should also be available.

6. Can the system be attached to a Wide Area Network? If so, please provide the additional cost, if any, of doing so. What resources are required of the network for this capability?

7. Does the system have the capability to detect “toll fraud”? If so, please provide the additional cost, if any, of this function.

6.2 Voicemail and Unified Messaging

The District requires an integrated voicemail system capable of supporting traditional voice messaging functions and prefers that it be a unified messaging solution with Google Gmail. . Unified messaging is understood to be the combination of voice messages and email messages accessed through a common interface. At a minimum the new system requirements are:


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A. The voice processing system must provide a minimum of 36 ports at installation, and the expandable capacity of the voice mail system should be at least 60 ports and 256 hours of message storage. The system must support the ability for calls to Queue for available Ports should call demand exceed the capacity of the system.

B. Describe the process by which the capacity (number of Ports) can be increased. Provide the cost of adding 4 ports on the appropriate Price Sheet in Section 10 where indicated.

C. For the facilities included in the proposal the voicemail system must include 1300 voice mailboxes and provide unified messaging for each.

D. A voice messaging system to be fully integrated with telephone system(s) at all locations (i.e. message waiting notification by Message Waiting lamp, transfer from the voice mail system to another telephone system extension, The system will permit callers to enter "0" to access a live operator and/or another extension particular to their location or default to the operator if the caller does not make an entry

E. In your response, describe in detail how notifications of messages are handled, where stored, for how long, etc.

F. The voice mail system should be easy to use. The process of activating an alternate greeting so that callers receive accurate information about staff availability must be easy.

G. The system should provide automatic programming of Holiday greetings and easy to use programming to change greetings should a special circumstance (closures due to weather) require it.

H. Does the proposed system include a Web portal for access to voice mail messages? Describe how it works, and what the end user will experience.”

I. The process to transfer a call directly to a user’s voice mailbox without have to ring the telephone should be simple. Describe the steps necessary to complete this function.

J. The voice mail system should include the option to permit callers to leave a message or to

enter a code that will send their call to a pre-specified telephone number.

K. The system will allow specified users the ability to easily record a call to their voice mailbox

L. The system should be able to provide separate message waiting notification for separate lines on each phone instrument. Describe how the proposed system would provide this.

M. The voice processing system should be capable of supporting multiple “V” trees where callers can access information by selecting from menu items through several levels.

N. The voice mail system should permit group messages to be delivered to multiple mailboxes. If this is a part of your emergency response options, describe how it would work in an emergency situation.

O. A separate DID number (“back-door”) for 24-hour access to automated attendant and voice mail without having to speak to a person.


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P. The system should permit voice mailboxes to be programmed individually with specific message storage durations and specific maximum message lengths. Does your proposed system permit this? If so, does the system provide the ability to establish voice mailbox “templates” with pre-established parameters?

Q. How many “greetings” (i.e. busy greeting, no answer greeting, vacation greeting, etc.) are included in voice mail user mailboxes? Can these be recorded, stored and activated by users as the occasion is called for?

6.3 Life Safety

A. E 911 1. School District of Janesville will utilize West (formerly Intrado) “Locator ID” software in

conjunction with its DID service on the SIP service. The new system must support ANI identification to the appropriate PSAP (Public Safety Access Point) serving the District. The system must support ALI display to the 911center.

2. The system must provide an on-site alert indicating which telephone dialed 911. The alert must include the extension number and associated name of the telephone from which the 911 call was placed. Can the notification be sent to any District telephone? Can the destination of an alert be programmed to correspond to the source of the 911 call rather than establishing a single set of destinations for all 911 calls?

3. The District requires that the system be capable of displaying a different ANI when users place outgoing calls other than to 911. Identify the options available for ANI display when placing outgoing calls. Is it a system-wide or station-by-station programming option?

B. The system should be capable of providing a button to be programmed so that, being activated, it will automatically alert selected telephones that immediate attention is required in the room from which the call originated.

