for unified communic… · web view• cancel all forwarding_yes_no ... • cancel leave word...

Calhoun County, TexasUnified Communications System

Request For Proposal

RFP No. 2016-06-09

(Date)

Prepared By: (Name)(Vendor Company Name)(Vendor Address 1)(Vendor Address 2)(Vendor Address 3)Phone: (Number)Fax: (Number)(Website URL)

Table of Contents

General Conditions …………………………………………………………………………………….. 4

1.0 Proposal Acknowledgments ………………………………………………………………………….. 131.1 Proposal Response Overview ……………………………………………………………………....... 13 1.2 Contacts ……………………………….…………………………………………………………………. 131.2.1 Vendor …………………………………………………………………………………………………….. 141.2.2 Manufacturer …………………………………………………………………………………………….. 141.3 Schedule of Events …………………………………………………………………………………….. 141.4 Proposal Response Format …………………………………………………………………………... 161.5 False or Misleading Statements ……………………………………………………………………… 161.6 Acceptance of Proposal Content …………………………………………………………………….. 161.7 Evaluation Criteria ………………………………………………………………………………………. 171.8 Vendor Questionnaire ………………………………………………………………………………….. 181.9 Overview of Current Environment & Requirements ………………………………………………. 191.9.1 Locations, Users, TRUNKING, Voice Mail and Unified Messaging ……………………………... 19

2.0 Executive Overview ……………………………………………………………………………………… 202.1 Proposed System ………………………………………………………………………………………… 202.2 SYSTEM Architecture …………………………………………………………………………………… 20

3.0 IP Communications System Software and Hardware ................................................................ 223.1 System Software ……………………………………….……………….………………………………… 223.2 HARDWARE Configuration ...…………………………………………………………………………… 233.3 NETWORK & NETWORK Infrastructure Requirements ………………………………………........ 233.4 PSTN and Legacy Integration Interfaces …………………………………….………………………. 243.5 PROPOSED System Cabling …………………………………………………………………………… 253.6 SYSTEM/STATION Hardware .………………………………………………………………………….. 253.7 SYSTEM Reliability …………………………………………………………………………………........ 293.8 SYSTEM/Station/User features ………………………………………………………………………… 303.9 DESKTOP Call Management ………………………………………………………………………….... 343.10 E911 Services …………………………………………………………………………………………….. 353.11 SYSTEM Administration ………………………………………………………………………………… 353.12 System Maintenance and Upgrades ………………………………………………………………….. 363.13 System Monitoring and Diagnostics ………………………………………………………………….. 37

4.0 VOICE Mail and Unified Messaging System Specifications ……………………………………… 384.1 VOICE Messaging System Description …………………………………………………………….... 384.2 VOICE Mail System Specifications …………………………………………………………………… 384.3 VOICE Mail System – System Features ……………………………………………………………… 394.4 VOICE Mail System – User Features …………………………………………………………………. 404.5 VOICE Mail System – System Administration ……………………………………………………… 41

of 47

5.0 IMPLEMENTATION ……………………………………………………………………………………… 425.1 PROJECT Management ………………………………………………………………………………… 425.2 INSTALLATION Requirements ………………………………………………………………………... 425.3 FACILITY Requirements ……………………………………………………………………………….. 435.4 Training .…………………………………………………………………………………………………… 43

6.0 VENDOR Service ………………………………………………………………………………………… 436.1 Maintenance, Warranty and Support ………….……………………………………………………... 436.2 Logistical Support ………………………………………………………………………………………. 446.3 Repair Response ………………………………………………………………………………………… 44

7.0 Configuration / Pricing …………………………………………………………………………………. 45

8.0 Financial Requirements ………………………………………………………………………………… 458.1 Terms and Conditions …………………………………………………………………………………... 45

9.0 APPENDIX ………………………………………………………………………………………………… 469.1 Product Specification Sheets …………………………………………………………………………. 469.2 References ……………………………………………………………………………………………….. 469.3 Network Drawing ………………………………………………………………………………………… 469.4 Maintenance Agreement ……………………………………………………………………………….. 469.5 Contract or Scope of Work …………………………………………………………………………….. 46

of 47

CALHOUN COUNTY, TEXASGENERAL CONDITIONS

Read all documents carefully. Follow all instructions. You are responsible for fulfilling all requirements and specifications.

General Conditions apply to all advertised bids, proposals or contracts; however these may be superseded in whole or in part by the scope, special requirements, specifications or special sections of Texas Government Code and/or Texas Local Government Code.

Governing Law: Bidder is advised that the Invitation to Bid, Request for Proposal or Contract shall be fully governed by the laws of the State of Texas and that Calhoun County may request and rely on advice, decisions and opinions of the Attorney General of Texas and the County Attorney concerning any portion of the Invitation to Bid, Request for Proposal or Contract.

All parties agree that the venue for any litigation arising from this Invitation to Bid, Request for Proposal and/or Contract shall be held in Port Lavaca, Calhoun County, Texas.

Bid, Proposal and/or Contract Form Completion: Once a bid, proposal and/or contract is released for bidding, Calhoun County will not answer any questions except through an addendum that has been approved by Commissioners’ Court or at a mandatory pre-bid meeting.

Fill out, sign, and return to the Calhoun County Judge’s Office the required number of bid forms, proposal forms, and/or contracts, and any other required information by the day and time the bid, proposal and/or contract is due.

The bid, proposal and/or contract must be signed and dated by an officer (or employee) who is duly authorized to execute this bid, proposal and/or contract, and that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other vendor, and that the contents of this bid, proposal and/or contract as to prices, terms or conditions of said bid have not been communicated by the individual signing nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid, proposal and/or contract.

The use of liquid paper or white out is not acceptable and may result in the disqualification of the bid, proposal and/or contract. If an error is made, the vendor must draw a line through the error and initial each change. All responses typed or handwritten must be clear and legible.

Bid, Proposal and/or Contract Return: On or before the due date and time, the vendor must return all completed bids, proposals and/or contracts and required information and copies to the Calhoun County Judge’s Office, 211 S. Ann St., 3rd Floor, Suite 301, Port Lavaca, Texas.

The clock in the County Judge’s office is the official clock that will be used in determining the time the bid, proposal and/or contract is received and the time the bid, proposal and/or

of 47

contract will be opened. A late delivery with an early postmark will not suffice. Calhoun County will not be responsible for the delivery of your bid, proposal and/or contract to the office of the County Judge. Calhoun County is not responsible for late deliveries due to mail, carrier, etc. Calhoun County does not accept faxed or emailed bids, proposals and/or contracts. If you would like to confirm the delivery of your bid, proposal and/or contract, you may call the County Judge’s office at 361-553-4600. Late bids, proposals and/or contracts will not be accepted. All late bids, proposals and/or contracts will be returned unopened to the bidder.

Bid, proposal and/or contract must be submitted in a sealed 9 x 12 or larger envelope, addressed as follows: Michael Pfeifer, Calhoun County Judge, 211 S. Ann St., 3 rd Floor, Suite 301, Port Lavaca, TX 77979.

The outside of the envelope must be clearly marked: SEALED BID (PROPOSAL) and the name of the bid or proposal must also be clearly stated.

Withdrawal of BID, Proposal and/or Contract:A vendor may withdraw their bid, proposal and/or contract before County acceptance of the bid, proposal and/or contract without prejudice to the vendor, by submitting a written request for its withdrawal to the County Judge and mail or hand deliver to the address the bid, proposal and/or contract was submitted to.

A bid, proposal and/or contract that was opened is not subject to amendment, alteration, or change for the purpose of correcting an error in the bid, proposal and/or contract price. Bids, proposals and/or contracts containing an error may be offered “as is” or withdrawn by the vendor in accordance with applicable State Laws.

Bid, Proposal and/or Contract Opening and Award:Vendors are invited to be present at the opening and awarding of the bid, proposal and/or contract.

Governing Forms:In the event of any conflict between the terms and provisions of these conditions and the specifications, the specifications shall govern. In the event of any conflict of interpretation of any part of this overall document, Calhoun County’s interpretation shall govern.

Addendums:When specifications are revised, the Calhoun County Auditor’s Office will send each vendor that received a bid, proposal and/or contract package the addendum once it has been approved by Commissioners’ Court. No addendum can be sent out until the Commissioners’ Court has approved the addendum.

Hold Harmless Agreement:Successful vendor shall defend, indemnify and hold Calhoun County and its officers, agents, and employees harmless from all suits, actions, or for personal injury, death and/or property damage arising from any cause whatsoever, resulting directly or indirectly from vendor’s performance. Vendor shall procure and maintain, with respect to the subject matter of this bid, proposal and/or contract, appropriate insurance coverage including, as a minimum, general liability and property damage, workers’ compensation, employers liability and auto

of 47

insurance with adequate limits to cover vendor’s liability as may arise directly or indirectly from work performed under terms of this bid, proposal and/or contract. Certification of such coverage must name Calhoun County as an additional insured and be provided to the County upon request.

