REQUEST FOR PROPOSAL
FOR A NEXT GENERATION
IP-BASED VOICE, DATA and VIDEO
COMMUNICATIONS SYSTEM
FOR
FORT OSAGE R-1 SCHOOL DISTRICT
PROPOSAL DUE DATE: FRIDAY, JANUARY 18TH, 2008
03/10/16
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Table of Contents
1
Fort Osage R-1 School District's
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
Proposal Response Overview
Customer Contacts and Contract Requirements
Proposal Filing Date
Number of Copies
Schedule of Events
Proposal Response Format
Vendor Questionnaire
Overview of Current Environment
Requirements For Fort Osage R-1 School District's IP Communications System
2
EXECUTIVE OVERVIEW
3
VENDOR PROFILE
3.1
3.2
3.3
3.4
3.5
3.6
3.7
Proposed IP Communications System
IP Communications System Architecture
System Reliability and Availability
Advanced Routing Features
Emergency Services
System Administration Requirements
System Monitoring and Diagnostics
4
IP TELEPHONY SYSTEM SOFTWARE AND HARDWARE
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.13
Hardware Configuration
System Software
Conferencing
System Features
Station Hardware and IP Softphone
IP Manager-Assistant
Attendant Console
System Reporting and Call Detail Reporting
Voice/Unified Messaging System Description and Support Options
Voice/Unified Messaging System Specifications
Voice Mail System - System Features
Voice Mail System - User Features
Voice Mail System - System Administration
5
Implementation
5.1
5.2
5.3
5.4
Project Management
Installation Requirements
Facility Requirements
Training
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6
Vendor Service
6.1
6.2
6.3
Maintenane and Waranty
Logistical Support
Repair Response
7
CONFIGURATION AND PRICING
8
FINANCIAL REQUIREMENTS
8.1
8.2
Payment Options
Payment Schedule
9
TERMS AND CONDITIONS
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
9.10
9.11
9.12
9.13
9.14
9.15
9.16
9.17
9.18
9.19
9.20
9.21
9.22
9.23
9.24
9.25
9.26
Interpretation and Additional Information
Omissions
Financing
Warranty
Inspection, Acceptance and Title
Price Quotations
Price Stability
Variation in Quantities and Configurations
Project Manager
RFP Services Manager
Vendor Qualifications
Prime Vendor
Equal Employment Opportunity
Prevailing Wage Agreement
Compliance with Laws and Regulations
Safety
Patents and Royalties
Indemnification
Liabililty and Insurance
Terms and Conditions for Maintenance/Repair
Proposal Preparaton and Submission Requirements
Evaluation and Award of Responses
Special Conditions
Cancellation
Advertising
Breach of Provisions
10
APPENDIX
A.
B.
C.
D.
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CURRENT TELEPHONE TYPES AND PLEXAR NUMBERS/ District
CURRENT SWITCH TYPES, LOCATION and CLASSROOMS/ District
CURRENT NETWORK BACKBONE DRAWING
PREVAILING WAGE AGREEMENT
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1
1.1
FORT OSAGE R-1 SCHOOL DISTRICT’S REQUEST FOR PROPOSAL
RFP Overview
This Request for Proposal (RFP) documents Fort Osage R-1 School District’s requirements for a native IPbased voice, data and video communications system. The IP Telephone Communications System will be
for our new elementary location and eventually replace the current Plexar system, therefore we will want it
broken into two phases. Phase one is for the new Indian Trails Elementary and phase two will be the
process to add and upgrade the existing system. The proposed IP Communications System must be able to
support all the required call processing, voice messaging, management and administrative features of this
RFP. In addition, the proposed IP communication system must be capable of meeting anticipated growth
of the school district without the need for a major system costs. Since this RFP calls for a converged
system, it is expected that vendors will propose some combination of application servers, call control
servers, gateway(s), client and conference devices as well as an intelligent network infrastructure to meet
these capabilities.
This Request for Proposal (RFP) is intended to provide a standard base from which to evaluate alternatives
for communications systems and to allow the vendor flexibility in proposing the most appropriate and costeffective system. The acceptance of a proposal does not obligate Fort Osage R-1 School District to
purchase a system from any vendor. Fort Osage R-1 School District reserves the right to reject all
proposals and not make a decision. All costs for proposal preparation are the responsibility of the bidder.
After receipt of the proposal, and prior to signing the contract, Fort Osage R-1 School District reserves the
right to modify the system requirements by adding or deleting specific equipment or optional features.
Fort Osage R-1 School District is looking for a converged IP voice/video/data solution. Bidders should use
their extensive knowledge and experience within the communications industry to recommend a creative
solution that will meet or exceed Fort Osage R-1 School District’s requirements.
Preference will be given to the vendor that provides a comprehensive, cost-effective solution for current
specifications, future capacity requirements, and ongoing service and support.
Award of this proposal may or may not be contingent upon the approval of E-rate funding. The
successful bidder agrees to receive a portion of the payment for the provisions of goods and services
described herein directly from the Universal Service Fund (“USF”), and/or its agents, the National
Exchange Carrier Associations (“NECA”), and/or the Schools and Libraries Corporation (“SLC”).
Fort Osage R-1 School District and successful bidder will act in a reasonable manner and comply
with any Schools and Libraries Universal Service Fund Program requirements as described under
Section 254 of the Communications Act of 1934, as amended, 47 C.F.R. #254, and any competitive
bidding requirements contained in 47 C.F.R. #54.504.
Fort Osage R-1 School District will be looking at lease options of 3 and 5-years along with the
possibility of an outright purchase. The contract will begin July 1, 2008.
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Key Decision Criteria
1.2

IP-based Voice/Data/Video capabilities and Intelligent Network Infrastructure: Integration
of voice, data and video applications with a converged Internet Protocol (IP) solution. The ability
to provide a highly reliable and available IP communications solution, a wide variety of gateways
to the PSTN and legacy TDM equipment, and a strong selection of IP phones.

Vendor Experience and Vision: Evaluation of the vendor's experience in building intelligent
network infrastructures and implementing Internet technologies. Fort Osage R-1 School District is
looking to partner with a vendor that has vision and leadership in the Internet industry

Vendor support for Open System Standards: The vendor should be committed to supporting
open system industry standards, such as H.323, 802.1p and 802.1q, MGCP, SIP, TAPI, JTAPI,
etc.

Voice Messaging: Scalable, cost-effective voice messaging solution that supports industry
standards, such as AMIS-A, VPIM, LDAP and IMAP.

System Administration:
Maximum flexibility for rapid, efficient, and cost-effective
configuration changes, affecting personnel and associated IP telephone equipment through a
standard browser-based interface.

Vendor Support/Service Capabilities: Remote serviceability, technical support of the entire IP
Communications System and applications and vendor reputation.

Scalability: Modular, cost-effective growth in both IP phones and applications over the next five
years. Asset protection moving forward is critical.

