appendix a - New York Public Library

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Request for Proposal
ITG/VoIP/Multiple Locations 2012
Date: January 24, 2012
TABLE OF CONTENTS
1.0 PURPOSE ............................................................................................................................ 5
1.1 ISSUING OFFICE ................................................................................................................. 8
1.2 DEFINITIONS ...................................................................................................................... 8
1.3 ADDENDA ........................................................................................................................... 9
1.4 SCHEDULE OF EVENTS ...................................................................................................... 9
1.5 PROPOSAL PRESENTATION ............................................................................................. 10
1.6 PROPOSAL MODIFICATIONS OR WITHDRAWAL ............................................................. 10
1.7 METHOD OF AWARD ....................................................................................................... 10
1.8 WARRANTIES................................................................................................................... 10
1.9 TESTING, CUTOVER AND ACCEPTANCE ......................................................................... 11
1.10 INCURRING COSTS .......................................................................................................... 12
1.11 PAYMENT SCHEDULE ...................................................................................................... 12
2.0 STANDARD CONDITIONS………………………………………………………...…….12
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
OSHA REQUIREMENTS ................................................................................................... 12
PERFORMANCE STANDARD ............................................................................................. 12
TRADE-IN EQUIPMENT.................................................................................................... 12
PROPRIETARY INFORMATION ......................................................................................... 12
SUBCONTRACTING .......................................................................................................... 13
WORK HOURS ................................................................................................................. 13
NEW MANUFACTURE ...................................................................................................... 13
LIBRARY PROJECT MANAGER ........................................................................................ 13
3.0 SPECIAL TERMS AND CONDITIONS…………………...……………………...….....13
3.1 DELAYS AND EXTENSIONS OF TIME................................................................................ 13
3.2 PERMITS, LICENSES AND CODES..................................................................................... 14
3.3 PROGRESS METTING…………………………………………………………… ………...14
3.4 CORRECTION OF WORK AFTER SUBSTANTIAL COMPLETION ...................................... 14
3.5 CUTTING AND PATCHING ................................................................................................ 14
3.6 PHASING OF THE WORK.................................................................................................. 14
3.7 ACCESS TO WORK AND MISCELLANEOUS ITEMS .......................................................... 15
3.8 PPRODUCT SPECIFICATION SUBMITTALS………………………………………………15
3.9 REVIEW OF EXISTING CONDITION………………………………………………………15
3.10 USE OF EXISTING CABLE………………………………………………………………..15
3.11 EQUIPMENT ROOM……………………………………………………………………… 16
3.12 DOCUMENTATION……………………………………………………………………… 16
3.13 INSTALLATION PROCEDURES…………………………………………………………….16
3.14 F.O.B. DESTINATION - INSTALLED………………………………………………………16
3.15 LIENS AND ENCUMBRANCES……………………………………………………………. 16
3.16 UPGRADE HARDWARE AND SOFTWARE………………………………………………….16
3.17 PRODUCT CHANGES BY MANUFACTURER………………………………………………..16
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4.0 NYPL SITE INFORMATION……………………………………………………………..17
4.1
4.2
4.3
4.4
4.5
4.6
General Information…………………………………………………………………...17
Telephone Instruments .................................................................................................. 18
Voice Mail System……………………………………………………………………...18
E911 System.................................................................................................................... 18
Network Management Systems .................................................................................... 18
Inside Cable Plant………………………………………………………………...……18
5.0 TECHNICAL SPECIFICATIONS ..................................................................................... 18
5.1 INTRODUCTION…………………………………………………………………………...18
5.2 OVERVIEW OF PROPOSED SYSTEM ................................................................................... 19
5.3 STATEMENT OF WORK………………………………………………………………20
5.4 COORDINATION WITH CARRIERS ...................................................................................... 20
5.5 TELEPHONE INSTRUMENTS ............................................................................................... 20
5.6 911 SYSTEM INTERFACE……………………………………………………………20
5.7 AUTOMATIC CALL DISTRIBUTOR (ACD) ......................................................................... 21
5.8 MANAGEMENT SYSTEM ..................................................................................................... 21
5.9 INTER - SWITCH COMMUNICATION……………………………………………..21
5.10 SYSTEM SOFTWARE RELEASE……………………………………………………21
5.11 VOICE MAIL AND UNIFIED MESSAGING SYSTEMS ........................................................... 21
5.12 POWER SYSTEM ................................................................................................................. 21
5.13 GROUNDING AND BONDING SYSTEM ................................................................................ 21
5.14 HEATING, VENTILATION AND AIR CONDITIONING SYSTEM (HVAC) ........................... 22
5.15 MAINTENANCE GUARANTEE ........................................................................................... 22
5.16 RESPONSE TIMES ............................................................................................................. 22
5.17 TRAINING ......................................................................................................................... 23
5.18 SPARE PARTS ................................................................................................................... 23
5.19 MAINTENANCE CENTER LOCATION AND PERSONNEL PROFILES.................................. 24
5.20 SYSTEM INSTALLATION/CUTOVER PLANS ..................................................................... 24
5.21 PROJECT MANAGEMENT ................................................................................................ 24
5.22 SYSTEM TESTING AND ACCEPTANCE ............................................................................. 25
5.23 Installation Tests ........................................................................................................... 25
5.24 Pre-Cutover Tests ......................................................................................................... 25
5.25 Acceptance Tests ........................................................................................................... 25
5.26 Drawings and Documentation ..................................................................................... 26
6.0 RESPONDENT QUALIFICATIONS ................................................................................. 27
6.1 COMPANY INFORMATION ................................................................................................... 27
6.2 REFERENCES ....................................................................................................................... 27
6.3 VENDOR PERSONNEL REQUIREMENTS ........................................................................... 27
7.0 RESPONDENT CERTIFICATION/SIGNATURE PAGE............................................... 28
APPENDIX A…………………………………………………………………………….30
EXISTING PBX LINE AND STATION COUNT……………………………………………..30
APPENDIX B………………………………………………………………………………31
EXISTING PBX LOCATIONS………………………………………………………………….31
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APPENDIX C……………………………………………………………………………..32
PBX SOFTWARE LOADS……………………………………………………………………...32
APPENDIX D………………………………………………………………………………33
PBX LOCATIONS WITH VOICE MAIL SYSTEMS………………………………………33
APPENDIX E………………………………………………………………………………34
NYPL CURRENT VOICE NETWORK………………………………..…………… ............ 34
APPENDIX F………………………………………………………………………………35
AVAYA SIBL EQUIPMENT HARDWARE & SOFTWARE SPECIFICATION………….35
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1.0
Purpose
The purpose of this Request for Proposal (RFP) is for companies in the Telecommunications
Industry to provide the New York Public Library (NYPL), with the specifications, performance
schedule and price quotations for stated systems based upon the terms and conditions as set out in
the sample agreement attached and hereby made part hereof.
This RFP is for:
1) Software upgrade, to the current releases at the time of implementation, to an existing
Nortel CS 1000E Release 7.5 PBX, Call Pilot Release 5.0, Aura Contact Center 6.2 and
Element Manager Phones 7.5. These existing components are housed in NYPL’s Stephen
A. Schwarzman Building on 5th Ave and 42nd Street, Manhattan, New York.
2) Replacement of legacy PBX and key systems with VoIP systems at: *
 Library for the Performing Arts (LPA)
40 Lincoln Center Plaza, Manhattan
 Andrew Heiskell Braille and Talking Book Library (LB)
40 West 20th Street, Manhattan
 St George (SG)
5 Central Avenue, Staten Island
 Belmont
610 E. 186th Street, Bronx
 Francis Martin
2150 University Avenue, Bronx
 Jerome Park
118 Eames Place, Bronx
 Melrose
910 Morris Avenue, Bronx
 Morrisania
610 East 169th Street, Bronx
 Mott Haven
321 East 140th Street, Bronx
 Riverdale
5540 Mosholu Avenue, Bronx
 Sedgwick
1701 Martin Luther King, Jr. Blvd, Bronx
 West Farms
2085 Honeywell Avenue, Bronx
 Woodstock
761 East 160th Street, Bronx
 125th Street
203 West 115th Street, Manhattan
 Aguilar
174 East 110th Street, Manhattan
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Hamilton Grange
503 West 145th Street, Manhattan
Harlem
9 West 124th Street, Manhattan
Inwood
4790 Broadway, Manhattan
New Amsterdam
9 Murray Street, Manhattan
Riverside
127 Amsterdam Avenue, Manhattan
Together, the “upgrade locations”.
