Dane County RFP #108064 · 3.5.4 NuPoint Messenger IP Upgrade.....15 3.5.5 Pre- and Post-cut...

Dane County

RFP #108064

Mitel Networks VoIP Additions

Attachment F - Specifications

May 9, 2008

Prepared by:

Gerritt Holgerson

Elert & Associates 414-257-3310

www.elert.com

Dane County RFP# 108064 Mitel Networks VoIP Additions - Specifications

Elert & Associates Page 2

TABLE OF CONTENTS Page

1.0 GENERAL REQUIREMENTS FOR SYSTEM....................................................4 1.1 GENERAL INFORMATION ...................................................................................4 1.2 TECHNICAL REQUIREMENTS..............................................................................4 1.3 VENDOR QUALIFICATIONS ................................................................................5 1.4 DELIVERY..........................................................................................................5 1.5 CONTRACTOR RESPONSIBILITIES.......................................................................5 1.6 BASIC EXECUTION REQUIREMENTS FOR ALL SYSTEMS.....................................6 1.7 INSTALLATION REQUIREMENTS.........................................................................6 1.8 COUNTY’S RESPONSIBILITIES FOR DELIVERY AND INSTALLATION ....................7

2.0 NETWORK ELECTRONICS .................................................................................7

3.0 TELEPHONE SYSTEMS........................................................................................7 3.1 GENERAL TELEPHONE REQUIREMENTS .............................................................7 3.2 SYSTEM FUNCTIONAL REQUIREMENTS..............................................................8

3.2.1 General ................................................................................................8 3.2.2 Miscellaneous ......................................................................................8

3.3 REQUIREMENTS FOR PROPOSED TELEPHONE SYSTEM ADDITIONS.....................9 3.3.1 General Requirements for Systems ......................................................9

3.4 SYSTEM PHYSICAL REQUIREMENTS...................................................................9 3.4.1 Public Safety Building – 115 W. Doty ...............................................10 3.4.2 1 Fen Oak Resource Center – 1 Fen Oak Drive, Madison................10 3.4.3 Health and Human Services – 125 Veterans Road, Stoughton..........11 3.4.4 Health and Human Services - 1460 W. Main Street, Sun Prairie 11 3.4.5 Job Center – 1819 Aberg Avenue ......................................................12

3.5 PROPOSAL RESPONSE (PLACE ALL COSTS/PRICING IN COST SUMMARY SHEET)13 3.5.1 Base Proposal ....................................................................................13 3.5.2 Information on the Telephone/Voice System Products and Services Proposed ..........................................................................................14 3.5.3 Voice Messaging System - NuPoint Messenger IP ............................14 3.5.4 NuPoint Messenger IP Upgrade........................................................15 3.5.5 Pre- and Post-cut Pricing ..................................................................15 3.5.6 Telephone/Voice System Delivery and Installation ...........................15

3.6 ADD/ALTERNATES ..........................................................................................16 3.7 TELEPHONE/VOICE SYSTEM MAINTENANCE ...................................................19

3.7.1 General ..............................................................................................19 3.8 ENVIRONMENTAL REQUIREMENTS ..................................................................19 3.9 EXECUTION .....................................................................................................20

3.9.1 Progress Meetings .............................................................................20 3.9.2 Observers ...........................................................................................20 3.9.3 Scheduling..........................................................................................20 3.9.4 Station Reviews ..................................................................................20



3.9.5 Delivery..............................................................................................20 3.9.6 Setup...................................................................................................20 3.9.7 Coordination ......................................................................................21 3.9.8 Incorporation or Removal of Existing Equipment .............................21 3.9.9 Cutover Notification...........................................................................21 3.9.10 Cutover: .............................................................................................21 3.9.11 Testing................................................................................................21 3.9.12 Training..............................................................................................22 3.9.13 User Training.....................................................................................22 3.9.14 Post-Cutover Requirements ...............................................................23 3.9.15 Documentation (Electronic copy) ......................................................23 3.9.16 Traffic Reports:..................................................................................24 3.9.17 Systems Acceptance and Project Closeout ........................................24 3.9.18 Warranty ............................................................................................25 3.9.19 Hotline Telephone Support ................................................................25 3.9.20 Management and Systems Training...................................................25 3.9.21 User Groups.......................................................................................25