Leading Edge Technology: The ability to incorporate future requirements and technological
advances.
Customer Contacts and Contract Requirements
For questions about the Request for Proposal or Fort Osage R-1 School District's system requirements,
contact:
Contact Name:
Address:
Phone Number:
Fax number:
E-mail address:
Debbie Smith
2101 N Twyman Road, Independence, MO 64058
816-650-7087
816-650-7097
dsmith@fortosage.net
Requests for clarifications and questions should be e-mailed. Due to time constraints, there will not be a
bidder’s conference. Clarifications will be sent to all bidders
Questions will be taken up to: January 11, 2008
1.3
Proposal Filing Date
Response to this RFP must be submitted in sealed packages and delivered via either UPS, express delivery,
or personally on or before January 18th, 2007 at 1:00pm, to the Customer at the address noted below. The
response packages will be opened at 1:00pm on January 18th, 2008 at the Gragg Administration Center,
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2101 N. Twyman Road, Independence, MO 64058. It is the sole responsibility of the respondents to ensure
that their responses arrive in a timely manner. The Customer reserves the right to reject all late arrivals
Bids received after that time will not be accepted.
1.4
Number of Copies
3 Copies of the proposal are to be delivered to Fort Osage R-1 School District.
1.5
Schedule of Events
Event
Request for Proposal Issued
Bidder's Conference
Site Visit
Last Day for Questions/Clarifications
RFPs Due to Purchaser
Tentative Purchasing Decision
System Live Date -Phase 1
System Live Date-Phase 2
1.6
Date
12-19-2007
N/A
By Appointment
until January 11,
2008
01-11-2008
01-18-2008
02-12-2008
07-15-2008
TBD
Proposal Response Format
This RFP has been provided in soft copy for the bidder’s convenience. Responses to Fort Osage R-1
School District’s RFP must be in the same format as the original request. All responses should be stated in
the body of the document following the specific questions. Please place any additional reference
information in the Appendix.
Note: Any modifications to the questions in this RFP by the bidder will result in immediate rejection of
that proposal.
1.7
Vendor Questionnaire
Bidding Company Name:
Address:
Sales Representative Name:
Telephone Number:
E-mail address:
Technical Advisor:
Telephone Number:
E-mail address:
1.7.1 Who manufactures the proposed system? (If not proposing Vendor, Manufacturer Name:
Manufacturer Address)
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1.7.1.1
1.7.2
Does the bidder install the product or use business partners?
1.7.2.1
1.7.3
Response
Does the bidder provide on-site assistance if it is required?
1.7.5.1
1.7.6
Response
Does the bidder maintain a support call-in center for problems?
1.7.4.1
1.7.5
Response
Does the bidder maintain the product or use business partners?
1.7.3.1
1.7.4
Response
Response
The vendor must submit three reference customers. Referance information must
include company name, contact, telephone number and approximate size of system.
1.7.6.1 Response
Company Name
1.8
Contact
Phone Number
System Size
Overview of Current Environment
Fort Osage R-1 School District has the following current environment:
Fort Osage R-1 Schools operates with a fiber ring connected by Cisco 3550-12 gigabit port
switches at all the main campus sites (please see appendix B). Then Cisco 2950 switches are
used throughout the campus for computer connections. A number of small hubs and Linksys
switches are also used throughout the campus to complete connectivity where direct ports to
Cisco 2950’s are not available.
Schools not directly on the ring are either connected via point to point wireless or by a shared T1. The wireless point to point (High School to McCune Boys School, High School to Buckner,
High School to Bluehills, BlueHills to Elm Grove, and Elm Grove to Clermont), are all
connected together with Cisco 2950 switches with the Layer 3 routing done on Campus (hsmain
3550 switch).
The shared T-1 is used to connect the Early Childhood Center (ECC), and the routing and
connection is made via a Cisco 2610 router on campus and another 2601 at ECC.
The individual data closets at each site are comprised of Cisco and Avaya switches. All of these
switches are or will be 10/100 and schools with multiple data closets are connected by fiber.
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Nodes on our network are composed of PC based (mainly Compaq/HP/Dell) and Macintosh
computers. These systems run Windows 2000XP and Mac OS 9.2.2 respectively. The network
operating system is Windows 2003 Server with Exchange 2003 as the email program. Our
current phone system is ISDN and our current Voicemail is Octel 250. Both are managed by
Sprint/Embarq.
total ports total assigned ports digital ports analog ports alarm lines
Buckner
80
51
16
64
Campus
288
271
160
128
Blue Hills 64
50
16
48
Clermont 64
55
16
48
ECC
32
10
16
16
Elm Grove 64
48
16
48
McCune
32
6
16
16
Total
624
491
256
368
0
The campus includes 8 buildings on the main campus. Fujitsu 9600 software is currently at
Version E12V10 will need to be upgraded with versions 13, 14, and 15. It requires version 15
to be Q-sig compatible.
The Octel 250 is on version 02.04.09-1. Installed features include enhanced call processing,
Information center mailbox, call detail recording, rs232 integrations, and ani integrations. Current
Capacity is for 500 users, 409 are in use.
1.9
Requirements for Fort Osage R-1 School District’s IP Communications System
Fort Osage R-1 School District seeks a solution that integrates its communications system with a
Voice over Internet Protocol integrated voice and data system. All existing telephones should be
replaced with either an equivalent new analog or IP phones that support basic telephony features.
An employee should be able to log in anywhere on the network and automatically receive calls
without administrative intervention. Also, any system proposed should have a failover option to
POTS lines should the PRI service experience an interruption. And PSTN failover capabilities
should the WAN experience an interruption.
Fort Osage R-1 School District requires that any system have the capability to service remote
locations with the same features and functionality as the main office should the need arise. Each
location should be able to access all the features and functionality available at the main site even
in the event of a service interruption. System directories, class of service for telephony
capabilities, trunk group access, should apply to all locations.
Fort Osage R-1 School District requires the following to be met:
.
 Not all equipment and/ or services are E-rate eligible. Vendors should indicate which
products and/or services are E-rate eligible.
 Vendors may respond to all or selected portions of this RFP. However, the District
maintains the right to award either the entire RFP to a single vendor or to award portions
of the RFP to multiple vendors in order to ensure the best value for the school district.
 A list of references and credentials that demonstrate your proven background and
expertise in this area. Financials must be submitted in order to ascertain financial ability
to adequately manage a project of this nature and IP Telephony certification is
mandatory.
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








Experienced/ Certified technical support within a 50 mile radius is mandatory and must
be able to provide expertise in LAN and WAN technologies and Certified IP Telephony
specialists. Being able to dispatch engineering and technicians for onsite repair is a must.
Ability to provide, maintain and troubleshoot LAN and Telephony circuits.
Provider able to provide certified security consultants, network monitoring and network
performance monitoring if needed or requested.
Vendor of choice must provide E-rate support and their Spin number.
Fort Osage R-1 Schools will be asking for two designs: one to replace the current Plexar
and Octel Voicemail in the entire district and one to implement IP Telephony in the new
Elementary school due to open fall of 2008. If implementing only one building today,
describe how you would implement the rest of the district. The steps involved and an
estimate of cost by doing it this way as opposed to all at once.
Bidder to integrate current paging or give the District options. Current paging systems
are Rollins, Dukane or Simplex.
The District requires maintaining features on the Voicemail that exist today such as the
homework hotline and auto attendant.
Call Detail Recording is to be optional and explain the optional packages available that
would pertain to Fort Osage R-1 Schools.
Vendor of choice will do a final walkthrough to determine the final number of handsets,
type of handsets needed, number of final switch count and options to move existing Cisco
switches to other buildings to make room for the needed power switches. Final cost for
entire system will be determined from this.
To recap the following designs are requested:
Option 1: Indian Trails Elementary
This school will open in the fall of 2008. Fort Osage R-1 Schools wishes a proposal for setting up
the new school with an IP Phone system that would integrate with their current ISDN system. The
number of phones is approximately 75 if classrooms are included. If this is the only option
selected, the phone system should integrate with current system for four digit dialing within
Distrcit, etc. See appendix A.
Option 2: Replace current ISDN in the District w/ IP Phone system.

A proposal, implementation and design to replace all existing ISDN/analog phones see
appendix B.

