Polaris Career Center
Request for Proposal
IP Phone System RFP-PCC-2010-VOIP
Version 1.0
12/15/2010
Presented by:
PCC Technology Team
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IP phone System
Overview
Polaris Career Center is accepting proposals for an IP based phone system. This system will replace our existing phone system.
RFP Process Steps
The proposal must contain the signature of a duly authorized officer or agent of the company submitting the proposal.
The price you quote should be inclusive. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees.
If the execution of work to be performed by your company requires the hiring of
sub-contractors you must clearly state this in your proposal. Sub-sub-contractors must be identified and the work they will perform must be defined. In your proposal please provide the name,
address, and EIN of the sub-contractor. Polaris Career Center (PCC) will not refuse a proposal based upon the use of contractors; however we retain the right to refuse the
sub-contractors you have selected.
Please send a Notice to Bid no later then 12/31/2010
Prospect name RFP deadline RFP number
IP Phone System 1/31/2011 VOICE2010
Request summary
PCC is seeking proposal for a new IP Phone System. The proposal should include separate line items for each product and a line item for onsite support for one year with a three-year option.
Length and Font Size:
Please use fonts no smaller than 10 point. Maximum proposal length including title page, cover letter, proposal, qualifications and budget should not exceed 15 pages
Title Page:
Polaris Career Center RFP-PCC-2010-VOIP, your company name, address, web site address, telephone number, fax number, e-mail address and primary contact person.
Cover Letter:
Signed by the person or persons authorized to sign on behalf of the company
Candidate Experience:
Discuss your experience, including the company profile, benefits and uniqueness of your company.
Qualifications:
Provide the information requested
Documentation:
Provide a detailed overview of the proposed Phone System and Phones Showing how they meet the requirements listed.
Budget and Fees:
Provide a spreadsheet listing the line item cost of each device and requested onsite support.
Notice to Bid Summit RFI TO: RFI Deadline
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Evaluate and Qualifications
The following criteria will form the basis upon which PCC will evaluate proposals. The mandatory criteria must be met and include:
Four (4) copies of your proposal must be received no later than 12:00pm/noon EST,
Monday, January 31, 2011. Your proposal must include a cost proposal as described above. All costs associated with the delivery of the project should be presented in a flat rate, fee for service format.
Deliver proposals to the attention of:
Technology Office – RFP-PCC-2010-VOIP Polaris Career Center
7285 Old Oak Blvd.
Middleburg Hts., Oh 44130
Proposals that meet the mandatory requirements, as stated above, will be evaluated with the following criteria:
Suitability of the Proposal – the proposed solution meets the needs and criteria set forth in the RFP
Expertise in voice/network consulting and appropriate standing with designated vendors Candidate Experience – Candidate has successfully completed similar projects and has
the qualifications necessary to undertake this project. Please provide three (3) References within the educational market if possible.
Value/Pricing Structure and Price Levels – The price is commensurate with the value offered by the proposer. As a non-profit institution, PCC is able to accept pro bono service and recognize the provider to the full extent allowed by the Internal Revenue Service
Depth and Breadth of Staff – The candidate firm has appropriate staff to provide knowledgeable support in the time frame required by the SLA
Provide current reference information for three former or current clients Provide a company profile, length of time in business and core competencies Discuss your testing and support plan
Explain your server level agreement (SLA) structure
Proposal Presentation – The information is presented in a clear, logical manner and is well organized
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System Features
1. SOFTWARE AND UPDATES
Provide detailed description on options for updating handsets with new software, firmware, and/or patches.
2. HEADSETS
Provide wired and wireless headset solutions compatible with your product (including Bluetooth). Provide a list of all recommended models as an option
3. CONFERENCE
Describe the solution’s ability to have end users set up conference calls for both internal and external users. Detail the maximum number of callers which can be set up in a conference, and maximum number of conferences which can be set up simultaneously.