C. Emergency Notification: The District desires to implement a system that will permit authorized staff at any location to initiate alerts/messages that would be received in all buildings or to a single building. The District wishes to implement a system(s) to enable the following:

1. Emergency Announcements utilizing the new system’s telephone speakers and

external loudspeakers 2. Emergency Alerts to a variety of end points including desktop PCs, building video

displays, mobile devices (text, voice) as well as building loudspeakers and the new system’s telephones (display and/or speaker)

The District recognizes the limitations posed by the existing schools’ clock, bell and paging systems to accomplish its objectives. Complete the following chart indicating the functions that can be fulfilled by the proposed system given the several conditions cited on the Chart.


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Feature

Utilizing proposed systems

telephones

Utilizing existing building clock, bell and

paging systems

Utilizing existing buildings’ existing

loudspeakers if the existing headend (bell,

clock. paging system) is upgraded**

Utilizing existing buildings’ existing

loudspeakers if separated from existing headend

(bell, clock, paging system)

Utilizing new IP

loudspeakers

Place an announcement to all District Telephones

Simultaneously

NA NA NA NA

Place an announcement to

an individual classroom’s

telephone

Page all of single building’s

loudspeakers together with all their telephone

speakers

Place an announcement to

an individual classroom’s loudspeaker

Place an announcement to all

of District’s loudspeakers and

telephones simultaneously with a single code from

any building

**You may contact the company that maintains the majority of the District’s Clock, Bell and Intercom systems in order to obtain the information necessary to prepare a response to these applications. Contact:

Mr. John McGettigan Mastercom [email protected]

Cost The District wishes to determine the cost of providing the Emergency Notification objectives. The components required to accomplish these may include upgrading or replacing the existing DuKane and Simplex headends, providing a IP page zone adaptors and amplifiers to interface with the existing loudspeaker an replacing the existing loudspeakers with IP end points. Provide the cost of providing the necessary components to your solution where indicated in Section 10.4-Emergency Notifications Systems.

D. Emergency Command Center: The District expects the new system to facilitate

implementing an Emergency Command Center. The system must support the following:


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1. Adding multiple telephones to support local authorities participating in District crisis

management center

2. Programming multiple telephones and call routing into a call center to handle unusually

high call volume to the District’s telephone numbers.

3. Redirecting calls to specified numbers to alternate answering points

4. Relocating the District’s switchboard to an alternate location

5. Restricting incoming calls to specified telephone numbers in order to provide sufficient call

capacity for the command center

6. Immediately Increasing the number of SIP call paths (assume the telephone company has

already done so) in a crisis situation to accommodate surge in call volume


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7 TELEPHONE INSTRUMENTS

A. Telephone Equipment Definitions – The following are the minimums we require for the District’s telephone handset footprint. You may have more options in your proposed solution. Describe them as appropriate.

The complete (hardware, software, license) unit cost of each of the following telephone types must be included in Section 10.5-Additional Itemized Pricing

Staff Telephone: It is intended for staff who do not regularly assist in covering calls for their department, but do use the telephone frequently. (See Table for feature requirements)

Coverage Telephone: It is intended for staff who have call answering responsibility for more than one person or for the Department telephone number. The telephone should be able to answer multiple lines and monitor the status (busy lamp) of others in the department. A “softphone attendant” that provides GUI access to telephone functions on the user’s PC may be an acceptable alternative. (See Table for feature requirements)

Department Telephone: The telephone will provide the capability to support calls to up to 8 DID numbers and their associated voice mailboxes. The telephone should provide individual Message Waiting Indications for each of the mailboxes.

Classroom Telephone: It is intended to be installed in classrooms for safety and occasional use by the teachers. The telephone should have a speaker and 4 programmable buttons for speed dial and functions.

Conference Speakerphone: This IP set is intended for conference room applications for 5 or more participants. Set shall be full-duplex hands-free.

