Phone Replacement RFP Q A for Vendornet.pdf

Question Answer

What are their support requirements? Please detail in your response what support options are available. We require at a minimum on-call support but would be interested in options for proactive monitoring and MAC support.

To allow all Prospective Vendors more time to use the Information discussed on the scheduled, 5/7 Proposer Question Virtual Meeting to develop and

Finalize a Bid response, will CCITC provide a 3 week extension on RFP Due Date to Wednesday, June 4th at 4P CDT?

No.

Is this a “phone system replacement” as indicated by the notation required in the lower left-hand corner of the bid submission envelope?

Yes.

Is there a single service address or multiple service addresses where a

Vendor/Partner would provide network or any other type of infrastructure and equipment? If so, what is the address/addresses?

We have a fiber network connecting about 30 buildings currently from small 3-5 person offices up to a multiple building campus housing 1000+ employees.

From a 911 perspective, we currently have 44 emergency locations across the network.

Can CCITC provide NPA/NXX so providers can verify TN availability per Rate

Center?

534-356, 715-261, 715-841, 715-848, 715-845, 715-907, 715-803, How old is your current PBX? Cisco 12.5 originally installed 2011

What are your primary challenges in managing and maintaining current PBX and current on-premise voice environment?

Aging hardware combined with overly complex configuration.

What collaboration tools/applications are most important to CCITC? Microsoft Teams for meetings and instant messaging.

Does CCITC require ability to text or receive faxes from Desk phone DID numbers?

Not in our current requirements but are open to the idea.

Please clarify the scope of this RFP: are bidders requested to propose UCaaS solutions for the supply of calling services only? Or are bidders asked to propose traditional UCaaS services including but not necessarily limited to collaboration, audio/video conferencing, messaging, file sharing, etc?

Calling services only.

Does the RFP’s scope include a requirement to provide UCaaS services to

Public Safety Answering Points (PSAPs), also known as 911 Call Centers, and other Public Safety entities?

No.

Please provide a comprehensive description of the service functionality required per user-type, as well as the quantity of each user-type, so that appropriate licensing and hardware can be determined. For example, the

Scope of Work refers to bidders needing to meet the needs of “key departments” including “existing call centers”- what are the functional requirements of these different user-types?

Per the requirements we are asking for the RFP resonse to interview departments to determine full use case. We do have rough counts for users and phones as listed in the RFP.

Are bidders being requested to trace and tag CCITC’s existing analog lines environment, per “Identify all existing analog life safety systems, including elevators and alarm panels , and provide a migration plan to a compatible analog gateway or alternative solution .” – or can bidders assume that environment is already suitably documented and bidders need only provide a migration plan for CCITC’s known gateways?

Bidders can assume that they just need to provide a migration plan for CCITC's analog systems.

Which integrations are mandatory and can additional detail be provided with respect to the application, hardware, etc.?

The integrations are mandatory. These are SIP trunks or 3rd Party SIP devices to

CUCM currently.

Is it mandatory to propose a Cisco-hosted Webex Calling solution or will you consider other, alternative solutions, including but not necessarily limited to operator-hosted Webex or Ring Central solutions?

This RFP is for Cisco-hosted Webex Calling only.

Please explain the required scope of integration between the bid solution and

Microsoft Teams per CCITC’s requirement “Provision and configure the Webex solution including integration with Microsoft Teams .” For example, does this integration include typical Microsoft infrastructure such as EntraID for identity management?

Microsoft Teams and Webex are already provisioned with integration to Entra

ID. We expect the calling dock to be integrated to Teams.

What is CCITC’s expected timeframe for deployment of the requested UCaaS solution, including any key milestones such as the start date and finish date for production deployment?

Our goal is to be at 90% deployment by end of 3rd quarter 2025. Please specify any limitations on start dates.

Is CCITC willing to entertain professional services quotes for custom activities such as User Needs assessment, training sessions for IT staff and end users and integrations with existing 3rd party systems (e.g.. with Vocera, Rauland

Responder 5, fax server, Axis intercoms, Alice virtual attendant system, water utilities (Win 911), fire station G2, emergency phones, and paging systems)?

Yes, we are looking for user needs assesment as part of this RFP response. Most of these other systems are either third party SIP devices or SIP trunks.

Is the CCITC open to considering a lease agreement as opposed to a purchase? No.

Is HIPAA / BAA a mandatory requirement? Yes.

Is there significance to the yellow diamond and green circle equipment symbols listed on Pages 16-17 of RFP?

No.

What are the makes/models of the legacy gateways/routers? The webex local gateway configuration is in place on a pair of 8200L ISR routers.

The PSTN SIP trunks and 911 Dispatch trunks are currently on a pair of 4331 ISR routers. We have legacy VG221 gateways for analog service to cordless phones, fax machines, elevators and alarm panels. We are looking for a cellular gateway solution for all life safety systems to move them off the phone system including elevators and alarm panels. We hope to minimize the analog device count on the new system and would look to move to native DECT phones for cordless phones.

Do they have security licenses? Yes

Cloud licenses?

What type of connectivity are these routers providing to each of the critical systems, and what are those systems?

