RFP_8100_JNH3000_ADD_2_v1.pdf

SOLICITATION ADDENDUM

AUSTIN FINANCIAL SERVICES – CENTRAL PROCUREMENT

Revised 10/01/2024

Solicitation: RFP 8100 JNH3000 Addendum No: 2 Date: 08/07/2026

This addendum is to incorporate the following changes to the above referenced solicitation:

1.0 Clarifications:

a. Replace Scope of Work with Version 1. It has been updated as follows:

The section now reads as follows:

b. Replace Scope of Work with Version 1. It has been updated as follows:

The section now reads as follows:

2.0 Questions:

Q1 Question: The SOW requires full transition to the new system within 270 days of Project Kickoff (Section 9.11.1), but does not define a parallel operation window. What is Austin Aviation's expectation for the duration of NEC/new system coexistence? Are there specific NEC-dependent services (tenant lines, emergency circuits, analog devices) that require a phased cutover with extended interop?

Q1 Answer: Our expectation is that all lines from both the NEX PBX system and the Cisco environment will be transitioned to the new system within the 270 day window. Any legacy system to be retired needs to stay operational until all lines are migrated off of it.

Q2 Question: How are the existing NEC SV8500 and Cisco CUCM systems currently interconnected — is there a PRI tie trunk, analog gateway, or IP gateway between them? Understanding the interconnect type is essential to designing the migration and cutover sequence.

Q2 Answer: CUCM is connected to the TDM environment via a pair of QSIG trunks.

Q3 Question: The NEC SV8500 is maintained under a third-party maintenance contract that includes an on-site technician (Section 4.1). Will Austin Aviation facilitate access to the incumbent NEC maintenance contractor for configuration data extraction, system documentation, and transition support? Is there an existing as-built or system configuration record for the NEC SV8500 that will be made available to the awarded Contractor?

Q3 Answer: Austin Aviation will have the incumbent tech assist for the duration of their contract extension.

The department will provide all as built documents to the awarded offeror.

Q4 Question: Will Austin Aviation ensure the incumbent NEC on-site technician cooperate with the new Contractor during the transition period, and is that obligation documented in the incumbent's contract?

Q4 Answer: The incumbent will be onsite until the current contract expires. This would include any transition processes between vendors.

Q5 Question: What voicemail system is currently integrated with the NEC SV8500 (e.g., NEC UNIVERGE UM8000, InMail, or other)? Will Austin Aviation provide the awarded Contractor access to that system for configuration review and data extraction?

Q5 Answer: The current voicemail system is UNIVERGE UM8700. Austin Aviation will provide access and all relevant documentation to the awarded offeror.

Q6 Question: Is there an expectation that existing voicemail messages, user greetings, and mailbox configurations are migrated to the new platform, or is a clean cutover with re-provisioning of mailboxes acceptable?

Q6 Answer: A seamless transition from the user perspective is desired. Austin Aviation would rather not have the users have to redo any configurations.

Q7 Question: Who owns the existing IVR/auto-attendant prompt recordings currently in use on both the NEC and Cisco platforms? Will these be provided to the Contractor as audio files for re-use, or must they be re-recorded on the new system?

Q7 Answer: There is currently no IVR on the NEC PBX. The minimal IVR/call prompt stuff in the Cisco environment will be accessible to the winning contractor.

Q8 Question: What are Austin Aviation's voicemail message retention requirements — how long must messages be retained and are there a legal hold or archival obligation that affects the voicemail platform specification?

Q8 Answer: Austin Aviation currently keeps voicemails for a month. There are occasional needs such as legal holds, etc. that require us to keep some messages for longer periods.

Q9 Question: What per-mailbox storage limits and total voicemail platform storage capacity does Austin Aviation expect in the new system?

Q9 Answer: There are currently no limits on storage capacity. Austin Aviation is open to offeror recommendations.

Q10 Question: During the parallel operation window when users exist on both the NEC and the new system simultaneously, what is Austin Aviation's expectation for voicemail continuity? Specifically: If a new-system user calls an NEC user who doesn't answer, which voicemail system receives the message?

Does Austin Aviation expect VPIM or equivalent inter-system voicemail networking between the NEC VM platform and the new system during migration, or is a degraded experience acceptable for the duration of the cutover window?

Q10 Answer: Austin Aviation cannot have users exist on multiple platforms simultaneously. When a new user is created on the new platform, the old legacy system user much be decommissioned at that time.

Q11 Question: Is there appetite for an early voicemail platform migration — cutting over all mailboxes to the new VM system before phone cutover — to eliminate the dual-VM coexistence problem?

Q11 Answer: There is an appetite if this in some way minimizes disruption to the user experience.

Q12 Question: Has Austin Aviation conducted any recent cabling assessment on the NEC side of the campus? Are there known cable runs anticipated to require replacement or re-termination beyond the existing Cat 5e Krone infrastructure?

Q12 Answer: No recent cabling assessments have been performed.

Q13 Question: Section 9.8.10 states that new horizontal cabling can be provisioned by the Contractor, Austin Aviation, or an Austin Aviation-designated third party "as mutually agreed during the design phase."

