RFP-Telephone System-West Ottawa FY24 - Addendum.pdf

RFP-Telephone System-West Ottawa FY24 Addendum

RFP-Telephone System-West Ottawa FY24 Addendum 10/21/2024 1 of 2

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DATE: October 21, 2024

DISTRICT NAME: West Ottawa Public Schools (BEN 131535)

SUBJECT: Addendum to RFP-Telephone System-West Ottawa FY24

1. With most on-premises deployments, we typically leverage the customer’s existing virtual server environment to host the core voice system applications.

1. Are we able to leverage your existing virtual server environment?

Yes

2. What server virtualization platform are you currently using?

VMware

2. Would you happen to know how many auto attendants you’re currently using throughout the district?

The estimated number will be 85, with the addition of Riley Farms Elementary.

3. It appears you’re leveraging SIP trunks for your carrier service.

1. Can you confirm the number of call paths (or SIP trunks in place)?

The current number is 1 SIP trunk. The new phone system needs to support 2 SIP trunks.

2. What carrier are you currently using?

Charter Spectrum

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4. Looks like we need to support connecting in with your current paging systems.

1. Are you currently using analog, hybrid, and fully IP paging?

2. What brand platform(s) are you currently using?

3. Is connectivity to the system(s) analog or IP?

See the table below:

Building Type Brand Connectivity

High School North Analog Dukane Analog

High School South Analog Dukane Analog

Macatawa Bay Middle School Analog Dukane Analog

Harbor Lights Middle School IP Bogen Nyquist E7000 IP

Great Lakes Elementary IP Bogen Nyquist E7000 IP

Lakeshore Elementary IP Bogen Nyquist E7000 IP

North Holland Elementary IP Bogen Nyquist E7000 IP

Sheldon Woods Elementary IP Bogen Nyquist E7000 IP

Waukazoo Elementary Analog Dukane Analog

Woodside Elementary IP Bogen Nyquist E7000 IP

Pine Creek Elementary IP Bogen Nyquist E7000 IP

Lakewood Elementary IP Bogen Nyquist E7000 IP

Riley Farms Elementary IP Bogen Nyquist E7000 IP

West Ottawa Virtual Academy NA NA NA

5. Are you using any third party E911 applications today (such as Redsky, Inform911, Intrado

911, etc)?

We are currently using a carrier provided solution

6. We are counting a total of 926 internal lines. Is 926 the total license count? How many lines are for end users? How many lines are for common area devices (breakrooms, conference rooms, etc.)?

1,000 is the estimated license count with the addition of Riley Farms Elementary

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7. How many total DIDs are in current inventory? How will you need to port over?

1,000

8. Do any of your phones need Wifi or Bluetooth? If so, can you provide the quantity by type?

There is an alternate option for wireless IP phones. The option of Bluetooth on wired office phones is required. These are currently Cisco 8851 phones.

9. Do you have multiple internet service providers in your data center? Do you have last mile resiliency?

Yes, we have two ISPs.

10. If new phones must be purchased do you have a preference between Yealink and Poly?

No Preference if the phones meet the specifications and are compatible with the solution.

11. How many total ATA ports are required? The RFP mentions 8 ATAs but it doesn’t mention port quantities. Can you give a breakdown of ATA ports by location so we can properly scope the

ATA models and quantities.

A total of 8 ATAs and 8 ports are currently in use throughout the district.

12. What manufacturer and model of your paging system does the proposed solution need to integrate with? How many total paging systems are required?

Please see question 4 above

13. How many users will need Call Queue live reporting for time in queue, abandoned calls, overflowed to VM. The proposed solution supports historical reporting without additional licensing.

This is not required as part of the base bid but may be proposed as an alternate.

14. Do you require survivability at your data center(s)? Or do you require local survivability at each location? If at each location provide the total location count.

This is not required as part of the base bid but may be proposed as an alternate.

15. Could you clarify the specific purposes of the performance bond and the labor and material payment bond? Are there scenarios where one would be sufficient?

This is specified in the RFP. If you cannot meet the requirements, please specify in your response any exceptions.

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16. Is there a possibility of reducing redundancy in bond and insurance requirements while still ensuring adequate protection for the district? We typically see performance bonds for the implementation and not the entire contract. Is there an SLA that the vendor requires for the service to meet the requirement?

This is specified in the RFP. If you cannot meet the requirements, please specify in your response any exceptions.

17. Do you require onsite services (Boots on the Ground) for hardware setup, ATA, desk phones? If so, do you have potential number of phones and hardware to be deployed with onsite technicians to help ensure accurate pricing?

A complete system installation is required, as noted in section 8.4.1 of the RFP.

18. What is the potential timeframe to start the implementation and when would you potentially like to see it finished?

The installation schedule will be determined once the project receives approval from the Board of Education. A project kickoff meeting would ideally take place in December

2024.

