Phone System Vendor Meeting August 17th.docx

This is a meeting notes document from a vendor meeting held on August 17, 2017, regarding Monroe County Wisconsin's replacement of its existing telephone system infrastructure across 8 buildings in the Sparta area. The County is seeking a VoIP/Digital telephone system that will integrate with existing telephone company voice circuits and utilize the County-wide metro Ethernet network for VoIP traffic. Key requirements discussed by the Information System Director include solid warranty coverage, comprehensive maintenance and training services, call transfer capability to cell phones, multiple conference call functionality, emergency management integration, and the ability to incorporate emerging technology without requiring additional license purchases. The County requested cost breakdowns for 12, 24, and 36 button phones with individual unit pricing, as wireless headsets must be included in all proposals. The system must provide dual support channels allowing direct contact with both the vendor and manufacturer when issues arise.

The current environment consists of a NEC phone system serving multiple facilities with varying infrastructure capabilities: Cashton and Wilton buildings lack internet connectivity, while Tomah and Dog Pound have internet access. All locations are equipped with 2960 switches and power over Ethernet capability. Rolling Hills operates a paging system requiring identification of its make and model for integration purposes. The County noted planned facility transitions with Courthouse staff relocating to the Justice Center and Health and Human Services moving into the Courthouse with a tentative transition date of April 2018. Additional requirements include the ability to track cell phone locations and data usage for Courthouse staff, Citrix capability with vendor cost recommendations for future implementation, and compatibility with the existing infrastructure across all eight buildings.