5-20260624 - Enterprise Phone Replacement - Pre-Bid Meeting Transcript.pdf

These meeting minutes were prepared using electronic transcription. SRTA makes no representations or warranties regarding the completeness or accuracy of the transcript.

20260624 - Enterprise Phone Replacement - Pre-Bid Meeting-20260915_100830-Meeting Recording

September 15, 2026, 2:08PM 17m 4s

NOTE: These meeting minutes were prepared using electronic transcription.

SRTA makes no representations or warranties regarding the completeness or accuracy of the transcript. Proposers shall rely solely upon the Solicitation and any issued Addenda for SRTA’s requirements, desired outcomes, and instructions. Nothing contained in this transcript shall modify or supersede the Solicitation or any Addendum, nor shall a Proposer rely upon the transcript in preparing its Proposal, including its technical response or pricing.

Jason Wolfgang started transcription

Allen Hollenbach 0:34 Good morning, everyone.

Everyone here alright?

York Board Room 0:40 Yep, we can hear you very good.

Allen Hollenbach 0:41 All right. Well, I assume everyone's read through this solicitation. The idea today was for anyone that wanted to see the existing infrastructure in this RFOS building.

And if there was a desire to see any other buildings, please submit those as a request in PenBid so that we can schedule time within other buildings if need be.

So Jason, do you want to talk about the project a little bit and explain what we're trying to achieve here, please?

York Board Room 1:15 Yeah, so we currently have Cisco CUCM system set up. It's old, outdated, very expensive, so we're looking at replacing that.

We're looking at either cloud or on-prem systems, but we are looking for some kind of disaster recovery slash failover setup. So if one site goes down, not everything goes down.

We're looking for some kind of a chat program to go along with it. Like Cisco has Jabber. I know like Zoom Phone has one built, you know, you got your Zoom client.

Team Phones has Team. So something along those lines.

Our entire network is set up through SD-WAN, so every site can communicate back to here to the main site of New York. So there shouldn't be any issues with routing, traffic.

Yeah, that's pretty much it. We're just looking to replace our phone system. Our executive director really likes the video phones, and he has requested that we move forward with video phones. He wants to see who he's talking to. That's really the biggest requirement. Like I said, failover, desk video phones, It is a chat program.

Along with voicemail, voicemail recordings, and transcription.

The basic rundown.

Voicemail transcription. Can that be wave file with the transcription? Is that the expectation? Yep.

Cell phones are also a huge plus. We have a lot of mobile employees who travel to different offices, so being able to use an app on their phone would be definitely beneficial.

Are there any other questions? I know I kind of went over that at a high level there.

There was a tie into your paging and emergency. Yes. Yes, so we currently have a few speakers set up where through our Cisco system, if you dial a certain extension, you can talk through that system. And then there's also a building-wide paging system where it's the same thing where you dial in and it activates that system and you can talk and page.

OK, so you're just looking to tie in yes to that from your OK. Any new any new speakers that need to be put in or just tie in? No, just the tie in. The speakers work pretty good. Sounds good.

Allen Hollenbach 3:52 Jason, is that just for Zarfos or are there other buildings that have that?

Joe Clarkin 3:52 Alright.

York Board Room 3:57

That is just for Zarvos. So if we want to look at adding that, we would have to...

Expand the RFP.

Allen Hollenbach 4:04 So that's not part of this project then.

Yeah, so that's only at Zarfos.

York Board Room 4:12 Yeah, but the idea is if we would expand that in the future, the system should be able to handle that since we would already be tied in here. It would be the same as that. Is that all analog? Yes.

Eric Scheib 4:29 Hey, Jason, this is uh, this is Eric, they hope all as well, um.

I saw like looking at the RFP, there was like, it almost seemed like a requirement with like heavy teams integration. Is that an actual requirement or just like more of a one at this point or?

York Board Room 4:48 I would be more of a one.

It doesn't need to 100% integrate into Teams. We're more looking at the separate chat ability for our call center to be able to utilize that.

Teams has its own calling, so I imagine your system probably wouldn't utilize that unless you're proposing A Teams system.

Eric Scheib 5:12 Right.

Okay, great. Yeah, thanks. Thanks for clarifying.

York Board Room 5:18 Yep.

What redundancy do you have for your voice system? You said it all ties together.

Where is your main connection and what redundancy do you have? So right now our main Cisco server is here in York. We have a redundant server in our office in Harrisburg. Okay. So if one goes down, it just fails over to the other one. Okay, and you have redundant connectivity? Yes.

What does the front end dial tone look like? Is it a SIP trunk or is it a T? You know?

It's A SIP trunk. Okay. We actually have two SIP trunks here. Okay.

And then for connectivity between our other sites, we have...

Dedicated ENS circuits to our main offices and then SD-WAN for our satellites offices.

I'm assuming Cisco phone system, Cisco switch infrastructure. Yes, that is what we have currently.

You have everything be land. Yes. Okay. I know there's part of that end of the discovery, but I figured I'd ask.

Shawn Shirk 6:43 Good morning, Jason. You mentioned about earlier requirement for video phones. Is that across the entire organization or just for a handful of users?

York Board Room 6:52 They would like that for the entire organization. We only have a handful of phones that would be used in like conference rooms or other places. So we're just going to get all video phones for everything.

Shawn Shirk 6:56 Okay.

Sounds good. Thank you.

York Board Room 7:13 How many conference rooms?

And I'm assuming we're tying into the system with the conference room, not necessarily replacing it. No, with this phone project, we're not going to tie into the conference rooms. We're going to use our team's room calling for that.

