RFP_8100_JNH3000_ADD_6_v1.pdf
PDF 147 KB Posted
- Attached to
- Aviation Telephone System & Services
- Solicitation number
- RFP 8100 JNH3000
- Issued by
- Texas
About this file
This is a Solicitation Addendum No. 6 issued by the City of Austin Financial Services Central Procurement on August 21, 2026, for RFP 8100 JNH3000, which addresses an enterprise telephony and unified communications system replacement and support services for Austin-Bergstrom International Airport. The addendum provides clarifications and responses to 18 questions submitted by potential offerors regarding system requirements, hardware specifications, and contractual obligations. Key technical clarifications include: the City requires approximately 5-7 auto-attendant call flows, 25 contact center agents, 5 supervisors, and full call automation with no live receptionist functions; the IT Service Desk may require call recording for approximately 5-7 additional lines; a full-time dedicated on-site technician is required throughout the entire contract term, including the implementation phase, with costs to be covered in pricing categories 1-3; and the Network Assessment and determination of analog ports per closet will be developed by the contractor during the technical design phase. The addendum also clarifies that response time and incident resolution SLA clocks are suspended during periods when the contractor awaits city decisions, facility access, or third-party service provider actions, provided the contractor documents such external delays; SLA breach fines are limited to deductions directly and solely attributable to contractor failure with no maximum aggregate cap; and decommissioned equipment may require transfer to City surplus or third-party recycler disposition depending on the specific asset. All other terms and conditions of the RFP remain unchanged, and offerors are required to acknowledge and return one copy of the addendum with their proposal prior to the solicitation closing date of August 27, 2026.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP_8100_JNH3000_ATT_3_v1.pdf | ||
| RFP_8100_JNH3000_ATT_1_v1.pdf | ||
| RFP_8100_JNH3000_ATT_6_v1.pdf | ||
| RFP_8100_JNH3000_ATT_14_v1.pdf | ||
| RFP_8100_JNH3000_ADD_4_v1.pdf | ||
| RFP_8100_JNH3000_ADD_3_v1.pdf | ||
| RFP_8100_JNH3000_ADD_5_v1.pdf | ||
| RFP_8100_JNH3000_ATT_5_v1.pdf | ||
| RFP_8100_JNH3000_ATT_7_v1.pdf | ||
| RFP_8100_JNH3000_ATT_2_v1.pdf | ||
| RFP_8100_JNH3000_ATT_11_v1.xlsx | XLSX spreadsheet | |
| RFP_8100_JNH3000_ATT_12_v1.pdf | ||
| RFP_8100_JNH3000_ATT_4_v1.pdf | ||
| RFP_8100_JNH3000_ATT_13_v1.xlsx | XLSX spreadsheet | |
| RFP_8100_JNH3000_ATT_8_v1.pdf | ||
| RFP_8100_JNH3000_ATT_10_v1.xlsx | XLSX spreadsheet | |
| IFB_2200_CSH1061_ATT_10_v1.docx | DOCX document | |
| RFP_8100_JNH3000_ATT_9_v1.xlsx | XLSX spreadsheet | |
| RFP_8100_JNH3000_ADD_2_v1.pdf | ||
| RFP_8100_JNH3000_ATT_15_v1.pdf | ||
| RFP_8100_JNH3000_ADD_1_v1.pdf | ||
| RFP_8100_JNH3000_ATT_2_v2.pdf | ||
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| RFP_8100_JNH3000_ATT_4_v2.pdf |
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Text version
SOLICITATION ADDENDUM
AUSTIN FINANCIAL SERVICES – CENTRAL PROCUREMENT
Revised 10/01/2024
Solicitation: RFP 8100 JNH3000 Addendum No: 6 Date: 8/21/2026
This addendum is to incorporate the following changes to the above referenced solicitation:
1.0 Questions:
1. Q: What is the current version of Call Manger you are running on?
A: 15.0.1.12900-234
2. Q: How many auto attendants in total does the City require for the proposed solution?
A: Based on the call categories defined in RFP Section 9.5.9.1 (Airport operational/maintenance, general public inquiries, and external agency transfers), the City anticipates a structure of approximately 5–7 auto-attendant call flows/branches, inclusive of business-hours, after-hours, and time-critical escalation routing. The final auto-attendant design, category-to-branch mapping, and schedule logic will be finalized collaboratively with the awarded vendor through the ACD Workflow Design Workshop process defined in Section 9.5.6.1.