Soft Phone: Software application for PCs, laptops, tablets and/or other mobile devices. The software will provide all the functions required for call handling as well as a rich feature set including expanded directory, integration with Google contacts, presence.

Switchboard: Primary answering position for incoming calls to the District. Traditional DSS/BLF functions should be available (physical “add-on” modules). A specific, feature rich, Call Attendant software application should be available as well. This application should be suitable for processing a high volume of calls and include multiple directory levels to facilitate transfer of calls to staff in any of the District’s 23 locations. The application should be capable of use by multiple simultaneous users.

B. Telephone Set Requirements

The following chart establishes the minimum requirements for each type of telephone set. While your proposed solution may have more, describe the features and functions of your phone sets.

All Telephones must be “self-labeling”.


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Coverage Phone Staff Phone Classroom Phone

Line Appearances 6-12 2 2

Feature keys 16 8 4

Call Log (entries) 25 25 25

Multiple line display Required Required

Single line display Required

Headset compatible (cordless-no

mechanical lifter required)

Required Required Optional

Duplex speakerphone Required Required Required

Message Waiting Lamp

Multiple required Required Required

Wall Mountable Required Required Required

Multiple Ring tones Required Required Required

C. Long handset and mounting cords are required. Assume approximately 20% of sets will require these.

D. Phone types and functions should be consistent across users with the majority of standard telephone system (PBX) features and functionality. The School District of Janesville may choose to standardize on a limited number of telephone device models.

E. All telephones should be electronic self-labeling. Phones with paper labels will not be considered.

F. All telephones should have a two-line LCD display capable of showing both Caller ID Name and Caller ID Number without toggling or pushing buttons.

G. Phones should have multiple programmable buttons to be used for internal extensions, external speed dials or other features. Buttons programmed with internal extensions should provide line appearances for the assigned internal extensions (DSS/BLF functionality).

H. An expanded Call Log should be provided to store at least 100 entries.

I. The system should have the ability to integrate Google contacts with a user’s telephone directory.

J. The system should have the ability to update the telephone presence in Google Gmail.

K. All user telephones should allow two or more concurrent calls to the same extension, and have multiple line appearances for departmental answering.

L. All telephones should have a full duplex speakerphone

M. Phones should have distinctive ring option to identify internal vs. external calls.


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N. Caller ID Name and Caller ID Number of the original call should be displayed on calls even if forwarded or transferred from one internal extension to another extension or processed by an Automated Attendant.

O. Caller ID Name and Caller ID Number should also appear on the display for a second incoming call.

P. The telephones should permit the users to forward their telephones to an outside telephone number.

Q. The telephones should include the ability to program a button that when pressed will send an incoming call directly to the user’s voice mailbox.

R. The telephones should permit the users to “twin” their mobile telephone to their desk telephone. The ability for users to turn this on and off should be easy

S. The phones should support wired and wireless headsets, cordless handsets and other ergonomic devices to accommodate the productivity needs of School District staff. Provide model numbers of cordless headsets that do not require a mechanical lifter in order to answer a call that are compatible with the proposed telephone instruments

8. SYSTEM MANAGEMENT

The District expects to perform routine telephone and voice mail system changes utilizing in-house staff. System management software should be included. Describe how your proposed solution will be easy-to-use and feature rich for the in-house staff to manage the solution you are presenting. System administration and alarm monitoring functions should be accessible via the existing data network, thus permitting access from any District computer workstation connected to the internal network. This requirement shall include proper security measures to prevent unauthorized access to system administration functions. Describe how your proposed solution would work.

8.1 The system administration software should be browser-based.

8.2 The system should permit the District to easily create and modify Automated “call trees”. Provide documentation that describes this process

8.3 The telephone system should provide a straight forward programming interface so that requests for changes can be made quickly and easily

8.4 The system should support multiple levels of administrative access. This would permit qualified users within a department to make routine programming changes (reset a voice mailbox password, add an appearance of an extension to a telephone)

8.5 All telephones must be self-labeling so that programming changes will not require IT staff to re-label the telephone(s) affected.