Waiver of Subrogation:Vendor and vendor’s insurance carrier waive any and all rights whatsoever with regard to subrogation against Calhoun County as an indirect party to any suit arising out of personal or property damages resulting from vendor’s performance under this agreement.

Bonds:If this bid or proposal requires submission of bid or proposal guarantee and performance bond, there will be a separate page explaining those requirements. Bids or proposals submitted without the required bid bond or cashier’s checks are not acceptable.

Taxes:Calhoun County is exempt from all federal excise taxes and state and local (county and city) sales tax. Tax exempt forms will be furnished upon request to the Calhoun County Auditor’s Office.

Pricing:Prices for all goods and/or services shall be firm for the duration of this bid, proposal and/or contract and shall be stated on the bid sheet, proposal and/or contract. Prices shall be all inclusive. All prices must be written in ink or typewritten. Pricing on all transportation, freight, and other charges are to be prepaid by the vendor and included in the bid, proposal and/or contract prices. If there are any additional charges of any kind, other than those mentioned above, specified or unspecified, vendor must indicate the items required and their costs or forfeit the right to payment for such items.

Inspections:Calhoun County reserves the right to inspect any item(s) or service location for compliance with specifications and requirements and needs of the using department before accepting them.

Testing:Calhoun County reserves the right to test equipment, supplies, materials and goods bid for quality, compliance with specifications and ability to meet the needs of the user. Should the goods or services fail to meet requirements and/or be unavailable for evaluation, the bid is subject to rejection.

Awards:Calhoun County reserves the right to award this bid, proposal and/or contract on the basis of lowest and best bid, proposal and/or contract that met specifications in accordance with the laws of the State of Texas, to waive any formality or irregularity, to make awards to more than one vendor, to reject any or all bids, proposals and/or contracts and to be the sole judge in determining which bid, proposal and/or contract will be most advantageous to Calhoun County. An award is final only upon formal execution by the Calhoun County Commissioners’ Court.

of 47

In the event of tie bids, proposal and/or contracts, the winning bid, proposal and/or contract is determined per the Texas Local Governmental Code 262.027(b).

Calhoun County, Texas is an Equal Employment Opportunity Employer. The County does not discriminate on the basis of race, color, nation origin, sex, religion, age or handicapped status in employment or the provision of services.

Assignment:The successful vendor may not assign, sell or otherwise transfer this bid, proposal and/or contract without written permission of Calhoun County Commissioners’ Court.

Term of Bids, Proposals and/or Contracts:If the bid, proposal and/or contract is intended to cover a specific time period, said time will be given in the specifications and/or instructions.

Bid, Proposal and/or Contract Obligation:Calhoun County Commissioners’ Court must award the bid, proposal and/or contract. If a contract is required, the County Judge or other person authorized by Commissioners’ Court must sign the contract before it becomes binding on Calhoun County.

Delivery:All items shall be shipped F.O.B. inside (or site location) delivery unless otherwise stated in the specifications. Default in promised delivery (without accepted reasons) or failure to meet specifications, authorizes the County to purchase supplies from the next lowest bidder that met specifications.

Rejections:Articles not in accordance with samples and specifications must be removed by the vendor at the vendor’s expense.

All disputes concerning quality of supplies, products, and/or services delivered under this bid, proposal and/or contract will be determined by Commissioners’ Court or their designated representative.

Termination:Calhoun County reserves the right to terminate the bid, proposal and/or contract for default if the vendor breaches any of the terms therein, including warranties of vendor or if the vendor becomes insolvent or commits acts of bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies, which Calhoun County may have in law or equity. Default may be construed as, but not limited to, failure to deliver the proper goods and/or services within the proper amount of time, and/or to properly perform any and all services required to Calhoun County’s satisfaction and/or to meet all other obligations and requirements. Bids, proposals and/or contracts may be terminated without cause upon thirty (30) days written notice to either party unless otherwise specified. The vendor or Calhoun County must state therein the reasons for such cancellation. Calhoun County reserves the right to award cancelled bid, proposal and/or contract to the next lowest and best vendor that met specifications and is deemed to be in the interest of the County.

of 47

Delinquent Property Taxes:Calhoun County reserves the right to reject any bid, proposal and/or contract submitted by a vendor owing delinquent property taxes to Calhoun County, Texas.

Certificate of Interested Parties – Form 1295 Section 2252.908 was added to the Government Code by the 84 th Texas Legislature through adoption of House Bill 1295.

The law states that a County may not enter into a contract with a business entity unless a Certificate of Interested Parties (Form 1295) has been completed and provided to the County at the time the contract is considered for action by Commissioners’ Court.

The term “business entity” includes a sole proprietorship, partnership or corporation (whether for-profit or non-profit). The term “contract” includes amendment, extension or renewal of an existing contract (bids and/or proposals also require Form 1295). The law does not apply to a contract, bid and/or proposal between the County and another governmental entity or state agency. The county is required to file Form 1295 with the state within thirty (30) days of approving a contract with a business entity. Governmental transparency is the objective of the law.

The Texas Ethics Commission promulgated rules to implement the law and established an online portal https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm.

A business entity will generate Form 1295 online. A business entity must use the application at the Texas Ethics Commission website to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number and date filed in the box marked “Office Use Only” located at the top right hand corner of the form. The form must be notarized and signed by an authorized agent of the business entity and submitted with your bid, proposal and/or contract.

Calhoun County will acknowledge online the receipt of Form 1295 after a contract is executed. Within seven (7) business days, Form 1295 will be available for public viewing on the Texas Ethics Commission’s website.

Compliance:Calhoun County Commissioners’ Court will not consider for action any bid, proposal and/or contract with a business entity unless it is accompanied by a completed, signed and notarized Form 1295.

No later than thirty (30) days after Calhoun County Commissioners’ Court approves a contract or awards a bid or proposal with a business entity, the County Clerk will file acknowledgement of receipt of the Form 1295 with the Texas Ethics Commission.

Debarment:Vendor certifies that at the time of submission of its bid, proposal and/or contract, vendor was not on the federal government’s list of suspended, ineligible or debarred vendors and that vendor has not been placed on this list between the time of its bid, proposal and/or contract submission and the time of execution of the bid, proposal and/or contract. If vendor is placed

of 47

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

on this list during the term of the bid, proposal and/or contract, the vendor shall notify the Calhoun County Auditor. False certification or failure to notify may result in termination of the bid, proposal and/or contract for default.

Invoices and Payments:All invoices are subject to approval by the County Auditor’s Office.

Invoices shall be itemized and free of federal excise taxes and state and local (county and city) sales tax.

Payment of all invoices will be made once the purchase order and invoice(s) are properly and timely submitted to the County Treasurer’s Office by the appropriate County department. Each County department is responsible for submitting their purchase orders for payment to the County Treasurer’s Office. County departments must submit their purchase orders by 5 PM Wednesday the week before the Commissioners’ Court meeting. Commissioners’ Court meets the 2nd and 4th Thursday of each month to approve bills. No payment can be made or mailed out until approved by Commissioners’ Court. Purchase order due dates/times and Commissioners’ Court dates/times are subject to change.

Calhoun County’s obligation is payable only and solely from funds available for the purpose of this purchase. Lack of funds shall render the order null and void to the extent funds are not available and any delivered but unpaid goods will be returned to the seller by the county.

Gratuities:Calhoun County may, by written notice to the vendor, cancel any order and/or service without liability, if it is determined by the County that gratuities, in the form of entertainment, gifts, or otherwise were offered or given by the vendor, or any agent or representative of the vendor to any officer or employee of Calhoun County with a view toward securing an order and/or service. In the event an order and/or service is canceled by the County pursuant to this provision, the County shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by vendor in providing such gratuities.

Warranty Product:Vendor shall not limit or exclude any implied warranties and any attempt to do so shall render an order voidable at the option of the County. Vendor warrants that the goods and/or services furnished will conform to the specifications, drawings, and description listed in the bid invitation, proposal and/or contract and to the sample(s) furnished by vendor if any. In the event of a conflict between the specifications, drawings, and descriptions, the specifications shall govern.

Cancellation:Calhoun County shall have the right to cancel for default all or any part of the undelivered portion of an order and/or services if vendor breaches any of the terms hereof including warranties of vendor, or if the vendor becomes insolvent or files for protection under the bankruptcy laws. Such rights of cancellation are in addition to and not in lieu of any other remedies, which Calhoun County may have in law or equity.

of 47

Force Majeure:Force Majeure means a delay encountered by a party in the performance of its obligations under this Agreement, which is caused by an event beyond the reasonable control of that party. Without limiting the generality of the foregoing, “Force Majeure” shall include but not be restricted to the following types of events: acts of God or public enemy; acts of governmental or regulatory authorities; fires, floods, epidemics or serious accidents; unusually severe weather conditions; strikes, lockouts, or other labor disputes; and defaults by subcontractors. In the event of a Force Majeure, the affected party shall not be deemed to have violated its obligations under this Agreement, and the time for performance of any obligations of that party shall be extended by a period of time necessary to overcome the effects of the Force Majeure, provided that the foregoing shall not prevent this Agreement from terminating in accordance with the termination provisions. If any event constituting a Force Majeure occurs, the affected party shall notify the other parties in writing, within twenty-four (24) hours, and disclose the estimated length of delay, and cause of the delay.