4. STORED NUMBERS
Describe the phones ability to store numbers, groups of numbers, etc. 5. TRANSFER
Describe how call transfers are accomplished 6. CALLING LINE IDENTIFICATION (CLID)
Describe how calling line IDs are handled 7. LAST NUMBER/MISSED CALL REDIAL
Describe call redial functionality 8. SPEED DIAL
Describe the types of speed dial available with the system 9. CALL FORWARD, INTERNAL AND EXTERNAL
Describe how all call forwarding is handled 10. GROUP PICK UP
Describe group pick up/auto transfer to hunt group functionality 11. CALL HOLD
Describe on hold functionality including on hold music, messages, etc 12. CALLED PARTY NAME DISPLAY
Describe Caller ID functionality and any limitations it may have 14. MALICIOUS CALL TRACE
Describe any phone system functionality that allows for malicious call tracing 15. TIME AND DATE DISPLAY
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16. RING TONES
Describe the ring tone options, special call identification, etc 17. HUNTING FEATURES FOR MULTIPLE CALLS
Detail the systems call hunting features, quantity of numbers hunt order, etc 18. ADD ON MODULES FOR MULTIPLE KEYS
Describe the systems/units add on modules capabilities 19. STATUS/AVAILABILITY INDICATION (PRESENCE)
Describe the systems status/availability feature 20. FORWARD NO ANSWER FEATURES FOR MULTIPLE CALLS
Describe the calls were supported per directory number (DN) and no answer/busy transfer functionality of the system/handsets
21. CORPORATE DIRECTORY DIALING
Describe the system’s ability to allow for directories, Corporate, Inner Office, Personal, etc.
22. DESKTOP VIDEO CONFERENCING
Detail the system’s ability to incorporate video conferencing into the VoIP functionality
23. HANDSET AND OVERHEAD ZONE PAGING
Describe the systems handset and overhead zone paging capabilities 24. USER MOBILITY
Does your solution have the ability to allow users to login as their designated extension from any telephone?
25. SINGLE NUMBER REACH
Does your solution have the ability to simultaneously ring a user’s IP desk phone, mobile phone, and other user-defined devices? Describe this capability in detail. 26. Trunks & Gateways
The system shall support (2) PRI lines and/or SIP Trunks 27. UPS for the Phones System
Please provide a ups with at least one hour of survivability and a network management card.
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Set Features
1. It is preferred that all station sets have a display that at a minimum will display caller ID, time on a call, date and time
2. All station sets must be capable of full-duplex speaker-phone unless otherwise noted 3. Station sets shall be equipped with a separate headset jack, users may answer on
headset by pressing a key or on handset by picking up, with no extra steps required at headset amplifier
4. Users shall be able, if authorized, to record an active call on their phone
5. Station sets must provide at least 10/100 through the station set unless otherwise noted. This must be provided through the station set. Any proposal including additional external devices will be eliminated from consideration
6. All display station sets must keep a log of recent calls, sorted by inbound, outbound, and missed. Users may call or recall any of these without redialing, unless otherwise noted 7. All station sets must be capable of handling multiple simultaneous calls. When a user is
on a call, caller ID of any succeeding calls should be displayed so that user may decide how to handle, unless otherwise noted
8. Power to station sets must be provided through Power Over Ethernet (POE) switches. Individual power packs will only be considered in situations where it may not be feasible for POE through a switch. This will be limited and determined during implementation. 9. The listing and pricing for the individual pieces and each type of station set must be
listed in a spreadsheet and titled "RFP-PCC-2010-VOIP” tab "Station Sets”.
10. Types of Phones & Station Features
a. Using Table 1 as a guide for each required phone type and quantity, Vendor’s response shall include the proposed phone model, brochure or detailed description, and photograph.
b. Administrators Telephone -- speakerphone, integrated 10/100 switch port required 10/100/1000 preferred, headset port, at lest 4 programmable soft keys, minimum of 3 line support, SIP protocol, and optional expansion module
c. Classroom Telephones -- speakerphone, integrated 10/100 switch port required 10/100/1000 preferred, at least 2 programmable soft keys, minimum of 2 line support, SIP protocol, and optional expansion module
d. Softphones – must be fully featured and have support for Mac OS, Windows, and Linux
e. Attendant Phones – must be able to see and transfer easy to each extension in the system.
f. Wireless Phones – must be fully featured and will run on the existing wireless network. PCC will be responsible for any wireless infrastructure upgrades or changes that need to be performed. The vendor will be responsible for phone registration and configuration.
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Table 1 – Quantity and type of phones required
Admin
Phones
Classroom
Phones
Soft
Phones
Attendant
Phones
Wireless
Phones
QTY
58
110
1 0
2
4
Optional Features
1. At the discretion of the vendor any optional features or technology advancements may be included as alternates. (Example: Soft Attendant console, Presence, Calendaring, etc.) These will be reviewed and decided on during the interview process.
2. At the discretion of the vendor PCC will review any system redundancy options included as alternates.
3. At the discretion of the vendor PCC will review any power failure transfer options included as alternates.
