SOW Digital Phone System.docx

United States Department of the Interior

BUREAU OF INDIAN AFFAIRS

Statement of Work Installation/ Configuration/ Support of Digital Telephone Service for BIA Eastern Oklahoma Region Wewoka Agency 1 Digital Telephone System

DEPARTMENT: DOI BIA Wewoka Agency

1.1 TITLE: BIA Wewoka Agency Digital Telephone Service

1.2 Management Objective:

The U.S. DOI Bureau of Indian Affairs (BIA), Eastern Oklahoma Region, Wewoka Agency office is located at 600 N. Milt Phillips Avenue, Seminole, OK. This office require a new phone system or service to replace the NEC Dterm 80 telephone system currently in place. This system cannot be modified to satisfy the staffing needs of the office.

The new system will provide modern voice communications functions for 14 users initially and be easily upgraded for additional users. This requirement is for the initial acquisition, design, configuration, and ongoing training and support. The system must be functional, easy to manage, and have high-quality user support service provided. Additionally, replacement of one (1) FAX POTS line would be required as part of this system.

1.3 Background

The Wewoka Agency currently uses NEC phone system. Voicemail for this system does not function. This system is outdated and no longer supports the business requirements.

The service will be acquired through the Superintendent’s office. The office will provide the day-to-day operation and support of the system. Therefore, one of the key requirements for this service is ease of operation and comprehensive 24-hour technical support throughout the life of the service.

Operation and maintenance of any hardware and/or software will be the sole responsibility of the vendor for one (1) base year and four (4) option year periods, for a total five (5) year periods.

1.4 Procedure

This acquisition will include all IT infrastructure installation for an on premise digital phone system with remote capabilities. This network will be an on premise network that connects to the two (2) existing T1 PRI lines, one of which is for in-state calling and the 2nd for out of state, long distance. Existing cabling is 4 conductor RJ-11 and will may require re-cabling depending upon system requirements (i.e., to 6 conductor outlets). Use of existing, 4 conductor RJ-11 outlets would be optimal and result in cost savings. All cabling additions will be clearly labeled both at wall outlets, patch panels, and a visual/electronic diagram of drop locations. Grey color-coded wall outlets will be utilized for any rewiring. This network will not have any connection to the BIA internet network.

New equipment is to be installed including fourteen (14) digital telephones, switches, and routers as necessary will be supplied, installed and maintained by the vendor as part of this contract. Refurbished equipment will not be considered.

New system must accommodate analog lines (i.e. one fax line requiring Digital to Analog adapters).

The new system must support all current system functions.

New Battery Backup is required to be installed to ensure sufficient shut down of system.

The vendor will install and configure all of the needed equipment. Once the complete system is tested and operating correctly, an orientation for 2-3 Administers required and general phone use training will be provided.

General Requirements

2.1 BIA Office of Information Management Technology (OIMT) does not generally provide business office support of voice systems. The daily operation and routine support must be provided from the Superintendent’s office. As such, it is critical that the voice service is easy to use and administer.

2.2 911 service will provided

2.3 Quality of Service (QoS) will be utilized for data transmission.

2.4 A complete itemized list of all equipment, installation and all other costs shall be broken out in proposal.

2.5 The contractor shall provide all labor, tools, insurance, bonds, construction permits and supervision to complete the project. The contractor may visit the project site to make necessary measurements to determine the extent of the work necessary to accomplish the prescribed work. It is the contractor’s responsibility to ensure that the installations follow EIA/TIA 568-B: Commercial Building Telecommunications Wiring Standards and all applicable federal, state and local codes.

2.6 The contractor shall warranty all work to be free from defects in workmanship performed by the contractor. This warranty shall be for a period of not less than one year from the date of final acceptance by the owner.

2.7 The current cable plant has 24 inch racks with ample space for phone equipment that will be utilized for the project.

2.8 The contractor shall remove all unneeded/old cabling/wiring from the building of current phone system being replaced. The contractor shall dispose of all the current telephone systems/boxes/circuits, etc. in the IT room.

2.9 Contractor shall provide a schedule of days to complete the project, and all work shall be during the business hours. Once the schedule is established, any deviations to the schedule must be approved in advance by the Bureau of Indian Affairs project coordinator.

