ESBD_524993_1782392438267_Cloud-Based Phone Svcs RFP-Addendum 01 06.25.26.pdf

Addendum # 01 Date: June 25, 2026 From: Clarissa Bueno-Director of Purchasing Solicitation ID: 26_00002 RE: Inquiry about WCJC-RFP Cloud-Based Phone System

1. I had a question regarding the TX-RAMP Requirement. We currently are SOC2.

It looks like we can fast track with DIR to meet this requirement. Would you consider the SOC2 sufficient to get the award, if we get the TX-RAMP certification prior to installation? Per our specs, you must be TX-RAMP certified

2. Is the TX-RAMP or Fed-RAMP a requirement for the vendor to be certified? Our solicitation only states that you must be TX-RAMP certified.

3. I would like to ask if there is an opportunity for us to do a site visit to determine the scope of work for any wiring needed and additional equipment or if all phone locations currently are hardwired with ethernet? No additional wiring would be needed the phones are running on hardwired PoE

4. I see you as well are looking to reduce the number of DIDs for potential cost savings. I can definitely review this but would like to know how many phone numbers you are utilizing that are DIDs as well as any standard voice lines. Do you have just 1 main number currently that calls come in to or does each campus have a dedicated number and then DIDs for departments/extensions? If there is a breakdown per campus, that would be perfect.

PRI location Starting Number DID numbers with PRI BayCity PRI +1 (346) 552-9018 1 BayCity PRI +1 (979) 244-4552 1 BayCity PRI +1 (979) 318-7353 100 HQ-Wharton_PRI +1 (979) 532-6900 100

HQ-Wharton_PRI +1 (979) 532-6300 300 HQ-Wharton_PRI +1 (979) 282-5119 1 HQ-Wharton_PRI +1 (979) 636-5001 19 HQ-Wharton_PRI +1 (979) 532-4560 1 Richmond_PRI +1 (281) 239-1500 200

UofH_PRI +1 (346) 552-9018 1 UofH_PRI +1 (281) 243-8400 200

5. Who is your current telephone service provider? Mitel for phones and DID numbers are with GTT.

6. Are you under contract for the phone service? If so, when does it expire? For

Mitel we are only under a support contract and for GTT we have a yearly contract that would expire early next year.

7. What is your monthly cost for the phone service? Aprox. $11,300.00

8. Can you please elaborate on section 3 “Implement Unity and single dial reachability for users”? WCJC desires to maintain internal extension dialing functionality across all campus locations and seeks a solution that provides seamless internal calling and user reachability. Meaning we would like 4 digit dialing like we are used to for our internal users.

9. What level of MS Teams licensing are used by Wharton College? Users a currently assigned A3 for faculty licenses with Microsoft.

10. Can you provide a detail inventory of the type of phones instruments you are considering (classroom phones, common area phones, administrators phones, conference phones, etc). We would be looking at 450 office/classroom phones and 100 higher end models, with more programmable buttons, for secretary and admin use.

11. How many physical locations will be included in this phone migration? We have 4 campus locations that would be involved.

12. What is your timeframe for implementation? Q4 26 to Q1 27

13. There is mention of soft phone Microsoft Teams use for remote employees. Is the vendor expected to have an integration with Teams for all users? If so, what kind of integration is required? The vendor is not required to have an integration with teams just in help with setting up our environment for teams use with our DID numbers and users.

14. How many references does Wharton require? At the least we would recommend 3.

15. May we have the list of 1,000 DIDs so we can make sure the numbers are portable?

PRI location Starting Number DID numbers with PRI BayCity PRI +1 (346) 552-9018 1 BayCity PRI +1 (979) 244-4552 1 BayCity PRI +1 (979) 318-7353 100 HQ-Wharton_PRI +1 (979) 532-6900 100 HQ-Wharton_PRI +1 (979) 532-6300 300 HQ-Wharton_PRI +1 (979) 282-5119 1 HQ-Wharton_PRI +1 (979) 636-5001 19 HQ-Wharton_PRI +1 (979) 532-4560 1 Richmond_PRI +1 (281) 239-1500 200 UofH_PRI +1 (346) 552-9018 1 UofH_PRI +1 (281) 243-8400 200

16. What is the break out of the 550 Mitel phones per location?

Bay City – 31 Wharton – 295 Richmond – 146 Sugarland – 78

17. What are the DIDs for the fax lines and at which locations. Fax lines are only located in Wharton and will be deprecated for another solution.

18. Does the College use Microsoft Teams now in the classrooms now? We do not currently use Teams for any of our instruction.

