DANVILLE-PITTSYLVANIA COMMUNITY SERVICES
Request for Proposal
Voice Over Internet Protocol (VOIP) Telephone System
Pre-Bid Meeting Questions:
1) The RFP states that there are 3 receptionist locations that act as overflow locations for each other. I am assuming based on additional information in the RFP that these locations are Hairston, Gretna, and PACT. Is that correct?
2) Does any ACD (automatic call distribution) capability need to be quoted?
3) I am assuming from the RFP, that DPCS will require that all sites be able to exist as standalone systems in the event of a network issue. Would voicemail need to be available as standalone as well?
4) The RFP states that at the Hairston location, POE switches will be provided and that there will be 137 phones at this location. Is it correct to assume that all other phones at this time will utilize power bricks and that the number of power bricks that need to be quoted are 97 (234-137)?
Answers:
Q1 – According to Section II.B.1, the three receptionists at Hairston Street act as “overflow” locations for each other. In addition to these three receptionists there are two remote locations with local a receptionist. Gretna (II.b.3) and PACT (11.B.5) have receptionist on site that need a device that would provide them with local BLF/DSS functionality so they can easily perform their duties.
Q2 – Currently DPCS is not using any ACD functionality. However, if some sort of ACD functionality is part of the basic solution you are proposing then please mention it. Also, provide some details of the ACD functionality such as how many Agents/Supervisors are included and what type of Call Distribution does it support.
Q3 – According to Section II.A. 5, DPCS is looking for a “single telephone system to serve its needs across eight locations”. DPCS is leaving the exact system design up to the individual companies replying to the RFP. Therefore, the number of PBX cabinets/servers and VM systems is up to the submitter to decide while keeping in mind that “Cost” will be a factor in the decision process. Additionally, it is up to the vendor to provide information of how they will mitigate the likelihood of DPCS operations being severely impacted by their VOIP solution failure, especially if is a single platform solution.
Q4 – The current thinking is that power bricks will be used at all the remote locations. However, if the vendor feels that it makes more economic sense to use a PoE switch at some locations then you should mention that in the submittal as a possible option with any price differentials.
Post-Bid Meeting Questions:
1) How is the WAN network setup? ie: Is it a private network (MPLS Type), or Shared with others were it is also used by other Customers.
2) How many actual LAN Ports will be required for each location? There will be a combination of IP sets in which they will use the embedded ports to connect their PC to, will have IP sets as stand-alone, and how many ports are required for the Standalone IP devices like PC’s, Printers, Servers etc.
3) Will also need the Count of how many ports will be required on each IDF location as the cabling most likely is distributed in various closets within the property.
4) Pictures for Harmony House I see Comcast Equipment and the RFP does not mention their service and curious on their network application as the RFP says they are using Comcast for network services at Gretna Office location?
5) At the Residential services location is there any other Telephones besides the Kitchen in 505A that are not capable of having CAT 5 cable to us?
6) Can a list of DIDs be posted with a general description of their function (i.e. voice, fax, security, alarm, etc…)?
7) Can we revise attachment E as necessary? I think Rob is under the impression that all systems have license fees – but our solution does not – there is the equipment, the software/manufacturer support, hardware warranty and the labor (installation). There are no per user or per feature license fees! If we can revise this attachment such that the information requested is clear and concise then I think that would be mutually beneficial.
8) Page 22, Attachment B, # 8 - We will certainly comply with this requirement but we are questioning it due to the unusual nature of the request. Respectfully, it's somewhat inconvenient to obtain as it's not something we've come across in 40 years of business. We request you consider using a Class A Contractor's license as an additional way to vet potential vendors. Obtaining a Class A Contractors license it a vigorous process that requires the contractor be very financially stable and have the recommendation of other contractors among other requirements. That being said, we are of course willing to comply if it's the only option but wanted to make an additional suggestion. Alternatively, it would be easier if it were requested of finalists or a winner since it requires the interaction of higher level company executives with the bank.
