RFP_8100_JNH3000_ADD_3_v1.pdf
PDF 141 KB Posted
- Attached to
- Aviation Telephone System & Services
- Solicitation number
- RFP 8100 JNH3000
- Issued by
- Texas
About this file
This is Addendum No. 3 to RFP 8100 JNH3000, issued by the City of Austin Financial Services – Central Procurement on August 11, 2026, for an enterprise telephony and unified communications system replacement and support services contract at Austin-Bergstrom International Airport. The addendum addresses 23 questions submitted by potential offerors regarding system requirements, scope clarifications, and operational expectations. Key clarifications include that the airport currently operates two separate voice platforms—a Cisco system for city employees and SIP endpoints, and an NEC SV8500 system for tenants and other users—which are to be consolidated into a single premises-based VoIP solution. The scope encompasses support for analog devices, paging systems, elevator phones, fire alarm dialers, tenant radios, and integration with the existing NICE call recording system maintained by the City's Austin Aviation department. Remote contractor access requires compliance with standard Austin Aviation NDA and VPN access policies. The solicitation mandates that all installation and migration work occur during approved maintenance windows after hours to avoid disruption to airport operations, and offerors must demonstrate US-based personnel capability with on-site presence in the local area rather than offshore support.
The addendum clarifies that hardware is owned by Austin Aviation's IT team, cabling support is excluded from the scope of work, and the contractor must support disaster recovery and business continuity plans as established. Current telecommunications infrastructure includes Ribbon SBC controllers terminating two SIP trunks provided exclusively by Lumen. Offerors must be aware of multiple change freeze periods throughout the year for holidays and high-volume travel events that may impact deployment scheduling. Some telecommunications rooms on campus have limitations regarding space, power, cooling, and UPS capacity that may affect proposed solution architecture. The addendum directs offerors to the Scope of Work for comprehensive details regarding after-hours support requirements, personnel on-site expectations, and integration specifications, while referencing campus maps at https://airportmaps.flyaustin.com and City policies for records retention and information security standards.
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| RFP_8100_JNH3000_ATT_4_v1.pdf | ||
| RFP_8100_JNH3000_ATT_3_v1.pdf | ||
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Text version
SOLICITATION ADDENDUM
AUSTIN FINANCIAL SERVICES – CENTRAL PROCUREMENT
Revised 10/01/2024
Solicitation: RFP 8100 JNH3000 Addendum No: 3 Date: 08/11/2026
This addendum is to incorporate the following changes to the above referenced solicitation:
1.0 Questions:
1. Q: What is the reason that there are two voice platforms at the airport today?
A: City employees and various SIP endpoints are on the Cisco platform; all tenants and other users are on NEC.
2. Q: Are there any physical/logical segmentations required for the new voice platform?
A: No.
3. Q: What is the role of the current on-site engineer today? Are they only maintaining the NEC platform or are there other duties (i.e. break/fix, projects, etc.)?
A: Onsite tech primarily supports the NEC platform and endpoints. Break/fix, new buildout duties as needed.
4. Q: What are the requirements/limitations for remote contractor access into the Airport's voice environment?
A: Offeror will need to comply with standard AUS NDA and VPN access policy and procedures. Refer to Exhibits C and D.
5. Q: Are there any external buildings in scope for voice support? Is there a listing of these available?
A: Reference the Scope of Work for the entirety of the campus, including the buildings. Also, visit https://airportmaps.flyaustin.com for a layout.
6. Q: What are the contractor's responsibilities in supporting the ATS DR/BC plans? Is there a regular testing cycle that Contractor needs to align with for support?
A: Offeror shall comply with DR/BC plans and testing as they are put in place.
7. Q: Are there any analog devices or paging systems that will require Contractor support?
A: There are several tenant radios that use dry pairs to reach from operational areas up to radio rooms on the roof that will need continued support/maintenance. Elevator phones, fire alarm dialers, and other various analog endpoints will need support/dial tone.
8. Q: Is there a current e911 system in place for the NEC or Cisco platforms?
A: Yes.
9. Q: Is cabling support in-scope for the Contractor? Is this mainly copper or does it include fiber cabling support? Is Fiber currently supported today by internal ATS or a third-party?
A: Cabling support is not included in the Scope of Work.
https://airportmaps.flyaustin.com/
10. Q: Is all Hardware deployed today owned by ATS? Are there any third-party managed systems that Contractor would need to integrate with?
A: No, equipment is owned by Austin Aviation’s IT team. See the Scope of Work for integration details.
11. Q: How is the NICE Call Recording system supported today? Will existing recordings need to be migrated/maintained by Contractor? Where are the recordings stored today?
A: The City’s Austin Aviation department maintains the NICE server and its recordings. Recordings are stored at another City location.
12. Q: What are the limitations of workhours for Contractor personnel onsite? Is the assumption that all work required as part of the migration be scheduled during after-hours?