Waiver:No claim or right arising out of a breach of any bid, proposal and/or contract can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party.

Applicable Law:This agreement shall be governed by the Uniform Commercial Code. Whenever the term “Uniform Commercial Code” is used it shall be construed as meaning the Uniform Commercial Code as adopted in the State of Texas and in effective on the date of bid, proposal and/or contract.

Prohibition against Personal Interest in Bids, Proposals and/or Contracts:No officer or employee of the County shall have financial interest, direct or indirect, in any bid, proposal and/or contract with the County, or shall be financially interested, directly or indirectly, in the sale to the County of any land, materials, supplies, or service, except on behalf of the County as an officer or employee. Any willful violation of this section shall constitute malfeasance in office, and any officer or employee guilty thereof shall be subject to disciplinary action under applicable laws, statutes and codes of the State of Texas. Any violation of this section, with the knowledge, expressed or implied of the person or corporation contracting with the County shall render the bid, proposal and/or contract involved voidable by the Calhoun County Commissioners’ Court.

Insurance:Before commencing work, the successful vendor shall be required, at his own expense, to furnish the Calhoun County Auditor within ten (10) days of notification of award with a certificate of insurance showing the following insurance coverage to be in force throughout the term of the bid, proposal and/or contract:

General Liability ($100,000/$300,000 or greater) Workers’ Compensation (at Statutory Limits)Employers Liability ($1,000,000 or greater) Auto Insurance ($100,000 BIPP/$300,000 BIPO/$100,000 PD or greater)

of 47

The certificate must reflect that Calhoun County is an additional insured on the General Liability coverage.

Each insurance policy to be furnished by successful vendor shall include, by endorsement to the policy, a statement that a notice shall be given to the Calhoun County Auditor by certified mail thirty (30) days prior to cancellation or upon any material change in coverage.

OSHA Requirements:The vendor or contractor hereby guarantees to Calhoun County, Texas that all materials, supplies, equipment or services listed on the bid, proposal and/or contract, purchase order or invoice meets the requirements, specifications and standards as provided for under the Federal Occupational Safety and Health Act of 1970, as amended and in force at the date hereof.

Protest Procedures:All protests and disputes will be held in Port Lavaca, Calhoun County, Texas.Any actual or prospective vendor who believes they are aggrieved in connection with or pertaining to a bid, proposal and/or contract may file a protest. The protest must be delivered in writing to the Calhoun County Auditor’s Office, in person or by certified mail return receipt requested prior to award. The written protest must include:

Name, mailing address and business phone number of the protesting party;Appropriate identification of the bid, proposal and/or contract being protested;A precise statement of the reasons for the protest; andAny documentation or other evidence supporting the protest and any alleged claims.

The County Auditor’s Office will attempt to resolve the protest, including at the County Auditor’s option, meeting with the protesting party. If the protest is successfully resolved by mutual agreement, written verification of the resolution, with specifics on each point addressed in the protest, will be forwarded to Commissioners’ Court.

If the County Auditor’s Office is not successful in resolving the protest, the protesting party may request in writing that the protest be considered by Commissioners’ Court. Applicable documentation and other information applying to the protest will be forwarded to Commissioners’ Court, who will promptly review such documentation and information.

If additional information is required, Commissioners’ Court will notify the protesting party to provide such information. The decision of Commissioners’ Court will be final

Public Information Act:All governmental information is presumed to be available to the public. Certain exceptions may apply to the disclosure of the information. Governmental bodies shall promptly release requested information that is not confidential by law, either constitutional, statutory, or by judicial decision, or information for which an exception to disclosure has not been sought.

of 47

Calhoun County Contact Information:To request information from Calhoun County, please contact:

Calhoun County Auditor’s OfficeCalhoun County Courthouse Annex IIAttn: Cindy Mueller, County Auditor202 S Ann St, Suite BPort Lavaca, TX 77979Phone: 361-553-4610Fax: 361-553-4614Email: [email protected]

To request a bid/proposal package:

Peggy Hall, Assistant AuditorCalhoun County Auditor’s OfficeCalhoun County Courthouse Annex II202 S Ann St, Suite BPort Lavaca, TX 77979Phone: 361-553-4610Fax: 361-553-4614Email: [email protected]

OrRon Reger, IT CoordinatorCalhoun County Courthouse211 S Ann St, 3rd Floor, Suite 301Port Lavaca TX 77979Email: [email protected]

of 47

mailto:[email protected]



1.0 Proposal Acknowledgments

1.1 Proposal Response Overview

This Proposal Response outlines (Vendor Company Name) recommendations for a Unified Communications System as outlined in Calhoun County’s Request for Proposal, Unified Communications System, issued June 9, 2016 by Calhoun County Commissioner’s Court.

Vendor Response should cover the following topics:Voice System Functions:

Check Box

• IP-based Voice capabilities and Intelligent Network Infrastructure □• Reliability □• Voice Quality □• Experience and Vision □• Linux Open System Standards □• Voice Messaging □• System Administration □ • Support/Service Capabilities □• Scalability □ • System longevity □• Simplicity of Installation □• Training and Usage □• Data Connectivity □• Any equipment not in place today required to implement the One Gigabit Connectivity □• A Single Vendor Solution (Managed Services) □• Turnkey responsibility for all Voice and Data hardware, software, services and support contained within this RFP □ • Turnkey responsibility for all Telco and data connectivity and coordination □

1.2 Contacts

Vendor: (Vendor Company Response)(Vendor Company Name)(Vendor Address 1)(Vendor Address 2)(Vendor Address 3)Tel: (Number)Fax: (Number)(Vendor Company URL)

of 47

1.2.1 Vendor

Response: (Vendor Company Response)

Contact Name Title Phone Number Email

(Vendor Contact Name)

(Vendor Contact Title) (Number) (Email Address)

1.2.2 Manufacturer


Contact Name Title Phone Number Email

1.3 Schedule of Events

RFP Released:

June 9, 2016 – Calhoun County Commissioners’ Court approved the RFP for release.

Mandatory Pre-Bid Meeting:

June 21, 2016, 10:00 AM – Mandatory Pre Bid Conference & facility walkthrough – Meeting will start at the Calhoun County Courthouse, 211 S. Ann St., Commissioners’ Courtroom, 1st Floor, Port Lavaca, Texas. Attendance at this meeting by all prospective bidders is required and is a prerequisite to provide a bonafide proposal. Questions will be answered at this mandatory pre-bid meeting. After the meeting, written confirmation of questions and answers will be sent to the vendors attending the mandatory pre-bid meeting.

Additional Questions (after Mandatory Pre-Bid Meeting):

July 5, 2016, 10:00 AM, is the deadline for all additional questions about the meeting or intent of the Proposal Documents. These questions must be submitted to Ron Reger via email ([email protected]). It is the bidder’s responsibility to verify receipt of such questions by Ron Reger. Interpretations or clarifications considered necessary by Ron Reger in response to such questions will be issued by Commissioners’ Court approved addenda and emailed to all vendors who attended the mandatory pre-bid meeting.

of 47



Only questions answered by formal written addenda, approved by Calhoun County Commissioners’ Court will be binding. Oral and other interpretations or clarifications will be without legal effect.

Addenda may also be issued to modify the Proposal Documents as deemed advisable by Calhoun County.Changes to these Proposal Documents can be made only through issuance of formal written addenda, approved by Calhoun County Commissioners’ Court.

Any oral and other interpretations or clarifications provided by Calhoun County at the mandatory pre-bid meeting will be without legal effect until approved by Calhoun County Commissioners’ Court in the form of formal written addenda.

July 14, 2016 – Questions and answers from the June 21, 2016 mandatory pre-bid meeting and the additional questions received by 10:00 AM, July 5, 2016 will be presented to Commissioners’ Court for approval. After Commissioners’ Court approval the addenda will be delivered to all vendors attending the mandatory pre-bid meeting.

RFP Deadline: August 4, 2016, 10:00 AM

All RFPs shall be delivered in a sealed 9 x 12 or larger envelope to:

Michael J. Pfeifer, County JudgeCalhoun County Courthouse211 S. Ann St.Suite 301Port Lavaca, TX 77979

Sealed envelope must be clearly marked: SEALED RFP – UNIFIED COMMUNICATIONS SYSTEM

See 1.4 for detailed response instructions.