* The locations may, decrease, increase or substitutions may occur at the award date.
Additionally, this RFP is for the purchase, installation, programming and training for the
telephone installations and PBX and sub-system upgrades as listed later in this RFP,
Appendix G.
Project Overview and Proposal Requirements:
New York Public Library seeks to replace existing:
 Avaya G3 PBXes at LPA and Heiskell. The LPA PBX also serves the adjacent Riverside
branch
 AT&T Definity System at St George
 Avaya Nortel and Lucent key systems at the remaining upgrade locations
Replacing existing telephone instruments (herein after “Telephones”) and systems with equipment
compatible with NYPL’s existing Avaya Nortel VoIP equipment and telephone instruments.
Your proposal should be formulated after you review our existing configuration. Appendix
F contained in this RFP has a listing of those components believed to be required to provide the
service levels expected in the locations to be upgraded. This listing is given as a guide and not a
demand specification. It is incumbent on you to inform NYPL if you need further information or
access to the existing PBX. It is the requirement of this RFP that NYPL is to receive the most
current release of both hardware and/or software available at the time of installation for all
systems: CS1000e, Call Pilot, Element Manager Phones and Aura Contact Center.
General Proposal Detail This proposal encompasses the PBX, Call Pilot, Element Manager
Phones and Aura Contact Center, all of which are to be upgraded to the most recent software
releases for all listed systems in Appendix G.
 The Element Manager and Aura Contact Center must be configured with all available
modules included.
 The actual number of Telephones can be found in Appendix G as well as the total number
of VoIP licenses required at cut.
 Included in the scope of this project is the programming, assembly, installation, patching
and testing of all purchased Telephones.
 Included in the scope of this project is porting the existing phone numbers / number blocks
used at the upgrade locations onto new ISDN PRIs to SASB, and programming the PBX to
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
correctly route incoming calls to these numbers to new Telephones at the upgrade
locations.
New gateways will be installed at LPA, LB and St George, each with an ISDN PRI as
backup to the IP network configuration.
Note: Your proposal must have unit price breakouts for each line item for all components,
licensing and software. The library reserves the right to alter the quantities, increase or
decrease, of final items purchased. These unit prices will be used for both addition and deletion
to the final install contract and purchase order and through the life of the job. Each unit price is
to be shown with a labor break out unit price as well as the hardware/software unit price.
Increases in unit prices after proposal acceptance and issuance of the purchase order will not be
allowed.
For your proposal to be considered you must agree to all requirements in the RFP. If you wish
to state exception to any requirement please make that known in your proposal response
submittal.
This RFP consists of multiple documents that when taken together are RFP –
ITG/VoIP/Multiple Locations Date: January 24, 2012
 This RFP specification
 Sample agreement
RFP PROCESS CONDITIONS
The vendor agrees to adhere and accept the following terms and conditions:
a) New York Public Library reserves the right to qualify, accept, or reject any or all vendors.
b) New York Public Library reserves the right to accept or reject any or all proposals and to
waive any irregularities or technicalities in the RFP and in any proposal.
c) New York Public Library reserves the right to negotiate any alterations specifications
herein due to oversight or error.
d) New York Public Library reserves the right to accept or reject any exception taken by the
vendor to the terms and conditions of this RFP.
e) New York Public Library reserves the right to seek clarification, in writing, from vendors
about areas of their RFP response during the evaluation process.
f) New York Public Library will not pay for any information requested herein, nor will it be
liable for any costs incurred by the vendor in preparing a proposal.
g) New York Public Library reserves the right to contract for a project that is not the lowest in
price, provided that, in the sole judgment of the library, the project offered under the higher
proposal has additional value or function which justifies the difference in price. Price will
remain the highest percentage factor.
h) All proposals become the property of New York Public Library and will not be returned to
the vendor.
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1.1
Issuing Office
This RFP is issued by the NYPL Purchasing department on behalf of the NYPL Information
Technology Group / Telecommunications Department.
Proposals must be transmitted electronically to e-mail listed below and in addition on compact disk
and submitted to:
New York Public Library
Attn: Fred Farley, e-mail: nyplerateyear15@nypl.org
188 Madison Avenue; Room 541
New York, N.Y. 10016
1.2
Definitions
For the sake of brevity, the following abbreviations are used in the RFP.
NYPL:
The New York Public Library
LIBRARY:
The New York Public Library
DEPARTMENT:
Refers to the
New York Public Library
Information Technology Group
Telecommunications Department
11 West 40th Street
New York, N.Y. 10018
RESPONDENT:
Any individual, partnership or corporation who participates in the RFP process, prior to award.
After award, the successful RESPONDENT shall be the individual, partnership or corporation,
who, as a result of the RFP process, is selected to provide the services. The RESPONDENT
submitting this proposal shall be the sole point of contact and responsible for providing all aspects
of equipment, services, and support, specified herein, including problem resolution for all
equipment, services and support purchased under this RFP.
SHALL, MUST and WILL (when used in the context of describing the RESPONDENT's
performance):
The Library requires that the RSPONDENT comply fully. Failure on the part of the
RESPONDENT to comply, including, but not limited to, failure to comply with the RFP
instructions or with a required Library specification listed in this RFP as such, will render the
RESPONDENT’s proposal non responsive, and the RESPONDENT may be disqualified from
further consideration.
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SHOULD and MAY (when used in the context of describing the RESPONDENT's performance):
The Library requests that the RESPONDENT comply. With regard to a desired specification
referenced in the RFP, failure on the part of the RESPONDENT to comply fully will not
necessarily render the RESPONDENT's proposal non responsive; the ramifications to The Library
as a result of the RESPONDENT's failure to comply fully will be considered when the
RESPONDENT's proposal is evaluated as to responsiveness to The Library's needs.
VENDOR:
Successful RESPONDENT
BLC: Bronx Library Center
LB: Andrew Heiskell Braille and Talking Book Library
LPA: Library for the Performing Arts
LSC: Library Service Center
MHT: Mid-Manhattan Library
SASB: Stephen A. Schwarzman Building
SCH: Schomburg Center for Research in Black Culture
SIBL: Science, Industry and Business Library
1.3 Addenda
No one is authorized to amend any part of this Request for Proposal, in any respect or to make
representation or interpretation in conflict with its provisions. The date fixed for submission of
proposals may be extended, if, in the sole judgment of the Library, it is warranted. The Library
may modify this Request for Proposal, prior to the date of its acceptance, by issuance of written
addenda. All addenda will clearly be marked as such. All addenda so issued shall become part of
the Request for Proposal documents.
1.4 Schedule of Events
Action or Event
Release of RFP
Date
January 24, 2012
Optional Respondent’s Meeting …………………………. .. February 7, 2012
Deadline for Submission of Written RFP Questions ............. February 15, 2012
Response to RFP Questions Posted for all Respondents** ... February 22, 2012
Deadline for Submission of Proposals ................................... February 29, 2012
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** Questions and Answers will be posted on NYPL’s E-rate website only.
1.5
Proposal Presentation
Vendors must provide a copy of their response on compact disc and electronically submitted using
e-mail to: nyplerateyear15@nypl.org.
1.6
Proposal Modifications or Withdrawal
No modifications will be allowed after proposals are submitted. Any proposal may be withdrawn
prior to the deadline for submission of proposals, specified above.
1.7
Method of Award
Proposals will be evaluated by a committee composed of staff from the New York Public Library.
The contract(s) will be awarded to the vendor or vendor(s) whose response, conforming to the
RFP, will be most advantageous to the Library.
In evaluating qualified proposals, cost will be the most heavily weighted criteria. Additionally, the
following considerations will also be taken into account:
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Experience working on similar projects
Compliance with critical requirements
Library’s previous experience with respondent, if any
Vendor’s service and delivery capabilities and history
Accuracy and quality of deliverables, adherence to schedules and relative success of
programs implemented (determined through reference checks with peer libraries)
Vendor’s proposed implementation schedule
NYPL reserves the right to:
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Award to other than the lowest price respondents
Reject all proposals and invite further competition if deemed necessary
Waive, modify, or correct any irregularities in proposals received, after prior notification to
the respondents
Extend the time for the submission for all proposals after notification to all respondents.