Joe Clarkin 7:37 Are there any requirements for the faxing or e-fax capability or a mixture of both on that side, like a hybrid solution on that side? I just wondered if that's part of the project, if that's something that you're looking at as part of this.

York Board Room 7:51 No, that's not something we looked at, but...

You kind of piqued my interest with that a little bit.

But yeah, right now we're okay with e-fax. We don't need that as part of this project.

Great. All of that, I'm assuming, and I'm just taking questions while I've got FaceTime with you. Feel free all of that is handled, annex one handoff.

Are you able to speak a little bit about what that looks like for the call center and what the dependencies would be other than just a hand off to internal phones?

Okay, so the call center is actually a separate phone system and is not going to be part of this RFP at all. And doesn't touch any of these devices? Right. Okay, so this is just...

Yes. Yeah. So this is just for the administrative staff. Yeah, the call center won't be affected. We're going to give them desk phones, but it's not going to be part of their call center system. I saw in the pricing sheet that listed out each facility and the additional devices. Are we looking right around 185 users?

Yes, it's pretty, that's pretty accurate. So we're looking at roughly 205 phones just for some.

Stock, and yeah, roughly 800 or 100 and eighty-five users. OK.

And you're looking for.

warranty and support for the phone system ongoing, correct? Yes. Yes, we are.

I can't think of anything else. I tried to fire as much as I could. Anybody else have any more questions? I'd be happy to answer them for you.

Joe Clarkin 9:55 I have one other question in regards to, and it might have been mentioned, and I did not see, do you have a number of DIDs or a number of total phone numbers that need to be ported as part of the process?

York Board Room 10:08 Yeah, give me a minute. I'll pull that up for you.

Joe Clarkin 10:13 Thank you.

York Board Room 11:04 There's roughly 280 DID numbers that would be important.

Joe Clarkin 11:11 Excellent, thank you.

Shawn Shirk 11:14 How many was that again, Jason?

York Board Room 11:16 There was 280 direct dial numbers that we would need ported into the new system.

Shawn Shirk 11:23 Thank you.

York Board Room 11:26 And then the only other requirement we would have, we would like users to keep their same extension if that's possible, that we currently have 4 digit extensions.

Those make things easier internally.

Alright, anything else?

Joe Clarkin 12:13 I do have one other question in regards to implementation requirements. So are you looking, is your staff looking to be part of the process or is it basically on us in regards to you're looking for the vendor to handle all implementation training onsite and then follow up onsite support?

Or is that going to, or is part of your staff looking to lay out phones, that kind of thing?

York Board Room 12:39 We're hoping to get you guys to configure everything, but our internal IT department can certainly help deploy some of the phones. That's not a problem.

Joe Clarkin 12:48 Excellent, thank you.

Allen Hollenbach 12:51 So what you're saying, Jason, is configured phones would land here, and then IT would get the phones out to all of Zara Foss and the other locations.

York Board Room 13:03 Yes.

I'm assuming you'd want to do a staged cut over then so that you're not doing all locations. Yes. Yeah, the question was to do a staged cut over so that we're not doing all locations at once. And yes, we definitely want that. Would you prefer Zarfoss's first, as it seems to be the main? Yes.

Any other replacement devices? I see a lot of door access systems, things like that. As far as those integrations, there's no intention to replace them, but maintain that connectivity and port it into. And just to clarify, you said they're legacy, they're analog? Yes. Okay. Yes. So we do have.

like fire alarms, building security that may need to tie into this. I'll have to double check. I think the one here is the old POTS line that we're just going to keep that through Comcast.

But as far as that, I'll have to get some more information for that one. Okay.

Yeah, usually that integration's not too difficult, but might be updated device or something like that. Yeah, I'm pretty sure all of our doors go through the internet, but I'll just have to double check that for you. Okay.

Joe Clarkin 15:02 Can you explain what your anticipation is in regards to training? Are you looking for on-site training, remote training, training materials, a little bit of everything? Just looking to see exactly what your expectations are from that standpoint during the implementation.

York Board Room 15:22 For training, we could do either in person or virtual. I would prefer to have the IT department get the training and then they can do kind of a train the trainer setup.

That way, IT can learn how to manage the system going forward and show all the users how they're supposed to use it.

Joe Clarkin 15:40 Excellent. Perfect. Thank you.

York Board Room 15:48 Just training anything you'd want to reuse for like new user.

If it's extensive, baby, if it's just a basic phone setup, then we will be okay without that.

Allen Hollenbach 15:59 So something that we do ask that I do not believe was captured in the solicitation is video recording of the training and any training materials be provided to us to load into our LMS.

Joe Clarkin 16:19 Got it. Thank you.

Allen Hollenbach 16:24 All right. Please remember the question period and get all your questions in by that date. We'll get responses out. And as described in the solicitation, if you need to see one of the other locations, please submit a request via PennBid. We'll get the proposal scored.

And be back in touch.

Thank you for everyone for joining us today.

York Board Room 16:53 Thank you. Thank you.

Allen Hollenbach 16:54 I look forward to receiving your proposals.

Joe Clarkin 16:57 Thank you very much.

Shawn Shirk 17:00 Thank you.

York Board Room 17:03 Same.

Jason Wolfgang stopped transcription

NOTE: These meeting minutes were prepared using electronic transcription.

SRTA makes no representations or warranties regarding the completeness or accuracy of the transcript. Proposers shall rely solely upon the Solicitation and any issued Addenda for SRTA’s requirements, desired outcomes, and instructions. Nothing contained in this transcript shall modify or supersede the Solicitation or any Addendum, nor shall a Proposer rely upon the transcript in preparing its Proposal, including its technical response or pricing.