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8.6 .All telephones should have a display and speakerphone.

8.7 Describe the proposed system’s self-diagnostic, monitoring, and notification capabilities.

8.8 Describe the proposed system’s capability to identify the source of system performance problems.

8.9 If additional programs are available to enhance the District’s ability to monitor and diagnose problems with the telephone system, provide a description of their functions and the additional cost.


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9. IMPLEMENTATION

9.1 Installation Requirements

The vendor will be required to provide project management utilizing PMP (Project Management Professional) standards.

Provide the names and backgrounds/resumes of the project managers, lead engineers, and any other primary staff that would be assigned to this project. The suitability of personnel will be determined solely by the District’s CIO.

The vendor is required to perform all the tasks necessary to implement a VoIP telephone system solution including the following:

A. All work shall be done in a neat, craftsman-like manner and all cables shall be carefully laid with sufficient radius of curvature and protected at corners and bends to ensure that all applicable laws, ordinances, rules, regulations, and order of any public authority having jurisdiction for the installation of communications equipment are complied with. All cables installed by the vendor must be labeled and documented per the District’s standards. District IT staff, under the direction of the CIO, will work cooperatively with the selected vendor to guide their work on cable identification and labeling.

B. All equipment and telephones for the buildings will be staged at the vendor’s location until it is to be installed. Each building will receive its respective equipment no sooner than a week prior to the scheduled installation date. A secured room will be made available for material to be housed until installation is completed.

C. Ensure that all voice system components are installed and configured according to current

manufacturer standards.

D. The new telephone system must be installed to serve users on the District’s data network. As part of the project the District requires that the vendor perform a technical assessment, prior to installation, to confirm that the hardware and software provided in the proposal is sufficient to support the desired applications.


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E. The vendor will provide assistance to the District so that its switches and routers are properly configured for the phone solution.

F. Coordinate and test all system components’ functionality.

G. Install and test any third party applications provided by the vendor.

H. Provide IT staff shadowing opportunities during installation (overall design, components, programming, operations, and administration). The intent of this requirement is to familiarize District IT staff with the overall design, components, programming, operation and administration of the new system.

I. All installations must be performed in accordance with applicable building, safety, and FCC certification codes and regulations as well as all items mentioned in the general conditions section of this report.

J. The District may require the vendor to provide (WAN/LAN) network IP re-design, re-configuration, and implementation services for a “new network IP infrastructure” that integrates and provides high quality VOIP and Data communications for the District users. The new design shall incorporate industry standard technical requirements for preserving quality and speed of both voice and data traffic. This will be completed in conjunction with the IT staff under the direction of the CIO. In addition, as a part of your response to this RFP, provide the resume and background of the certified technical staff that will be completing this work. .

K. Full documentation and diagrams of the new design will be required.

L. The vendor will provide certified engineer(s) to install the network hardware at the District locations. Installation includes the following:

1. Install hardware modules as needed (modular chassis only).

2. Configure necessary parameters for protocols being used as agreed to by the District. The District will supply existing IP addressing schemes and Server naming convention.


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3. Make room on all District provided rack(s) or on appropriate surface(s) that the new equipment will be mounted in or on, e.g. POE Switches, Gateway Routers, Servers, etc.

4. Mount all equipment and make necessary connections to the District’s networks.

5. Conduct all tests necessary to verify the network meets the manufacturer’s standards.

M. Implementation by Vendor includes installation and programming of all telephone system components and UPSs.

1. Mount all system components in racks. District believes there is sufficient space in all racks once the existing equipment is removed. Mount new network hardware (e.g. Gateway Routers, Servers, etc.) in appropriate rack(s)

2. Connect telephone system components to the network hardware.

3. Connect PSTN services to Gateway Routers.

4. Configure the new telephone system as determined and documented by your company’s Project Coordinator and approved by the District.