Award:August 11, 2106 – After the proposal opening on August 4, 2016, the Calhoun County IT Coordinator will review the submitted RFPs and select the finalist(s) for final review. The tentative schedule for final review or award by Commissioners’ Court is August 11, 2016.

of 47

1.4 Proposal Response Forma t

Include a soft copy of this RFP Response within the proposal response deliverables. Format the RFP Response in the same format as the RFP document. All responses should be stated in the body of the document following their specific questions. Any additional information can be placed in the Appendix under the appropriate subheading.

Provide the following hard copies: One (1) original and two (2) copies of this proposal response. Each copy of the proposal response must be accompanied by a cover letter on (Vendor Company Name) corporate letterhead, and signed by an official of (Vendor Company Name) who is authorized to bind the company.

Include Certificate of Interested Parties – Form 1295 with the RFP original and copies. See Calhoun County’s General Conditions, page 8 for instructions and details. The Identification Number for Line 3 is: RFP No. 2016-06-09. Line 3 Description is: Calhoun County, Texas - Unified Communications System. Calhoun County will not consider for action any proposal that is not accompanied by a completed, signed and notarized Form 1295.

The proposal must be submitted in a sealed 9 x 12 or larger envelope, addressed as follows: Michael J. Pfeifer, County Judge, Calhoun County Courthouse, 211 S. Ann St., 3rd Floor, Suite 301, Port Lavaca, TX 77979. The proposal envelope must be clearly marked: Sealed Proposal – Unified Communications System.

1.5 False or Misleading Statements

(Vendor Company Name) shall take great care to ensure that sufficient information has been provide to allow Calhoun County to evaluate the technical solution being offered, any options proposed, pricing of all offerings, and all supporting information, technical documentation, references and points of contact, corporate capabilities, etc. (Vendor Company Name) understands that if, in the opinion of Calhoun County, a proposal contains false or misleading information of any kind, or does not contain sufficient detail to fully evaluate the technical solution or proposed price, Calhoun County reserves the right, in its sole discursion, to reject the proposal. (Vendor Company Name) shall understand that if the information provided does not support a function, attribute, capability or condition as proposed by the vendor, Calhoun County may reject the proposal.

(Vendor Company Name) shall understand that any modifications to the questions in this RFP by the bidder may result in immediate rejection of that proposal.

1.6 Acceptance of Proposal Content

(Vendor Company Name) understands that, as stated in Section 1.7, Calhoun County reserves the right to award a contract without further discussions or clarifications with

of 47

vendors. Thus, the contents of the RFP response and all pricing, terms and statements contained therein will be binding upon (Vendor Company Name). Upon acceptance of the Proposal by Calhoun County, the successful Proposal, including all terms, conditions and pricing contained therein, will be incorporated into the awarded contract. (Vendor Company Name) understands that failure of the potentially successful offer or to accept this obligation may result in the selection of another offer or rejection of the submitted Proposal.

(Vendor Company Name) has taken great care to respond to all requirements of this RFP to the maximum extent possible. (Vendor Company Name) has clearly identified any limitations and/or exceptions to the requirements inherent in the proposed system. (Vendor Company Name) further understands that alternative approaches will be given consideration if the proposed approach clearly offers increased benefits to Calhoun County.

1.7 Evaluation Criteria

Calhoun County reserves the right to accept or reject any and all responses to this RFP at its complete discretion. Calhoun County reserves the right to withdraw or modify this RFP before the closing date. All participating VENDORS will be notified in the instance of withdrawal or modification.

VENDOR should present its most competitive proposal. Upon receipt of initial evaluation of proposals, a shorter list of Vendors may be selected who may be invited for presentations, further discussions and negotiations if applicable.

Any financial data submitted with any other offer hereunder or any representation concerning facilities, capabilities, cost elements or financing may form a part of any resulting agreement.

VENDOR agrees to provide Calhoun County reasonable access to VENDOR’S facilities, personnel and relevant information for purposes of evaluating VENDOR’S proposal.

Calhoun County will evaluate proposals with the following criteria: • Cost

• Conformity to specifications

• Reliability

• Product Performance and Migration Track record

• Direct Support from manufacturer in the event of failure

• Track Record with similar scale projects

• References

• Technical Capability

• Geographic Location

of 47

Because the technology is very critical to the smooth operation of Calhoun County’s telecommunications, quality and expertise of the product and vendor geographic location is more important than price.1.8 Vendor Questionnair e

(Vendor Company Name)(DUNS)(Vendor Address 1)(Vendor Address 2)(Vendor Address 3)(Vendor Contact Name)(Vendor Contact Number) (Vendor Contact Email))(Vendor Contact Name)(Vendor Contact Number) (Vendor Contact Email))

Who manufactures the proposed system? Response: (Vendor Company Response)

How many years has the manufacturer been in business? Response: (Vendor Company Response)

How many employees does the manufacturer have? Response: (Vendor Company Response)

What is the annual revenue of the manufacturer of the system? Response: (Vendor Company Response)

Is the manufacturer of the system a US company? Response: (Vendor Company Response)

Please list the innovative aspects of the manufacturer’s history and the number of patents they hold both present and past. Response: (Vendor Company Response)

Does the bidder install the product or use business partners?Response: (Vendor Company Response)

Does the bidder maintain single point of responsibility for products and services recommended?

of 47


Does the bidder maintain a support call-in center for problems?Response: (Vendor Company Response)

Does the bidder provide on-site assistance if it is required?Response: (Vendor Company Response)

The vendor must submit three reference customers. Reference information must include company name, contact, telephone number and approximate size of system. Response: (Vendor Company Response)

( Reference 1) (Name) (Number) (#) stations(#) sites

(Reference 2) (Name) (Number) (#) stations(#) sites

( Reference 3) (Name) (Number) (#) Stations(#) Sites

1.9 Overview of Current Environment & Requirements

1.9.1 Locations, Users, TRUNKING, Voice Mail and Unified Messaging

(Vendor Company Name) understands that Calhoun County currently has the number of phones, faxes and cordless handsets as shown in the list below. All phone require Voice mail and Unified Messaging. All Phones are to be quoted as IP so the County can maintain one cabling infrastructure. Note power for IP phones must be included in your proposal unless already in place. It is the Vendor’s responsibility to participate in the mandatory pre-bid meeting and assess in place equipment during the “Walk Through”. Proposals will not be accepted from Vendors who did not attend the mandatory pre-bid meeting and completed a “Walk Through”.

Calhoun County Handset and switching counts (to be allocated by Calhoun County) • Main location (core MDF location) POE Switching needed 48 X 3

• Annex I – 38 drops needed; POE Switching needed 48 X 2

• Annex II – POE Switching needed 48

• Jail – POE Switching needed 48

• 200 IP Handsets

• 53 Analog ports for main location

of 47

• 3 Polycom 7000 series conferencing (no mics)

Requirements(Vendor Company Name) understands that Calhoun County requires the following:

Calhoun County seeks a solution that integrates its communications system with a Voice over Internet Protocol (VoIP) integrated voice and data system. All existing telephones should be replaced with either equivalent new analog or IP phones that support basic telephony features. An employee should be able to log in anywhere on or off the company network and automatically receive calls without administrative intervention. Also, any system proposed should have a failover option to POTS lines should the PRI (digital non voip) Service experience an interruption. And PSTN failover capabilities should the WAN experience an interruption.

In addition, the system must be able to handle 100 party paging at a minimum, 50 party conferencing, and accommodate 60 analog fax lines with more additions should they be needed.

Calhoun County requires that any system have the capability to service remote locations with the same features and functionality as the main office should the need arise. Each location should be able to access all the features and functionality available at the main site even in the event of a service interruption, optional equipment should be available to allow independent operation. System directories, class of service for telephony capabilities, trunk group access, should apply to all locations.