Terminate negotiations with a selected respondent and select the next most responsive
respondent when contract negotiations fail to result in a signed agreement within a
reasonable period of time
Approve or reject any sub-consultants proposed by the Contractor
1.8 Warranties
The RESPONDENT shall provide a detailed overview of all applicable warranties, including any
exclusion, and a detailed list of equipment to which the warranty applies. All equipment supplied,
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including parts and labor under these specifications must be warranted by the RESPONDENT for
a minimum of one (1) year from the date specified in the written Notice of Final Acceptance by
the Library
1.9 Testing, Cutover and Acceptance
1.9.1
Upon completion of Installation, VENDOR shall test the equipment, software and
installation for conformity with the standards and specifications set forth in the
applicable Manufacturer installation manuals and in accordance with the features and
performance specifications described in this RFP, utilizing the test procedures set forth
in applicable Manufacturer documentation. Library must be present and witness all such
tests at the time of performance by VENDOR. When all such tests have been completed
to VENDOR's satisfaction, VENDOR shall give the Library written notice including
copies of tests, together with its certification that all applicable standards and
specifications have been met.
1.9.2
Upon receipt by Library of notice of completion of the tests by VENDOR, the Library
may request a retest the equipment, software and installation for conformity with the
standards and specifications set forth in the applicable Manufacturer’s documentation.
This retest will be at no cost to the library.
1.9.3
VENDOR installation of the equipment and software may be staged in a manner such
that portions of the Library will begin using the system before the entire system is
installed and tested. Such use of the partial system by the Library does not constitute
acceptance of the entire system by the Library and does not relieve the VENDOR of
testing the system after all installation of equipment and software is complete. Failure of
the Library to notify the VENDOR of portions of the system that are functioning
incorrectly does not constitute acceptance of the system.
1.9.4
Library shall notify VENDOR in writing of its election to accept the system in part or
completely after receipt by Library of notice of completion of the tests by VENDOR.
1.9.5
When the equipment and software have satisfactorily been tested to manufacturers
standards VENDOR shall notify Library of the date on which the equipment and
software is ready to be placed into service ("Cutover"). The actual date of Cutover shall
be as mutually agreed by the parties.
1.9.6
Within sixty (60) days after Cutover, Library shall either accept the installation,
equipment and software, with a written notice of Final Acceptance, or notify VENDOR
in writing specifying in reasonable detail those particulars, which Library deems
unacceptable.
1.9.7
VENDOR shall promptly proceed to correction, and thereupon Library shall accept the
equipment, software and installation in writing.
1.9.8
For purposes of this Section, any notice given by either party must be given in writing to
a representative previously identified by each party prior to the commencement of work.as per the Notice provision of the agreement
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1.10 Incurring Costs
The Library is not liable for any costs incurred by prospective VENDOR’s prior to issuance of an
agreement, contract or purchase order.
1.11 Payment Schedule
VENDOR hereby agrees that no work will commence and the Library shall make no
payment until Library is in receipt of VENDOR’s insurance certificate. All insurance
coverage and carriers are subject terms of the sample agreement attached.
b. Invoices are to be rendered only if items or services on the Purchase Order have been
furnished and installed. Invoices shall be itemized; for all applicable discounts
identified and shall reference the correct purchase order number(s). Offers that include
requests for prepayment will not be considered. Invoices will be submitted after NYPL
has issued a written Notice of Final Acceptance, as described in 1.9
c. NYPL policy relating to the payment of invoices is Net 45.
d. All equipment shipped to the library to fulfill the purchase order must be delivered with
Bills Of Lading and Packing Lists showing PO number, part numbers and serial
numbers of each item.
a.
2.0
Standard Conditions
2.1
OSHA Requirements
RESPONDENT warrants and represents that the equipment, when delivered shall conform to all
applicable standards and requirements of the Federal Occupational Safety and Health Act.
2.2 Performance Standard
All work shall be performed within the highest workman like standards in every respect and shall
conform to the Building Industry Consulting Service International (BICSI) standards.
Substance Abuse Policy
The Library strives to maintain a work place free from illegal use, possession, or distribution of
controlled substances, and complies with all laws, rules, and regulations as they apply to substance
use and abuse in the work place. Unlawful distribution, dispensation, possession, or use of
controlled substances in the work place or on Library business is prohibited.
2.3 Trade-In Equipment
Any Library "trade-in" equipment if part of this contract, is sold on an "as is", "where is" basis.
VENDOR may arrange to pick-up this trade-in equipment any time following complete delivery
what about installation and acceptance of the "new" equipment purchased herein. The Library
makes no warranty of any kind as to the condition of this trade-in equipment.
2.4 Proprietary Information
Any restrictions on the use of data contained in a proposal must be clearly stated in the proposal
itself. Proprietary information submitted in response to the Request for Proposal will be handled
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in accordance with applicable Library procurement regulations. We typically do not accept
proprietary information. Data contained in the proposal, all documentation provided therein, and
innovations developed as a result of these contractual services cannot be copyrighted or patented
by Vendors. All data, documentation, and innovations become the property of the Library.
2.5 Subcontracting
A contract and any part thereof resulting from this RFP shall not be subcontracted or assigned to
another VENDOR without prior written approval of the Library. Upon Library’s approval,
2.6 Work Hours
Primary installation, cutover, testing and updating software will be accomplished during those
hours when the library is closed and shall be done at no additional cost to the library. Installations
at small branches can be scheduled before the branch opens to the public. Installations at the large
sites (LPA, St. George and LB) must occur after hours on weekends, or on a Library holiday.
Site survey, site preparation, and pre-installation of core components that will not disrupt service,
may be performed during hours that the sites are open to the public.
2.7 New Manufacture
Equipment proposed must be of new manufacture. Previously used and/or refurbished equipment
will not be accepted. Only the most current production hardware and software available will
be installed at the time of VENDOR installation.
2.8 Library Project Manager
The Library will designate a “Project Manager” who will be the only official point of contact
between the Library and the awarded VENDOR. The Project Manager will monitor VENDOR’s
performance to ensure compliance with the terms and conditions of the contract before any
schedule payments are made. All liaisons between the VENDOR and the Library must go through
the Project Manager or be approved by him/her.
3.0 SPECIAL TERMS AND CONDITIONS
3.1
Delays and Extensions of Time
If VENDOR is delayed at any time in the progress of the work by any act or neglect of the Library;
or by any employee of the Library; or by any separate VENDOR employed by the Library or by
changes ordered in the work; or by labor disputes, fire, unusual delay in transportation, adverse
weather conditions not reasonably anticipatable, unavoidable casualties; or any causes beyond the
VENDOR’s control; or by delay authorized by the Library pending litigation; or by any other
cause which the Library determines may justify the delay, then the contract time shall be extended
by change order for such reasonable time as the Library may determine.
If in the opinion of the Library, the progress of the work falls behind the installation schedule,
VENDOR shall take whatever remedial action directed, including, but not limited to the following:
Increase staff and labor force
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a.
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b.
Work overtime
c.
Add or change subcontractors
d.
Utilize alternate agreed upon materials/methods
e.
Reschedule
Cost of any remedial action shall not be assigned to the Library, and no increase in contract price
will be authorized.
3.2
Permits, Licenses and Codes
The VENDOR shall observe all local, City, State and Federal laws, rules, which affect the work
under this contract. The VENDOR will secure any required licenses or permits that apply to the
VENDOR’S work at no additional cost to the library.
3.3 Progress Meetings
The VENDOR shall meet with the Library Project Manager before starting installation to discuss
scheduling of work, keys, access to buildings, and installation procedures. The VENDOR shall
prepare a list of materials for product submittal review and will develop (jointly with the Library)
an acceptable project management schedule that will be maintained throughout the project.
The project schedule will be updated and submitted to the Project Manager in an electronic format
every week. Progress meetings will be held, at a minimum of weekly, between the Library and the
VENDOR to review progress and identify potential problems. More frequent meetings may be
required and may be requested by either party.
3.4 Correction of Work After Substantial Completion
The VENDOR shall repair any and all defects due to faulty materials or workmanship and shall
pay for any damage or other work that appears within a period of one (1) year from date of the
written Notice of Final Acceptance. The VENDOR shall be notified and must complete necessary
repairs within five (5) working days of notification. If repairs are not completed after five (5)
working days, the Library shall have such repairs completed by others and the VENDOR shall
bear all costs.
3.5 Cutting and Patching
The VENDOR will take reasonable precautions to protect the building areas adjunct to the work
being performed. No cutting, notching, drilling, or altering of any kind will be done to the
building without first coordinating and obtaining permission from the Library. The VENDOR will
be liable and responsible for any building repairs or their associated cost caused by its work on this
project.
