Request for Proposal
Bid Number IS-0002-15
Migration of NEC 2000IPS PBX
and Repartee Voice Mail system
to the
NEC Univerge SV9300 and
UM8000 Voice Mail system
City of Cypress
5275 Orange Ave.
Cypress, CA 90630
1
Introduction
The City of Cypress, California (City) is a Charter City founded in 1956 under the laws of the State of California, and is run by a council-manager form of government. The major operating departments of the City are: City Manager/Administration/City Clerk, Finance and Administrative Services (Human Resources and Information Systems), Community Development/Public Works, Recreation and Community Services and Police.
The addresses, phone numbers and e-mail for city departments, can be found on the “Contact Us” page of the City’s website at www.ci.cypress.ca.us.
The City is located in north western Orange County, California, east of the San Gabriel River Freeway (605) south of the Artesia Freeway (91) and north of the Garden Grove (22) and San Diego (405) Freeways.
The City has approximately 50,000 residents and provides a wide range of services to the community and its citizens.
Purpose
The City of Cypress is seeking qualified, certified, NEC PBX sales and service vendors to provide a proposal for the migration of the City’s current PBX/Voicemail system to the NEC Univerge SV9300 PBX system with UM8000 Integrated Voicemail.
Vendors are asked to bid on the complete purchase, installation, user training, annual maintenance and migration of the four existing 2000 IPS PBX systems to four SV-9300 PBX systems.
Hosted, VoIP and cloud-based systems will not be considered. City offices and systems to be replaced are located at:
City Hall: 5275 Orange Avenue, Cypress, CA 90630, 714-229-6700
Community Center: 5700 Orange Avenue, Cypress, CA 90630, 714-229-6780 Maintenance Yard: 5285 Cypress Street, Cypress, CA 90630, 714-229-6760 Senior Center: 9031 Grindlay Street, Cypress, CA 90630, 714-229-6700
The SV-9300 PBX server at City Hall will host the integrated UM8000 Voice Mail system.
The City Hall location will be integrated with a new AT&T-provided PRI which is to replace the current leased copper trunks.
2 Existing AT&T T-1 CCIS circuits and the existing CSU/DSU units between City Hall and the three other facilities will be retained and are to be utilized by the new equipment. Vendors are advised that the City’s network infrastructure does not support Power Over Ethernet.
All existing digital and analog terminals will be replaced with new units as specified in
Attachment A.
Site surveys will be arranged for vendors so they may inspect City facilities and prepare a bayface report prior to quoting. This is for the purpose of establishing a database for migration of the PBX and Voicemail systems, while creating a plan for call routing and handling, as well as a plan for integration via PRI with the City’s local TELCO provider, AT&T.
The current PBX systems are wall-mounted and there is no rack space available for new equipment.
Remote access to the SV9300 will be granted for troubleshooting, updates, debugging, etc., with access controlled by The City.
The selected vendor will utilize existing cabling wherever possible.
Four existing copper trunks will be retained at the master Civic Center PBX location, and one each at the three satellite PBX systems, for power fail-over to specified analog jacks for outbound and inbound calling in the event of an extended power failure.
All existing non-PBX-associated analog, 1MB circuits (such as modem, auto dialer alarm notifiers, Police Department after-hours phone, EOC circuits and the elevator emergency phone) shall remain on their current 1MB lines leased from AT&T and are not part of this request for proposal.
The proposal will include a minimum of two hours of System Administrator Training for up to four City staff members and seven end-user training sessions are to be provided for familiarization with new handsets and features.
Remote access software should be built into the system and must be provided to the City’s Information Systems Division. All pertinent software licenses and license frequency information are required to be presented.
The system must provide caller ID at the end-user telephone set for all display phones. Proposals must be valid for 60 days.
The City of Cypress reserves the right to reject any or all proposals submitted and shall not be required to give a reason for such rejection.
3 Please provide details of your proposal in the order specified under “Vendor
Response” below.
Submit three original, sealed copies of your proposal no later than 3:00 PM, on Thursday, October 22, 2015, to:
Denise Basham, City Clerk City of Cypress
Administration Department 5275 Orange Avenue Cypress CA 90630
4
Site Surveys
Qualified NEC vendors may visit City facilities at 10:00 AM, on Wednesday, October 7, 2015 and at 10:00 AM, on Tuesday, October 13, 2015 for site inspections.
Contact Pat Hough or Don Casados to schedule a date for an inspection: Pat Hough 714-229-6695 [email protected] Don Casados 714-229-6715 [email protected]
Any questions relating to this RFP should be directed to: Don Casados
714-229-6715
Please propose how your company will accomplish this migration, integration, and training, in the format below:
Vendor Response
Provide detailed information for the following:
Vendor Information
Company History: Number of Employees:
Number of Technical Support Staff: (In-House and Field Technicians) PBX brands and models sold and supported:
Contact information for all sales and technical staff to be involved in the installation and support of any installed equipment:
5
Installation, Cutover, and Training Plan
Provide a demolition and disposal plan for any existing equipment to be removed. The current PBX systems are wall-mounted and there is no rack space available for new equipment.