2.10 For clarification or questions about this specification, questions should be referred to: Melissa Johnson Email: melissa.johnson@bia.gov

3 Technical Requirements

3.1 Full featured handsets with programmable keys and basic telephone functions are needed such as the following:

911 service Call Forward internal Call Forward external-nation wide Call Hold Call Park Call Waiting Call Transfer Caller ID Do Not Disturb Mute Paging Call group routing Paging Paging Groups Redial Speed Dial Headset-Enabled Hot Desking Hunt Groups Message waiting Remote Message retrieval Voicemail message forwarding

3.2 Voice mail is required. Voicemail functions including Voicemail to Email transcription, Various Recording (e.g., busy greeting, holiday).

3.3 Additional required functions are Automated Attendant to route calls to groups/individuals, Ring Groups, Hold music, Multi-Device support functions such as Mobile Phone Twinning with caller identification to forward on to mobile devices, forward calls back to the phone system, and outbound calls with the Wewoka Agency identification, Forward on No Answer (e.g., forwarding, simultaneous ring).

3.4 System management will be provided via web interface. The control interface will provide the ability for the technical support provider to manage/troubleshoot the system from a remote location.

4 Quality Assurance

4.1 The provider will be responsible for testing handsets and the voice and data network and to ensure all features are operating properly including QoS.

4.2 The contractor shall be responsible for any damage to the building, government property and surrounding areas; and shall restore to previous condition at no additional cost to the owner if damage occurs during the accomplishment of the work.

4.3 All systems shall be back in operation at the end of each day and all work areas shall be restored to original “as found” conditions.

5 Documentation/ Certification

5.1 All user guides and administration materials will be provided via digital media and hard copy for end user phone functions.

5.2 A complete listing of configuration settings will be provided upon completion of the work.

5.3 A phone network diagram will be supplied to the BIA, in hard and soft copy identifying each network drop, major cable paths, and data closet locations at the completion of the project. This will be required only when the drawings are available from BIA prior to the awarding of the project. If electronic copies are not available, a clean hand drawn copy must be supplied at the completion of the project with drop locations clearly identified with outlet identification, cable paths, and patch panel locations

6 Cable Identification

6.1 All cables are currently labeled at each end with the cable identification number. The existing cabling plant will be used. Any new cabling must be labeled properly. All cabling additions will be clearly labeled both at wall outlets, patch panels, and a visual/electronic diagram of locations. Grey color-coded wall outlets will be utilized for any wiring provided by vendor.

7 Applicable Standards All materials and workmanship shall be in accordance with the current applicable federal, state, and local regulations, ordinances, building codes and standards. These standards include, but are not limited to:

7.1 Electronic Industries Association/Telecommunications Industry Association (EIA/TIA) – 568B: Commercial Building Telecommunications Standard

7.2 12.6 National Fire Protection Association (NFPA)

7.3 American Standards Institute (ANSI) /NFPA 70 Article 800-52 shall be applied for separation requirements from typical branch circuits (120/240V, 20A)

7.4 NFPA – National Electric Code (NEC)

7.5 Underwriters Laboratory (UL)

7.6 National Electrical Manufacturers Association (NEMA)

7.7 Bell Communications Research (Bellcore)

7.8 Federal Communications Commission (FCC), Title 47, Code of Federal Regulations, Part 68

8 ACCEPTANCE CRITERIA

8.1 Test Results - All cables shall be thoroughly tested.

8.2 The receipt of all inspections, warranties, guarantees, registrations and/or assurances as required by this specification, applicable ordinances, regulations or codes or manufacturer.

8.3 A walk through shall be conducted between the vendor and Bureau of Indian Affairs personnel for inspection of all areas of installation. A punch list will be formulated by the BIA for the site, referencing all deficiencies. The vendor will be required to correct all deficiencies within five (5) working days in order to obtain acceptance.

8.4 Workmanship - The successful vendor will be held responsible for the professional installation of all materials, including the neat and orderly routing, machine-generated labeling.

9 SAFETY AND PROTECTION OF PROPERTY

9.1 The contractor shall observe OSHA safety regulations at all times during the performance of the project work.

9.2 The contractor shall report to the government agent the existence of any unsafe conditions that may prevent safe performance of work under this contract.

The contractor shall become familiar with the building layout, security requirements, vehicle access, fire extinguisher location and operation, emergency exits and emergency evacuation plans.

10 PAYMENT

10.1 BIA Payment – Vendor may submit an invoice for payment when all areas of the Acceptance Criteria (Section 8.0) have been fully met in accordance with this document.

10.2 Contract Modifications - Vendor must submit in writing to the BIA any proposed modifications with applicable pricing before a formal change in contract scope; terms or conditions will be authorized. The Bureau of Indian Affairs will not reimburse the vendor for any additional work performed or materials supplied unless such additions have been specifically and formally authorized in writing by the Bureau of Indian Affairs.

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