19. RFP Section 8.4.0: This section mentions “emergency backup feature in case of power outages”: Is the statement about local survivability in case of an internet outage?

A battery backup or other solution is required for any phone system equipment installed as part of the solution. The exception is handsets as those will receive power from network switches.

20. RFP Section 8.4.0: This section mentions “The VOIP Telephone System must also include ability for two (2) SIP trunks.” Would West Ottawa Public Schools like to keep the local SIP trunks and trunk them to the Cloud PBX or is there a possibility to port the DID’s from those trunks directly to the Cloud PBX? Who is the current service provider for the SIP trunks? How many

DID’s do you currently have?

Please provide options as part of the cloud-based solution alternate. The service provider is Charter Spectrum. There are 1,000 DIDs.

21. RFP Section 8.4.2: Can you please provide more information (make, model, connection type - FXO/FXS/Line Level/SIP) on the PA systems?

Please see the information provided in the answers to question 4.

22. What are the 2 SIP trunks for?

The SIP trunks handle incoming and outgoing calls to the existing phone system.

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23. The RFP states you have 81 Call Handlers, can you provide a description of what you mean by Call Handler

The Call Handler is a feature of the existing phone system. It can be an auto-attendant, answer calls, play recorded messages and can transfer calls

24. Does the 836 represent the number of phones in classrooms, teachers lounges, etc? And does the 87 represent the number of phones in the offices for the receptionists?

The 836 represents the current total number of handsets in non-office and non-administration offices, with an estimate for a new building under construction (Riley

Farms Elementary)

The 87 represents the current total number of handsets in main office areas and administration offices, with an estimate for a new building under construction (Riley

Farms Elementary)

25. I would like to understand how many end users will need their own DID, voicemail, and other calling features compared to the number of phones that are NOT tied to an end user, they will just have the ability to make/receive calls.

This number is currently 776 and is estimated to be 850 after the opening of a new elementary, Riley Farms Elementary.

26. How much usage is there for the 836 phones (including classroom phones)?

We are unable to provide this information.

27. Outside of the standard telephony features, are there any specific requirements?

Please refer to the RFP and propose the best possible solution based on the specified requirements.

28. Do you require any integrations into any of your existing systems/applications?

Please refer to the RFP and propose the best possible solution based on the specified requirements.

29. Are you looking to buy or rent the phones/ATAs?

We would be interested in purchasing the equipment. We currently have no interest in renting equipment.

30. Do you currently use MS Teams? If yes, how is it currently being leveraged?

No

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31. Do you currently do any texting use cases?

Not at this time.

32. Is 4-digit or 5-digit extension dialing a requirement?

4 digit extensions

33. How many soft client users are there?

This number is unknown at this time but could be as high as 850.

34. Please clarify what is meant by the Enhanced 911 services.

Enhanced 911 services include all necessary software to provide specific caller location information to 911 dispatchers.

35. Are there existing phones and are they room phones or belong to individuals?

There is an anticipated number of 926 phones and 850 of those will belong to individuals.

36. What make/model overhead paging system is the District currently using and is it integrated with the current phone system or is it standalone?

Please see question 4 above

37. Are analog devices currently in use?

A total of 8 ATAs and 8 ports are currently in use throughout the district.

38. How many toll-free numbers are currently being used by the District?

There are currently zero toll-free numbers in use.

39. Section 6.0.0 appears to describe the RFP response timeline, rather than the project timeline. Can the District confirm that the Implementation Plan requested in 6.3.0 is referring to an implementation plan for the telephone project timeline?

The installation schedule will be determined once the project receives approval from the Board of Education. A project kickoff meeting would ideally take place in December

2024.

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40. Section 6.2.0 says that all work will be performed after hours. Could this be done on a weekend as well?

The expectation is for all work to be completed M-F after hours or during the day if school is not in session.

41. Section 6.3.0 states "All Bidders shall provide the District with a project implementation schedule that adheres to the timeline requirements stated above, section 6.1.0." Section 6.1.0 has no mention of anything past opening the bids. Was there a project implementation schedule provided?

The installation schedule will be determined once the project receives approval from the Board of Education. A project kickoff meeting would ideally take place in December

2024.

42. You mention using 8 ATA's but don't really give a port count. We need to know the port count.

A total of 8 ATAs and 8 ports are currently in use throughout the district.

43. Section 8.4.1 item g. asks for pricing for Cordless headsets but doesn’t give a quantity. How many headsets will you need?

The number is to be determined. Single unit pricing is requested.

44. Could you please provide more details about the use case and design of the two SIP

Trunks?

The SIP trunks handle incoming and outgoing calls to the existing phone system.

45. Would it be possible to get a breakdown of licenses requiring full functionality vs. those that will be supporting common areas and only require dial tone/ E911?

Please see questions 25 and 35 above