A proposal, implementation and design to replace all existing phones plus add the
classrooms. See appendix B.
Option 3: Replace Current Octel w/ Voicemail to include Unified Messaging:
The School District would like to replace the current Voicemail system with a Unified Messaging
system to include both Voicemail and Unified Messaging (UM). UM would integrate with
Exchange 2000, PC clients and Macintosh clients. We currently have a SAN from Compaq/HP
and would be responsible for obtaining the server and hard drives. They would need a cost as well
as a recommended amount of needed storage space to meet current and future needs. A proposal,
implementation and design are required.
While Video (distance learning) is not a requirement of this RFP, the IP Communications System
should be capable of handling future IP Video applications without any modifications to the
network infrastructure.
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
2
Maintenance: A complete maintenance plan for both options that will provide full technical
support and upgrade ability for 3or 5 years on the software. Specify hardware maintenance
options.
EXECUTIVE OVERVIEW
This section is an introduction to and summary of the system being proposed by the vendor. This
should be structured so anyone reading only this section has a clear understanding of the proposed
system.
2.1 Proposed System
2.1.1
Provide a brief description of the proposed system. Include diagrams if desired.
2.1.1.1 Response
2.1.2 What are the model names and version numbers of all relevant components of the
proposed system?
2.1.2.1 Response
2.2
Sytem Architecture
2.2.1
Provide a brief description and discussion of your system architecture. Describe your
philosophy on open architecture and your ability to support other vendor’s equipment.
2.2.2.1 Response
2.2.2
Provide a diagram of the system architecture.
2.2.2.1
2.2.3
Describe how the system integrated with voice services with the converged internet
protocol network including the use of standards and the support for analog and IP
endpoints for users, modems, fax machines, etc.
2.2.3.1
2.2.4
Response
Response
Describe how the solution delivers reliability for voice services including maintaining dial
tone during WAN outages, failure of the systems windows based servers, and power
outrages.
2.2.4.1
Responses
2.2.5 Describe the vendor’s experience in bulidn and delivering voice over IP solutions.
2.2.5.1
2.2.6 Describe the systems support for open standards iuncluding support for open
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3
VENDOR PROFILE
This section is to provide an overview of the vendor's proposal and its architecture, and experience in the
manufacturing, installation, and support of the type of system proposed. It also covers how the vendor will
provide an intelligent network infrastructure to support the IP Communications System.
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3.1
Proposed IP Communications System
3.1.1
Provide a brief description of the proposed system. Include diagrams if desired.
3.1.2
What are the model names and version numbers of all relevant components of the proposed
system?
3.1.3
Describe how your solution can be used to decrease time to market, improve customer
responsiveness, or increase end-user productivity.
3.2
IP Communications System Architecture
3.2.1
Provide a brief description and discussion of your system architecture.
3.2.2
Provide a diagram of the system architecture.
3.2.3
Describe your company’s experience with building intelligent network infrastructures.
3.2.4
How does your proposed intelligent network infrastructure support end-to-end QoS? In a
converged network supporting voice, broadcast video, H.323 video, and data, how are QoS
issues resolved?
3.2.5
How do LAN switches recognize voice traffic to guarantee QoS?
3.2.6
How does the intelligent network infrastructure recognize voice traffic at the WAN edge and
guarantee QoS across WAN links?
3.2.7
How does your system provide for Call Admission Control to guarantee that LAN/WAN links are
not oversubscribed?
3.2.8
Explain how the intelligent network architecture provides power to IP phones over the Ethernet.
Can the network automatically detect the presence of the IP phones? If so, how is this done, and
what are the benefits of this feature?
3.2.9
Does your solution support remote office phones from a centralized phone system? If so, how
does this work and what equipment is required at the remote site?
3.2.10
Describe what local survivability capabilities are provided for remote sites during a WAN outage
(for remote sites hosted off of a central server).
3.2.11
How can I tell if IP phones are in SRS Telephony mode?
3.2.12
How long will active calls last when WAN/CallManager is down?
3.2.13
Explain how you can provide easy addressing of the IP phones without having to change the
addressing scheme of the existing IP data network.
3.2.14
Can IP phones share existing Ethernet ports with data devices, or do the IP phones require
additional Ethernet ports to be added by the customer to support voice?
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3.2.15
Do your phones have a built-in switch to support automatic VLAN? Please comment in detail
about your VLAN support.
3.2.16
Under what circumstances would a phone outage affect the PC communicating to the network?
3.2.17
In terms of support for open industry standards, which of the following standards do you support
in your proposed solution? If the standard is not currently supported, indicate in the
“Availability Date” column when you expect to support it.
RECOMMENDATION
1.
G.711
2.
G.726
3.
G.728
1.
G.729
2.
G.729a
3.
H.323 V2
4.
T.120
5.
Q.931
6.
802.1d
7.
802.1p
8.
802.1q
9.
802.3
10.
SNMP
11.
FAX - Group 3
12.
FAX - Group 4
13.
T.37
14.
T.38
15.
IP Precedence
16.
Differentiated Services
17.
RSVP
18.
Weighted Fair Queuing
19.
CBWFQ
20.
PQWFQ
21.
RED
22.
Weighted RED
23.
RTP
24.
CRTP
25.
RTCP
26.
RTSP
27.
Policy Based Routing
28.
Committed Access Rate
29.
IPv6
30.
MGCP
31.
H.225
32.
H.245
33.
TCP/IP
34.
UDP/IP
35.
DHCP
36.
DCL
37.
DNS
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STATUS
AVAILABILITY DATE
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3.3
System Reliability and Availability
3.3.1
Does the system support clustering? If so, across how many systems?
3.3.2
What is the highest number of IP devices currently supported under a single instance of the
software? How many IP devices are supported by a cluster?
3.3.3
Does the system have a web-based or GUI-based administration tool? Is this included in the base
price?
3.3.4
Can a single instance of the administration tool be used to manage all systems within an
enterprise simultaneously?
3.3.5
How does the system provide for fault tolerance? Identify the components that can be duplicated
in your system. Fully describe the systems redundancy capability. Is it “hot standby
redundancy”, “shared redundancy”, etc.
3.3.6
Explain in detail how a switchover occurs in a redundant system.
3.3.7
In redundant systems, how are databases synchronized?
3.3.8
Identify each component in your proposal. In the pricing section, provide one price for the
redundancy being proposed.
3.3.9
In consideration of a full-scale rollout of voice over IP, which would include all buildings, please
describe how voice services are maintained at these remote sites if there is an outage at the
remote site.
3.3.10
What virus and intrusion protection comes with your product?
3.3.11
How often is it maintained and enhanced?
3.3.12
What is your response time to the identification of new viruses and attacks?
3.3.13
What toll fraud protection is available? How is it monitored?
3.3.14
Describe any UPS or “battery” back-up capabilities for the proposed system. Can these
capabilities benefit a redundant system? Please explain. Battery backups will need to
be purchased and should run all switches in each closet for up to one hour.
3.4
3.4.1
Advanced Routing Features
Fully describe the Dial Plan configuration options and your advanced routing features. Please
be sure to include a discussion of the following applications:
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



Amount and type of routing plans.
Queuing and overflow capabilities.
Describe how your system handles digit deletion and insertion regarding the North
American Dialing Plan.
Describe the route filtering method
3.4.2
Describe the Dial Plan structure.
3.4.3
Is the system compliant with the North American Numbering Plan (NANP)?
3.5
Emergency Services
3.5.1
If emergency-911 municipal services are mandated for commercial systems, is your proposed
system in compliance today?
3.5.2
Identify the systems ability to redirect callers who dial “911” or “9+911” to a predetermined
location; i.e., security desk, operator’s console, etc.
3.5.3
Describe how the system identifies location information of the IP phone and makes a 9-1-1 call.
3.5.4
How often does the PS-ALI database need to be updated after new phones are added to the
system, or phones move?
3.6
System Administration Requirements
Describe the system administration tool(s) available to meet the following requirements.
3.6.1
Is the system administration application accessible from any workstation on the LAN /WAN?
3.6.2
Is the system administration application accessed through a standard web browser? Can it run
on any Windows 95/98 client?
3.6.3
Can moves and changes be “batched”; that is, can block copy changes be made to a number of
subscribers or class of service simultaneously?
3.6.4
Can administration of multiple remote sites be done through a centralized workstation? Is there
any limit to how many workstations are supported?