3.6 Phasing of the Work
The VENDOR shall confer with the Library as to the sequence and phasing of the performance of
various parts of the work. The VENDOR shall cooperate fully in scheduling work in conjunction
with the needs of the Library staff and clients. The Library Project Manager shall have ultimate
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control and responsibility for providing access and coordinating the project work with ongoing
activities.
3.7 Access to Work and Miscellaneous Items
Library representatives shall, at all times, have access to the work wherever it is in preparation or
progress for proper inspection of all work. If such work is found to be not in accordance with the
Contract Documents or applicable standards the VENDOR shall pay such cost to correct the work
in conformance with plans and specifications as directed by the Library.
All materials delivered to the Library site shall be received by the VENDOR and inspected by the
VENDOR. It is not the responsibility of the Library to receive or accept materials for the
VENDOR. The VENDOR shall notify its Vendors and subcontractors of the site location. The
Library shall not be held responsible for the storage of, or any damage to, materials delivered to
complete this project.
3.8 Product Specification Submittals
The VENDOR is required to prepare and submit to the Library a formal product submittal that
provides detailed information regarding the products and equipment proposed for installation. The
submittal shall be sufficient in detail to allow full and fair evaluation of the product submitted. In
addition, any requests for product substitutions (from the manufacturer’s model originally
specified) must be made in writing to the Library Project Manager. Only product substitutions that
clearly identify a benefit to the Library (such as lower cost to the Library and/or higher quality)
will be reviewed.
The Library is not obligated to accept any product substitution from those contained in the
Contract Documents or RFP response. In the event specified product is no longer available the
Library shall have the option of canceling the contract without penalty and requiring the VENDOR
to remove, at Library’s option, any materials or equipment installed and return premises to original
condition.
3.9 Review of Existing Conditions
The RESPONDENT shall have the responsibility to walk the project sites and note existing
conditions prior to proposal response and prior to commencing construction. Verbal descriptions of
conditions shall not be used as a substitute for physical inspection of the project sites. The Library
cannot be responsible for errors based upon lack of inspection by the RESPONDENT.
3.10 Use of Existing Cable
The proposal must allow for the use of the existing copper and fiber optic cable distribution
systems. The VENDOR shall be responsible for any additional cable required. The VENDOR shall
be required to identify any remote PBX shelf/gateway node sites to be installed in any Library
buildings.
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3.11 Equipment Room
The Library shall provide the site preparation necessary to house the PBX and remote shelves (if
any), including the physical, environmental, and electrical specifications of the equipment rooms.
3.12 Documentation
The VENDOR shall maintain, prepare, and submit documentation of all work performed under this
contract to the Project Manager. Upon completion of the work and before approval of final
payment, final testing results and documents must be provided as outlined above.
3.13 Installation Procedures
All work performed under this contract shall be of extremely high quality and workmanship. All
cables shall be securely mounted, neatly dressed, and labeled. All work must meet local, state, and
national codes and comply with published industry standards, as stated above. If disputes occur,
local, state, and national codes have precedence; then Library’s policies and procedures; then
standards such as EIA/TIA; then guidelines from organizations such as Building Industry
Consulting Services International (BICSI), and then specific product manufacturers' (such as
Cisco, Avaya Nortel, Siemons, 3M, etc.) recommendations. Any work not meeting this high
quality of workmanship must be corrected at the VENDOR's sole expense.
3.14 F.O.B. Destination – Installed
The system proposed is to be delivered prepaid FOB Destination to the Library with three full
copies of operating instructions, operating manuals, and maintenance manuals in both printed and
digital data format given to Project Manager. Include all packing, transportation, insurance,
installation, instruction, documentation, and any other related charges.
3.15 Liens and Encumbrances
The VENDOR represents and warrants that it has good and absolute title to and full right to
transfer and assign the system equipment and software to the Library and that there are no liens,
claims, or encumbrances of any kind or nature whatsoever against the system equipment at the
time of acceptance by the Library. The VENDOR warrants the system equipment shall be
delivered and installed free of the rightful claim of any person by way of patent or trademark
infringement, or the like.
3.16 Upgrading Hardware/Software
Library shall have the option of substituting the most current versions of hardware and software
during the contract, but prior to delivery by the selected vendor. This right shall include the
acquisition of new features at no cost to NYPL as may be announced during the contract term and
will provide for the retirement of replaced capabilities without penalty and the inclusion of the new
capabilities into the remainder of the purchase.
3.17 Product Changes by Manufacturer
In the event of upgrades or changes to any product included in VENDOR's proposal prior to
acceptance date, the following provisions shall apply: In the event of price decrease, VENDOR
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shall offer the specified product at the lower price. In the event of increased product capability,
VENDOR shall offer the more capable product at same price as original product was offered. In
the event product capability changes materially affect the suitability of the product to the purposes
of Library, and the specified product is no longer available, Library shall have the option of
canceling the contract without penalty and requiring VENDOR to remove, at Library’s option, any
materials or equipment installed and return premises to original condition.
4.0 NYPL SITE INFORMATION
4.1 General Information
The following information is given to present the current voice network configuration.
The New York Public Library has a total of 94 buildings serving the boroughs of The Bronx,
Manhattan and Staten Island.
 Four sites are served by three Avaya G3 PBXs (the LPA PBX also serves the adjacent
Riverside branch).
 Three locations are served by Avaya Nortel Systems PBXs: CS1000M Release 4.0 (Bronx
Library Center): a Avaya Nortel 1000E Rel. 7.5 with Call Pilot Release 5.0, Aura Contact
Center 6.2 and Element Manager Phones 7.5 (Stephen A. Schwarzman Building) and a
Nortel CS1000E Release 5.5 (Schomburg Center for Research in Black Culture, also
serving the adjacent Countee Cullen branch)
 In addition the Library Service Center and Science, Industry and Business Library are
served by a Avaya Nortel Media Gateway 1000E IP linked to the Stephen A. Schwarzman
Building site (See Appendix E)
 The Avaya Nortel locations are networked over NYPL’s data network using IP links. One
Call Pilot System, one Call Center Manager and one Telephone Manager serve all Nortel
PBX locations.
4.1.1
The remaining NYPL sites are served by
 64 Avaya Partner systems
 9 Nortel BCM 50s
 9 sites with VoIP from the SASB CS1000E.
The Avaya G3 PBXs are networked for five-digit dialing and voice mail service between the
locations by point-to-point T-1s. (See Appendix E) Each location has its own DID circuits and
DOD circuits. (See Appendix A) All locations have POTS circuits utilized for fax service, alarm
circuits and elevator telephones. The Avaya PBXs are G3V8 series switches upgraded from
System 75. (See Appendix C). There are three Avaya Audix systems serving all Avaya PBX
locations. (See Appendices D & E)
4.1.2 Single Facility Key Systems
See above 4.1.1
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4.2 Telephone Instruments
The library has a total of 2,500 telephone instruments at its networked PBX locations. Eighty
percent (80%) are digital multi line instruments. Five Percent (5%) are single line analog telephone
instruments. The remaining fifteen percent are Avaya Nortel VoIP instruments.
An additional 1000 telephone instruments are associated with the Avaya Partner Systems and
Avaya Nortel BCM 50 sites in the remaining branches.
4.3 Voice Mail System
See above 4.1.1
4.4 E911 System
E911 system is active in BLC, LSC, Schomburg, SIBL and SASB Avaya Nortel PBXs at this time,
or will be by the time this project will commence.
4.5 Network Management Systems
Dial up for all four PBXs: Avaya Definity Site Manager
The three Avaya Nortel PBXs are network addressable using TM.
4.6 Inside Cable Plant.
The cabling format for older installations was based on telephone company I/O and PBX cables for
voice systems. Since early 1993, the Library inside wiring standard for new construction and
renovations has been based on the EIA/TIA-568B wiring standard and its subsequent revisions.
The library implementation of this EIA standard uses three identical four-pair cables per
workstation terminated in RJ-45 jacks. All new installations will utilize CommScope cable all pair
counts. All new installations will utilize CommScope CAT 6 UTP for jumpers, patch cords and
station runs. All hardware to be Siemons branded equipment, 110 blocks, RJ 45 patch panels,
jacks, racks, jack housings, cross connect etc.