19. Can a breakdown of phone quantity by model be made available? We have:

40 - Shoretel IP 212 32 – Shoretel IP 115 424 – Shoretel IP 230 36 – Mitel IP420 18 – Mitel IP480

20. Of the 550 phones requested, how are they distributed between muti-user phones (Like common areas and classrooms), and single user phones (like offices or reception)? We would be looking at 450 office/classroom phones and 100 higher end models, with more digital programmable buttons, for secretary and admin use.

21. How many users of the system will there be which require voicemail? We are requesting 550 phones so let’s say 550 voicemails as well for any future growth.

22. Is your DID block contiguous or made up of multiple smaller blocks? We have smaller multiple blocks and this table shows the breakdown:

PRI location Starting Number DID numbers with PRI BayCity PRI +1 (346) 552-9018 1 BayCity PRI +1 (979) 244-4552 1 BayCity PRI +1 (979) 318-7353 100 HQ-Wharton_PRI +1 (979) 532-6900 100 HQ-Wharton_PRI +1 (979) 532-6300 300 HQ-Wharton_PRI +1 (979) 282-5119 1 HQ-Wharton_PRI +1 (979) 636-5001 19 HQ-Wharton_PRI +1 (979) 532-4560 1

Richmond_PRI +1 (281) 239-1500 200 UofH_PRI +1 (346) 552-9018 1 UofH_PRI +1 (281) 243-8400 200

23. If multiple smaller blocks, how many blocks of what size? Answered with the table in question 3.

24. How many users will need direct dial phone numbers vs extension only dialing?

We would like all of our numbers to have 4 digit dialing if possible between internal users for any physical phones and optionally soft phones.

25. The RFP requests that the proposal “Implement a means for classrooms to make emergency calls without physical phones”. Do soft phones satisfy this requirement or are you looking for hardware options? We are only looking to be in compliance with Ray baum’s act and Kari’s law at this time.

26. The RFP requests that the proposal “Ensure the capability to reach on-campus emergency services by dialing 911 without a prefix”. Direct dial 911 must go to the local PSAP for emergency call route. Is the intention of this requirement to connect the caller with the local PSAP and simultaneously alert local campus authorities when and where a 911 call is placed on campus? Correct we would like an option as well, if there is a 911 call made, that certain individuals would be notified as well if possible.

27. The RFP requests that the proposal “Implement Unity and single dial reachability features for users”. These terms can vary based on technology. Is this a request for Voice mail integration and Simultaneous/Sequential ringing, or something else like instant messaging and presence?

This would be in regards to Simultaneous/Sequential ringing like in a hunt group situation where one number acts as a point of contact for a group of people.

28. The RFP requests that the proposal distinguish the following: recurring monthly costs & taxes/fees/surcharges. PSTN and SIP service costs and taxes are variable based on usage and taxes must be billed as consumed, preventing a fixed rate billing. Is it acceptable to include a billing schedule detailing inclusive limits and usage-based costs for items which are billed as used separate from recurring monthly costs & taxes/fees/surcharges on the cloud delivered phone system infrastructure? Yes, it is acceptable to include a billing schedule detailing inclusive limits and usage-based costs for items which are billed as used separate from recurring monthly costs & taxes/fees/surcharges.

29. Can you please confirm the requested term length of the voice infrastructure contract and expected billing frequency? (Monthly, Annual, Pre-Paid) Initial 3 or 5 year options will be considered and billing frequency would be annual, if possible.

30. Is training required to be on-site or remote? Remote is fine.

31. Will we be disqualified if we are not TX-RAMP certified but our proposed solution is not applicable to TX-RAMP Per our specs, you must be TX-RAMP certified

32. Where specifically do the services need to be delivered? We have 4 campus locations that would be involved.

Sugar Land - 14004 University Blvd, Sugar Land, TX 77479 Richmond – 5333 FM1640, Richmond, TX 77469 Wharton – 911 E Boling Hwy, Wharton, TX 77488 Bay City - 4000 Avenue F B, Bay City, TX 77414

33. Can you explain how they plan to call 911 other than a physical phone or an app? Phone will be used we just need to be in compliance with Ray baum’s act and Kari’s law.

34. At the top of Page 6, there is mention of Teams, is this referring to Microsoft Teams? Yes

35. How many people plan to use apps in lieu of phones? We have not determined that yet and at this time we are looking to replace the physical phones we have now and then move people that are okay with it to soft phones.

36. Can you clarify the wireless phone implementation information on Page 6?

37. Do you want to keep DIDs mentioned on Page 5? We will be wanting to keep the DIDs we currently have.

Category QUESTIONS ANSWERS

1 Licensing We are counting a total of 550 phones. Is 550 the total license count?

Please clarify:

a. How many lines are for end users (individual users)?

b. How many lines are for class rooms, common area devices (breakrooms, conference rooms, classrooms, etc.)?