A: Airport operations cannot be disrupted due to cutover work. Generally, this will require work to be done in approved maintenance windows after hours.
13. Q: Please provide a description and configuration of the current Ribbon SBC environment installed for the Airport today.
A: The Ribbon controllers terminate our two SIP trunks. Configuration details will be provided to winning bidder.
14. Q: What Telco carriers are currently being used today by the Airport? Is it just Lumen?
A: Just Lumen at the moment.
15. Q: Is the Contractor required to utilize US-based resources only, or will the Airport allow offshore support for maintenance and remote managed services?
A: Offshore support is insufficient; Offeror must have personnel on site/in local area. See the Scope of Work of the solicitation for more information.
16. Q: How is after-hours support provided for the NEC platform today?
A: A tech lives in local area and is on-call after hours. Refer to the Scope of Work for this solicitation for more information.
17. Q: What are the requirements for mobile device support from Contractor?
A: These requirements are not in the Scope of work.
18. Q: Please provide the required Austin Aviation information security, data protection, and records retention policies.
A: Refer to Exhibits C and D for the NDA and VPN access policies. Refer to records retention here:
https://services.austintexas.gov/edims/document.cfm?id=329178.
19. Q: Are there any additional in-flight projects that Contractor will be required to support during the phone migration?
A: Phone support will be required for all airport expansion/development projects.
https://services.austintexas.gov/edims/document.cfm?id=329178
20. Q: Are there freezing periods that Contractor needs to be aware of during the Deployment period?
A: Austin Aviation has several change freezes throughout the year for holidays and other high volume travel events.
21. Q: Is Contractor required to provide wireless networking support for mobile device users?
A: This requirement is not in the Scope of work.
22. Q: Does Austin Aviation have locations where telecommunications rooms have limited space, power, cooling, or UPS capacity that could impact deployment architecture?
A: There are some rooms with limits on space/power/etc. It is impossible to say whether these limitations would be a concern at this time without knowing the nature of proposed solution.
23. Q: Are there known endpoint locations exceeding 328 ft. from existing network switch infrastructure?
A: Cat5/6 runs on campus here should all be <100 meters.
24. Q: Are proposers expected to include costs for new IDFs, switch upgrades, UPS expansion, and cabling modifications identified during the network assessment?
A: No, offerors are not expected to include costs to all except for cabling remediation. Offeror may propose a price per linear foot for new horizontal cabling. Refer to the Pricing Submittal of the solicitation.
25. Q: Can you please provide estimated cable distances for parking garages, maintenance facilities, tenant spaces, operational areas, and remote campus buildings?
A: Cat5/6 runs on campus here should all be <100 meters. The terminal and outbuildings across campus are interconnected via fiber.
26. Q: Are there locations with limited telecommunications room space, power, cooling, or UPS capacity that could impact deployment architecture?
A: There are some rooms with limits on space/power/etc. It is impossible to say whether these limitations would be a concern at this time without knowing the nature of proposed solution.
27. Q: Can Austin Aviation provide estimated cable distances between telecommunications rooms and endpoint locations for administrative offices, parking structures, operational facilities, maintenance facilities, and tenant spaces?
28. Q: Has Austin Aviation identified any locations where existing copper cabling exceeds 100 meters or where VoIP migration may require new telecommunications closets or network electronics?
29. Q: Please provide details on the percentage of existing Krone/CAT5e infrastructure expected to be reused versus replaced as part of the migration.
A: We expect the majority of the CAT5e infrastructure to be re-used.
30. Q: Are there known facilities, garages, maintenance areas, or outbuildings where network switch capacity or PoE availability is currently limited?
31. Q: Can Austin Airport provide a breakdown of the approximately 500 analog lines by application type, such as elevators, emergency phones, alarms, courtesy phones, tenant services, or other uses?
A: Currently, this information cannot be shared and further details will be provided to the awarded offeror.
32. Q: Are there critical operational or life-safety devices located in parking garages, gates, tunnels, baggage areas, maintenance yards, or other remote locations where new cabling installation would be difficult or costly?
A: No, not to Austin Aviation’s knowledge.
33. Q: Does Austin Aviation anticipate maintaining any analog services beyond project completion, or is a full migration to IP-based endpoints preferred where feasible?
A: There are several tenant radios that use dry pairs to reach from operational areas up to radio rooms on the roof that will need continued support/maintenance. Elevator phones, fire alarm dialers, and other various analog endpoints will need support/dial tone.
34. Q: Has Austin Airport completed a preliminary assessment of available PoE budgets and switch capacity required for the new telephony platform?
35. Q: Does Austin Aviation have a preference for centralized versus distributed telephony endpoint architectures across campus facilities?
36. Q: Are there operational areas where adding new active network infrastructure would create security, access, maintenance, or resiliency concerns?
A: Not to Austin Aviation’s knowledge.
2.0 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: 3 Date: 08/11/2026
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