How is security provided to prevent unauthorized access to the administration application? How
many levels of security can be defined? Is there any limit to the number of administrative users
that can be given access passwords? Can some administrative users be defined with “view-only”
permissions? Can different individuals be given individualized permission levels?
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3.6.5
Explain how the administrator would reload the database if they needed to restore a previous
configuration.
3.6.6
Is there a limit to the number of administrators that can be logged on to the system at one time?
3.6.7
Does the administrative application system have an alternate form of access if the primary
access is unavailable?
3.6.8
Does the administrative application have on-line help? If yes, describe.
3.6.9
Describe the database used to administer the IP PBX and populate telephone tables. Describe
how this database might be integrated with Fort Osage R-1 School District’s current email, NT,
and HR databases.
3.7
System Monitoring and Diagnostics
3.7.1
What diagnostic tools are available? Does the system support the Windows 2000 Event Log?
What diagnostic reports are available to aid in isolating faults? Can diagnostics be remotely
accessed? Are the system‘s diagnostic tools SNMP compliant?
3.7.2
What remote diagnostics are available? Can administrators see and access any alarms or alerts
on the system from remote terminals?
3.7.3
Describe the system monitoring report(s) available from the IP PBX. If monitoring reports are
not supported with the current proposed product, state when they will be available in a released
product, and what the expected limitations of these reports will be at that time.
3.7.4
For each of the following system monitoring items listed below, respond with a “Yes” if the
proposed IP PBX monitoring reports can support this feature. If the answer is “Partly Yes”,
then define exactly what is supported and what is not supported, and when you expect the IP PBX
to be able to support this feature. If the answer is “No”, then state when you expect the IP PBX
to be able to support this feature.
Feature
Status Trunking
Real-time traffic
Status of all routing components
Status of all remote components
Status of individual stations
Status of all gateway ports
Provide call trace capability
3.7.5
YES
NO
Availability Date
Describe the system alarms and alarm notification available from the IP PBX.
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4
IP TELEPHONY SYSTEM SOFTWARE AND HARDWARE
4.1
Hardware Configuration
4.1.1
What is the model name and number of the proposed IP call processing system (gatekeeper)?
4.1.2
Describe the IP call processing hardware platform in detail. Is it based on industry standard
hardware, or is it proprietary?
4.1.3
What standard components are included on the call-processing platform? What components are
optional?
4.1.4
What is the maximum user capacity of the proposed IP Communications System? Provide a
description of how scalability is achieved. For example, describe what is required to scale from
100 users to over 25,000 users
4.1.5
What is the maximum number of simultaneous conversations supported by the proposed system?
Is the system non-blocking for voice calls?
4.1.6
What is the maximum number of busy hour call attempts supported by the proposed system?
4.1.7
Identify all PRI services that you support: ANI, call-by-call, DNIS.
4.1.8
Identify all PRI feature and signaling options.
4.1.9
Identify all the PRI features that the proposed system has supported at working customer sites.
4.1.10
Please provide a list of PBXs and Central Office switches to which your PRI trunk has been
successfully connected.
4.2
System Software
4.2.1
Which software package is being proposed? Please provide the release and version?
4.2.2
Is this the most recent release of this software? When is the next software release due?
4.2.3
Does the system main memory utilize RAM and/or ROM, or other?
4.2.4
How does your company provide future software releases?
performed?
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How are software upgrades
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4.2.5
When system or station software updates are performed, must the system be shut down, or can
these types of activities take place in an on-line environment?
4.2.6
How frequently do you back-up the operating software, which includes up-to-date moves and
changes? Is a copy secured off-site, and how frequently is that copy updated?
4.2.7
What computer telephony (CTI) applications are available with the proposed system?
4.2.8
What is your plan of record for developing CTI applications?
4.2.9
What Telephony Application Programming Interface (TAPI) applications do you support or
currently offer?
4.2.10
What Java Telephony Application Programming Interface (JTAPI) applications do you support
or currently offer?
4.2.11
Do you have a partner program for third-party applications development?
4.2.12
If so, list certified example offerings.
4.2.13
Describe how the system supports workers who may perform their job from more than one location
4.3
Conferencing
4.3.1
If your system supports Meet-Me conferencing, how many parties to a conference and how many
simultaneous conferences to a resource? Describe the resources and their limitations.
4.3.2
Is there password protection and entry and exit tones?
4.3.3
Is there a scheduling package for managing defined capacities?
4.3.4
What hardware and software resources are required?
4.3.5
How many simultaneous conference calls can be scheduled? How many participants are
supported per conference?
4.3.6
Describe how Fort Osage R-1 School District employees from non-company telecommuting
locations can (a) gain authorized access to the IP PBX to make calls to (b) local or (c) long
distance calls.
4.4
System Features
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For the following features, use the table to indicate their availability. Note if any of these
features are optional or result in additional charges.
FEATURE
YES
NO
OPTIONA
L
Answer/Answer Release
Application Sharing
Attendant Console
Audio Volume Adjust
Auto Echo Cancellation
Automated Call-by-call Bandwidth Selection
Automated Phone Installation Configuration
Automatic Phone Moves
Call Detail Records
Call forwarding (Off Premise)
Call forwarding (Ring and/or No Answer)
Call forwarding (Self Directed)
Call Hold / Release
Call Park / Pickup
Call Transfer
Call Waiting
Calling Line ID Line and Name
Chat
Conference (unicast)
Conference (multicast)
Direct Inward Dialing
Direct Outward Dialing (DOD)
Distinctive Ringing (internal vs. external call)
Distinctive Station Ringing Pitch
Event Logging and Reports
Event Viewer Interface
External SMDI Interface
File Transfer
H.323 V2 RAS Support
IP Phones set IP Precedence Bit
IP Routable
IP-based Integrated Messaging
JTAPI
Last Number Redial
License Management
Multiple Calls Per Line Appearance
Multiple Line Appearances
Number Portability
Performance Monitor Interface
PRI Protocol Support (NI-2 and EuroISDN)
Privacy (prevent barge in on bridged extension)
Redundant Call Managers
Remote Process Control
Ringer Pitch Adjust
Ringer Volume Adjust
Shared Extensions on Multiple Phones
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Single Button Collaborative Computing / Virtual
Meetings
Speakerphone Mute
Speed Dial (Auto-Dial)
System Events on Windows NT Event Viewer
TAPI 2.1
Toll and Nuisance Number (900,976,970,550,540
exchanges) Restriction
Tone On Hold
Video
Visual Message Displays (All digital telephones)
(name, extension, etc.)
Web Administration
Web Documentation
Web-based Speed Dial (Auto-Dial) Directory
Whiteboard
4.5
Station Hardware and IP Softphone
4.5.1
What methods are available to for disposition of blocked calls (announcements, reorder,
queuing, others)?
4.5.2
Provide a description of each IP telephone available with the proposed system
4.5.3
Do you offer an IP softphone? If yes, please respond in detail to questions 4.5.3.1 through
4.5.3.10.
4.5.3.1
Provide a general description of the IP softphone and its features and capabilities.
4.5.3.2
What PC operating system is required for the IP softphone?
4.5.3.3
What are the PC requirements for the IP softphone?
4.5.3.4
What standards are supported by the IP softphone?
4.5.3.5
Does the IP softphone support Microsoft NetMeeting?
4.5.3.6
Is a physical IP phone required in addition to the IP softphone?
4.5.3.7
Can the user set up conference calls by dragging and dropping the participants from a list
on their display or from a directory? Can the user place a call by dragging and dropping
the party to be called from a directory?
4.5.3.8
Is the graphical user interface configurable by the user? Describe which features can be
customized.
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4.5.3.9
Does the IP softphone include an integrated help function?
4.5.3.10
Does the IP softphone maintain a call history log (separate from the system CDR)?
4.5.4
Are shared extensions supported on the IP phones? Explain how these work in a call coverage
application.
4.5.5
Do the phones require manual labeling of features or lines?
4.5.6
Do the phones support pushing of URL content?
4.5.7
Can the phones be configured to point to a primary and backup server for redundancy?
4.5.8
If yes, is failover automatic and how long does it typically take to connect to the backup server?
4.5.9
If yes, how many servers can the phone be configured to point to?
4.5.10
How are software/firmware upgrades applied to the phones?
4.5.11
Do phones support “log in” to use another person’s phone and have your calls directed to that
phone?
4.5.12
Describe all methods for forwarding calls to cover positions, Voice Mail and the Operator.
Identify how many cover points can be included in the call forwarding, hunting or cover path.
4.5.13
Please describe the proposed system’s speed dialing capabilities.
4.5.14
Identify any of your system’s telephone sets that require local power. Is power required locally
at the station? Please specify the power requirements for each type of set and if they require
local or closet power. If power is lost (for any telephone type), is the telephone set completely
disabled or, is support services such as LCD/LED devices disabled?
4.5.15
Are headsets available for all IP phones?
4.5.16
Does your station equipment provide the following features?
FEATURE
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YES
NO
OPTIONA
L
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Application Sharing
Audio Volume Adjust
Auto Echo Cancellation
Call Forward Busy
Call Forward No Answer
Call Forward All Calls
Call Hold / Release
Call Park / Pickup
Call Transfer
Call Waiting
Calling Line ID Line and Name
Chat
Conference (unicast)
File Transfer
Last Number Redial
Meet Me Conference (multicast)
Multiple Calls Per Line Appearance
Multiple Line Appearances
Prime Line Select
Privacy
Ringer Pitch Adjust
Ringer Volume Adjust
Shared Extensions on Multiple Phones
Single Button Collaborative Computing / Virtual
Meetings
Single Button Retrieve
Speakerphone Mute
Speed Dial (Auto-Dial)
Video
Whiteboard
4.5.17
Are 802.3 ports autosensing and autonegotiable?
4.5.18
Can your solution be configured for VLANs?
4.5.19
Can your solution be configured for secondary VLANs? If so, describe how the configuration is
accomplished.
4.5.20
Is VLAN trunking supported or multiple VLANs on a single interface?
4.5.21