2.0 Executive Overview

Thank you for your interest in (Vendor Company Name). The following Executive Overview is to summarize the unified communications system recommended by (Vendor Company Name) and to further familiarize Calhoun County with (Vendor Company Name). (Vendor Company Details)Response: (Vendor Company Response)

2.1 Proposed System

Provide a brief description of the proposed system. Include diagrams if desired.Response: (Vendor Company Response)

2.2 SYSTEM Architecture

Provide a brief description and discussion of your system architecture. Describe your philosophy on open architecture and your ability to support other vendors’ equipment.Response: (Vendor Company Response)

of 47

Provide a diagram of the system architecture. Response: (Vendor Company Response)Describe how the system integrates with voice services with the converged Internet Protocol network including the use of standards and the support for analog and IP endpoints for users, modems, fax machines, etc.Response: (Vendor Company Response)

Describe how the Solution delivers reliability for voice services including maintaining dial tone during WAN outages, failure of the systems Linux / Windows based servers, and power outages. Response: (Vendor Company Response)

WAN FailureResponse: (Vendor Company Response)

Server FailureResponse: (Vendor Company Response)

Switch FailureResponse: (Vendor Company Response)

Complete Power failure, with no UPS backupResponse: (Vendor Company Response)

IP PhonesResponse: (Vendor Company Response)

Describe the vendor’s experience in building and delivering voice over IP solutions.Response: (Vendor Company Response)

Describe the systems support for open standards including support for open standards for integration with existing voice equipment.Response: (Vendor Company Response)

Describe the architecture of the proposed voice mail solution including how voice mail is accessed by users from their extension, remotely, mobile devices and from their desktop computer.Response: (Vendor Company Response)

of 47

Describe the maintenance and administration for all sites of the system this includes the call controller along with desktop applications, voicemail, ACD etc.Response: (Vendor Company Response) What remote service capabilities are supported by the system and how are they used to provide technical support by the vendor. Of the components being proposed can they be 100% managed from a single interface. If more than one interface has to be accessed please list them all out. Also explain how management is performed for a single site vs. additional sites. Assume the remote sites are running the same “call controller” as the main site NOT just in a redundant mode.Response: (Vendor Company Response)

Explain how the system will scale to up to 20% additional user capacity and how additional sites are added to the system.Response: (Vendor Company Response) Describe the installation process and provide references on the relative ease or difficulty of the installation process.Response: (Vendor Company Response)

Explain the network requirements for supporting the proposed system to deliver high quality voice to both local and remote sites.Response: (Vendor Company Response)

Describe the required or recommended training for system administrators and end users for the system including time and costs.Response: (Vendor Company Response)

3.0 IP Communications System Software and Hardware System Software

Which software package is being proposed? Please provide the release and version?Response: (Vendor Company Response)

3.1 System Software

Describe all the system software components for call process and identify the platforms where they are hosted in the proposed architecture.Response: (Vendor Company Response)

Identify how the proposed software maintains call processing services to the users at all sites during server or WAN failures.Response: (Vendor Company Response)

of 47

When dealing with multiple sites and multiple call processors are they all running the same database? If they are not running from the same database how is information synchronized? Does the system have a “management program” to keep the systems synchronized? Can this “management program” configure 100% of systems? If not what isn’t manageable, configurable etc. from the “management program”?Response: (Vendor Company Response)

3.2 HARDWARE Configuration

What hardware is being proposed? Please provide the model name and number, be sure to include MTBF informationResponse: (Vendor Company Response) 3.3 NETWORK & NETWORK Infrastructure Requirements

What requirements are needed? Please provide the details if applicable.Response: (Vendor Company Response)

Describe the IP call processing hardware platform in detail. Is it based on industry standard hardware, or is it proprietary?Response: (Vendor Company Response)

Describe the operating system used for the proposed system providing “call control” does it require any hard drives?Response: (Vendor Company Response)

What is the maximum user capacity of the proposed IP communications system? Provide a description of how scalability is achieved. Response: (Vendor Company Response)

What is the maximum number of simultaneous conversations supported by the proposed system? Is the system non-blocking for voice calls? Response: (Vendor Company Response)

Describe requirements to the data network to support the system including necessary infrastructure features and capabilities. Note that the County would like to retain as much of its current infrastructure as possible to minimize cost.Response: (Vendor Company Response)

of 47

What capabilities (example: QoS (DSCP/802.1p), Rate Shaping, VLANS etc.) are required inside the LAN?Response: (Vendor Company Response)

Is the phone system being proposed agnostic to the networking equipment? If not who’s networking equipment is required and why? If a specific networking vendor isn’t selected will the vendors TAC still support troubleshooting of the phone system?Response: (Vendor Company Response)

What capabilities are required across the WAN?Response: (Vendor Company Response)

How does your proposed intelligent network infrastructure support end-to-end QoS? In a converged network supporting voice and data, how are QoS issues resolved?Response: (Vendor Company Response)

Explain how you can provide easy addressing of the IP phones without having to change the addressing scheme of the existing IP data network? Response: (Vendor Company Response)

Explain how IP phones that are installed on the IP network are identified and added to the system? Response: (Vendor Company Response)

Can the proposed system support remote users using IP Phones? How is this done, what hardware is required? What protocols are used to secure the communication?Response: (Vendor Company Response)

Can IP phones share existing Ethernet ports with data devices, or do the IP phones require additional Ethernet ports be added by the customer to support voice?Response: (Vendor Company Response)

3.4 PSTN and Legacy Integration Interfaces

Identify all types of PSTN interfaces or trunks supported by the system.Response: (Vendor Company Response)

If PRI is supported, identify supported protocols and PRI services such as ANI, DNIS, Caller ID Name and Number.Response: (Vendor Company Response)

of 47

Identify all supported interfaces for integration with existing or legacy telephone equipment such as PBX’s, key systems, fax servers, etc.Response: (Vendor Company Response)

3.5 PROPOSED System Cabling

Describe the system cabling including the number of wire pairs of wires or network connections required to support the specific hardware configuration, telephones, PSTN interfaces, and connections to legacy equipment. Response: (Vendor Company Response)

3.6 SYSTEM/STATION Hardware

Provide a description of each analog functionality provided with the proposed systemResponse: (Vendor Company Response)

Please specify the power requirements for each analog telephone and if they require local or closet power. On power failure, is the telephone disabled or are support services such as LCD/LED devices disabled?Response: (Vendor Company Response)

Are headsets available for IP telephones?Response: (Vendor Company Response)

What per-user configuration is required for each phone deployed or re-deployed in the system?Response: (Vendor Company Response)

Provide a description of each IP telephone available with the proposed systemResponse: (Vendor Company Response)

Please specify the power requirements for each IP telephone and if they require local or closet power. On power failure, is the telephone disabled or are support services such as LCD/LED devices disabled?Response: (Vendor Company Response)

Are headsets available for all IP telephones?Response: (Vendor Company Response) Does your IP station equipment provide the following features?Response: (Vendor Company Response)

of 47

SYSTEM/STATION Platform Features

• Acquire Call ___Yes ___No • AOC Previous Call ___Yes ___No • AOC Reset Total ___Yes ___No • AOC Total ___Yes ___No • Auto Attendant ___Yes ___No • Auto Intercom Deny Off ___Yes ___No • Auto Intercom Deny On ___Yes ___No • Break Out ___Yes ___No • Barred ___Yes ___No • Busy On Hold ___Yes ___No • Call Intrude ___Yes ___No• Call Listen ___Yes ___No • Call Park ___Yes ___No • Call Park and Page ___Yes ___No • Call Pickup Any ___Yes ___No • Call Pickup Ext ___Yes ___No • Call Pickup Group ___Yes ___No • Call Pickup Line ___Yes ___No • Call Pickup Members ___Yes ___No • Call Pickup User ___Yes ___No • Call Queue ___Yes ___No • Call Record ___Yes ___No • Call Steal ___Yes ___No • Call Waiting On ___Yes ___No • Call Waiting Off ___Yes ___No • Call Waiting Suspend ___Yes ___No • Cancel All Forwarding ___Yes ___No • Cancel Ring Back When Free ___Yes ___No • Change Login Code ___Yes ___No • Clear After Call Work ___Yes ___No • Clear Call ___Yes ___No • Clear CW ___Yes ___No • Clear Hunt Group Night Service ___Yes ___No • Clear Hunt Group Out Of Service ___Yes ___No • Clear Quota ___Yes ___No • Coaching Intrusion ___Yes ___No • Conference Add ___Yes ___No • Conference Meet Me ___Yes ___No

of 47

• CW ___Yes ___No • Dial ___Yes ___No • Dial 3K1 ___Yes ___No • Dial 56K ___Yes ___No • Dial 64K ___Yes ___No • Dial CW ___Yes ___No • Dial Direct ___Yes ___No • Dial Direct Hot Line ___Yes ___No • Dial Emergency ___Yes ___No • Dial Ext ___Yes ___No • Dial Fax ___Yes ___No • Dial Inclusion ___Yes ___No • Dial Paging ___Yes ___No • Dial Physical Extension by Number ___Yes ___No • Dial Physical Extension By ID ___Yes ___No • Dial Speech ___Yes ___No • Dial V110 ___Yes ___No • Dial V120 ___Yes ___No • Dial Video ___Yes ___No • Disable ARS Form ___Yes ___No • Disable Internal Forwards ___Yes ___No • Disable Internal Forward Unconditional ___Yes ___No • Disable Internal Forward Busy or No Answer ___Yes ___No • Display Message ___Yes ___No • Do Not Disturb Exception Add ___Yes ___No • Do Not Disturb Exception Delete ___Yes ___No • Do Not Disturb On ___Yes ___No • Do Not Disturb Off ___Yes ___No • Enable ARS Form ___Yes ___No • Enable Internal Forwards ___Yes ___No • Enable Internal Forward Unconditional ___Yes ___No • Enable Internal Forward Busy or No Answer ___Yes ___No • Ext Login ___Yes ___No • Ext Logout ___Yes ___No • Flash Hook ___Yes ___No • FNE Service ___Yes ___No • Follow Me Here ___Yes ___No • Follow Me Here Cancel ___Yes ___No • Follow Me To ___Yes ___No • Forward Hunt Group Calls On ___Yes ___No