3. Q: Does the City require any attendant consoles as part of the proposed solution?
A: No. Call handling is fully automated with no live receptionist/operator function currently.
4. Q: How many contact center agents does the City need the proposed solution to support?
A: 25
5. Q: How many contact center supervisors does the City need the proposed solution to support?
A: 5
6. Q: Does the City require the courtesy callback feature for the contact center? For reference, this feature enables the caller to provide their 10-digit number and the system will call them back once an agent is available.
A: No
7. Q: Does the City require any post-call surveys for the contact center?
8. Q: Does the City require the ability for the contact center to inform the caller of their current position in the queue?
9. Q: Regarding the contact center, are there any requirements for the system to pull information from an external database and display the retrieved information on the agent's screen?
A: No.
10. Q: Regarding the 506 analog devices mentioned in the RFP, can the City provide the total number of analog ports needed per closet/data center? This is needed to ensure the correct hardware is being provided.
A: This information is not currently available. This information will be developed by the Contractor as part of the Network Assessment (Section 9.4) and formalized in the Technical Design and Architecture Deliverables, as specified in the SOW Section 8.4.
11. Q: Section 9.10.5 states the Contractor is responsible for disposal of approved hardware and cabling as part of the project scope, while Section 9.10.4 requires that all decommissioned equipment be retired according to applicable City of Austin and Austin Aviation asset management, surplus, and asset retirement processes. Please clarify whether the City's asset retirement process requires decommissioned equipment to be transferred to City surplus or whether the Contractor is expected to arrange final disposition through a third-party recycler and provide certificates of destruction.
A: Both may be required as determined by the specific asset.
12. Q: Section 11.6.3 states "any fines incurred by the Airport due to SLA breach will be deducted from the monthly amount due to the Contractor." Will Austin Aviation confirm the types of fines contemplated by this provision, and whether the deduction is limited to fines directly and solely attributable to the Contractor's failure to meet an SLA target?"
A: It is unlikely that this contract would incur fines from an outside entity. Deductions would be limited to fined directly and solely attributable to failure to meet SLA targets.
13. Q: Please confirm whether Section 11.6.1 and 11.6.2 Response Time and Incident Resolution Time clocks are suspended during periods in which the Contractor is awaiting an Austin Aviation decision, facility access, or action by a third-party service provider? In other words, can you confirm that such periods are excluded from elapsed time for SLA measurement purposes.
A: Yes. Those types of external issues would not count against the contractor. However, it is the contractor’s responsibility to document specific delays outside their control.
14. Q: Outside of the call recording requirements for the AOC, are there any other users/devices that require this feature? If so, how many users/devices need call recording?
A: Possibly the IT Service Desk would require recording. This would be approximately 5 – 7 additional lines.
These lines are not currently recorded.
15. Q: How many of Austin Aviation's current physical phones, for both NEC and Cisco, are not currently assigned to a user?
A: Almost all endpoints in the Cisco environment are assigned to a specific user. A large portion of the phones on the NEC side are assigned to a physical location such as a gate or ticket counter, not to any specific person or org.
16. Q: Does Austin Aviation have any unused VMWare licensing that can be used for any new ESXi hosts for the proposed solution or should any additional VMWare licensing be added to the response?
A: This information is not currently available. This information will be developed by the Contractor as part of the Network Assessment (Section 9.4) and formalized in the Technical Design and Architecture Deliverables, as specified in the SOW Section 8.4.
17. Q: Section 11.6.3 provides for deduction of any fines incurred by the Airport due to SLA breach and states no maximum. Will Austin Aviation consider stating a maximum aggregate amount for this deduction, so that the obligation can be priced with certainty rather than as an unbounded contingency?"
A: There is not currently a maximum amount for the deduction.
18. Q: Section 5.6.1 requires a full-time on-site technician "throughout all phases of the Contract Term, including project implementation." The Pricing Submittal first prices a Dedicated On-site Technician at Category 4 (Year 3). Will Austin Aviation confirm when the dedicated on-site technician position must be filled (e.g., at Notice to Proceed or upon transition to the Initial Maintenance and Support Period)?
Please clarify which pricing category Offerors should use to price the position during implementation and the Initial Maintenance and Support Period?"
A: The full-time on-site technician is required throughout the entire term of the contract including implementation. Offerors should cover the cost of this position via the prices in Categories 1-3 covering the period before year three.
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: 6 Date: 8/21/2026
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