Specifications for NCTF VOIP System.docx

North Central Task Force

May 01, 2014 - VOIP Phone System Request The North Central Task Force is requesting bids for a replacement telephone system for our incident command units. Two (2) interactive systems are requested. The NCTF owns and operates two command units. One is a 44’ LDV command bus and the second a 22’ Odyssey communications trailer. Both currently have an analog Panasonic phone system installed. Our third vehicle / unit will receive only extensions.

New Equipment, Software Version

NCTF shall accept only new equipment and the latest version of firmware, software and/or operating systems. Used, reconditioned, refurbished and/or remanufactured equipment will not be accepted.

Specifications/Scope of Work :

*Two (2) Full VOIP Telephone Systems – Each capable of accepting up to ten (10) incoming lines which will be a mix of VOIP from our satellite dishes, Cellular and analog hardwire connections.

*Caller ID and Voice Mail *20 Extensions – Each system will need connectivity of up to twenty (20) extensions each. Some will be hard wired and the balances are to be virtual. IMU has fifteen (12) and the IMUT has nine (9) hardwired extensions. Each remote reel / kit will be capable of six (6) extensions and the additional two (2) will be connected by Ethernet cabling. All three units are mesh connected and must work via the wireless connection.

*28 Telephones – Are required between the two (2) systems and the two (2) remote access kits.

*Remote access – Each unit is to be provided a gel filled military grade fiber optic thousand feet (1000’) live reel and needed connections to the system for a minimum of six telephone extensions to connect back to the main system.

*Plug and Play interface – Both units have a multi access panels which the new systems must be interfaced. All exterior connections will be from this location.

*Public Address – Systems are to have on phone voice and exterior paging capability.

*Installation and Configuration – Both units will require full installation of all the telephony system, extension jacks, line-in interface and phone mounting were applicable. Two (2) phones and extension installation in a third vehicle is required. Onsite installation, Williamsport and Coudersport, PA, is required unless other arrangements are made at the vendor’s cost. R56 grounding standards will be met or exceeded.

*Licenses – all needed licenses and software must be included in the system pricing.

*System Training and Certification – Training for up to four (4) “Train the Trainers” for system set-up and usage is required. All training will be provided upon system completion at the NCTF unit locations.

*VOIP Line Service and Certification – Each system will be provided a two (2) line trunk certified and optimized for VSAT network for up to five (5) years.

*System Support – Vendor shall maintain and upgrade the operational software and hardware at its current or public-released level for the initial term of the contract and extension of this contract pursuant to the terms of this bid.

The vendor shall also provide access to a 24 hour per day, 7 day per week help line to answer questions about the equipment and software operation.

Notification of the opening of a Trouble Ticket through the help line shall occur within one (1) hour of the call being placed to the help line. A Trouble Escalation Process must be defined by each vendor to ensure satisfactory problem resolution will occur.

*Unit Inspection / site walk – All prospective vendors will be able to inspect the 44’ LDV command bus and the second a 22’ Odyssey communications trailer for the location of the proposed equipment. Detailed directions are available and access must be coordinated with the NCTF.

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