Will the cost of any required new horizontal cabling be in the Contractor's fixed price, or handled through a separate change process funded by Austin Aviation?

Q13 Answer: The cost of any required new horizontal cabling will be handled through a separate change process funded by Austin Aviation.

Q14 Question: What version of the NICE call recording system is currently deployed at AUS? Section

9.5.11 references "existing hybrid Ethernet/TDM interfaces" — which interfaces are currently active (Ethernet, TDM, or both), and what is the expected integration path with the new system (retain TDM, migrate to Ethernet-only, or replace)?

Q14 Answer: NICE Inform Recorder R9.2.1 HF44 Update Pack 3. TDM interfaces are currently active.

Austin Aviation assumes that most proposals would utilize the Ethernet interfaces going forward, but that may vary.

Q15 Question: Section 9.5.1 requires integration with the existing Ribbon SBC. What is the model, firmware version, and current configuration of the Ribbon SBC? Will this information be made available to Offerors prior to proposal submission or to the awarded Contractor during design?

Q15 Answer: Model: 2x Ribbon SBC2000. FW: SBC2K-12.4.1. Configuration will be made available to the awarded offeror.

Q16 Question: The RFP does not specify a preferred UC platform. Are any platforms explicitly excluded beyond the cloud/hybrid core restriction in Section 9.5.1? Is Austin Aviation's existing Cisco CUCM investment a preference factor in platform selection?

Q16 Answer: The answer to the first and second question is no.

Q17 Question: Section 9.11.5 requires the Contractor to coordinate with Lumen for SIP trunk cutover.

What is the typical lead time for Lumen to execute trunk configuration changes at AUS? If Lumen delays cause slippage in the cutover timeline, will Austin Aviation grant schedule relief against the 270-day completion requirement?

Q17 Answer: The SIP trunks are already provisioned and ready for use. Contractor would only need to coordinate with Lumen to port Austin Aviation’s numbers to the trunks if that hasn’t yet been completed.

Q18 Question: If network upgrades identified in the Network Assessment Report (Section 9.4.6.1) — which are Austin Aviation's procurement responsibility — are not completed in time to support the Contractor's design and cutover milestones, will Austin Aviation grant schedule relief?

Q18 Answer: If the nature of the required upgrades truly preclude the contractor’s ability to design or cutover, then yes there will be a schedule relief.

Q19 Question: AUS is currently undergoing the Journey With AUS Airport Expansion and Development Program (AEDP). If new facilities, gates, or buildings are added during the contract term, will scope expansion be handled through change orders, or is the Contractor expected to accommodate anticipated growth within the base contract price?

Q19 Answer: Austin Aviation expects the Contractor to scope and build out system capacity to accommodate planned expansion and growth. Actual purchasing of additional licenses, endpoints, etc.

will be accomplished via change order or via the construction projects themselves.

Q20 Question: What is Austin Aviation's expectation for Final Acceptance timing after all prerequisites in Section 9.12.6 are satisfied? If Austin Aviation does not issue a written Final Acceptance notice within a defined period after all deliverables are accepted, will a deemed acceptance provision apply?

Q20 Answer: Timing for Final Acceptance will be thirty (30) calendar days after all requirements are satisfied. A deemed-acceptance provision will not apply.

Q21 Question: The Pricing Submittal (Category 2) does not include estimated quantities for software licenses. Will Austin Aviation provide updated user/seat counts beyond the endpoint inventory in Exhibit A

— Current Configuration, to support accurate license pricing?

Q21 Answer: Pricing should include licensing to accommodate current seat counts. The system/solution should be designed and built to accommodate planned expansion and growth. Additional licenses and endpoints are needed for expansion these will be purchased via the expansion projects.

Q22 Question: The on-site technician requirement applies throughout the full contract term including implementation (Section 5.6). Does this role require an airport security badge and TSA background check?

What is the typical lead time for badging a new contractor employee at AUS?

Q22 Answer: Yes, any on-site personnel must be badged. Badging can take up to a month; TSA background check times vary considerably.

Q23 Question: Can the dedicated on-site technician be an employee of a subcontractor, or must they be directly employed by the prime Contractor?

Q23 Answer: All subcontracting must be indicated in the proposal. See Terms and Conditions Section 1.39 for more details on Subcontracting.

Q24 Question: Section 9.8.4 requires all installation activities to be performed between 7:00 PM and 4:00 AM. Does this restriction apply to all campus locations including the Information Systems Building (outside the AOA), or only to installations within the secured airside/AOA areas?

Q24 Answer: The time frame applies to all AUS campus locations.

3.0 ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME.

ACKNOWLEDGED BY:

Offeror Name Offeror Authorized Signature Date

RETURN ONE COPY OF THIS ADDENDUM WITH YOUR RESPONSE PRIOR TO THE SOLICITATION CLOSING

DATE. FAILURE TO DO SO MAY CONSTITUTE GROUNDS FOR REJECTION OF YOUR OFFER.

Solicitation: RFP 8100 JNH3000 Addendum No: 2 Date: 08/07/2026