of 47

• Forward Hunt Group Calls Off ___Yes ___No • Forward Number ___Yes ___No • Forward On Busy Number ___Yes ___No • Forward On Busy On ___Yes ___No • Forward On Busy Off ___Yes ___No • Forward On No Answer On ___Yes ___No • Forward On No Answer Off ___Yes ___No • Forward Unconditional On ___Yes ___No • Forward Unconditional Off ___Yes ___No • Group Listen Off ___Yes ___No • Group Listen On ___Yes ___No • Headset Toggle ___Yes ___No • Hold Call ___Yes ___No • Hold CW ___Yes ___No • Hold Music ___Yes ___No • Hunt Group Disable ___Yes ___No • Hunt Group Enable ___Yes ___No • Last Number Redial ___Yes ___No • MCID Activate ___Yes ___No • Mobile Twinned Call Pickup ___Yes ___No • Off Hook Station ___Yes ___No • Outgoing Call Bar Off ___Yes ___No • Outgoing Call Bar On ___Yes ___No • Private Call ___Yes ___No • Private Call Off ___Yes ___No • Private Call On ___Yes ___No • Priority Call ___Yes ___No • Record Message ___Yes ___No • Relay On ___Yes ___No • Relay Off ___Yes ___No • Relay Pulse ___Yes ___No • Resume Call ___Yes ___No • Retrieve Call ___Yes ___No • Ring Back When Free ___Yes ___No • Secondary Dial Tone ___Yes ___No • Set Absent Text ___Yes ___No • Set Account Code ___Yes ___No • Set Authorization Code ___Yes ___No • Set Hunt Group Night Service ___Yes ___No • Set Hunt Group Out Of Service ___Yes ___No

of 47

• Set Inside Call Seq ___Yes ___No • Set Mobile Twinning Number ___Yes ___No • Set Mobile Twinning On ___Yes ___No • Set Mobile Twinning Off ___Yes ___No • Set No Answer Time ___Yes ___No • Set Outside Call Seq ___Yes ___No • Set Ring back Seq ___Yes ___No • Set Time Profile ___Yes ___No • Set Wrap Up Time ___Yes ___No • Shutdown Embedded Voicemail ___Yes ___No • Stamp Log ___Yes ___No • Startup Embedded Voicemail ___Yes ___No • Suspend Call ___Yes ___No • Suspend CW ___Yes ___No • Start After Call Work ___Yes ___No • Toggle Calls ___Yes ___No • Unpark Call ___Yes ___No • Voicemail Collect ___Yes ___No • Voicemail Node ___Yes ___No • Voicemail On ___Yes ___No • Voicemail Off ___Yes ___No • Voicemail Ring Back On ___Yes ___No • Voicemail Ring Back Off ___Yes ___No • Whisper Page ___Yes ___No

What per-user configuration is required for each IP phone deployed or re-deployed in the system?Response: (Vendor Company Response)

Can telephones from third parties also be used with the proposed system? State the types of third party telephones or protocol supported and recommended sources.Response: (Vendor Company Response)

3.7 Reliability

How does the system provide reliability for voice services? Explain how it avoids any single point of failure (single site as well multi-site with multiple primary “Call Controllers”.Response: (Vendor Company Response)

of 47

Explain how the system reacts when the routers fail. Can reliable dial tone and call routing be achieved without purchasing redundant network hardware?Response: (Vendor Company Response)

3.8 Station/User features

For the following features, use the table to indicate their availability. Note if any of these features are optional or result in additional charges.Response: (Vendor Company Response)

Available-Included in RFP Optional Additional Charge

• Button Programming Actions □ □ ______________

• Abbreviated Dial □ □ ______________

• Abbreviated Dial Pause □ □ ______________

• Abbreviated Dial Program □ □ ______________

• Abbreviated Dial Stop □ □ ______________

• Account Code Entry □ □ ______________

• ACD Agent Statistics □ □ ______________

• ACD Stroke Count □ □ ______________

• Acquire Call □ □ ______________

• AD Special Functions □ □ ______________

• AD Special Function Mark □ □ ______________

• AD Special Function Wait □ □ ______________

• AD Suppress □ □ ______________

• After Call Work □ □ ______________

• Appearance □ □ ______________

• Automatic Callback □ □ ______________

• Automatic Intercom □ □ ______________

• Break Out □ □ ______________

• Bridged Appearance □ □ ______________

• Busy □ □ ______________

• Busy On Held □ □ ______________

• Call Forwarding All □ □ ______________

• Call Intrude □ □ ______________

• Call List □ □ ______________

• Call Listen □ □ ______________

• Call Log □ □ ______________

of 47

• Call Park □ □ ______________

• Call Park and Page □ □ ______________

• Call Park To Other Extension □ □ ______________

• Call Pickup □ □ ______________

• Call Pickup Any □ □ ______________ Available-Included in RFP Optional Additional Charge

• Call Pickup Group □ □ ______________

• Call Pickup Members □ □ ______________

• Call Queue □ □ ______________

• Call Record □ □ ______________

• Call Screening □ □ ______________

• Call Steal □ □ ______________

• Call Waiting Off □ □ ______________

• Call Waiting On □ □ ______________

• Call Waiting Suspend □ □ ______________

• Cancel All Forwarding □ □ ______________

• Cancel Leave Word Calling □ □ ______________

• Cancel Ring Back When Free □ □ ______________

• Clear Call □ □ ______________

• Clear CW □ □ ______________

• Clear Hunt Group Night Service □ □ ______________

• Clear Hunt Group Out Of Service □ □ ______________

• Clear Quota □ □ ______________

• Coaching Intrusion □ □ ______________

• Conference □ □ ______________

• Conference Add □ □ ______________

• Conference Meet Me □ □ ______________

• Consult □ □ ______________

• Coverage Appearance □ □ ______________

• Dial □ □ ______________

• Dial 3K1 □ □ ______________

• Dial 56K □ □ ______________

• Dial 64K □ □ ______________

• Dial CW □ □ ______________

• Dial Direct □ □ ______________

• Dial Emergency □ □ ______________

of 47

• Dial Inclusion □ □ ______________

• Dial Paging □ □ ______________

• Dial Physical Ext by Number □ □ ______________

• Dial Physical Number by ID □ □ ______________

• Dial Speech □ □ ______________ Available-Included in RFP Optional Additional Charge