Wiring terminal installations have used a combination of 66B on the Telco side and 110 blocks for
switch tails and incoming voice wiring. Modular RJ-45 patch panels are being installed to enhance
flexibility to the desktop for both voice and data.
5.0
TECHNICAL SPECIFICATIONS
5.1 Introduction
The following is to present NYPL’s requirements for new voice equipment to be used to replace
the existing equipment.
New voice systems will be installed in an existing facility Science, Industry and business Library
of NYPL. The new components will be added to the existing Avaya Nortel CS1000 E Release 7.5
Private Branch Exchange (PBX) telephone switching system. VoIP stations will be used for all
additions.
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This section of the RFP provides detailed specifications for the materials and services to be
provided by the RESPONDENTS. Respondents are cautioned to review these
specifications closely to ensure a complete understanding of both the defined requirements
and the intent of the Library. As with any major project, not every minor component
required to complete the installation of the PBX components are identified in this
document. The RESPONDENT is expected to provide tools, labor, mounting and
installation racks and hardware necessary to successfully install, test, and document the
proposed materials.
5.2 Overview of Proposed System
The Library’s goal for this RFP is to ensure that all respondents adequately address the most
important issues related to the voice infrastructure that best meets the current and future needs of
the Library. While a proposed PBX system may utilize a distributed architecture, physical space
limitations in Library buildings are always an issue. Primary switching equipment and remote
switching shelves should be of a size that can be mounted in a standard EIA/TIA nineteen inch
electronic enclosure.
Proposals must provide and support the following:
5.2.1
PBX and Network Modifications and Additions
The proposed PBX modifications and additions are:
a. The SASB PBX is the primary PBX for all services.
b. The proposed system will be equipped for 500 VoIP telephones and licenses for
1140E/1120E telephones.
c. The proposed additions will be equipped for an additional 500 Call Pilot Licenses.
d. The satellite PBX components are required to be EIA/TIA 19 inch rack mountable.
e. The proposed systems are to include a grounding bus system sufficient to provide
resistance equal to 0.1 ohms or less from the main ground
f. The proposed system must provide additional licenses for Element Manager Phones to
allow for management of the additional instruments and components.
g. IP Trunking capability is required for all PBX additions for NYPL on-network five
digit dialing/calling.
h. The selected RESPONDENT is responsible to coordinate and make work all five digit
dialing between all existing Avaya/Avaya Nortel PBX(s) and installed Gateways.
Selected RESPONDENT is responsible to install the new instrumentation so that the
existing NYPL five digit dialing plan is maintained and used in its present construct.
SIBL DID numbers will be ported to the SASB PBX at cut and SIBL’s existing
extensions will be maintained and assigned to the new VoIP instruments.
j. The new PBX gateways will be equipped with additional ISDN PRI trunking capability
for both inbound and outbound calling (DID, DOD).
If, during the review of these specifications or during the site inspection, RESPONDENT
determine any specification is unclear or differs from published industry standards, that fact must
be brought to the attention of the Library, by emailing to nyplerateyear15@nypl.org. “Shortcuts”
in installation practices or substitution of materials not specifically approved by the Library will
not be allowed and may be cause for rejection of the installed systems. The RESPONDENT
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would then be responsible for correcting the deficiency (at their expense) in order to bring the
work up to the level of the specifications.
5.3
Statement of Work
The Selected RESPONDENT shall:
1. Furnish all equipment related to the components selected;
2. Furnish all software required by system components;
3. Install all equipment related to the components selected;
4. Complete all necessary construction to provide for direct PBX/ or server installation
and install new cabling selected by the Library for direct service to the PBX/ or server,
if any;
5. Test the system as a fully-operating network;
6. Train Library personnel in the management, operation, and control of the system;
7. Support the cutover of communications from the existing telephone network to the new
network;
8. Furnish system documentation; in electronic and paper media, three copies of each.
9. Provide warranty maintenance and repair for one year following the date specified in
the written notice of Final Acceptance on all VENDOR-supplied equipment, as detailed
in an Agreement and its Annexes;
5.4
Coordination with Carriers
The selected RESPONDENT shall coordinate the installation of all Local Exchange Carrier (LEC)
and Inter-Exchange Carrier (IXC) services that will terminate in the PBX systems.
5.5 Telephone Instruments
New telephone station equipment (instruments) will be required at cutover. Delineate the number
and type of instruments in each location in your proposal.
5.6 911 System Interface
The RESPONDENT shall program two PRI channels to Verizon's E911 network for the purpose of
transporting E911 calls and station number ALI.
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5.7 Automatic Call Distributor (ACD)
The proposed system shall provide for an upgrade of the Aura Contact Center system to the most
current release.
5.8 Management System
The RESPONDENT shall provide additional network management licenses for all additions to the
existing Avaya Nortel PBX systems.
5.9 Inter-switch Communication
All proposed systems will be equipped with application-layer control (signaling) protocols:
 Session Initiation Protocol (SIP)
 H.323
The licenses for these protocols must be included in the proposal and a written explanation
must accompany the proposal supporting the number of each type of license included in the
proposal.
5.10 System Software Release
The proposed systems shall have the latest software release available at the time of cutover. The
proposed systems must include all software release upgrades and patches at the time of installation.
In addition all additional patches, software modifications and manufacturer upgrades must be
applied to the systems by the VENDOR during the yearlong warranty period at no cost to the
Library.
5.11 Voice Mail and Unified Messaging Systems
The proposed system shall be including a voice mail licenses for each telephone provided for in
the proposal. The proposal shall include the installation, programming and training for all voice
mail boxes licensed and purchased under this RFP.
5.12 Power System
The RESPONDENT's PBX must be configured to attach to the Library's commercial Con Edison
AC power and NYPL’s battery backup. The system is to be 110-120 AC voltage operated. If you
are proposing shelves or other equipment that are located in remote locations via fiber, T1, or
copper, these must have redundant power supplies with (2) hours of battery backup.
Provide a schematic drawing to show all major components of the internal and external power
distribution for the interim power arrangement for your proposed PBX. Identify the power
requirements for your proposed PBX, including the AC power requirement.
5.13 Grounding and Bonding System
The RESPONDENT shall ensure the installed systems are properly grounded and lightning
strike/surge protection is provided for the Voice Switching System and components. All approved
grounds used must be bonded to the building system to form a single grounding electrode system
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as required. RESPONDENT shall be required to follow the NEC, ANSI/NFP 708, ANSI/TIA/EIA607 and ANSI/IEEE Std. 1100 codes and standards.
5.14 Heating, Ventilation and Air Conditioning System (HVAC)
The Library's believes that the existing HVAC systems are adequate to support the existing system
and the RESPONDENT's PBX additions concurrently. It will be the responsibility of the
RESPONDENT to confirm this as fact or to inform the Library of any changes that will be
required to support both systems during pre-cutover testing and post cutover service.
5.15 Maintenance Guarantee
The RESPONDENT shall provide a commitment to support, maintain, and expand the Voice
Switching System for ten years following the date of final system acceptance.
5.16 Response Times
The RESPONDENT shall provide a response time of 2 hours for emergency/major repair service
and 24 hours for routine repair service. The RESPONDENT shall provide for a Management
Escalation Procedure for emergency/major outages. The RESPONDENT shall include a detailed
definition of the company’s emergency service, major service and routine service in their proposal.
Emergency maintenance is defined as:
a.
System Failure
b.
Failure of a Common Control Unit
c.
Failure of 5% or more trunk circuits
d.
Failure of any Network Management system
e.
Failure of any E911 interface component
f.
Failure of the Maintenance or E911 database
g.
Failure of a power supply
h.
Failure of 5% or more stations
i.
Failure of a console
j.
Failure of SMDR output from any switching component.
k.
Failure of ANY server in the system even if redundant.
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5.17 Training
5.17.1 Maintenance Training
The RESPONDENT will train the Library technical staff to perform daily maintenance and moves,
adds and changes on all installed equipment prior to system acceptance. This training shall be
performed at a NYPL facility, or another facility within NYC.
.
The training must impart a working knowledge of system operating details and diagnostic and
maintenance techniques including, but not limited to, testing and repair, routine and preventive
maintenance, installation and modification procedures, system programming, and network
management at all levels. If the Library elects commencement of the training program during the
installation period, the training shall commence sufficiently prior to cutover to permit the Library
personnel to participate in final testing and cutover of the system. A specific plan for the training
to be provided shall be included in the proposal along with samples of training material.