9) Page 26, Attachment D, # 15 - Should "all access" read "allow access"?
10) Page 27, Attachment D, # 25 - Should "all conference calls" read "allow conference calls"?
11) Where/what building is the demarcation for Residential?
12) What level of Disaster Recovery should the system have included?
Answers:
Q1 – Please review the attached PDF diagram “dpcs-metro-area-network-with-Internet” which shows that each of the remote locations (except those serviced by Comcast) has a 5 Mb/s Symmetrical transport connection from the onsite ONT to a SM fiber that can supply up to 1 Gb/s of service before hitting the nDanville fiber ring with a shared 10Gb/s backbone. Then there is are three services traveling over the fiber ring to the 1Gb/s connection at Harrison Street which is being provided; 30mb/s transport link, 50mb/s down & 25mb/s up Internet connection for data, 20mb/s down & 10mb/s up Internet connection for video conferencing.
Q2 – Ensure that you have enough switch ports to cover the number of ports being provided by the network equipment listed in Section C of the RFP and annotated in the information on FTP site. Additionally, there are a few areas that have phone only locations which will require additional switch ports to support; Day Services at Dewey Place has 9 phone only locations connected to its MDF, Harmony House has 3 phone only locations going back to its MDF, the Foundation House on West Main has 1 phone only location in its MDF, the Gretna office has 1 phone location in its MDF, Hairston Street has 3 phone only locations going back to the North Wing IDF.
Q3 – This port count is covered in the Answer to Q2.
Q4 – The Comcast connection at the Harmony House on Rison Street is for the clients to use for their Internet access.
Q5 – At Residential Services on Keen Street the only phone that appears to be located away from a computer without a network connection is the Kitchen phone on the second floor of building 505A. Because of the construction of the building it may be difficult to replace the existing cable.
Q6 – List of phone numbers can be found on the phone bills attached to the FTP site. DPCS is still deciding which lines they might want to Port over to another service. Please estimate that DPCS will Port over 10 numbers, but also provide pricing to add blocks of 10 to port over or add new numbers.
Q7 – Attachment E can be modified if necessary to show your solutions cost as needed. Just make sure that if you change the header or category to match the solution you are quoting that you are providing all cost associated with the installation and ownership for the next 5 years.
Q8 – DPCS must ensure that the Company installing the VOIP solution is financially sustainable and capable of installing and maintaining a turnkey solution that connects their locations together. Therefore, the only concessions that will be made for Attachment B item 8 is that in addition to the two listed financial items in the current section the organization may provide proof from a financial institution that they have a “line of credit” that is at least twice the amount of the solution being proposed and/or submit a bid bond. Even though, there may be some expense in securing a bid bond that is a cost that the organization must undertake without any guarantee of being awarded the contract from DPCS.
Q9 – “all” should be “allow” in this section
Q10 – “all” should be “allow” in this section
Q11 – The phone line Dmarc for Residential Services is located in the basement of the small building. However, the nDanville Fiber comes into the communications closet on the second floor of the large two story building at this site. This second floor closet also houses the phone system and one data switch which would make it the site’s MDF. This MDF location is connected to the IDF in the basement by direct buried copper cables, one of which is a CAT5 that is used to uplink the data switches at this site.
Q12 – DPCS is concerned with system up time and being able to recover quickly from any issues, outages, or disasters. However, they understand that there are costs which can quickly add up when designing a system with a next to 100% guaranteed up time. Therefore, bidders should include at least the required grounding equipment for each site and UPS units to support 1 hour of battery backup for the communication equipment being installed as part of the solution at the main office’s MDF and IDF locations. Additionally, DPCS is interested in getting additional information and costs which would improve the solution’s survivability and reliability. Therefore, please provide as an option your recommendations on items with cost that can be added to the solution which will increase its guaranteed up time.