SOW_-_201605-ICT-RFP-IPTelephonySystem.docx

Internet Services Center for Disease Control and Prevention

Statement of Works

Center for Disease Control and Prevention

This document outlines CDC’s requirement for the provision of a new Internet Protocol (VoIP) Telephony system. It provides the information necessary to complete and forward the proposal and specifies the criteria for selection of an appropriate vendor.

Isaac Wanjero

4/27/2016

Table of Contents

Background CDC is interested in the procurement of an IP Telephony System to serve its Nairobi and Kisumu offices, currently located inside the KEMRI compounds at the respective cities. The new system is to be a replacement of an over-13-year-old legacy Siemens system whose in-place-upgrade is no longer viable.

The current system comprises two HiPath 3000v4 PBXes in Nairobi and Kisumu, interconnected via point-to-point leased line. A majority of the handsets are Siemens Optipoint 410 standard and 410E handsets, connected to the PBXes on the same LANs. There are about ten extensions in Kisumu and three in Nairobi that are connected to their respective PBXes via an MPLS cloud. There are also two SIP gateways in Nairobi-HQ and Kisumu-Kisian for the connection of about 20 devices using the SIP protocol. The communication protocol for most devices is H323.

Additional services that were provided as part of this solution but that have since been severely downgraded include voice-mail, call-logging and call-management. These services were largely provided as third-party services.

Complementing the Siemens IP telephony infrastructure are the following:

· Primary rate (32B+D) ISDN services provided by Telkom Kenya

· Two Ericson 250N modems for connectivity to Safaricom and Airtel

· Twenty Nortel extensions connected directly to CDC Atlanta (16 Nairobi, 4 Kisumu) via IP

· Seven Cisco SX320 video conferencing units (4-Nairobi, 3-Kisumu)

· An independent, dedicated 8Mbps WiFi internet network via Telkom Kenya

Requirements CDC requires a new IP Telephony System to replace the current one and seeks suitable proposals for the design and implementation of the following:

1. An integrated IP telephony solution comprising:

a. A single composite system of call managers, servers, gateways or any suitable combination of equipment necessary for internal and external IP telephony communication, call logging and call management. The system should support the following minimum features:

i. A unified dial plan across all locations

ii. Direct inward dialing

iii. Voice mail

iv. Directory services (unified communications not needed)

v. Multi-protocol support (e.g. SIP, H323)

vi. Multi-codec support (e.g. G711, G723)

vii. Call conferencing and bridge-calling

viii. Soft phone clients support Comment by Wanjero, Isaac: preferably capable of running on Apple IOS, Blackberry RIM, Android phone systems and Windows desktop operating systems

b. Telephone handsets

c. Equipment necessary for PRI ISDN, PSTN and Fax integration

d. Support for the following telephony services providers:

i. Telkom Kenya

ii. Safaricom

iii. Airtel

e. Integration with:

i. Current Siemens PBX

ii. KEMRI PBX

iii. VC units at the various locations

f. Optional integration with Access control and CCTV systems

2. Building of new independent IPT Local Area Networks (IPTLANs) at the Nairobi-HQ, Kisumu-Kisian, and Kisumu-CRC sites including:

a. Fully configured access layer PoE switches – preferably layer 3 switches – for the connection of all telephones and all other specified IP telephony components

b. Suitable IP scheme, CoS and QoS configurations of the above switches

c. Appropriately placed firewall(s) and/or other appropriate security solution to protect the IP telephony infrastructure

d. Secure integration of the Nairobi-HQ IPTLAN with an existing wireless LAN currently connected to the internet

e. Provision for the integration of the Kisumu-Kisian and Kisumu-CRC IPTLANs with future wireless LANs

Note: Building the new LANs will exclude physical cabling as this is already present (Cat5e and higher) at all locations.