How does your system support power fail transfer?
4.5.22
Can you answer your line from any other extension without special setup?
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4.6
IP Manager-Assistant
4.6.1
Are there special features or configurations associated with Manager/Boss and Admin/Secretary
telephones?
4.6.2
Is additional hardware or software required?
Managers:
4.6.3
Does the manager have a GUI application for setup or configuration?
4.6.4
Do managers have access to select assistants that will support their calls? If yes, are they
accessible from Telephone, GUI Application or both?
4.6.5
Can a manager select whether or not all calls will ring only on assistant’s telephone? If yes, are
they accessible from Telephone, GUI Application or both?
4.6.6
If all calls are ringing only on assistant’s telephone, does a manager have the ability to see who
is calling for them?
4.6.7
If so, can a manager intercept or take call from assistant’s phone?
4.6.8
Can the manager manually re-route an incoming call from his/her phone to the assistant?
4.6.9
Can managers configure filters to allow or disallow certain calls to be answered directly by the
manager? If yes, are they accessible from Telephone, GUI Application or both?
Assistants:
4.6.10
Does the assistant have a GUI application to support managers?
4.6.11
Can the assistant send an active call directly to manager’s voicemail?
If yes, how many steps are involved?
4.6.12
Can the assistant send an active call directly to a manager?
4.6.13
If yes, how many steps are involved?
4.6.14
Can assistant view the manager's status?
4.6.15
4.7
Can assistant change or update the manager's configuration?
Attendant Console
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Fort Osage R-1 School District prefers a PC-based attendant console application rather than a
traditional hardware console. Does your system offer a PC-based attendant console application? If so,
please respond in detail to this section:
4.7.1
Provide a description of the general capabilities and features of your PC-based attendant
console application.
4.7.2
Is the PC-based attendant console application browser-based? What PC operating systems are
supported?
4.7.3
Provide an illustration of the PC-based attendant console application GUI and describe its key
features.
4.7.4
Does the PC-based attendant console have loop keys? How many loop keys are supported?
4.7.5
Does the PC-based attendant console application have a busy lamp field (or equivalent)?
4.7.6
Can the PC-based attendant console application access the corporate (LDAP) directory? Can
the operator search the directory? Can the operator use the directory list to drag and drop
incoming calls to the destination extension?
4.7.7
Is the PC-based attendant console application a separately priced option? If so, what is the
price?
4.7.8
Do all of the PC-based attendant console applications that are running share the same
information?
4.7.9
How many PC-based attendant console applications can be supported by the system?
4.7.10
What is the maximum number of simultaneous calls that can be handled by the PC-based
attendant console application?
4.8
System Reporting and Call Detail Reporting
4.8.1
Describe how system CDR reporting is configured. How are these records accessed?
4.8.2
What is the format of the CDR records? Can they be exported to an external application for
analysis?
4.8.3
Do you recommend any third-party CDR billing vendors?
4.8.4
Does the system have the capability to report by location and on a consolidated enterprise level?
Provide examples.
4.8.5
What standard reports are included with the system?
4.8.6
How are customized reports generated?
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VOICEMAIL AND UNIFIED MESSAGING SYSTEM SPECIFICATIONS
Fort Osage R-1 Schools is wishing to upgrade from their current Octel Voicemail system to Unified
Messaging to include both voicemail and unified messaging. It will integrate with Exchange 2000, Cisco
equipment, PC and Macintosh based computers. Currently there are around 1000 voicemail boxes and 573
information boxes. They currently operate a homework hotline and will continue to do that with the new
system. A single system solution must support the minimum standards and must be able to expand for
future growth. Users should be able to access their voicemail messages locally and remotely through a
standard DTMF phone as well as through email.
4.9
Voice /Unified Messaging System Description and Support Options
4.9.1
Describe in detail your voice/unified messaging product offering. Include an overview of the
hardware, software, architecture, and components of the equipment proposed to meet Fort Osage
R-1 School District’s requirements.
4.9.2
What is the typical method of support for future software updates, and how are licensing
upgrades handled?
4.9.3
What hardware level support is available? Can the appropriate hardware for our design be
purchased directly from Cisco or only from a third party?
4.10 Voice /Unified Messaging System Specifications
4.10.1
How many ports are proposed to support (Fort Osage R-1 School District’s) voice mail system?
If additional ports are required in the future, how are these added? Explain how the system
scales beyond the number of proposed ports.
4.10.2
Are voice messages stored in an industry standard format? How many Mbytes of disk space are
required for each hour of voice storage?
4.10.3
What operating system does the voice mail/unified messaging system use?
4.10.4
Does the voice mail/unified messaging system support AMIS-A and/or VPIM for networking?
4.10.5
Does the voice mail/unified messaging system support connectivity to Avaya/Octel networked
voice mail? If so, please explain how this functionality is supported.
4.10.6
What database is used for the message store?
4.10.7
Once a voice mail is left, can it be forwarded to another user? Can the user append comments
before forwarding the message to another user? Explain how this works.
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4.10.8
Is the voice mail/unified messaging system remotely accessible for both subscribers and
administrators? Can the system be accessed from a standard touch-tone phone? What other
types of clients and points of access are supported?
4.10.9
Specify if the ports on the proposed system are used in one direction or used for both incoming
and outgoing call activities such as message notifications and voice application call handling.
Can this be programmed under administrative control?
4.10.10 Does the proposed system use analog or digital interface ports? If analog, include in your
proposal the specific interface card required for the IP Communication system. If proposed
ports are digital, provide all specifications that the telephone system must meet for proper
operation. Is your offering truly an “IP/voice converged system”? Please explain, and use
architectural diagrams if possible.
4.11 Voice Mail System – System Features
4.11.1
Describe in detail the voice digitization technique and voice digitization rate used for recording
users' speech.
4.11.2
Indicate the capacity limits that can be defined for a particular voice mailbox. Indicate whether
or not this is configurable by class of service.
4.11.2.1
What is the length of the longest message that can be recorded by a caller?
4.11.2.2
How many messages can be stored in a subscriber's mailbox?
4.11.2.3
What is the maximum total number of minutes of messages that can be stored in a single
voice mailbox? How is this controlled with your system?
4.11.2.4
Are users given any notification that these limits have almost been reached?
4.11.2.5
Does the system provide an "end of recording" warning?
4.11.3
Does the system provide user adjustable playback speed control (with full pitch preservation)?
4.11.4
Does the system provide alternate system wide conversations? Please explain.
4.11.5
Does the unified messaging system provide any text to speech capabilities? If so, please explain
how a typical subscriber would take advantage of this feature.
4.11.6
Does the unified messaging system provide ASR and speech recognition features?
4.11.7
Can system prompts be interrupted by experienced users? In other words, is there a "fast path"
for users? Can system prompts be repeated?
4.11.8
If a caller does not know a particular subscriber's extension number, can they "look up" the
subscriber by "spelling" the name via touch tone input? Explain how the system would resolve
the situation where one name has multiple entries (e.g., "Jones")?
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4.11.9
Does the voice mail system support multiple greeting? If yes, describe all available greetings.
Also, can the system support multiple recordings while on hold (music or voice)?
4.11.10 Are touch-tone keys dedicated to a specific function, or are they context-sensitive?
4.11.11 Does the voice mail system support a "zero out" to the attendant feature? Is this feature
configurable by class of service? Can the "zero out" destination be a station rather than
the attendant? If the "zero out" destination is busy, or rings unanswered, will the call be
re-directed?
4.11.12 Describe the voice mail systems capabilities with regard to the following security features?
4.11.12.1 Users should be required to enter a password to access their voice mailbox. What is the
minimum and maximum password length? How is this configured? Can it be different
for different classes of users?
4.11.12.2 Does the system track failed password entries in a single session? Does the system
automatically disconnect the caller after a configurable number of failed attempts?
4.11.12.3 Does the system track failed password entries across multiple sessions? Does the system
automatically lock out the user after a configurable number of failed attempts?
4.11.12.4 Does the system log information about failed password attempts?
4.11.12.5 Does the system require a system administrator password?
4.12 Voice Mail System – User Features
4.12.1
Can system subscribers conduct the following actions:
4.12.1.1
Pause and replay messages
4.12.1.2
Record messages; send and mark "urgent", "private", etc.
4.12.1.3
Transfer messages to other users and append them with their own comments
4.12.1.4
Create their own distribution lists
4.12.1.5
Edit / modify their own distribution lists
4.12.1.6
Dial internally by name / company directory
4.12.1.7
Obtain user instruction through system prompts
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4.12.1.8
Record personal greetings. How many different greetings can they have?
4.12.1.9
Modify own passwords.
4.12.1.10 Set business days and hours for alternate greetings.
4.13 Voice Mail System – System Administration
4.13.1
Is system administration done through a standard web-enabled GUI? If so, please explain the
advantages of this type of administration over other methods?
4.13.2
The system administrator should be able to perform the following actions:
4.13.2.1
Add or modify a class of service. State what user permissions or characteristics within a
class of service can be created or modified.
4.13.2.2
Set the minimum and maximum password length for a user.
4.13.2.3
Set the maximum length of voice messages.
4.13.2.4
Set the maximum failed login attempts before a user lockout from the mailbox.
4.13.2.5
Assign default passwords for users, and reset passwords for users that have been locked
out of their mailboxes.
4.13.2.6
Set the "disk space remaining" warning level.
4.13.2.7