Provide a site preparation plan for the installation and cutover to new equipment and existing trunks.
Provide an installation plan for four (4) Univerge SV9300 PBX systems, and one (1) UM8000 Voicemail system.
Provide PBX and Voicemail programming details based upon vendor-acquired databases gathered from existing equipment.
Provide integration plan for existing T1 CCIS links between all four (4) facilities. Provide integration plan for a PRI at City Hall PBX location.
Provide a plan for PBX power fail-over transfer for each of the four facilities, utilizing the retained copper trunks that are specified in the Proposal Summary. Provide plan for cutover and testing of all installed equipment and integration with existing equipment.
Provide a staff training and familiarization plan pre and post cutover. System Administrator training will be for a minimum of two hours for up to four staff and there will be seven sessions for end-user training to familiarize staff with handsets and features.
Timeline
Develop a proposed timeline from the award of contract, through staff training, installation, and cutover.
Discuss details concerning coordination with AT&T for cutover.
Provide details concerning any available ongoing end-user support post-training.
Remote Access, Data Backup, Hardware Protection, Fail-over Call handling
Provide details on City staff Key Operator remote access to the PBX/Voicemail system for maintenance, adds/moves/changes, data backup, and reporting.
6 Provide details on how vendor remote access will be accomplished for any remote service and support.
Provide details on all PBX and Voicemail data backup options available.
Specify how battery backup for the PBX/Voicemail system will perform in the event of power failure: the PBX systems at the Senior Center, the Maintenance Yard and the Community Center should be quoted with the battery backup units that come standard with those PBXs. The PBX system at City Hall should be quoted with a battery backup unit that is capable of maintaining power for two hours.
Specify how power fail-over call handling will be accomplished. Specify how PBX failure call handling will be accomplished.
Additional Equipment to be supplied
All existing Series E-DTerm and Series I-DTerm desktop sets shall be replaced with series 400 digital display desktop as specified in Attachment A.
All existing analog desktop or wall-mounted sets shall be replaced with new analog sets as specified in Attachment A.
(See Attachment A)
Installation, Service and Maintenance Warranty
The City is requesting that vendors propose a three-year, 24X7, extended warranty: discuss length of term, coverage, (parts, labor, etc.) and details regarding both on-site service and remote telephone support, as well as remote PBX/Voicemail service and support.
Provide details regarding guaranteed response times for on-site service under warranty.
Licensing and Periodic Renewal of All Licensing
Provide detail on terms of licensing and periodic renewal of licensing for any software included as part of this installation.
Cost Summary
Provide line item detail for the following:
7 NEC UM8000 Voicemail purchase price (at one facility)
Series 400 digital desktop sets as detailed in Attachment A
Series AT-40 or equivalent single-line analog desktop sets as detailed in
Attachment A
Line item breakout of taxes on all above equipment
List the purchase price of any additional outboard equipment not anticipated by the City
Line item breakout of taxes on any of the above additional equipment
Specify all hardware and software licensing costs, note whether per installation, per end-user, or per bundle, and whether these costs are one-time and/or periodic
Provide Freight Costs Provide Installation Costs Provide Equipment Costs Provide Programming Costs Provide Training Costs Provide Maintenance Costs Provide Any Additional Costs Provide Total Cost
Charges for any vendor coordination with AT&T technicians regarding the PRI at City Hall, prior to cutover, if separate from installation charges
Charges for vendor coordination with AT&T to cutover any existing leased copper trunks to be re-used at the four facilities, if separate from installation charges Key Operator Training for up to four staff members for PBX and voicemail programming utilizing vendor-provided remote access software
Seven end-user training sessions for introduction to new handsets and any new features
8 Any charges and taxes involved in the purchase, installation and integration of the above equipment not anticipated by the City of Cypress in this request
End-Of-Life Timetable
Provide specific details from the manufacturer for all announced end-of-life timetables for all proposed equipment.
DT410 DT430 DT430 DT430 DT430 AT-40 Location 6D 8LD 12D 24D 24D+8 or equiv. Civic Center / PD 81 9 3 14 2 10 Community Center 9 1 0 0 4 1 Maintenance Yard 15 1 0 2 0 18 Senior Center 7 0 3 0 0 0 Spares 6 0 0 1 0 4 TOTALS 118 11 6 17 6 33 PBX / VM 4 SM9300 NEC PBX
1 UM8000 voicemail "blade"
Current PBX capacities
Ports/Trunks Digital Analog Trunks T1 CCIS MOH DTMF card Outside Page
Civic Center / PD 104 56 40* Y Y Y Y
Community Center 16 4 8 Y Y
Maintenance Yard 16 12 8 Y Y Y
Senior Center 16 0 8 Y Y
Total current capacity 152 72 24
*12 trunks at City Hall are currently utilized as Vmail ports for the Repartee system 1 trunk at each PBX is currently used for Music On Hold (MOH)
Digital D-Term and analog handsets (AT-40 or equivalent) required Attachment A
