Berks County Intermediate Unit

VoIP Enterprise Communication System

May 16, 2017

Pursuant to Section 1.6 of the Berks County Intermediate Unit’s VoIP Enterprise Communications System Request for Proposal, this Clarification #1 answers questions from potential vendors without making changes to the Request for Proposal. Addenda and clarifications are posted on the RFP website (

Items addressed in this Clarification are as follows:

  1. Q: ACD Questions
  2. Q: Approximately how many pilots (entry points)?

A: As of today, we have two Service directory numbers (dial into the system). This may increase.

  1. Q: How many Agents?

A: We have 22 ACD agents and 3 Supervisor agents. We are licensed for 98.

  1. Q: How many simultaneous agents to be logged in?

A: There could be 22 Simultaneous logged in, but that number may increase.

  1. Q: What is the link between Site 1 and Site 3?

A: Refer to Attachment #4 for all location connection types and speeds.To further explain, the link between Site #1 and Site #3 is currently a Comcast business-class cable modem (50 Mbps download/10 Mbpsupload) configured as a site-to-site VPN (always on).

  1. Q: Could you send us a copy of the order pro reports for both CS-1000 systems?

A:BCIU does not have “Order Pro” installed. Therefore, we cannot provide the requested reports. Please submit a question for specific system information not covered in the RFP.

  1. Q: Would BCIU consider a cloud solution?

A: This question was asked and discussed at the Pre-Proposal Conference on 5/11. In short, BCIU will entertain alternate responses to the RFP, including cloud or hybrid solutions. For reference, please review the recording of the conference which is posted on the website.

  1. Q: RFP calls for 3 (8) hour days of remote support after cut over. Is this per year or per month?

A: Uncertain what is meant by the term “remote support” in the question. However, under Section 4.12 - Maintenance, Section 4.12.2.14 specifically states that “Vendor shall include in their overall proposal price, three (3) 8-hour days of call backs for a VoIP Technician to adjust, reconfigure, reprogram, retrain, or make other changes as directed by BCIU during the first year (after successful cutover). “

  1. Q: Our cloud solution will require POE for the IP phones – do we need to quote switches also? If so, how many and what type?

A: No; please refer to Sections 4.3.53 and 4.3.54 of the RFP.

  1. Q: Any paging requirements?

A: In Section 4.2, paging is detailed as an existing feature and asa requirement for any future design.Section 4.3.40 also describes our desire to include paging/intercom.

  1. Q: Section 8.1.1 mentions a Purchase Agreement with detailed Itemization of all System Components/Materials Listing. Could the agency please clarify what it means by Purchase Agreement? Does the agency require this to be in a specific format/form?

A:Section 2.0 provides information relative to the general Terms and Conditions expected and sets the tone for a mutually acceptable agreement.BCIU requests that vendors provide a copy of their standard purchasing agreement itemizing the specific components oftheir response for a VoIP Enterprise Communications System. No specific format or form is required. Vendor may provide the requested information in the “Component or System” column, “Base Proposal Itemization” tab in Attachment #2 – Pricing Spreadsheet.

End of Clarification

Thank you for your interest in this project for the Berks County Intermediate Unit.

Sincerely,

Greg Eckel

Supervisor, Technical Support Services

Office of Innovation & Technology

Berks County Intermediate Unit 14

1111 Commons Boulevard

P.O. Box 16050

Reading, PA 19612-6050

610.987.8461 (w)