Add, delete, or modify a user.
4.13.3
Explain how the system administrator would perform a backup and restore on the voice
messaging system.
4.13.4
Please explain the major features provided by your system that directly support administration of
remote branch office users.
4.13.5
How does your company provide future software releases?
performed?
4.13.6
When system or station software updates are performed, must the system be shut down, or can
these types of activities take place in an on-line environment?
4.13.7
How frequently do you back-up the operating software, which includes up-to-date moves and
changes? Is a copy secured off-site, and how frequently is that copy updated?
4.13.8
What non-proprietary open systems computer telephony (CTI) applications are available with the
proposed system?
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How are software upgrades
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4.13.9
What Telephony Application Programming Interface (TAPI) applications do you support or
currently offer?
4.13.10 What Java Telephony Application Programming Interface (JTAPI) applications do you support
or currently offer?
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5
IMPLEMENTATION
5.1
Project Management
5.1.1
Project Plan - Bidders are required to supply a complete description of the key activities
required for the installation of the proposed system.
5.1.2
Project Organization Chart - In the project plan, the bidder will include a project organization
chart with the reporting relationships of project team members and other key personnel. An
escalation matrix should also be included.
5.1.3
Transparency - It is essential that the installation of the new system be as transparent as possible
to the users. There should be no telephone service interruptions, no interim changes in dialing
procedures, and no perceived degradation in the quality of service.
5.1.4
Responsibility Matrix and Project Schedule - A master project schedule must be included, along
with a work responsibility matrix, identifying the tasks the vendor will perform and the tasks Fort
Osage R-1 School District is expected to perform to successfully implement the new system.
5.2
Installation Requirements
5.2.1
Responsibility - The selected vendor is solely responsible for the complete turn-key engineering
of the new telecommunications system and all interconnecting facilities.
5.2.2
Initial Work - Vendor will perform station reviews, data base preparation, and original program
initializations.
5.2.3
Telco Coordination - Vendor will coordinate the ordering of all long-distance and local
communications facilities as deemed necessary by Fort Osage R-1 School District. Ensure that
WAN circuits are in place as required.
5.3
5.3.1
Facility Requirements
Bidders must furnish all space, power, and environmental requirements for the proposed
telephone system and optional voice messaging equipment.
Space – Provide the physical dimensions of the proposed equipment.
Power - All power requirements, including any special conditioning or grounding
requirements.
Heat - Vendor must provide heat dissipation for proposed switchroom and the recommended
safe temperature operating range for the proposed system.
Floor Loading - Vendor must provide complete floor loading requirements.
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5.4
5.4.1
Training
Requirements - The successful bidder is required to conduct end-user training on Fort Osage R1 School District premises, tailored specifically to Fort Osage R-1 School District’s particular
requirements (e.g., console operator, message center operator, secretary, and professional).
*Training class sizes will consist of approximately 10 to 15 station users at a time.
*Administrative training will also be required. Please make your recommendations here.
*The District would like to take a look at two options: one for training
all of the users and one for training approximately 30 users who would then train all
other users.
5.4.2
Training Plan - Vendor will also provide a training program and training materials for
designated Fort Osage R-1 School District personnel who will train future employees.
5.4.3
Description - For each product application proposed, provide a detailed description of the
training the vendor will provide. Specify the cost of this training.
5.4.4
Materials - Reference copies of the training materials should be included as part of the bidder's
response to this RFP.
5.4.5
Cisco Works – District would also require training to network administrators on how to use Cisco
Works and its management features.
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6
VENDOR SERVICE
6.1
Maintenance and Warranty
6.1.1
A complete maintenance and warranty agreement must be included as part of the bidder's
proposal, including all options available for extended coverage and full pricing details for each
level of coverage.
6.1.2
One Year Warranty - The telephone system and all associated equipment in the bidder's
proposal must be warranted by the bidder and by the manufacturer to be free of defects in
equipment, software, and workmanship for a period of at least one year following system cutover.
6.1.3
Defective Parts - During the warranty period and any subsequent maintenance agreement, any
defective components shall be repaired or replaced at no cost to Fort Osage R-1 School District.
6.1.4
Maintenance Personnel - All system maintenance during the warranty period and under any
maintenance agreements shall be performed by the successful bidding organization using
personnel employed full time by the bidder and at no additional cost to Fort Osage R-1 School
District other than those charges stipulated to maintain the warranty.
6.1.5
Extended Warranties – The District would also like to look at extended warranties and if the
products are leased, they would we warranted for the duration of the lease.
6.2
Logistical Support
6.2.1
Bidder should identify the address of the vendor's local service centers and the number of service
personnel trained on the proposed system.
6.2.2
Include in this section any other support levels in the local area available to Fort Osage R-1
School District for the maintenance of the proposed system.
6.3
Repair Response
6.3.1
The successful bidder will provide routine system monitoring to assure the continued operation
of all system components.
6.3.2
Repair Commitment - The bidder must include a description of the bidder's repair commitment
from time of trouble discovery through the time the trouble is cleared.
6.3.3
Response Time - Fort Osage R-1 School District is guaranteed a response time of no more than
1 hour for all major system problems and a maximum of two hours response to other system
problems.
6.3.4
4 Hour Response - During the warranty period, the bidder must supply no more than a 4-hour
response to major problems, 24 hours a day, 7 days a week.
6.3.5
Major/Minor Problems - Bidders must describe their definitions of major and minor problems.
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6.3.6
Preventative Maintenance - Explain any services the vendor offers that would assist in disaster
avoidance and recovery planning for the proposed system.
6.3.7
Spare Parts Availability - Describe the availability of spare parts maintained in the area for the
critical hardware and software.
6.3.8
Replacement Time - Explain the amount of time required for full replacement of the central
operating hardware/software of the system, assuming a suitable site exists for locating the
replacement components.
6.3.9
Emergency Installation - How long does it take trained personnel to install and load operating
system software and database software, if a major disaster destroys the call processing
component (gatekeeper) of the system.
6.3.10
Plan - Explain the available services provided by the vendor to allow for a high level of recovery
from disasters [e.g., within two (2) hours, four (4) hours].
6.3.11
Back-up Procedures - Describe standard database back-up procedures.
6.3.12
Replacement Options - Describe the options available to Fort Osage R-1 School District if a
system component is destroyed (e.g., replacement with the next machine on the assembly line,
replacement systems available locally, customer spares on site, etc.).
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7
CONFIGURATION AND PRICING
7.1.1
Bidder must itemize all charges for individually identifiable components of the proposed IP
Communication system, including all associated installation, programming, and cabling. Bidder
must include charges for all components required to connect all applications, all design charges,
telco interface charges, and training charges.
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8
FINANCIAL REQUIREMENTS
8.1
8.1.1
8.2
8.2.1
Payment Options
Bidder shall offer methods of payment to include lease options: 3 and 5 year operating plus an
outright purchase option that includes warranty/maintenance options for 3 and 5 years. All lease
options MUST comply with the SLD for E-Rate funding. If you offer a technology refresh lease
please propose it as an option also.
Payment Schedule
Bidder must include payment schedules available with the proposed leasing options.
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9
9.1
TERMS AND CONDITIONS
Interpretation and Additional Information
9.1.1
Interpretations, Corrections and/or Changes
Any interpretation, correction, or change of the RFP will be made by ADDENDUM.
Interpretations, corrections, or changes to the RFP made in any other manner will not be
binding, and The Vendors shall not rely upon such interpretations, corrections, or
changes. Changes or corrections will be issued by the customer. Addenda will be issued
as expeditiously as possible (if necessary by FAX, followed up by original documents).
It is the responsibility of The Vendors to determine whether all addenda have been
received.
9.1.2
Addenda
It will be the responsibility of all respondents to contact The Customer prior to submitting a
response to the RFP to ascertain if any addenda have been issued, and to obtain any and all
addenda, execute them, and return addenda with the response to the RFP.
9.2
Omissions
Omission in the proposal of any provision herein described shall not be construed as to relieve The Vendor
of any responsibility or obligation requisite to the complete and satisfactory delivery, operation, and
support of any and all equipment or services.
9.3
Financing
The Customer may desire to lease IP Phone/Voice Mail services. Vendors shall provide lease terms of 3,
and 5 years at a minimum with the option for an outright purchase with maintenance options. Vendors will
be required to provide a FCC SPIN with their proposal response. Vendors are encouraged to provide
flexible and innovative lease arrangements for the terms listed above.
A Payment surety bond or certified check made payable to the Liberty Public Schools for 100% of the final
contract price shall be required of the chosen Vendor at contract signing to protect the Vendor Company
and the Board of Education. This bond shall be returned to Vendor at the completion of the entire project,
after Customer sign-off and after all payment has been made to Provider.
9.3.1
Payment Conditions
Payment shall be made upon acceptance of the job by The Customer or as terms for lease
periods described in 9.3 dictate. The Phone system will be deemed acceptable when The
Vendor delivers to The Customer:





All Latency issues are resolved and to be under 150 milliseconds round trip.
Calls from POTS and cellular phones can be received from inside and outside the District.
District staff can successfully make calls (local and/or long distance) within the District (4
digit dialing) and outside the District.
Necessary training to train District staff (Train-the-trainers and network administrators).
All configurations complete including v-lans, etc.
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 Copies of warranties for electronic equipment will be provided to Customer prior to annual
payment(s). Copies of annual maintenance contracts with Cisco Systems, Inc. will also be
required prior to annual payments
9.4
Warranty
9.4.1
System Performance
Defects that might occur as the result of faulty materials or workmanship within the term
of the agreement and accepted by The Customer shall be corrected by The Vendor at no
additional cost to The Customer. The Vendor shall promptly, at no cost to The Customer,
correct or re-perform (including modifications or additions as necessary) any nonconforming or defective work during the term of the agreement of the project of which
the work is a part. The period of The Vendor’s warranty(ies) for any items herein are not
exclusive remedies, and The Customer has recourse to any warranties of additional scope
given by The Vendor to The Customer and all other remedies available at law or in
equity. The Vendor’s warranties shall commence with acceptance of/or receipt of final
payment. Whichever date occurs first.
If The Vendor procures a lease under the Contract, The Vendor shall obtain for the benefit of The
Customer equipment and materials warranties against defects in materials and workmanship to the
extent such warranties are reasonably obtainable. This warranty shall in no manner cover
equipment that has been damaged or rendered unserviceable due to negligence, misuse, acts of
vandalism, or tampering by The Customer or anyone other than employees or agents of The
Vendor. The Vendor’s obligation under its warranty is limited to the cost of repair of the
warranted item or replacement thereof, at The Vendor’s option. Insurance covering said
equipment from damage or loss is to be borne by The Vendor until full acceptance of equipment
and services.
All materials, equipment, parts and labor shall be guaranteed for the entire length of the lease
following the date of final acceptance by the Customer. The Vendor shall, upon notification of
any malfunction, make the necessary repairs, including labor and materials, at no cost to the
Customer.
All materials, equipment, parts and labor shall be guaranteed for the entire length of the lease
following the date of final acceptance by the Customer. The Vendor shall, upon notification of
any malfunction, make the necessary repairs, including labor and materials, at no cost to the
Customer. Nonfunctioning equipment shall be replaced within a twenty-four hour period.
9.5
Inspection, Acceptance, and Title
Inspection and Acceptance will be at destination and upon successful installation unless otherwise
provided. Title to/or risk of loss or damage to all items shall be the responsibility of the successful Vendor
unless loss or damage results from negligence by The Customer. If the services supplied to The Customer
are found to be defective or do not conform to the specifications, The Customer reserves the right to cancel
the contract upon written notice to The Vendor and return products at The Vendor’s expense based upon
the terms of the Contract.
The Customer shall at all times have access to the work wherever it is in preparation or progress and The
Vendor shall provide proper facilities for such access and for inspection.
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The Vendor shall not close up any work until The Customer has inspected the work provided The Customer
has informed The Vendor of inspections with reasonable advance notice. Should The Vendor close up the
work prior to inspection by The Customer on work that The Customer has informed The Vendor in advance
will be inspected; The Vendor shall uncover the work for inspection by The Customer at no cost to The
Customer and then recover the work according to the specification contained herein.
The Vendor shall notify The Customer in writing at least five (5) working days in advance of when the
work will be ready for inspection and The Customer shall promptly notify The Vendor if an inspection is
desired. If The Customer does not notify The Vendor of a desire to inspect the work by the date the work is
ready then The Vendor can cover the work. If subsequent to that date The Customer desires to inspect
work The Customer shall pay all costs to uncover and recover said work. The Customer will inspect the
work as expeditiously as possible after receipt of notification from The Vendor.
9.6
Price Quotations
Price quotations for the lease are to include the furnishing of all materials, equipment, maintenance and
training manuals, tools, and the provision of all labor and services necessary or proper for the completion of
the work except as may be otherwise expressly provided in the Contract Documents. The Customer will
not be liable for any costs beyond those proposed herein and awarded. Time and materials quotes will be
unacceptable. Price quotations will also include the cost of continued maintenance fees for software
upgrades of any electronic equipment that is part of the rfp.
In case of discrepancy in computed proposal prices, the lowest combined value of individual unit’s costs
shall prevail.
9.7
Price Stability
Price(s) shall remain fixed from the RFP due date to the time a contract is executed between The Vendor
and The Customer. No deviations in maintenance, labor cost, or any other increase in fixed or variable cost
shall be justification to raise rates at a later date for services contemplated in the rfp lease beyond those
prices agreed to by The Vendor and The Customer in the contract.
9.8
Variation in Quantities and Configurations
Equipment and capacity requirements are the best estimates currently available. The Customer reserves the
right to modify quantity and configuration requirements prior to contract signing provided The Vendor
agrees with the changes. The Vendor agrees to lease The Customer the revised quantity of items at the unit
price as stated in the RFP regardless of quantity changes.
9.9
Project Manager
The Vendor will provide a Project Manager who will act as a single point of contact for all activities
regarding this project. The Project Manager will be required to make on-site decisions regarding the scope
of the work and any changes required by the work. The Project Manager will be totally responsible for all
aspects of the work and shall have the authority to make immediate decisions regarding implementation or
changes to the work.
9.10
RFP Services Manager
The Customer shall provide a RFP Services Manager who shall act as a single point of contact for all
activities regarding this project. The RFP Services Manager will be responsible for all decisions required
of The Customer and shall coordinate with all departments during installation activities. The RFP Services
Manager shall notify The Customer Inspector when inspections are scheduled and shall coordinate the
inspection between The Vendor and The Customer Inspector.
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9.11
The Vendor Qualifications
9.11.1
Experience
The selected Vendor shall be fully capable and have previous experience in providing the services
requested as well as at least 5 years experience with any specified networking equipment,
specifically any and all electronic devices providing connectivity for network devices. To ensure
the system has continued support, The Customer will contract only with Vendors having a
successful history of sales, installation, service, and support. During the evaluation process, The
Customer may, with full cooperation of The Vendors, visit The Vendors’ places of business,
observe operations, and inspect records.
9.11.2
References
The Customer may with full cooperation of The Vendors, visit client installation to observe
equipment operations and consult with references. Specified visits and discussion shall be
arranged through The Vendors; however, The Vendor personnel shall not be present during
discussions with references. The Vendor must provide a minimum of three (3) reference accounts
at which similar work have been completed by The Vendor within the last five years.
9.12
Prime Vendor
In the event multiple Vendors submit a joint response to this RFP, a single Vendor shall be identified as the
Prime Vendor. Prime Vendor responsibilities shall include performance of overall project administration
and serving as a focal point for The Customer to coordinate and monitor plans and schedules, maintain
project budget and status information, administer changes required, preside over other Vendors
participating or present at The Customer meetings, and oversee preparation of reports and presentations.
The Customer shall issue only one (1) check for each consolidated invoice. Prime Vendor shall remain
responsible for performing tasks associated with installation and implementation of Prime Vendor’s portion
of the contract.
9.13
Equal Employment Opportunity
In connection with the execution of this Contract, The Vendors and subcontractors shall not discriminate
against any employee or applicant for employment because of race, religion, color, sex, age, national origin
or marital status. The Vendors shall take affirmative action to ensure that minority and disadvantaged
applicants are employed and employees are treated during their employment without regard to race,
religion, color, sex, age, national origin or marital status.
9.14
Prevailing Wage Rate and Labor Agreement
Successful Proposer must be in compliance with all State and Federal wage rates. See
attached sheet if necessary.
9.15
Compliance with Laws and Regulations
The Vendor performance of the work shall comply with applicable federal, state, and local laws, rules, and
regulations. The Vendor shall give required notices, shall procure necessary governmental licenses and
inspections, and shall pay without burden to The Customer all fees and charges in connection therewith
unless specifically provided otherwise. In the event of violation, The Vendor shall pay all fines and
penalties, including attorney’s fees and other defense costs and expenses in connection therewith. Final
payment will be withheld until all applicable laws and regulations have been fully met.
9.15.1
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Federal Communications Commission
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Equipment requiring FCC registration or approval shall have received such
approval and shall be appropriately identified.
9.15.2
Codes, Standards, and Ordinances
All work shall conform to the latest year edition of the National Electrical Code, the
Building Code, and all local codes and ordinances, as applicable. EIA/TIA Documents
shall be adhered to during all installation activities. Methodologies outlined in the latest
edition of the BICSI Telecommunications Distribution Methods Manual shall also be
used during all installation activities. Should conflicts exist with the foregoing, the
authority having jurisdiction for enforcement will have responsibility for making
interpretation.
9.16
Safety
The Vendor shall take the necessary precautions and bear the sole responsibility for the safety of the
methods employed in performing the work. The Vendor shall at all times comply with the regulations set
forth by federal, state, and local laws, rules, and regulations concerning “OSHA” and all applicable state
labor laws, regulations and standards. The Vendor shall indemnify and hold harmless The Customer from
and against all liabilities, suits, damages, costs and expenses (including attorney’s fees and court costs)
which may be imposed on The Customer because of The Vendor, subcontractor, or supplier’s failure to
comply with the regulations stated herein.
9.17
Patents and Royalties
The Vendor, without exception, shall indemnify and hold harmless The Customer and its
employees from any liability of any nature or kind, including costs and expenses for or on
account of any trademarked, copyrighted, patented, or non-patented invention, process, or article
manufactured or used in the performance of the Contract, including its use by The Customer. If
The Vendor or subcontractor uses any design, device, or materials covered by letters, patent,
trademark, or copyright, it is mutually understood and agreed without exception that the proposal
prices shall include all royalties or cost arising from the use of such design, device, or materials in
any way involved in the work.
9.18
Indemnification
The Vendor shall indemnify and hold harmless The Customer, its agents and employees from or on account
of any injuries or damages, received or sustained by any person or persons during or on account of any
operation connected with this Contract; or by consequence of any negligence (excluding negligence by The
Customer, its agents or employees) in connection with the same; or by use of any improper materials or by
or on account of any act or omission of said Vendor or its subcontractors, agents, servants or employees.
The Vendor further agrees to indemnify and hold harmless The Customer, its agents or employees, against
claims or liability arising from or based upon the violation of any federal, state, county, city or other
applicable laws, bylaws, ordinances, or regulations by The Vendor, its agents, associates, or employees.
The indemnification provided above shall obligate The Vendor to defend at its own expense or to provide
for such defense, at The Customer’s option, of any and all claims of liability and all suits and actions of
every name and description that may be brought against The Customer which may result from the
operations and activities under this Contract whether the installation operations be performed by The
Vendor, subcontractor, or by anyone directly or indirectly employed by either.
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The award of this Contract to The Vendor shall obligate The Vendor to comply with the foregoing
indemnity provision; however, the collateral obligation of insuring this indemnity must be complied with as
set forth.
9.19
Liability and Insurance
The Vendor shall assume the full duty, obligation, and expense of obtaining and maintaining necessary
insurance.
9.19.1
Insurance Coverage
The Vendor shall be fully liable to provide and maintain in force during the life of this Contract,
such insurance, including Public Liability Insurance, Product Liability Insurance, Auto Liability
Insurance, Workman’s Compensations and Employer’s Liability Insurance as will assure to The
Customer the protection contained in the foregoing indemnification provision undertaken by The
Vendor.
9.19.2
General Liability
The Vendor will have General Liability Insurance as shall protect The Customer, The Vendor,
subcontractor, agents, and employees from claims for damages. The limits of liability provided by
such policy shall be no less than One Million Dollars ($1,000,000.00) per occurrence combined
single limit bodily injury and property damage, and an amount not less than Two Million Dollars
($2,000,000.00) for damages on account of all occurrences.
9.19.3
Product Liability
The Vendor will have Product Liability or Completed Operations Insurance with bodily injury
limits of liability of not less than One Million Dollars ($1,000,000.00) per person; One Million
Dollars ($1,000,000.00) per occurrence and Two Million Dollars ($2,000,000.00) aggregate.
9.19.4
Auto Liability
The Vendor will have Auto Liability Insurance with bodily injury limits of not less than One
Million Dollars ($1,000,000.00) per occurrence and property damage limits of not less than One
Million Dollars ($1,000,000.00).
9.19.5
Workman’s Compensation & Employer’s Liability
The Vendor will have Worker’s Compensation and Employer’s Liability Insurance.
9.19.6
Claims
In any and all claims against The Customer or any of their agents or employees by any employee
of The Vendor, any subcontractor, or anyone directly or indirectly employed by any of the
contracting parties or anyone for whose acts any of them may be liable, the indemnification
obligation under paragraph 2.23 shall not be limited in any way by any limitation on the amount or
types of damages, compensation acts, disability benefit acts, or other employee benefit acts.
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9.20 Terms and Conditions for Maintenance/Repair