3. Interconnection of the three IPT LANs in mesh topology through the existing MPLS links. At a minimum, it is envisioned that this will require:

a. Determining the optimal specifications of bandwidth, latency, jitter, packet loss on the LAN and WAN for the proposed IPT solution.

b. Analysis of the current MPLS infrastructure and recommendation of configuration changes required to implement the new IPT system.

c. Appropriate QoS configuration throughout the WAN

4. An appropriate monitoring solution; capable of:

a. Administering the IPT system

b. Monitoring up/down status of all key IPT components

c. Monitoring quality of the IPT service on the LAN and WAN

d. Setting quality thresholds and generating alerts when thresholds or adverse conditions are encountered

5. Provide post implementation support for 90 days after the certified completion date of the project.

Response procedure and timelines

a. The proposed activities in the response to this request and the tentative timelines are as follows:

Release of RFP

Mandatory Site visit

Deadline for written questions

Final pre-bid briefing

Deadline for bid submissions

Selection of vendor

Pre-award clarifications

Award of contract

Execution of contract

Project documentation The following documentation is required:

a. Complete technical description of the vendor’s solution including technical illustrations, drawings, and schematics. This should also include advice on the mandatory and optional upgrades, a method of implementation of one year’s post-implementation support. It must also explicitly commit to provide 24x7 uptime to all the active equipment outside CDC offices, factoring in power, adverse weather, and any other impediments to sustained good service.

b. A project plan including time-lines, resources and milestones. It is anticipated that the entire implementation should take a maximum of eight weeks. The project plan must demonstrate this.

c. Any other vendor proposed value-add service to CDC

d. A firm estimate of all fees to be charged and an estimate of expenses that would be incurred, including post installation maintenance fees.

Required references The following references will be required:

a. Resumes of the technical staff who would be involved in the project, describing their qualifications and roles.

b. Contacts for technical references for two organizations who have been the proposing vendor’s clients for similar work during the past two years.

Other important project details Standards of quality The expected solution should be based on open systems. The solution should be flexible, secure and of scalable Technological infrastructure.

Agreements

· The project to be completed within 4 months

· CDC will appoint one person, with decision making authority, to serve as a Project Coordinator/Manager. The vendor will also appoint a similar position person for their end.

· All project stages will be approved and signed off by CDC Project Manager and his counterpart in the vendor organization.

· The overall project completion will be signed off by the IT Manager or the Deputy Director, Operations.

· At the conclusion of the project, all manuals, work sheets and installation materials will become the exclusive property of CDC.

· The vendor will be responsible for shipping their equipment and kit to the installation grounds.

Assumptions

· There will be no significant changes to the task/job/policy data during the project.

· CDC will provide internet/e-mail (via webmail) capabilities for the vendor’s official use.

· The successful vendor will have factored in all expenses at the time of award of the contract.

Criteria for Evaluating Success The Project will be deemed successful when the

· The core IPT infrastructure has been set up

· All extensions have been configured

· End users have received extensions and have been trained on using them

· Users are able to make and receive calls within and outside the network

· The system has demonstrated 99% uptime for a sustained 2-week period

· Technical training has been conducted for IT staff

· System documentation has been delivered

· A certificate of completion has been signed by both CDC and the vendor

· Maintenance terms have been clarified and agreed upon, and the Service Level Agreement (SLA) in effect

How to submit a proposal The technical and financial proposals must be submitted separately and must include:

Financial Proposal

a. Financial summary table as specified in the template below (4.3) Technical Proposal

b. Technical Description and required references as detailed in sections 2 above

c. Draft Service Level Agreement including all subject items referenced to in section 2.1 above

d. A tentative project plan for the implementation of the solution

Proposals that are submitted without these minimum requirements will be disqualified

Financial Summary

Location

Hardware

Software and/or licensing

Professional services

Other one-time installation cost

TOTAL

Annual maintenance

Criteria for Selecting a Vendor The successful vendor will be the one who successfully demonstrates (on a weighted basis):

· High degree of technical capabilities and understanding of the requirements and proposed solution

· to cover both installation and post-installation service.

· Provision of an open system, upgradable and expandable system.

· Provision of value-added services/systems.

· Ability to complete the work within 4 months.

· Ability to demonstrate, or simulate, the requested solution.

· A good Technical and Financial track record.

· Pricing, an offer of an appropriate cost-effective open systems solution.

· Breadth of Market and Products 15%

· Staffing Experience and Skill Levels

· Track Record of Successful deployments of IPT solutions

image1.emf

Microsoft_Visio_Drawing111.vsdx image2.png