FXS/FXO/SIP/T1/PRI, etc.

Is there an existing Cisco FLEX subscription? Yes

If yes, when does it expire? 12/28

Are you open to moving this Cisco licensing to the responder?

What is the preferred billing model for Cisco licensing? Monthy, Annual, or pre-pay?

Is Flex licensing needed for the conference Room Kits?

How many common area vs. Knowledge Workers licenses are needed? 330 common area phones, 890 knowledge workers

Is Informacast Fusion already in place, or is this a new deployment of Fusion? Already in Place

Are new phones needed? Yes

Is there a plan to reuse existing phones? Yes, there are approximately 130, 8800 series phones but the vast majority will require new phones. We also have 50, 9861 model phones that have been purchased.

Is onsite install needed or will CCITC teams complete physical work onsite? CCITC will place all phones and rack any onsite equipment

Do responders need to include Dial Tone services? No, we have an existing SIP trunk with Intelepeer, 2,890 DID's and 10 Toll Free.

We are open to seeing a proposal to include PSTN service but it should be detailed separately.

Are you open to 3rd party PSTN providers?

What are the phone numbers that will need to be ported?

What are the requirements for the contact center and queue users? We have a few areas that have basic voice queueing and reporting needs. We have deployed Webex Customer Experience Essentials for two departments and would look to leverage that solution, basic queues or hunt groups to meet the call distribution needs.

Must the solution be FedRAMP compliant? No

Are you looking at alternatives to Webex Calling? No, per the RFP we are focused on a Webex calling solution.

What would you like training to look like? Train the trainer scenario. 4 sessions of 10 - 15 users - virtual

Would you like to maintain registered endpoints on premise infrastructure? Or should we plan on migrating those to cloud based.

This is out of scope for the project.

Would you like to migrate all integrations to Webex calling or intergrate them with Webex calling. Example Vocera

These are 3rd party intergrations. Most are SIP trunks and some are 3rd party

SIP devices. Prefernce is to have them migrated to webex calling.

Will all users have voicemail Yes

Would you like us to replace all phone models that are not compatible with webex calling

Yes

Are you looking for a SRST feature? No

How many DIDs on the system 2900

In regards to PSTN how many calling channels do you have today? PSTN service is currently through Intelepeer.

Are you considering moving Intelepeer to cisco calling? Yes. We would consider.

Count on common space phones approximately 330

Would you like site survivability on all of your remote sites? This is not a requirement in the RFP

Do we need to have meetings with each department? Is there a contact or coordination person?

CCITC will provide contacts for each department and cordinate the interviews

Can we reach out if we have additional questions? Yes. You can email jenna.reil@co.marathon.wi.us questions will added to list in vendornet.

Do you have versioning details on the 3rd party systems?

Are you using access endpoints or using a management platform? Access, intercom endpoints are currently registered as 3rd party SIP devices to call manager.

What platfrom are we using for SSO EntraID

Can you please clarify what you mean by life safety systems being migrated to intependent dialing files?

We would like elevator phones, alarm panels, etc moved off of the phones systems and moved onto an idependent cellular gateways

Do we want to migrate voicemails, personal greetings, messages etc. or using all new?

We are planning on all new. However leave access to current for a period of time.

Will we be migrating fusion? Yes. Informacast fusion is in place today.

What level of intergration with MS teams Presence sync and calling doc embedded

How many customer expierence essential seats are needed? 42 currently but only using 20. This is what we are looking for professional services on. For instance they be using a hunt group that’s not ideal and should be migrated to customer expierence.

Count of phones to factor into qoute broken out by model Since we need to have the surveys and interviews done first before we can really get an updated accurate count, we are asking for just a QTY 1 to be respresented in the models recommended in the responses.

Do the Intelepeer SIP trunks land on premise routers today? Yes. We have a pair of 4331 that terminate the SIP trunks for Redsky, Intelepeer and 911 Dispatch admin phone trunk. A separate pair of 9200L routers terminate the local gateway for Webex Calling.

Do you want the intel SIP trunks connected directly to Webex Calling? While we are in a hybrid mode, we would want to keep these on-prem. At some point in the future, we would want to consider this.

Preference on on phone model We are looking at the 9800 series. We currently have 50 9860s we are looking at for our standard.

Would you like us to include labor to place the new phones? No. Our team will place phones.

Number per location 30 buildings on network. 911 - 44 emergency locations

So you have any essentials use cases that will expand into contact center? All use cases today are voice only. Working with customer service essentials currently and all of our use cases are being met at this time.

Will structured decisions about your enviroment be part of the RFP? No. However we do need you to propose what the professional services will look like.

Will I be able to meet with business leaders or departments prior to RFP due date?

We do not expect you to meet with business leaders or deparments prior to RFP due date.

Migrating users - How many cutovers are you thinking? 12 cuts previously.

Convert compatible phones to webex Yes we would like assistance

Are active directory users homed to Active directory on premise or Office 365 .

Or both.

All voicemail and email users are on Office 365.

Will you be keeping your existing fax servers? This is out of scope for the project.

Cisco comment submit as quick qoutes

Cisco comment Flex agreement has 95 CUBE trunk licenses.