5. Connect telephone instruments to network and verify functionality.

6. Mount phones on wall (where applicable).

7. Perform final testing of all telephone systems and equipment.

8. Coordinate all work with AT&T, including troubleshooting. The District’s IT staff should not be expected to be involved with any AT&T configuration issues for the new solution.

N. The data required to program the new telephone system will be developed jointly between the District and the Vendor, with the primary responsibility to develop that programming relying on the vendor.

O. The vendor will provide all services to connect external devices (paging, music on hold, etc.) to the new system. The Vendor will meet with the District and its consultant at the end of the database gathering process to review the information and finalize the system programming.

P. The Vendor will perform all the programming necessary to accommodate the District’s telephone system requirements. These requirements include, but are not limited to, the following:

1. User Names

2. Extension Number

3. DID number

4. DID department number

5. Telephone Type


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6. Class Restriction

7. Call Pick Up Groups

8. Page groups

9. Which telephones get voicemail?

10. Voicemail “0” out target extensions for individual mailboxes

11. Line Appearances

12. Trunking information such as back up POTS trunks at each facility

13. Which main incoming numbers ring to what location?

14. How many incoming line appearances are needed per main incoming number?

15. Identify which telephones are to be designated as the Main Answering Position(s) for each facility

16. Any additional POTS Number Porting information

17. Calls answered by Automated Attendant

18. If Automated Attendant what are the menu choices?

19. MOH (Music on Hold)

Q. The District will have new SIP circuits installed at both ESC and Craig High School. The Vendor will be responsible for extending, if necessary, and connecting these circuits and the analog business lines to the new systems at these sites. The Vendor will be responsible for extending, if necessary, and connecting the analog business lines (POTS) to the new voice gateways at the remaining sites. The vendor is required to participate in an on-site “test” of these circuits prior to the system cutover. .

R. The Vendor will install all VoIP handsets, telephones and analog devices.

S. Installation and testing of the new system in each building will be completed 1 week before the scheduled “cutover” of that building’s telephone numbers to the new SIP service.

T. While every attempt will be made to complete this project within normal business hours, the successful vendor must not disrupt classroom learning time. Therefore, it is possible that much of the on-site work of this project will need to be done before 7:30 a.m. or after 4:00 p.m.

U. Cutover of the new system is defined as the time scheduled to “port” the District’s existing DID telephone numbers to the SIP service connected to the new system. Cutover to the new system will take place during one day. Cutover will be conducted during normal business hours. The schedule will be developed at the District’s direction. The Vendor must have qualified technicians on site at the designated cutovers. The installation shall disrupt the District’s routine as little as possible. The installation personnel will adhere to the District’s policies at all times. These policies will be communicated to the successful vendor at the time of contract signing. The installation personnel shall keep all equipment secure and will not block any essential passages. If a particular area needs to be closed, School District of Janesville must be notified 48 hours in advance to allow for proper preparation. Any major


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interruption of service other than an individual station being without telephone service must be coordinated 48 hours in advance with School District of Janesville.

V. The vendor must also remove/recycle/reuse the old phone system and handsets as the new

system and devices are installed. The District will neither retain nor store the old system(s) or devices once they are removed. The winning bidder must provide evidence of their plans for the old equipment and demonstrate that they are environmentally friendly if they plan to dispose of it.

W. If there is an expected value in the old equipment, provide a trade-in dollar value (if any) for the old telephone system. Any trade-in value should be reflected in the purchase price of the new system.

X. All wall surfaces that are worked on will be properly covered, plastered or prepared for painting before the District will accept project completion.

Y. Vendor will submit the following items prior to system acceptance:

1. One (1) complete set of reproducible "as-installed" drawings

2. One (1) set of technical manuals

3. A current spare parts list

4. As built and most current database data dictionary

5. One (1) inventory list showing system trunk numbers, and Telco circuit number. All system components must be labeled. The District must approve the labeling system in advance.