We would be looking at 450 office/classroom phones and 100 higher end models, with more programmable buttons, for secretary and admin use.

450 similar to shoretel IP230 and 100 to the IP480.

2 Porting / DID’s

We understand that Wharton County Junior College has ~1000 DID’s and would like to consolidate those numbers for cost savings. How many of these numbers are actively being used, and how many will be reserved?

What quantity do you foresee using and needing to be ported over?

We are actively using 554 DIDs currently and we may reserve another 100 for future use so these would need to be ported over as well.

3 Phones Do you have a preference between Yealink phones and Poly Phones?

No preference.

4 Internet Circuits

Do you have multiple internet service providers in your data center? Do you have last mile resiliency?

We do not have multiple internet service providers in our data center or last mile resiliency at this time.

5 Paging What manufacturer and model of your paging system does the proposed solution need to integrate with? How many total paging systems are required?

We currently have paging setup through Mitel Connect Director with phones setup into paging groups.

6 ATAs How many total ATA ports are required? (fax machines, elevators, etc). Can you give a breakdown of ATA ports by

We will not be needing any ATA ports as we are looking at another service for faxing.

location so we can properly scope the ATA models and quantities.

7 Electronic Faxing

How many total Fax numbers will need to be ported to an eFax service? Do your Fax services require HIPAA compliance? What is your total monthly outbound fax volume?

We have 4 fax numbers currently that would need to be ported to an efax service if supplied as part of this RFP. It will require HIPAA compliance and total monthly outbound would be under 1000 pages.

8 Survivability Do you require survivability at your data center(s)? Or do you require local survivability at each location?

If at each location provide the total location count.

We would not require survivability.

9 Call Queue Reporting

How many users will need Call Queue live reporting for time in queue, abandoned calls, overflowed to VM. The proposed solution supports historical reporting without additional licensing.

Historical reporting only is fine.

10 Hardware - Headsets

Do you want headsets quoted? If so how many wireless and how many wired?

We do not need headsets quoted.

11 Implementatio n

Do you require onsite services (Boots on the Ground) for hardware setup, ATA, desk phones? If so, do you have potential number of phones and hardware to be deploy with onsite technicians to help ensure accurate pricing?

We do not require onsite services.

However, this can be included in the RFP as an option and we have 5 technicians available. 3 in Wharton, 1 in Richmond, and 1 in Sugarland that can be available.

12 Implementatio n Timeframe

What is the potential timeframe to start the implementation and when would you potentially like to have it

Q4 26 to Q1 27 be completed? What is the anticipated “Go Live” date?

13 Integrations Are there any integrations will be required for the new VoIP system to 3rd party systems and data?

No

1. Existing User and Device Count

The RFP references approximately 550 phones but also indicates a desire to reduce the number of physical handsets. Can WCJC provide a breakdown by location of:

• Total users - 550

• Total extensions - 550

Physical handsets by model - 40 - Shoretel IP 212 32 – Shoretel IP 115 424 – Shoretel IP 230 36 – Mitel IP420 18 – Mitel IP480

• Users are expected to move to softphones – We do not have a current count and are replacing all handsets in use but plan for future soft phone capabilities.

2. Current Carrier and SIP Services

Can WCJC provide details regarding:

• Current PSTN provider(s): GTT

• Existing PRI, SIP, or analog services

PRI location Starting Number DID numbers with

PRI

BayCity PRI +1 (346) 552-9018 1 BayCity PRI +1 (979) 244-4552 1 BayCity PRI +1 (979) 318-7353 100 HQ-Wharton_PRI +1 (979) 532-6900 100 HQ-Wharton_PRI +1 (979) 532-6300 300 HQ-Wharton_PRI +1 (979) 282-5119 1 HQ-Wharton_PRI +1 (979) 636-5001 19 HQ-Wharton_PRI +1 (979) 532-4560 1 Richmond_PRI +1 (281) 239-1500 200

• Number of active DIDs currently in use: 554

3. Unity Clarification

The RFP references “Unity and single dial reachability.”

Is WCJC specifically requesting Cisco Unity Connection voicemail functionality, or will equivalent voicemail and unified messaging capabilities satisfy this requirement? Equivalent voicemail and unified messaging will satisfy this requirement.

4. Teams Integration

The RFP references Teams softphone solutions.

Is WCJC seeking:

• Teams Direct Routing

• Teams integration with the proposed phone system

• Or simply a softphone application for remote users? A softphone application for remote or onsite users is fine.