The cost of this training shall include all equipment, spare parts, and documentation.
5.17.2
Customer Training
The VENDOR shall provide, at a minimum the month prior to cutover, a detailed hands-on
instructional program for customer (telephone user) training. This program will include live
equipment of the type to be installed at the Library. The VENDOR will provide training for all
staff at the facility where the equipment is being installed or in the SASB training facility. This
training is to be done in a classroom environment. Classes will have no more 12 students at a time
and the VENDOR must commit to providing as many classes as required to ensure that all staff are
sufficiently trained. VENDOR will also provide classes for up to two weeks after cut for any staff
that may have missed the initial training.
In addition selected Library personnel are to receive a comprehensive training program qualifying
them to act as “super users” for their departments. This program shall include those methods
necessary to provide familiarization with the system's special features and the procedures to be
used for most effective system utilization. The VENDOR will be required to demonstrate, through
criterion tests, that the required level of training has been achieved. A specific plan for the training
to be provided shall be included in the proposal along with samples of training materials.
VENDOR training personnel are also to be present at cutover to answer questions and assist in
problem solving, and to be on site for a period of two weeks after cutover.
5.18 Spare Parts
VENDORs must maintain an inventory of critical parts in the metro New York area. This
inventory must include all hardware included in a manufacturer's recommended, "crash kit".
VENDOR must administer such inventory at its own risk and at no extra cost to the Library. Spare
parts will remain the property of the VENDOR.
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5.19 Maintenance Center Location and Personnel Profiles
Each proposal must include a listing showing information on the location from which maintenance
personnel will be dispatched. Maintenance personnel must be available twenty-four hours per day,
seven days per week. The proposal must list type and number of service personnel at this location,
manufacturer certifications of technicians, and their experience. The Library reserves the right to
reject any maintenance personnel it determines to be unsatisfactory for any reason.
5.20 System Installation/Cutover Plans
The RESPONDENT shall provide a detailed cutover plan with timelines to include the systems
and equipment to be installed. The cutover plan shall provide and include all locations being
affected by the work as here defined in this RFP. Proposed plan shall take special notice of the
emergency systems and provide for virtually no downtime. Any modification to the cutover plan
must be submitted to the Library for approval.
Provide a project plan illustrating the planned installation steps from the date of contract signing to
completion of all phases of the system cutover. Include at least the following

Contract Signing

Issuance of the Funding Commitment Decision Letter by USAC

Issuance of Purchase Order

Equipment Delivery

System Installation

System Testing

NYPL technician training

Station customer training

Complete system operational testing

Cutover
5.21 Project Management
The VENDOR will assign a full-time program manager to this project from the date specified in
the written Notice to Proceed to the date specified in the written Notice of Final Acceptance whose
responsibilities will include:
a.
Acting as the single point of contact for the VENDOR to the Library.
b.
Effecting the necessary coordination between the VENDOR, other suppliers and the
Library.
c.
Establishing and maintaining all project implementation schedules and plans subject
to approval by the Library.
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5.22
System Testing and Acceptance
The VENDOR shall conduct the following system tests, witnessed by authorized Library
personnel.
a.
Installation tests
b.
Pre-Cutover tests
c.
Acceptance tests
5.23 Installation Tests
During installation, the VENDOR shall perform all tests necessary to insure that the portions of the
system being installed are ready for pre-cutover tests. Written documentation will be required as
to the test findings. The installation tests shall include, but not be limited to, the following:
a.
Visual and mechanical inspection
b.
Electrical continuity, grounding, shielding, and signal loss tests
c.
Component operational tests
d.
Subsystem operational tests
5.24 Pre-Cutover Tests
Prior to cutover of each portion of the system, the VENDOR shall perform scheduled pre-cutover
tests designed to confirm the operation of all components and subsystems within the performance
limits specified in this RFP. All service features shall be tested and demonstrated. The VENDOR
shall provide all necessary test equipment and manpower, and shall furnish a certified copy of the
test procedures, data and results to the Library's Representative. Pre-cutover tests assuring
successful performance for any designated portion of the system shall be completed at least 15
calendar days prior to the scheduled cutover date for that portion, or later if so scheduled by the
Library's Representative.
5.25 Acceptance Tests
Acceptance of the system shall be granted after successful completion of the acceptance tests for
all portions of the system in accordance with this RFP. After cutover of any portion of the system,
the VENDOR shall conduct acceptance tests consonant with factory system performance
specifications to be supplied with the system prior to installation.
Operational tests shall be conducted on all telephone circuits and central equipment to demonstrate
performance of functions and provision of all service features. Load tests shall be conducted to
demonstrate the system's ability perform without degradation under maximum traffic load
conditions. Loads above the designated maximum also shall be applied to determine the extent
and nature of performance degradation.
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Performance and reliability tests shall be conducted, demonstrating acceptable performance over a
thirty (30) day period after cutover.
A brief description of the acceptance testing procedures the VENDOR will use is desired as part of
their proposal. Acceptance of the telephone system shall be granted after successful completion of
the acceptance-tests for all portions of the system.
5.26 Drawings and Documentation
The successful RESPONDENT shall provide the following documentation within the indicated
number of calendar days after the date specified in the written Notice to Proceed.
All test procedures and documentation submitted prior to beginning of the relevant work shall be
subject to prior approval of the Library. Such approval does not relieve the VENDOR from the
responsibility to meet all requirements of the RFP.
All documentation that contain special symbols either of a product or technical-specialty nature
shall contain legends denoting the meaning of the symbols.
1.
Installation and Floor Plan drawings, showing complete system layout. This document
is due no later than thirty (30) days after the date specified in the written Notice to
Proceed.
2.
Equipment Inventory for the PBX drawings, listing all equipment items and indicating
the location of items within frames, shelves, etc. This document is due no later than
thirty (30) days after the date specified in the written Notice to Proceed.
3.
Compliance with FCC and New York PSC requirements for the connection of
customer-provided equipment to public utility telephone company systems. This
document is due no later than thirty (30) days after the date specified in the written
Notice to Proceed.
4.
Proposed acceptance test, and set of system and component specifications to be utilized
during acceptance tests. This document is due no later than thirty (30) days after the
date specified in the written Notice to Proceed.
5.
Project schedule for complete project. This document is due no later than thirty (30)
days after the date specified in the written Notice to Proceed.
6.
A New York State/New York City license will be required for any engineer or architect
performance that constitutes practice of one of those professions. This document is due
no later than thirty (30) days after the date specified in the written Notice to Proceed.
7.
Equipment adjustment and maintenance data, providing any necessary adjustment,
calibration, testing and maintenance data. This document is due no later than thirty
(30) days after the date specified in the written Notice to Proceed.
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6.0
8.
Cable distribution drawings showing pair assignments and cross connect information
documenting connections to existing facility/campus systems, if any. This document is
due no later than ninety (30) days after the date specified in the written Notice to
Proceed.
9.
Subsystem diagrams, including schematic drawings, circuit drawings and wiring
diagrams. This document is due no later than ninety (30) days after the date specified
in the written Notice to Proceed
RESPONDENT QUALIFICATIONS
6.1 Company Information
Provide the following information about your company
Description
Years In Business
D&B Rating
Number of Employees
Financial history, including the most recent full year’s financial statement
Information that would establish the company and its products/services as a strong
business organization and qualified to undertake this project.
g. Information regarding the company’s relationship with the manufacturer of the
proposed system and ancillary products.
h. Number of Full Time Service people (not installers) in New York Metro Area trained
on proposed equipment
i. Number of "In House" Repair Center, Full- Time Technicians trained on equipment
proposed (in New York City)
j. System Training/Coordinator Specialists trained on equipment proposed (in New York
City)
a.
b.
c.
d.
e.
f.
6.2 References
Provide the following information regarding three installations and maintenance of systems that
are equivalent in size and configuration to this project. List all installations at higher-level
academic institutions. Include the following:
a.
b.
c.
Company or institution name, address, contact person’s name and telephone number.
Date of system installation.
Size of installation and short description.
6.3 VENDOR Personnel Requirements
The Library reserves the rights to inspect credentials of all VENDOR employees and workers and
refuse VENDOR employees that are found not to be acceptable to the Library. Waivers to the
personnel requirements, described below, shall be requested at the time of VENDOR proposal, in
the case the VENDOR personal do not meet these requirements. Only equivalent work experience
and/or education will be considered with waiver requests. All VENDORs shall present credentials
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of the Project Manager and Installation Technician/Engineer with the proposal and shall be
expected to present credentials of all other employees prior to start of work at the Library. At no
time will technicians or workers with less than six months experience with VENDOR’s company
or in the subject matter area work alone and without supervision.