6. Written documentation of all administrative “privileges” (level of administrative access and passwords) necessary for proper functionality

Z. Assuming a contract is awarded May 2018 the District anticipates installation will commence June 2018 and continue until June 2019.

AA. Vendor will manage the project, providing the following status updates to the District after installation begins:

1. Weekly conference calls

2. Project implementation plan progress including milestones, responsible parties, and expected completion

3. Up to date decision log


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9.2 Training

Attendant, station user, system, and maintenance training are an important aspect of the requirements for the proposed telephone system. State the method in which training requirements will be implemented.

A. District station users in the various departments will utilize different standard features. Station user training will be conducted using live telephones at all District buildings. The successful vendor will establish individualized training sessions on a department basis to insure system utilization. A live telephone will be furnished for each person in attendance.

B. All station users have the need to understand the general use and capabilities of the new telephone system. The successful vendor will provide general education sessions for District employees.

C. The successful vendor will provide training for all staff. The training schedule will be coordinated with the District. Generally, provisions must be made to accommodate the following:

District Administrative staff will be trained the day(s) prior to “cutover”. Scheduled classes will be provided with live telephones (minimum 8 telephones) and certified trainer at the ESC over a period of 2 days.

The Office staff in each School Building will be trained the day(s) immediately prior to “cutover”. Scheduled classes will be provided with live telephones (minimum 8 telephones) and certified trainer at each individual school.

Teachers will be trained by scheduling a certified trainer to be in a manner to be determined between the District and the vendor. This may include creating a video training session that could be uploaded to the District’s web site.

D. The Vendor will provide onsite system administration training for eight (8) District employees. Completion of the training will permit District staff to complete station programming, traffic studies, moves, adds, changes, and updates to the automated attendant. Please provide a list of the functions the training will permit District staff to complete.

E. Web based Instruction materials (instruction manuals, manufacturer user guides, custom instruction guides, etc.) should be provided. Provide the address so that the District can review this information.

F. Follow up onsite training for the District will be provided three weeks after cutover. A minimum 1 1/2 day of training will be allotted for this purpose.

G. Indicate the material available to the District to keep them informed of new product services, and equipment that may be beneficial to their operation.


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H. Indicate the available training sessions and material to provide the District with the ability to understand and utilize the traffic management usage and reporting systems proposed by your system.

I. The vendor will provide traffic reports 30 days and 180 days after system cutover and review them with the District.

9.3 Inspection and Acceptance

Prior to acceptance of the new system, the contractor, with the assistance of the District, will conduct an acceptance test to validate that the system meets the contract specifications and that all components specified in the successful contractor's proposal have been installed. At a minimum, the following tests will be conducted.

A. Public Network connectivity (outside dial tone and the ability to place an outside call)

B. 911 calls to verify the PSAP receives the proper ANI and ALI information for each site

C. DID calls to each department telephone number and selected individual stations

D. Receipt of Caller ID and Caller ID-Name on first and subsequent calls to selected stations

E. Calls to Automated Attendant call processors to verify proper routing of calls after each menu selection has been entered

F. Verify proper “0” destinations from selected voice mailboxes

G. Resiliency/Redundancy Tests including:

1. Disconnecting individual SIP circuits from the system

2. Disconnecting the WAN connection at each site

3. Disabling a single call processor

H. All testing will be completed 1 week prior to the scheduled “cutover” of each building’s telephone numbers to the new SIP service.

I. The successful contractor shall, without charge, replace any material or correct any workmanship found by the District not to conform to the contract requirements. If the Vendor does not promptly replace rejected material or workmanship, the District may by contract or otherwise, replace such material or correct such workmanship and charge the cost thereof to the contractor.