5. Classroom Emergency Calling

Can WCJC provide:

• Number of classrooms

• Current emergency communication method: Some classrooms currently have phones in Richmond and Bay City campuses but not Wharton and Sugarland.

• Expected functionality for emergency calling without physical phones.

6. Contact Center Requirements

Does WCJC currently operate: We currently use hunt groups for departments and auto attendant menu for our main college number.

• Call queues

• Contact center agents

• Admissions call center

• Financial aid call center

7. Fax Requirements

The RFP states fewer than 10 fax lines.

Can WCJC provide:

• Quantity: 4

• Locations: 3 in Wharton and 1 in Richmond

• Whether eFax solutions are acceptable? HIPPA eFax solutions are preferred.

8. Network Readiness

Has WCJC performed:

• LAN assessment: Meraki Lan at each site with 1Gbps ports

• WAN assessment: No

• QoS validation: No

Section A: Introduction & Purpose

This document is a structured discovery questionnaire issued as part of a Request for Proposal (RFP) process to evaluate and migrate the organization's existing on-premises IP PBX/VoIP infrastructure to a C cloud-based unified communications platform (e.g., Cisco Webex Calling, Cisco UCM Cloud).

Accurate and complete responses to all questions below are critical to allow the solution provider to scope, design, and price an appropriate migration solution.

Please provide supporting documentation (e.g., dial-plan exports, DID lists, site surveys) wherever possible.

Section 1: Infrastructure & Site Information

# Question Response / Details 1 How many campuses / physical building locations are in scope?

Please list each site with address, city, state, and approximate number of users per site.

We have 4 campus locations that would be involved.

Sugar Land - 14004 University Blvd, Sugar Land, TX 77479 Richmond – 5333 FM1640, Richmond, TX 77469 Wharton – 911 E Boling Hwy, Wharton, TX 77488 Bay City - 4000 Avenue F B, Bay City, TX 77414

2 Does each campus have its own on-premises PBX, or is the PBX infrastructure centralized across all sites?

e.g., single centralized CUCM cluster, per-site CUCM, Cisco BE6000/BE4000, or third-party

PBX.

Centralized across all sites.

3 What is the current PBX/telephony platform and software version at each location?

Include hardware model (e.g., CUCM 14.x on UCS C220, Cisco CME on ISR4431, Avaya, Mitel, etc.).

We use Mitel Connect Director on premises currently with shoretel SG90 and T1K switches at each campus.

Section 2: Endpoints & Devices

1 Can you provide a complete list of all IP phone models currently deployed?

Include make, model, MAC address (if available), location/site, and assigned user.

e.g., Cisco 8851, 7945, 8865.

40 - Shoretel IP 212 32 – Shoretel IP 115 424 – Shoretel IP 230 36 – Mitel IP420

18 – Mitel IP480 2 Can you provide a complete list of all analogue phone lines and devices in use?

Include device type (elevator emergency, FAX, lobby phone, 911 station, door phone, overhead paging), location, and extension/line number.

We have 3 analog devices in Wharton and 1 in Richmond currently.

3 How many wireless/DECT handsets are currently deployed? Include model and location. e.g., Cisco 8821 Wi-Fi phone, Spectralink, Ascom, Polycom Kirk.

None.

/ Det

4 Do you have conference room phone requirements?

List conference rooms and existing devices (e.g., Cisco 8832, Polycom Trio). Indicate rooms requiring video conferencing integration.

No conference room phones are in scope.

5 What is the total count of all physical voice endpoints (IP, analogue, wireless, conference)?

A summary breakdown by category and site is sufficient.

550 phone endpoints with 4 fax machines.

Section 3: Trunking, Connectivity & Security Response / Details

# Question Response / Details 1 Do you have local PRIs or SIP trunks at each location? How many trunks/channels per site?

Specify carrier, number of PRIs or concurrent SIP channels, and whether PSTN breakout is centralised or per-site.

Each site has a set of PRIs and 1 Sip trunk per site.

2 Are the voice endpoints SIP-enabled or H.323?

Mixed environments are common; list any

Currently SIP translation is done through an adtrans unit with our ISP. The majority of

H.323 endpoints that may require transcoding or MGCP-to-SIP migration.

phones and switches we use do not currently support SIP.

3 What security protocol is currently in use for voice signalling and media?

e.g., SRTP for media encryption, TLS for signalling, no encryption. Include any IPSEC VPN for remote workers.

No encryption.

Section 4: Numbering Plan & DIDs

1 How many

Direct Inward Dial (DID) numbers are associated with the environment?