6.3.1
Project Manager must have a minimum of one-year employment with VENDOR’s
company and have at least five years experience in installing, programming, and
maintaining voice-switching equipment.
6.3.2
Installation Technician/Engineer – Shall have at least on advanced certification from the
manufacturer of the proposed system for each component s/he will install. Have a
minimum of one-year employment with VENDOR’s company and have at least five years
experience in installing, programming, and maintaining the chosen manufacture’s
equipment. The Installation Technician/Engineer shall be at the Library and on site during
the time frame that the equipment and software is being installed, configured and cutover,
and for the next business day following the installation at each location.
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7.0
RESPONDENT CERTIFICATION/SIGNATURE PAGE
AUTHORIZED SIGNATURE: This RFP must be signed with the full name and address of
the RESPONDENT; if a co-partnership, by a member of the firm with the name and address
of each member; if a corporation, by an authorized officer thereof in the corporate name.
The below-named individual, submitting and signing this proposal, verifies that he/she is a
duly authorized officer of the company, and that his/her signature attests that all items and
conditions contained in this Request for Proposal for a Voice Switching System for The New
York Public Library, are understood and accepted.
_________________
DATE
___________________________________
AUTHORIZED SIGNATURE
______________________________________
COMPANY NAME
______________________________________
ADDRESS:
______________________________________
CITY/STATE/ZIP CODE
______________________________________
PRINT NAME OF AUTHORIZED SIGNATURE
______________________________________
TELEPHONE NO. WITH AREA CODE
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APPENDIX A
EXISTING PBX LINE AND STATION COUNTS
PBX or
Gateway
Location
CO
LINES
DID
LINES
TEL
SETS
T-1
NYPL Network
LB
6
6
130
1
BRONX LIBRARY 7
23(PRI T-1)
100
1
SASB
8(backup)
Backup PRI
Backup PRI
92(4XPRI T-1)
1325
In above
In above
LPA
8
16
190
1
MID-MHTN
28
25
425
1
SCHOMBURG
8(backup)
46(2XPRI T-1)
140
1
ST. GEORGE
(Spirit)
9
16
50
1
LSC
SIBL
______________________________________________________________________________
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RFP# ITG/VoIP/Multiple Locations 2012
January 24, 2012
APPENDIX B
EXISTING PBX LOCATIONS
BTN
SASB
476 Fifth Ave
NY,NY 10018
212 930 0500
Bronx Library Center
2556 Bainbridge Ave
Bronx, NY 10458
718 579 4200
AH/LB
40 West 20th Street
NY, NY 10011
212 206 5400
LPA
40 Lincoln Center Plaza
NY, NY 10023
212 870 1600
Mid-Manhattan
455 Fifth Ave
NY,NY 10016
212 340 0800
Schomburg
515 Malcolm X Blvd.
NY, NY 10037
212 491 2200
SIBL
188 Madison Ave
NY, NY 10016
212 592 7000
St. George Branch
5 Central Ave.
Staten Island, NY 10301
718 442 8560
______________________________________________________________________________
Page 31 of 39
RFP# ITG/VoIP/Multiple Locations 2012
January 24, 2012
APPENDIX C
PBX SOFTWARE LOADS
AVAYA G3 PBXS
And
AVAYA NORTEL CS1000ES
Location
Software Load
IL
SASB
Avaya Nortel 1000E Release 7.5
AH/LB
V8I.02.0.034.5
018-913-6518
LPA
V8I.02.0.034.5
018-913-6518
MID/MHTN
V8I.02.0.034.5
016-122-5917
SCHOMBURG
Avaya Nortel 1000E Release 5.5
BRONX LIBRARY Avaya Nortel 1000M Release 4.0
______________________________________________________________________________
Page 32 of 39
RFP# ITG/VoIP/Multiple Locations 2012
January 24, 2012
APPENDIX D
PBX LOCATIONS WITH VOICE MAIL SYSTEMS
SASB Avaya Nortel CALL PILOT
476 Fifth Ave
NY,NY 10018
LPA Avaya Intuity
40 Lincoln Center Plaza
NY, NY 10023
Mid-Manhattan Avaya Intuity
455 Fifth Ave
NY,NY 10016
BLC Avaya Nortel CALL PILOT (SASB)
2556 Bainbridge Ave
Bronx, NY 10458
______________________________________________________________________________
Page 33 of 39
RFP# ITG/VoIP/Multiple Locations 2012
January 24, 2012
APPENDIX E
NYPL CURRENT VOICE NETWORK
NYPL VOICE NETWORK
LSC
NORTEL Media
Gateway 1000E
MG 1000
NYPL DATA NETWORK
SASB
NORTEL
CS1000E
R7.5
SASB CCM (ACD)
BLC
NORTEL
CS1000M
R4.0
SASB VOICE MAIL
MG 1000
NYPL DATA NETWORK
VoIP Branches
NYPL DATA NETWORK
NYPL DATA NETWORK
BPC
KBR
GC
ITG
HB
MM
NYPL DATA NETWORK
Schomburg
Nortel
CS1000E
R5.5
MG 1000
1
T-
T-1
MG 1000
SIBL
Nortel Media
Gateway 1000E
SA
MHT
Avaya
G-3
LPA
Avaya
G-3
LB
MHT VOICE MAIL
LPA VOICE MAIL
Avaya
G-3
T-1
______________________________________________________________________________
Page 34 of 39
RFP# ITG/VoIP/Multiple Locations 2012
January 24, 2012
APPENDIX F
AVAYA EQUIPMENT HARDWARE AND SOFTWARE SPECIFICATION FOR SASB
Upgrade of existing PBX at SASB to current release at time of implementation
QTY
1751
6
1
50
1410
1767
50
5
PART NUMBER
DESCRIPTION
TBD
SW Upgrade 7.5 to TBD (current at time of install)
TBD
CPPM SS Linux Upgrade CFC
TBD
Upgrade to Avaya Aura CC (current at time of install) Base
TBD
Upgrade to Avaya Aura CC (current at time of install) Base IVA-1
One Year Avaya Partner Assurance Software Support
GE4300883
CallPilot Partner Assurance Software
Support – Basic – SL883
GE4300AQR
CS1000 - Partner Assurance Software
Support - Tier 3 (1200-1999 users) Basic -SLNAQR
GE4300CCE
AACC Nodal Voice Standard Agent 1-100
Partner Assurance Software Support Basic – SLCCE
GE4300CCL
AACC Supervisor License-1-Partner
Assurance Software Support Basic - SLCCL
______________________________________________________________________________
Page 35 of 39
RFP# ITG/VoIP/Multiple Locations 2012
January 24, 2012
AVAYA EQUIPMENT HARDWARE AND SOFTWARE SPECIFICATION FOR LPA
Installation of 200 VoIP Instruments as well as an Avaya CS1000E Gateway Equipped with
(4) T-1 (PRI), (16) Analog Ports, (200) IP Station Ports
QTY
1
16
200
6
1
1
1
1
1
1
1
1
160
40
1
4
1
1
250
1
10
1
1
10
1
200
200
10
1
PART NUMBER
N0023082
NTE907AD
NTE907EB
NTM427CDE6
N0119677
NTZE19DA
NTZE4002
MPR01759
NTBK80BA
NTDW12AAE5
NTHU61IA
NTTK14ABE6
NTYS03BFE6
NTYS05BFE6
NTE920CB
NTSF6800
NT8D09CAE5
NT8D14DAE5
S110P1-44-05
Specify
NTE905YA
NTE908CAE5
NT9S80AD
NT9Y44DA
DESCRIPTION
Geo Red Primary Specifier Code
1 Premium Service Pkg TDM User License
1 Prem IP Set License
CPPM SS Linux Upg-R7.5 CFC
CP 5.0 Keycode
Multimedia Mailbox /Voice-200
CP Upgrade Code (NO Charge)
Collaborate Your Way Level 3 - Exp. 9/30/11
Ground Bar Assy Opt11
UDT Clock Controller D/B
CS1000E CPMG 0L/0T SA Chassis
PWR Cord 9.9ft 11CM 125VA
1120E - Eng keys no ps
1140E - Eng keys no ps
Surv MG CPMG128 CoRes SW R7.5
Tmdi Pkg (1.5MB Dti/Pri)
Ext. Analogue MW Line Card
Card, 8 Port UXT
Siemon S110 to modular 8 position plug (10")
Avaya 24 Port Ethernet Switch
CC ACD Agent ISM L4 Premium
Keycd (elec) CS1000E Platforms
CC Electronic Delivery License
Avaya Aura CC 6 SIVA-1
Installation, Programing and Training
One Year Avaya Partner Assurance Software Support
GE4300883
CallPilot Partner Assurance Software
Support - Basic -SL883
GE4300AQR
CS1000 - Partner Assurance Software
Support - Tier 3 (1200-1999 users) Basic -SLNAQR
GE4300CCE
AACC Nodal Voice Standard Agent 1-100
Partner Assurance Software Support Basic – SLCCE
GE4300CCL
AACC Supervisor License-1-Partner
Assurance Software Support Basic - SLCCL
THE PARTS LISTED MAY BE SUBSTITUTED BY EQUIVALENT PARTS, FROM AVAYA OR
ANOTHER MANUFACTURER. IF PROPOSAL INCLUDES SUBSTITUTION, YOU MUST INDICATE
HOW YOUR PROPOSED SYSTEM WILL FULLY INTEROPERATE WITH THE EXISTING
NORTEL/AVAYA ENVIRONMENT.