Vendor is responsible for all electronic equipment maintenance.

Vendor personnel shall respond by phone to begin problem resolution within one hour of
initial call by Customer during Normal Business Days and four (4) hours otherwise.

"Business Days" are defined as Monday through Friday 7:00 AM - 4:30 PM, excepting
generally accepted holidays (to be fully defined during contract negotiations). Otherwise,
if a number of hours are listed, it means 24 hours per day, seven days per week, excepting
only major holidays (to be fully defined during contract negotiations).

In all cases, Vendor will notify Customer immediately upon repair and resolution.

Vendor agrees to keep records of all communications with Customer.

Service includes parts and labor (on-site if needed) for the full-term of the agreement.

Provider shall carry insurance on behalf of Customer when its employees are on
Customer’s property or providing services to Customer (liability as well as property
insurance).

9.21
A problem escalation procedure will be developed between the Customer and Vendor.
Proposal Preparation and Submission Requirements
Vendors must submit a complete response to this RFP in order to be considered. One original and two
copies of each proposal shall be submitted to the Customer no later than November 5 th, 2003.
9.21.1
Proposal Preparation
9.21.1.1 All proposals must be signed by an authorized representative of the Vendor. All
information requested must be submitted. Failure to submit all information requested
may result in the exclusion of the submitted proposal from consideration, a lower score in
the evaluation of the proposal, or the reviewing parties requesting the missing
information.
9.21.1.2 Submitted proposals should be written in a concise simple manner, providing a
straightforward solution to the RFP. Respondents should focus upon providing the most
cost effective yet technologically sound solution to the Customer.
9.21.1.3 All submitted data, information prepared for the Customer in response to this
RFP will exclusively belong to the Customer. The information will be open to public
inspection as required by law. Any trade secrets or proprietary information will not be
disclosed to the public; however, such information should be brought to the attention of
the Customer with adequate reason for such withholding.
9.21.2
Oral Presentation
Respondents to the RFP may be required to give an oral presentation of their proposal to the
Customer. The purpose of the oral presentation will be for the Vendor to elaborate on their
proposal and to provide clarity for members of the Liberty Public School District. No negotiation
will take place at this presentation. The time and date of the presentation, if required, will be
announced. Oral presentations are solely an option for the Customer and may or may not be
conducted.
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9.21.3
Specific Requirements
Vendors should provide a thorough and as detailed proposal as possible such that the Customer
will have the proper information by which to evaluate responses. Specifically, Vendors are
required to submit the following information as a complete proposal: The documents should be
prepared, labeled and arranged as follows:
I.
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
X.
XI.
XII.
XIII.
XIV.
9.22
Cover Letter
Management Summary of Proposal including overview and summary of lease costs.
Detailed Scope of Work by Facility and Cost Breakout
References
Formal Vendor response to Request for Proposal
Signature Page
Additional Vendor Addendum
List of exceptions to RFP requirements.
Proposal Bond
Manager’s Certificates
Engineer Certificates
Warranty Certificates
Insurance Certificates
Work Schedule
Evaluation and Award of Responses
The Customer may at its discretion and at no fee to The Customer, invite any Vendor to appear for
questioning during response evaluation for the purpose of clarifying statements in the response.
9.22.1
Right to Reject
The Customer reserves the right to accept or reject all proposals or sections thereof. In addition,
The Customer reserves the right to award without further discussion. Therefore, responses should
be submitted initially with the most favorable terms that The Vendor could propose.
9.22.2
Evaluation Criteria
The criteria for selection of The Vendor will entail several specific considerations. The customer
reserves the right at any time to request documentation or additional information/clarification on
any of the following but not limited to: Vendor qualifications; Vendor understanding of the project
scope of work and overall goal; Vendor compliance with specifications detailed in RFP; Vendors
demonstrated ability to perform.
9.22.3
Award of Project
The award of the project will be based upon the criteria noted in section 9.22.2 as well as any oral
presentations should they occur. The Customer will select and award the project to the vendor felt
best meeting the evaluation criteria.
The Customer reserves the right to cancel this RFP, reject submitted proposals or portions of
proposals at any time prior to the awarding of the project. The Customer is not required to provide
a statement of reason as to why any proposal is deemed as not being most advantageous to the
goals of the Customer. The Customer is not obligated to commit to any products or services as a
result of the publication of this document. All proposed solutions will be presented to the
Customer for final approval.
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9.23
Special Conditions
The Vendor will be required to work around all of the general contractors operations along with any
subcontractor operations. The Vendor will be required to accommodate classroom schedules to minimize
disruption to classroom instruction.
9.24
Cancellation
In the event provisions of the RFP are violated by The Vendor, The Customer may give written notice to
The Vendor stating the deficiencies and unless deficiencies are corrected within five (5) working days,
recommendations will be made to The Customer for immediate cancellation. The Customer reserves the
right to terminate immediately any contract resulting from this RFP for failure to correct deficiencies.
9.25
Advertising
The Vendor agrees not to use the results from this RFP as a part of any commercial advertising without
prior written approval of The Customer.
9.26
Breach of Provisions
In the event Vendor breaches any of the provisions of this RFP or any contract resulting from this RFP,
Vendor shall pay all of the Customer's costs of enforcement or remedy, including a reasonable attorney fee.
APPENDIX
A.
B.
C.
D.
CURRENT TELEPHONE TYPES AND PLEXAR NUMBERS/ District
CURRENT SWITCH TYPES, LOCATION and CLASSROOMS/ District
CURRENT NETWORK BACKBONE DRAWING
PREVAILING WAGE AGREEMENT
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