Please attach or provide a complete DID list including number ranges, carrier, and site assignment.

We have 924 DIDs total with 550 physical phones that are using a DID number and our main phone number is just 1 separate DID number 979- 532-4560. We have 201 DID for Sugar Land, 200 for Richmond, 421 for Wharton, and 102 for Bay City.

PRI location Starting Number DID numbers with PRI BayCity PRI +1 (346) 552-9018 1 BayCity PRI +1 (979) 244-4552 1 BayCity PRI +1 (979) 318-7353 100 HQ-Wharton_PRI +1 (979) 532-6900 100 HQ-Wharton_PRI +1 (979) 532-6300 300 HQ-Wharton_PRI +1 (979) 282-5119 1 HQ-Wharton_PRI +1 (979) 636-5001 19 HQ-Wharton_PRI +1 (979) 532-4560 1 Richmond_PRI +1 (281) 239-1500 200

2 What is the current dial plan structure (extensions, hunt groups, call queues, auto-attendants)?

Include extension length, site digit prefix (if applicable), 4 digit dialing between internal phones is enabled and we have 1 auto attendant menu for our main number and have 20 hunt groups setup for department use.

inter-site dialling, and any PSTN routing rules.

Section 5: Voicemail, Messaging & FAX

1 Do all ~550 devices have voicemail enabled?

Specify the voicemail platform (e.g., Cisco Unity Connection, Unified Messaging, third-party).

Yes

2 Is voicemail currently integrated with Microsoft Office 365 / Exchange (Unified Messaging)?

Describe the integration method (e.g., Office 365 VM-to-email, Cisco Unity Connection with O365 SMTP relay).

No

3 Do you have an IP-based FAX solution in place?

e.g., OpenText RightFax, Esker, fax-to-email gateway, or analogue ATAs connected to analogue FAX machines.

No

Section 6: Contact Centre

1 Do you have a contact centre or call centre solution in place?

e.g., Cisco UCCX, UCCE, Webex Contact Center, Genesys, NICE inContact. Include version.

No

2 If a contact centre is in scope, how many agents are assigned and across how many sites?

Include supervisor seats, IVR/auto-attendant flows, wallboard/reporting tools, and CRM integrations.

Not in scope.

3 Are there any omnichannel requirements (chat, email, social media, SMS) for the contact centre?

List all channels currently supported or desired in the future-state solution.

N/A

Section 7: Overhead Paging

1 Do you have overhead/zone paging requirements?

Describe existing paging infrastructure (e.g., analogue amplifier, Cisco IP paging, Syn-Apps, Valcom) and the number of zones or speakers per site.

No

2 Is paging currently integrated with the PBX (dial-code triggered) or standalone?

Include paging trigger methods, zone groups, and any emergency/alert paging requirements (e.g., mass notification).

Integrated with Mitel system into paging groups.

Section 8: Soft-Phone Strategy & Migration Planning

1 Once all physical endpoints have been inventoried, what is your preference for the replacement strategy?

e.g., like-for-like hard-phone replacement, move fully to soft-phones (Cisco Webex App), or a hybrid model. Please indicate preference per user type or department.

We are looking for 450 standard models similar to the Shoretel IP230 and 100 models Similar to the IP480.

2 Do you have a remote or hybrid workforce that requires mobile or soft-phone support?

Include the number of remote users and devices (Windows, macOS, iOS, Android).

None currently but we would like soft-phone support for future options.

3 What are your expected migration timelines and any blackout/freeze periods?

Include critical business events, fiscal year-end

Q4 26 to Q1 27. With blackout weeks being the first two weeks in December 26 and first two weeks of January 27.

dates, or operational constraints that restrict maintenance windows.

Section 9: Compliance, Integrations & Commercial

1 Are there any regulatory, compliance, or data-sovereignty requirements relevant to this migration?

e.g., HIPAA, PCI-DSS, FedRAMP, local data residency requirements for call recordings.

HIPPA for any efax service proposed and vendor being used should be TX-Ramp certified. Call recording should be US based storage.

2 Do you require call recording? If so, for what percentage of users and for how long must recordings be retained?

Include any compliance recording requirements (MiFID II, FINRA, HIPAA, etc.).

We do not require call recording but would be a plus for 20% of users. Recordings would optionally be retained for 6 months.

3 Are there any third-party integrations with the current PBX that must be preserved?

e.g., CRM (Salesforce, Dynamics), ERP, building access/intercom, alarm monitoring, nurse-call systems.

None

4 Is there a budget range or not-to-exceed figure that solution providers should be aware of?

Opex (UCaaS subscription) vs. Capex preference should also be indicated if known.

None