______________________________________________________________________________
Page 36 of 39
RFP# ITG/VoIP/Multiple Locations 2012
January 24, 2012
AVAYA EQUIPMENT HARDWARE AND SOFTWARE SPECIFICATION FOR LB
Installation of 140 VoIP Instruments as well as an Avaya CS1000E Gateway
Equipped w/ (2) T-1 (PRI), (16) Analog Ports, and (140) IP Station Ports
QTY
1
140
1
1
1
1
1
1
120
20
1
2
1
1
10
1
1
10
1
PART NUMBER
N0023082
NTE907AD
NTE907EB
NTZE19DA
MPR01759
NTBK80BA
NTDW12AAE5
NTHU61IA
NTTK14ABE6
NTYS03BFE6
NTYS05BFE6
NTE920CB
NTSF6800
NT8D09CAE5
Specify
NTE905YA
NTE908CAE5
NT9S80AD
NT9Y44DA
140
GE4300883
140
GE4300AQR
10
GE4300CCE
1
GE4300CCL
DESCRIPTION
Geo Red Primary Specifier Code
1 Premium Service Pkg TDM User License
1 Prem IP Set License
Multimedia Mailbox /Voice-200
Collaborate Your Way Level 3 - Exp. 9/30/11
Ground Bar Assy Opt11
UDT Clock Controller D/B
CS1000E CPMG 0L/0T SA Chassis
PWR Cord 9.9ft 11CM 125VA
1120E - Eng keys no ps
1140E - Eng keys no ps
Surv MG CPMG128 CoRes SW R7.5
Tmdi Pkg (1.5MB Dti/Pri)
Ext. Analogue MW Line Card
Avaya 24 Port Ethernet Switch
CC ACD Agent ISM L4 Premium
Keycd (elec) CS1000E Platforms
CC Electronic Delivery License
Avaya Aura CC 6 SIVA-1
Installation, Programing and Training
One Year Avaya Partner Assurance Software Support
CallPilot Partner Assurance Software
Support - Basic -SL883
CS1000 - Partner Assurance Software
Support - Tier 3 (1200-1999 users) Basic -SLNAQR
AACC Nodal Voice Standard Agent 1-100
Partner Assurance Software Support Basic – SLCCE
AACC Supervisor License-1-Partner
Assurance Software Support Basic - SLCCL
THE PARTS LISTED MAY BE SUBSTITUTED BY EQUIVALENT PARTS, FROM AVAYA OR
ANOTHER MANUFACTURER. IF PROPOSAL INCLUDES SUBSTITUTION, YOU MUST INDICATE
HOW YOUR PROPOSED SYSTEM WILL FULLY INTEROPERATE WITH THE EXISTING
NORTEL/AVAYA ENVIRONMENT.
______________________________________________________________________________
Page 37 of 39
RFP# ITG/VoIP/Multiple Locations 2012
January 24, 2012
AVAYA EQUIPMENT HARDWARE AND SOFTWARE SPECIFICATION FOR ST GEORGE
Installation of 60 VoIP Instruments as well as an Avaya CS1000E Gateway
Equipped w/ (2) T-1 (PRI), (16) Analog Ports, and (60) IP Station Ports
QTY
1
60
1
1
1
1
1
40
20
1
2
1
1
10
1
1
10
1
PART NUMBER
N0023082
NTE907AD
NTE907EB
MPR01759
NTBK80BA
NTDW12AAE5
NTHU61IA
NTTK14ABE6
NTYS03BFE6
NTYS05BFE6
NTE920CB
NTSF6800
NT8D09CAE5
Specify
NTE905YA
NTE908CAE5
NT9S80AD
NT9Y44DA
60
GE4300883
60
GE4300AQR
10
GE4300CCE
1
GE4300CCL
DESCRIPTION
Geo Red Primary Specifier Code
1 Premium Service Pkg TDM User License
1 Prem IP Set License
Collaborate Your Way Level 3 - Exp. 9/30/11
Ground Bar Assy Opt11
UDT Clock Controller D/B
CS1000E CPMG 0L/0T SA Chassis
PWR Cord 9.9ft 11CM 125VA
1120E - Eng keys no ps
1140E - Eng keys no ps
Surv MG CPMG128 CoRes SW R7.5
Tmdi Pkg (1.5MB Dti/Pri)
Ext. Analogue MW Line Card
Avaya 24 Port Ethernet Switch
CC ACD Agent ISM L4 Premium
Keycd (elec) CS1000E Platforms
CC Electronic Delivery License
Avaya Aura CC 6 SIVA-1
Installation, Programing and Training
One Year Avaya Partner Assurance Software Support
CallPilot Partner Assurance Software
Support - Basic -SL883
CS1000 - Partner Assurance Software
Support - Tier 3 (1200-1999 users) Basic -SLNAQR
AACC Nodal Voice Standard Agent 1-100
Partner Assurance Software Support Basic – SLCCE
AACC Supervisor License-1-Partner
Assurance Software Support Basic - SLCCL
THE PARTS LISTED MAY BE SUBSTITUTED BY EQUIVALENT PARTS, FROM AVAYA OR
ANOTHER MANUFACTURER. IF PROPOSAL INCLUDES SUBSTITUTION, YOU MUST INDICATE
HOW YOUR PROPOSED SYSTEM WILL FULLY INTEROPERATE WITH THE EXISTING
NORTEL/AVAYA ENVIRONMENT.
______________________________________________________________________________
Page 38 of 39
RFP# ITG/VoIP/Multiple Locations 2012
January 24, 2012
AVAYA EQUIPMENT HARDWARE AND SOFTWARE SPECIFICATION FOR EACH OF THE
OTHER LOCATIONS
Installation of 10 VoIP Instruments
QTY
12
12
1
1
1
1
1
11
1
5
10
PART NUMBER
NTE907EB
NTYS03BFE6
NTE908CAE5
N0119677
Specify
Specify
Specify
Specify
DESCRIPTION
1 Prem IP Set License
1120E - Eng keys no ps
Keycode (elec) for CPPIV/CPPM
CallPilot 5.0 Keycode
CV Telephone Red (Single Line Telephone)
CallPilot 5 voice seats
Multimedia Mailbox /Voice-5
6’ RJ-45 Patch Cables
Installation, Programing and Training
One Year Avaya Partner Assurance Software Support
GE4300883
CallPilot Partner Assurance Software
Support - Basic -SL883
GE4300AQR
CS1000 - Partner Assurance Software
Support - Tier 3 (1200-1999 users) Basic -SLNAQR
THE PARTS LISTED MAY BE SUBSTITUTED BY EQUIVALENT PARTS, FROM AVAYA OR
ANOTHER MANUFACTURER. IF PROPOSAL INCLUDES SUBSTITUTION, YOU MUST INDICATE
HOW YOUR PROPOSED SYSTEM WILL FULLY INTEROPERATE WITH THE EXISTING
NORTEL/AVAYA ENVIRONMENT.
______________________________________________________________________________
Page 39 of 39
RFP# ITG/VoIP/Multiple Locations 2012
January 24, 2012
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