• Dial V110 □ □ ______________

• Dial V120 □ □ ______________

• Display Message □ □ ______________

• Dial Video □ □ ______________

• Directed Call Pickup □ □ ______________

• Directory □ □ ______________

• Do Not Disturb Exception Add □ □ ______________

• Do Not Disturb Exception Delete □ □ ______________

• Do Not Disturb Off □ □ ______________

• Do Not Disturb On □ □ ______________

• Drop □ □ ______________

• Ext Login □ □ ______________

• Ext Logout □ □ ______________

•Flash Hook □ □ ______________

• Follow Me Here □ □ ______________

• Follow Me Here Cancel □ □ ______________

• Follow Me To □ □ ______________

• Forward Hunt Group Calls Off □ □ ______________

• Forward Hunt Group Calls On □ □ ______________

• Forward Number □ □ ______________

• Forward On Busy Number □ □ ______________

• Forward On Busy Off □ □ ______________

• Forward On Busy On □ □ ______________

• Forward On No Answer Off □ □ ______________

• Forward On No Answer On □ □ ______________

• Forward Unconditional Off □ □ ______________

• Forward Unconditional On □ □ ______________

• Group □ □ ______________

• Group Listen On □ □ ______________

of 47

• Group Paging □ □ ______________

• Headset Toggle □ □ ______________

• Hold Call □ □ ______________

• Hold CW □ □ ______________

• Hold Music □ □ ______________


• Hunt Group Enable □ □ ______________

• Hunt Group Disable □ □ ______________

• Inspect □ □ ______________

• Internal Auto-Answer □ □ ______________

• Last Number Redial □ □ ______________

• Leave Word Calling □ □ ______________

• Line Appearance □ □ ______________

• MCID Activate □ □ ______________

• Monitor Analogue Trunk MWI □ □ ______________

• Off Hook Station □ □ ______________

• Pause Recording □ □ ______________

• Priority Call □ □ ______________

• Priority Calling □ □ ______________

• Private Call □ □ ______________

• Relay Off □ □ ______________

• Relay On □ □ ______________

• Relay Pulse □ □ ______________

• Resume Call □ □ ______________

• Request Coaching Intrusion □ □ ______________

• Retrieve Call □ □ ______________

• Ring Back When Free □ □ ______________

• Ringer Off □ □ ______________

• Self-Administer □ □ ______________

• Send All Calls □ □ ______________

• Set Absent Text □ □ ______________

• Set Account Code □ □ ______________

• Set Hunt Group Night Service □ □ ______________

• Set Hunt Group Out Of Service □ □ ______________

of 47

• Set Inside Call Seq □ □ ______________

• Set Night Service Group □ □ ______________

• Set No Answer Time □ □ ______________

• Set Out of Service Group □ □ ______________

• Set Outside Call Seq □ □ ______________

• Set Ring Back Seq □ □ ______________


• Set Wrap Up Time □ □ ______________

• Speed Dial □ □ ______________

• Stamp Log □ □ ______________

• Stored Number View □ □ ______________

• Suspend Call □ □ ______________

• Suspend CW □ □ ______________

• Time of Day □ □ ______________

• Time Profile □ □ ______________

• Timer □ □ ______________

• Transfer □ □ ______________

• Toggle Calls □ □ ______________

• Twinning □ □ ______________

• Unpark Call □ □ ______________

• User □ □ ______________

• Visual Voice □ □ ______________

• Voicemail Collect □ □ ______________

• Voicemail Off □ □ ______________

• Voicemail On □ □ ______________

• Voicemail Ring Back Off □ □ ______________

• Voicemail Ring Back On □ □ ______________

• Whisper Page □ □ ______________

3.9 DESKTOP Call Management

Describe the system’s desktop call manager and the call control features supported from the user’s desktop computer.Response: (Vendor Company Response)

of 47

Are the matched names also displayed on the user’s telephone?Response: (Vendor Company Response)

Does the desktop call manager provide speed dialing of the user’s configured frequently called numbers?Response: (Vendor Company Response)

Are the configured speed dial entries also available on the user’s telephone?Response: (Vendor Company Response)

Mobility TOOLS please list out application software that can run on mobile devices.Response: (Vendor Company Response)

3.10 E911 Services

If emergency-911 municipal services are mandated for commercial systems, is your proposed system in compliance today? What is the longest identifiable distance?Response: (Vendor Company Response)

ComplianceResponse: (Vendor Company Response)

Identifiable DistanceResponse: (Vendor Company Response)

Describe what hardware is required in order to perform 911 calls to the PSTNResponse: (Vendor Company Response)

When dealing with multiple sites what is needed in order to support 911, even with a WAN OUTAGE?Response: (Vendor Company Response)

Add on e911 what other offerings are offered?Response: (Vendor Company Response)

3.11 Administration

Describe the system administration tool(s) available to provide integrated administration of the system across all locations. Response: (Vendor Company Response)

Is the system administration application accessible from any workstation on the

of 47

LAN/WAN?Response: (Vendor Company Response)

Is the system administration application accessed through a standard web browser? Response: (Vendor Company Response)

Can moves and changes be “batched”, that is can block copy changes can be made to a number of subscribers or class of service simultaneously?Response: (Vendor Company Response)

Can administration of multiple remote sites be done through a centralized workstation? Is there any limit to how many workstations are supported?Response: (Vendor Company Response)How is security provided to prevent unauthorized access to the administration application? Can some administrative users be defined with “view-only” permissions? Response: (Vendor Company Response)

Is there a limit to the number of administrators that can be logged on to the system at one time?Response: (Vendor Company Response)

Does the administrative application have on-line help? If yes, describe. Response: (Vendor Company Response)

3.12 System Maintenance and Upgrades

Explain the back-up procedures for the system configuration and information and how the administrator would reload the data if needed to restore a previous configuration? Response: (Vendor Company Response)

How customers are provided future software releases? How are software upgrades performed?Response: (Vendor Company Response)

In the event of needed maintenance, or equipment failure. Does the manufacturer of the hardware maintain the equipment or is it done by the Vendor?Response: (Vendor Company Response)

When system or station software updates are performed, must the system be shut down, or can these types of activities take place in an on-line environment?Response: (Vendor Company Response)

of 47

During a system upgrade, explain how each component of the system is upgraded including estimate total time for upgrade for the proposed system and the estimated time each service or component is off-line.Response: (Vendor Company Response)

3.13 System Monitoring and Diagnostics

Describe the diagnostic tools available for monitoring and maintaining the system’s performance. Response: (Vendor Company Response)

Does the system support logging of diagnostics events into an Event Log?Response: (Vendor Company Response)

What remote diagnostics are available? Can administrators see and access any alarms or alerts on the system from remote terminals? Response: (Vendor Company Response)

Can the system be configured to notify the administrator of diagnostic events when they are remote or away from the system? Response: (Vendor Company Response)

Can the system provide detailed call accounting? Response: (Vendor Company Response)

For each of the following system monitoring items listed below, respond with a “Yes” or “No” if the proposed IP PBX monitoring features can support the feature. If the answer is “No”, then state when you expect the IP PBX to be able to support this feature.Response: (Vendor Company Response)

If No, state expected date

• Secure https or ssh connection for monitor data ___Yes ___No_________• Status of all TRUNKING ___Yes ___No_________• Status of all call routing components ___Yes ___No_________• Integrated status of all locations ___Yes ___No_________• Status of individual stations ___Yes ___No_________• Call usage reporting (call accounting) ___Yes ___No_________• WAN usage reporting ___Yes ___No_________• IP quality statistics reporting ___Yes ___No_________• Diagnostic events listing or reporting ___Yes ___No_________

of 47

• Real-time traffic status ___Yes ___No_________

4.0 VOICE Mail and Unified Messaging System Specifications

4.1 VOICE Messaging System Description

Describe in detail your voice messaging product offering. Include an overview of the hardware, software, architecture, and components of the equipment proposed to meet Calhoun County requirements.Response: (Vendor Company Response)

4.2 VOICE Mail System Specifications

How many users are supported by the proposed voice mail system? How are additional users added to the system?Response: (Vendor Company Response)

How many ports are proposed to support Calhoun County voice mail system? If additional ports are required in the future, how are these added? Explain how the system scales beyond the number of proposed ports. Response: (Vendor Company Response)

Is the voice mail application centralized at a single site or distributed across the different locations in the system?Response: (Vendor Company Response)

Describe WAN use for users at remote locations when voice mail messages are left or when they retrieve their messages.Response: (Vendor Company Response)

Describe in detail the voice digitization technique and voice digitization rate used for recording users' speech. Response: (Vendor Company Response)

Indicate the capacity limits that can be defined for a particular voice mailbox. Indicate whether or not this is configurable by class of service.Response: (Vendor Company Response)

of 47

What is the length of the longest message that can be recorded by a caller?Response: (Vendor Company Response)

How many messages can be stored in a subscriber's mailbox?Response: (Vendor Company Response)

What is the maximum total number of minutes of messages that can be stored in a single voice mailbox? Response: (Vendor Company Response)

How many classes of service can be defined for voice mail permission levels?Response: (Vendor Company Response)

4.3 VOICE Mail System – System Features

Is the voice mail system remotely accessible? Can the system be accessed from a standard touch-tone phone? Are other types of client devices are supported?Response: (Vendor Company Response)

Does the voice mail system provide an interface to delivery voice mail messages into standard desktop email applications to provide unified messaging?Response: (Vendor Company Response)

Describe the impact on the existing email infrastructure to provide unified messaging?Response: (Vendor Company Response)

Is unified messaging included with the proposed system? If not, what is the additional cost for this component?Response: (Vendor Company Response)

Is a desktop application included that provides visual access to view and manage users messages from their PC?Response: (Vendor Company Response)

If a caller does not know a particular subscriber's extension number, can they "look up" the subscriber by "spelling" the name via touchtone input? Explain how the system would resolve the situation where one name has multiple entries (e.g., "Jones")? Response: (Vendor Company Response)

Can system prompts be interrupted by experienced users? In other words, is there a "fast path" for users? Can system prompts be repeated?

of 47


Does the voice mail system support a "zero out" to the attendant feature? Is this feature configurable by class of service? Can the "zero out" destination be a station rather than the attendant? If the "zero out" destination is busy, or rings unanswered, will the call be re-directed?Response: (Vendor Company Response)

Can individual users configure their own personal "zero out" destination for callers separate from the system wide target? Is this configurable by class of service?Response: (Vendor Company Response)

Does the voice mail system support multiple greeting? If yes, describe all available greetings.Response: (Vendor Company Response)

Does the system support automatic remote notification and delivery of voice mail messages to users?Response: (Vendor Company Response)

4.4 VOICE Mail System – User Features

Can system subscribers conduct the following actions:

Play, pause and replay messagesResponse: (Vendor Company Response)

Record responses and reply to voice mail messagesResponse: (Vendor Company Response)

