B08_Attachment__1_-_VOIP_Specifications.pdf

F17PS00650

Attachment #1

SPECIFICATIONS

VoIP Capable Telephone System

Humboldt National Wildlife Refuge

1. GENERAL: The US Fish and Wildlife Service, Region 8, Humboldt Bay National Wildlife Refuge (HBNWR) Complex Visitor’s Center, 1020 Ranch Road, Loleta, CA 95551 is requesting the purchase, delivery, and support of a new business telephone system to replace an obsolete system.

The office currently uses a Sprint Protégé phone system. This system is approximately 12-15 years old and hasn’t functioned correctly in quite a while. HBNWR is requesting a new small business phone system to replace the existing system because the current system is so old that a company that came in to do an estimate didn’t even want to guess how old it was.

Currently, the Protégé system is causing disruption to normal business activities. The current system does not have voicemail capabilities, caller ID, reliable hands free use (speakers don’t work on all sets) and other functions such as transfer, conference, etc. are not reliable.

Due to staffing constraints at the Refuge, there isn’t always someone available to answer the telephone. Since we don’t have voicemail capabilities, the caller doesn’t get a message, only repeated ringing. Messages that are confidential in nature for the Project Leader or Assistant Project Leader might not be left with another employee resulting in late or missed deadlines, etc.

2. SPECIFICATIONS: The Scope of Work includes purchase of a voice over IP (VOIP)-capable voice telephone system able to support a minimum of 12 users (12 telephone sets), but expandable to support 20 users (20 telephone sets). Phones shall be either desk or wall mountable at locations with existing wiring. In addition, system shall support one conference phone, location to be determined by onsite staff at time of install.

Phone system will be VOIP-capable, but can be configured to use plain old telephone service (POTS) analog circuits/T-1 with SIP trunking/PRI circuit separate from circuits used to transmit data. The necessary circuit(s) will be ordered from and provided by the local exchange carrier (LEC). System Capabilities must include:

2.1. Expandability to accommodate a future facilities staff of up to eight (8) employees,

2.2. Staff directory for lookup and call forwarding,

2.3. Contiguous extension numbers,

2.4. Automated Attendant with scheduling for business hours and night mode answering,

2.5. Voicemail for each phone,

2.6. Outgoing call logging,

2.7. Automatic call forward to a cellphone,

2.8. 3-way conferencing,

2.9. Transfer to voicemail,

2.10. Programmable ring tones,

2.11. Intercom paging,

2.12. Cordless handset option, and

2.13. Custom music on hold option.

Telephone set features must include:

2.14. Caller ID display,

2.15. Last number redial,

2.16. Memo recording,

2.17. Message waiting indicator,

2.18. Name, date and time on display,

2.19. Voice Mail message count in display,

2.20. On-hook dialing,

2.21. One touch intercom dialing,

2.22. One touch live conversation record,

2.23. Personal phone book (minimum 50 entries),

2.24. Speed Dial entries,

2.25. Ring volume control,

2.26. Call volume control (headset and handset),

2.27. Busy lamp indicator,

2.28. Do Not Disturb,

2.29. Display number dialed,

2.30. Two incoming lines with ring and/or appear option,

2.31. Paging to other handsets,

2.32. Dialing from extension to extension using three or four digits,

2.33. Call Park (place call on hold from one extension, pickup at another),

2.34. Call hold with music on hold option,

2.35. Speakerphone,

2.36. Caller ID,

2.37. Three party (conference) calling from all phones,

2.38. Mute,

2.39. Headset jack,

2.40. Message Notification

Conference phone shall be a Polycom SoundStation IP 7000 Conference VoIP Phone or equal.

System configuration and setup will be accomplished through a webpage interface. Login credentials will be supplied to office POC that are not generic, and POC will be given instructions on how to change the credentials.

Installation and configuration will be performed by vendor or their subcontractors. Vendor will also provide training to staff on use of phones. Vendor will provide admin training to those tasked with supporting the system, to include phone user and voicemail account adds/moves/deletions, editing and configuring auto-attendant greetings, and other tasks requested by onsite staff. Clear demonstration of these tasks must be given, and documentation with screenshot graphics must be provided to administrator.

A minimum one-year warranty on all equipment is required. A minimum of one-year dial-in or online support is required.

Vendor shall label all customizable buttons (e.g. phone numbers, extension phone names, directory numbers) as directed by office POC. All labor and materials are to be included.

Installation: Contractor shall provide and install, eight (8) phone lines, seven (7) digital phones, one (1) digital conference phone, one (1) analog station expandable to two (2) ports to integrate cordless phones and fax machine, and can be equipped with up to 24 VoIP channels. Install new PoE switch to provide power to the phones. Include all necessary power cords, phone line cords, jacks, software, printed copies of operator instruction manuals, printed copies of warranties, included maintenance and software upgrades.

3. PLACE/PERIOD OF PERFORMANCE: Contractor shall provide installation at the Humboldt Bay National Wildlife Refuge Complex Office, 1020 Ranch Road, Loleta CA 95551. Requirement is for delivery and support with the exception of any required pre-configuration off-site in order to minimize down-time at the office during installation.

All work must be completed within 30 days of award. Disruption of phone service must be kept to a minimum and cannot extend beyond three (3) days in total.

Normal duty hours Monday thru Friday 8:00 a.m. - 5:00 p.m. In the event of emergencies, contractor and/or manufacturer shall provide contact information.

Non-duty hours include week nights, weekends, and Government holidays (New Year’s day, Martin Luther King day, President’s day, Memorial Day, Fourth of July, Labor day, Columbus day, Veterans day, Thanksgiving and Christmas).

4. GOVERNMENT FURNISHED EQUIPMENT/INFORMATION: There will be no government furnished equipment other than the existing wiring/jacks. The vendor will provide all materials/labor/training/warranty. The vendor has the opportunity to include in their bid a buy back the old phone system.

5. EVALUATION/ACCEPTANCE: Government acceptance is contingent upon testing of the telephone system and successful completion of test calls and use of features by office staff.