J. Any additional tests deemed necessary, and communicated in writing, by the District to demonstrate the functionality of the system


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9.4 As-Built Documentation

A. Upon completion of system testing, the Proposer will submit one (1) complete copy of the System Documentation. System Documentation shall include a spreadsheet (Excel format and editable by District after handover) with the following station information.

1. Room/Department

2. Extension number

3. Jack number

4. Telephone model

5. Data switch port

6. Telephone handset key layout

7. Summary (narrative) of call processing for each department

8. Telephone company service connected to the system including circuit and telephone numbers

B. The documentation shall be the property of the District.

C. All system components must be labeled. The District must approve the labeling system in advance.

D. As a part of the training (listed above) the winning vendor will train the IT staff how to maintain this documentation, keeping it current at all times.

10. SERVICE AND MAINTENANCE

10.1 Service and Maintenance A. The proposed system must be accessible remotely by your service center for diagnostic

routines, minor system alarms, major system failures, and minor program changes. Dispatch and contact procedures must be established as part of the implementation process.

B. The system must provide secure remote access for system administration and monitoring. Describe the means by which this access is secured. If a VPN connection will be used, the School District would require two-factor authentication for access.

C. Include in your description how the District will be notified of necessary maintenance upgrades.


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D. The system should provide a straightforward browser-based management and

programming interface so that the School District can perform its own “do-it-yourself” moves, adds & changes. The system should provide multiple levels of administrative

capabilities. For example, authorized personnel at each building could be authorized to make user level changes to the telephones and/or voice mailboxes for users in their building. Provide an explanation of how the proposed system would accommodate this requirement.

E. The configuration of the hosted or on premise system must be backed up on a regular basis. Please state if the system can be included in routine District network back-up procedures. If it cannot, the system must include a back-up system for data and disaster recovery purposes. Describe backup and recovery for your proposed solution.

F. Establishing District access of the system must be provided as part of the proposed system installation.

G. A web-based graphical user interface is desired for users to be able to make basic configuration and setting changes to their telephone, voicemail account, or personal speed dial numbers.

H. A two-hour maximum response time by the Vendor is required for a major outage or total system failure. A major outage is defined as:

1. System unable to process calls.

2. 10% or more of administrative stations or trunks out of service.

I. A next business day maximum on site response time for a normal type maintenance calls is required.

J. The Vendor must be willing to take responsibility for diagnosing equipment problems and notifying the telephone company should the trouble be determined to exist in the LEC facilities. The Vendor must be responsible for any service charge billed to the District for service by the telephone company if it is determined that the trouble is in the interconnect equipment.

K. The manufacturer of the proposed system will provide the District a written assurance that they will fully support the Vendor’s service. This includes the potential circumstance if the Vendor’s company were to fail or not fulfill maintenance obligations.

L. A warranty period of one year will be provided as part of the purchase cost.

M. A maintenance contract must be made available for years two through ten of this contract. State the annual maintenance contract price in Section 10 System Pricing


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11 PRICING

11.1System Pricing

A. Pricing/Financing Options for a Premised Based System

Vendors of Premises Based systems should provide documentation for the following purchase options if available:

1. Purchase Price-Complete the PrIce Sheet in Section 11.2 for Premise Based Systems. Include any available discounts.

2. 5 and 7-year Lease with a $1.00 Buyout showing the annual payment and the annual interest rate-Complete the Price Sheet in Section 11.2 for Premise Based Systems. Indicate if the payments are to be made monthly or annually.

3. Installment Plan: Should the District choose to provide a x% of the purchase price due at the time of installation, and $x in x installations over a period of x months. If this is available, provide documentation of these terms.

4. Other options available through you and/or your manufacturing partner that are not included above.

B. Maintenance Costs

1. Maintenance must include Business Day coverage of all system components and all costs associated with installation of all software upgrades including patches and full releases as made available by the manufacturer. Describe service offered, hours of operation, coverage, and any conditions where the District would be charged in addition to maintenance contract costs

2. Please indicate any provisions and associated reduction in costs if the District would assume responsibility for maintaining the telephone instruments themselves.