Record messages, send and mark "urgent" etc.Response: (Vendor Company Response)

Forward messages to other users and append them with their own commentsResponse: (Vendor Company Response)

Send or forward messages to other users at any location in the system using extension addressingResponse: (Vendor Company Response)

Create, edit, and modify their own distribution listsResponse: (Vendor Company Response)

of 47

Obtain user instruction through system promptsResponse: (Vendor Company Response)

Record personal greetings. How many different ones can they have?Response: (Vendor Company Response)

Modify their OWN PASSWORDS.Response: (Vendor Company Response)

Set business days and hours for alternate greetings.Response: (Vendor Company Response)

Using voice mail viewer can the user jump to a specific point in the message by clicking of the mouse?Response: (Vendor Company Response)

Easily select audio output between PC and TelephoneResponse: (Vendor Company Response)

Manage voice mail from their personal computer or inside their email inbox?Response: (Vendor Company Response)

Can the voice mail system identify callers that leave voice mail messages and display their name based on caller id information that matches contact information in the users personal information manager?Response: (Vendor Company Response)

4.5 VOICE Mail System – System Administration

Is system administration done through a standard web-enabled GUI? If so, which browser does the administrative application support? Does the AA setup resemble a flowchart style Attendant?Response: (Vendor Company Response)

Describe how system administrator is able to perform the following user administration actions:Add or modify a class of service. State what user permissions or characteristics within a class of service can be created or modified.Response: (Vendor Company Response)

Add, delete, or modify a user’s voice mailbox.

of 47


Set the maximum length of voice messages.Response: (Vendor Company Response)

Explain how the system administrator would perform a backup and restore on the voice messaging system.Response: (Vendor Company Response)

Is the voice mail administration integrated with the administration of users or via a separate administration action? Response: (Vendor Company Response)

5.0 IMPLEMENTATION 5.1 PROJECT Management

Project Plan - Bidders are required to supply a complete description of the key activities required for the installation of the proposed system.Response: (Vendor Company Response)

Transparency - It is essential that the installation of the new system be as transparent as possible to the users. There should be no telephone service interruptions, no interim changes in dialing procedures, and no perceived degradation in the quality of service.Response: (Vendor Company Response)

Responsibility Matrix and Project Schedule - A master project schedule must be included, along with a work responsibility matrix, identifying the tasks the vendor will perform and the tasks Calhoun County is expected to perform to successfully implement the new system This project management must be made available to Calhoun County in a step by step format that is accessible online, in real time and at all times.Response: (Vendor Company Response)

5.2 INSTALLATION Requirements

Responsibility - The selected vendor is solely responsible for the complete turn-key engineering of the new telecommunications system and all interconnecting facilities.Response: (Vendor Company Response)

of 47

Initial Work - Vendor will perform network assessment, station reviews, data base preparation, and original program initializations.Response: (Vendor Company Response)

5.3 FACILITY Requirements

Bidders must furnish all space, power, and environmental requirements for the proposed telephone system and optional voice messaging equipment.

Space – Provide the physical dimensions of the proposed equipment. See attached specification sheet. All system requirements UL approved.

Power - All power requirements, including any special conditioning or grounding requirements.

Heat - Vendor must provide heat dissipation for proposed switch room and the recommended safe temperature operating range for the proposed system.

Floor Loading - Vendor must provide complete floor loading requirements.


5.4 Training

Requirements - The successful bidder is required to conduct end-user training on Calhoun County premises, tailored specifically to Calhoun County particular requirements (e.g., console operator, message center operator, secretary, and professional).Response: (Vendor Company Response)

Training Plan - Vendor will also provide a training program and training materials for designated Calhoun County personnel who will train future employees.Response: (Vendor Company Response)

Description - For each product application proposed, provide a detailed description of the training the vendor will provide. Response: (Vendor Company Response)

6.0 VENDOR Service

of 47

6.1 Maintenance, Warranty and Support

Complete maintenance, warranty and support services must be included for a three (3) year period between 8a.m. and 5p.m. Monday through Friday by the manufacturer of the equipment. Include five (5) year extended maintenance, warranty and support services option.Response: (Vendor Company Response)Defective Parts - During the warranty period and any subsequent maintenance agreement, any defective components shall be repaired or replaced at no cost to Calhoun County.Response: (Vendor Company Response)

6.2 Logistical Support

Bidder should identify the address of the vendor's local service centers and the number of service personnel trained on the proposed system.Response:(Vendor Company Name)(Vendor Company Address 1)(Vendor Company Address 2)(Vendor Company Address 3)

Trained Personnel – (Number) Engineers with various levels of training to support the proposed system.Response: (Vendor Company Response)Include in this section any other support levels in the local area available to Calhoun County for the maintenance of the proposed system.Response: (Vendor Company Response)

6.3 Repair Response

Repair Commitment - The bidder must include a description of the bidder's repair commitment from time of trouble discovery through the time the trouble is cleared. Response: (Vendor Company Response)

Response Time - Calhoun County is guaranteed a response time of no more than 4 hours for all major system problems and a maximum of 24 hours response to other system problems by the manufacturer of the equipment.Response: (Vendor Company Response)

Major/Minor Problems - Bidders must describe their definitions of major and minor problems.Response: (Vendor Company Response)

of 47

Replacement Time - Explain the amount of time required for full replacement of the central operating hardware/software of the system, assuming a suitable site exists for locating the replacement components.Response: (Vendor Company Response)

Emergency Installation - How long does it take trained personnel to install and load operating system software and database software, if a major disaster destroys the call processing component (gatekeeper) of the system? Response: (Vendor Company Response)

7.0 Configuration / Pricing

Bidder is to provide a single turnkey price for the system and three (3) year maintenance, warranty and support with 8x5xnbd response from the manufacturer. Include five (5) year extended maintenance, warranty and support services option.Response: (Vendor Company Response) Turnkey installation Price:

8.0 Financial Requirements

Bid Bond: Five percent of the total contract price. Bid Bond must be executed with a surety company authorized to do business in the state of Texas and be included with the proposal.

Performance Bond: Prior to the commencement of the actual work, the proposal offeror shall furnish a performance bond to the county for the full amount of the contract.

8.1 Terms and Conditions

Damage Liability - The successful vendor is liable and responsible for any damage to the premises (e.g., floor, walls, etc.) caused by vendor personnel or equipment during installation and is responsible for the removal of all project-related debris.Response: (Vendor Company Response)

Permits - The vendor shall obtain and pay for any permits and licenses required for the performance of the work, post all notices required by law, and comply with all laws, ordinances and regulations bearing on the conduct of the work, as specified herein. On any work that requires an inspection certificate issued by local authorities, National Board of Fire Underwriters, or any other governing body, such inspection certificate(s) shall be obtained by and paid for by the vendor. The chosen vendor shall procure all required certificates of acceptance or of completions issued by the state, municipal or other authorities and must deliver these to Calhoun County.Response: (Vendor Company Response)

of 47

Vendor Responsibility - Unless otherwise stipulated, vendor shall provide, and pay for, all materials, labor, tools, equipment, transportation, and other facilities necessary for the performance and completion of the work. Vendor shall verify conditions at the building, particularly door openings and passages. Any pieces too bulky for existing facilities shall be hoisted and otherwise handled with apparatus as required.

SubcontractorsThe names and addresses of all proposed subcontractors shall be furnished to Calhoun County upon request. The selection of subcontractors must be acceptable to Calhoun County. The Vendor shall at all times be the prime Vendor holding ultimate and final responsibility for the actions and work of each of Vendor’s subcontractors. Vendor shall be fully responsible to Calhoun County for the acts and omissions of its subcontractors. If, in Calhoun County reasonable judgment, there is any failure on the part of subcontractors to perform their work in strict accordance with the specifications, Vendor, after due notice from Calhoun County, shall discharge the subcontractor. This shall in no way release Vendor from its obligations and responsibility under the contract. The items and the provisions of the contract documents that are applicable to its work shall bind each subcontractor. Nothing contained herein shall create any contractual relation between any subcontractor and Calhoun County.Response: (Vendor Company Response)

RFP Responses - All materials submitted by the vendor in response to this RFP become the sole property of Calhoun County upon receipt of the proposal. The material contained in these responses will be appended to the final contract, further defining the contractual responsibilities of the vendor.Response: (Vendor Company Response)

9.0 APPENDIX 9.1 Product Specification Sheets Response: (Vendor Company Response)

9.2 References Response: (Vendor Company Response)

9.3 Network DrawingResponse: (Vendor Company Response)

9.4 Maintenance AgreementResponse: (Vendor Company Response)

of 47

9.5 Contract or Scope of Work Response: (Vendor Company Response)

of 47

for unified communic… · web view• cancel all forwarding___yes___no ... • cancel leave word...

Documents

for unified communic… · web view• cancel all forwarding_yes_no ... • cancel leave word...