20260915 - Enterprise Phone Replacement Addendum 1 Questions, Requests for Clarification, and Responses

QUESTION 1

What is the scope of the Enterprise Phone Replacement project, and what types of solu�ons may be proposed?

RESPONSE 1

SRTA is replacing its exis�ng Cisco Unified Communica�ons Manager phone system. Proposers may offer a cloud-based, on-premises, or hybrid solu�on.

The proposed system must provide disaster recovery or failover capability to ensure that the loss of one site does not interrupt service at SRTA’s other loca�ons. The system must also provide a chat func�on. When a user receives a voicemail, the system must send an email to the user’s inbox containing the voicemail recording as an atachment and the voicemail transcrip�on. The system must provide so� phone capabili�es. A mobile applica�on for employees who travel between offices is preferred but not required.

QUESTION 2

Are video-capable desk phones required for all users, and what quan��es should Proposers an�cipate?

RESPONSE 2

SRTA requires video-capable desk phones throughout the organiza�on. Proposers should an�cipate approximately 185 users and approximately 205 phones, including addi�onal phones for stock and other loca�ons iden�fied in the pricing sheet.

QUESTION 3

What voice and network infrastructure does SRTA currently use?

RESPONSE 3

SRTA's primary Cisco phone server is located at the Zarfoss facility in York, with a redundant server at the Harrisburg office. SRTA has redundant connec�vity and two Session Ini�a�on Protocol (SIP) trunks at the York loca�on.

SRTA uses dedicated Ethernet Network Services (ENS) circuits between its main offices and so�ware-defined wide area networking (SD-WAN) for satellite offices. The current switching infrastructure is Cisco-based.

QUESTION 4

Must the new system integrate with the exis�ng paging and emergency speaker systems?

RESPONSE 4

The exis�ng paging and emergency speaker integra�ons at the Zarfoss facility must remain opera�onal. The current speakers are analog and are ac�vated by dialing an extension. No new speakers are included in this project.

Paging expansion at other facili�es is not included in the current project. The proposed phone system must be capable of suppor�ng future expansion if SRTA elects to add paging at other loca�ons. The selected Contractor must provide any gateway, adapter, or interface required to connect the proposed phone system to the exis�ng analog paging system.

QUESTION 5

Is full Microso� Teams integra�on required?

RESPONSE 5

No. Full Microso� Teams integra�on is preferred but is not required. SRTA is primarily seeking a separate chat capability. A Proposer may offer a Microso� Teams-based phone solu�on, but Teams calling is not otherwise required.

QUESTION 6

Will the new phone system be integrated with conference room systems?

RESPONSE 6

No. Conference room calling will con�nue through SRTA's Microso� Teams Rooms environment and is not included in this phone system replacement project.

QUESTION 7

Is SRTA's call center phone system included in this project?

RESPONSE 7

No. The call center operates on a separate phone system and is excluded from this project. Call center staff will receive desk phones for administra�ve use, but the new desk phones will not replace or integrate with the call center pla�orm. Call center staff are included in the totals of approximately 185 users and 205 phones.

QUESTION 8

Is fax or electronic fax capability included in this project?

RESPONSE 8

No. SRTA's exis�ng electronic fax arrangement is sufficient, and fax services are not included in this project.

QUESTION 9

How many direct inward dial numbers must be ported, and should exis�ng extensions be retained?

RESPONSE 9

Approximately 280 direct inward dial (DID) numbers must be ported to the new system. SRTA prefers to retain its exis�ng four-digit extensions where possible. Exis�ng fax numbers will not be ported as part of this project. The selected Contractor will be responsible for coordina�ng the number-por�ng process.

QUESTION 10

What implementa�on responsibili�es will the selected Contractor and SRTA staff have?

RESPONSE 10

The selected Contractor will be responsible for configuring the phone system and devices. SRTA's Informa�on Technology staff will distribute and deploy configured phones at SRTA loca�ons.

QUESTION 11

Does SRTA require a staged cutover?

RESPONSE 11

Yes. SRTA requires a staged cutover rather than conver�ng all loca�ons at one �me. SRTA an�cipates beginning the cutover at the Zarfoss facility. The sequence and schedule for the remaining loca�ons will be determined during implementa�on in coordina�on with the selected Contractor.

QUESTION 12

Are fire alarm, building security, door access, or other legacy analog systems included in the replacement scope?

RESPONSE 12

SRTA has not iden�fied these systems as devices to be replaced under this project. Exis�ng connec�vity must be maintained where required. The exis�ng POTS line at the Zarfoss facility is expected to remain in service through Comcast.

SRTA is reviewing whether any fire alarm, building security, or door access systems require integra�on with the new phone system. Any addi�onal informa�on will be issued through PennBid.

QUESTION 13

What training does SRTA require?

RESPONSE 13

Training may be conducted in person or virtually. SRTA prefers a train-the-trainer approach in which the selected Contractor trains SRTA's Informa�on Technology staff to administer the system and instruct end users.

The selected Contractor must provide a recording of the training and all training materials in commonly used, nonproprietary file formats that SRTA can load into its learning management system. Reusable new-user training materials must also be provided when the system requires instruc�ons beyond basic phone setup.

QUESTION 14

How may a Proposer request access to inspect another SRTA facility?

RESPONSE 14

A Proposer that needs to inspect a loca�on other than the Zarfoss facility must submit the request through PennBid. SRTA will coordinate access as appropriate. All other ques�ons must also be submited through PennBid by the ques�on deadline stated in the solicita�on.

Note: SRTA will be moving opera�ons temporarily from the Cameron Street Harrisburg facility while the exis�ng building is razed and a new building is constructed. Should it be necessary to involve the Contractor, SRTA will request a quote to perform any necessary work related to the move from the exis�ng building to the temporary office, and then to the new building. This reloca�on work is not included in the base proposal.

The SRTA Project Manager will request a Change Order Quote from the Contractor to perform work necessary to transfer the phone system from the exis�ng Cameron Street loca�on to the temporary facility and from the temporary facility to the replacement Cameron Street facility. Please reference the Change Order process described in the Solicita�on.