3. If the Proposal offers per call maintenance, indicate the cost and what services are included

4. If the Vendor performs all of the maintenance without sub-contracting please include an attachment as evidence to this guarantee.


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11.2 Price Sheet for Premise based systems

A. System Cost Price Sheet

B. Lease Option Payments

Three (3) Year $1 Buy-out Lease Payment $___________________

Five (5) Year $1 Buy-out Lease Payment $___________________

Seven (7) Year $1 Buy-out Lease Payment $___________________

C. Other Finance Options Provide information on other Finance Options

Respondent is obligated to identify all costs on this form.

COMPANY NAME: ____________________________________________________

AUTHORIZED SIGNATURE: ____________________________________________

PRINTED NAME: ______________________________________________________

TITLE: ________________________________________ DATE: _______________

Component Equipment Price

Project Management,

Installation,

Configuration,

&Training One Year Warranty

Base Telephone System (including

handsets) $________________ $________________ $________________

Shipping $________________

Total $________________ $________________ $________________

Total System Price $________________

Optional Pricing

Mobil device application (25 users) $________________ $________________ $________________

Call Accounting $________________ $________________ $________________

Conference Bridge (24 port) $________________ $________________ $________________

Post Warranty Maintenance 2nd Year 3rd Year 4th Year 5th Year*

Base Telephone System $________________ $________________ $________________ $________________

Mobil device application (25 users) $________________ $________________ $________________ $________________

Call Accounting $________________ $________________ $________________ $________________

Conference Bridge (24 port) $________________ $________________ $________________ $________________

Total $________________ $________________ $________________ $________________

$________________ $________________ $________________ $________________


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11.3 Required Purchasing Options for Hosted Systems

Hosted system providers quote monthly payments with 3-year and 5-year contract options.

Please include options for any advanced monitoring and support available to School District of Janesville.

Price Sheet for Hosted Systems

* After 60 months, the increase in recurring costs should not exceed 4% annually of the original contract price.

Respondent is obligated to identify all costs on this form.

COMPANY NAME: ____________________________________________________

AUTHORIZED SIGNATURE: ____________________________________________

PRINTED NAME: ______________________________________________________

TITLE: ________________________________________ DATE: _______________

Component

NRC-Non-recurring

Charge

Monthly Recurring

Charge (36 month

agrement)

Monthly Recurring

Charge (60 Month

agreement)*

Base Telephone System (including

handsets) $________________ $________________ $________________

Shipping $________________

Other $________________ $________________ $________________

Total $________________ $________________ $________________

Total 1st Year Cost $________________ $________________ $________________

Optional Pricing

Mobil device application (25 users) $________________ $________________ $________________

Call Accounting $________________ $________________ $________________

Conference Bridge (24 port) $________________ $________________ $________________


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11.4 Pricing for Emergency Notification Systems

A. Base Emergency Notification System Cost

$_______________

B. Amplifier and connections to Existing Loudspeakers. Provides data network connection to legacy loudspeakers permitting the District to utilize single set of codes to make announcements to all loudspeakers at individual buildings or all loudspeakers at every building simultaneously from any new telephone instrument in the District

$________________/Building

C. New School Clock, Bell, Paging system to replace or upgrade existing Simplex and Dukane systems.

$________________/Building

D. The cost to provide and install 2,000 new IP speakers throughout the District. Assume:

1. 300 speakers will be external horn type.

2. 1000 speakers for classrooms

3. 700 speakers for hallways and common areas


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11.5 Additional Itemized Pricing - Additions and Deletions

Vendor to provide addition and deletion price list showing installed cost of common control hardware, station equipment, etc.

Additions to or deletions from proposed equipment will be made in accordance with this list. If prices are different for changes made to the system prior to cutover please list both pre- and post-cutover prices.

k-12 public schools communications system · connecting the system and programming the system to...

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