4.0 CABLE SYSTEMS .................................................................................................25 4.1 GENERAL INFORMATION AND REQUIREMENTS CABLING UNIT PRICING..........25 4.2 CABLING UNIT PRICING...................................................................................26



1.0 GENERAL REQUIREMENTS FOR SYSTEM

1.1 General Information Dane County has the following:

1. Mitel Networks telephone system. Made up of eight 3300, three 2000 servers, nearly 800 IP and 600 digital telephones:

o County Courthouse - 215 S. Hamilton (414 IP stations) o City County Building – 210 MLK Blvd. (117 IP stations) o Sheriff/Public Safety, 115 West Doty (350 digital stations) Not networked o Emergency Mgmt/EOC, 115 West Doty (50 IP stations) o Health & Human Svcs – 1202 Northport (158 IP stations) o Health & Human Svcs – 2322 South Park (20 IP stations) o NE Precinct – 4084 Mueller, Stoughton (30 stations) o SE Precinct – Hwy N, Stoughton (15 IP stations) o NIP – 1819 Aberg Av. (47 stations) o Badger Prairie Health Care – 1100 E. Verona, Verona (224 digital

stations)

All but Badger Prairie Health Care are networked via the County’s WAN

2. Network Electronics. The County has standardized on HP switches and network, and plans to provide, install and configure all network electronics associated with this request..

3. Installed cabling. The County has installed Category 5 or higher throughout the County offices, to be used for Phase I installations.

1.2 Technical Requirements The intent of this specification is to provide turnkey telephone additions to the installed Mitel Networks telephone system. All equipment and installation material required to fulfill the technical requirements shall be furnished and installed whether or not specifically enumerated herein.

1. The systems shall employ state-of-the-art technology and be in current production.

2. Only new equipment of the highest quality is acceptable.

3. Proposed systems must use the commercial power available: 115/120 volt, 60 Hz, AC.



4. Workmanship shall be professional in nature and the installations shall be done in accordance with accepted commercial standards.

5. All proposed network-connecting hardware is to be compliant and compatible with LLDP-Media Endpoint Discovery (MED), the Link Layer Discovery Protocol enhancement utilized by Dane County.

6. Equipment and installation shall comply with the National Electrical code and any applicable local codes.

1.3 Vendor Qualifications

1. Proposer must be an authorized dealer/supplier of proposed telephone systems and electronics and components.

2. All configuration personnel must have completed manufacturer training and received certification(s) to design proposed systems, or the Proposer must contract with manufacturer for configuration of all proposed components.

3. If for any reason, the manufacturer discontinues any model of equipment proposed in this configuration, the equipment must be maintained (including bugs, failures, and upgrades to standards) for a period of five years. In addition, Dane County must be made aware of an upgrade/replacement path.

1.4 Delivery

1. No equipment shall be ordered or installed prior to authorization by Dane County. Proposer shall not stock any materials or equipment prior to receiving authorization for installation.

2. The materials/equipment shall be delivered to its proper location and installed by the Proposer without additional cost or expense to Dane County, which shall not be deemed to have accepted any equipment until the Date of Acceptance.

3. During the time between delivery and acceptance, Dane County cannot be held liable for any damages to or theft of any components. It will therefore, be the responsibility of the contractor to obtain insurance against loss, theft and damage.

1.5 Contractor Responsibilities 1. The Contractor shall coordinate with the Project Manager an installation

schedule for the entire project. This process is to begin at the Project Initiation Meeting. The Contractor is to deliver a written Project Schedule at this meeting.



2. Contractor must verify communications room locations, and obtain approvals prior to layout and installation with the Dane County Project Manager.

3. Contractor is responsible to provide and install all cables and connectors necessary, including copper and fiber optic patch cables, to complete the installation of telephone equipment provided within this project.

4. Contract includes all software updates and upgrades for twelve (12) months following cutover at no extra cost (excluding labor).

5. Contractor is required to install, configure and test all materials and equipment (testing procedures are outlined in following sections).

6. Shipping delays are the sole responsibility of Contractor.

1.6 Basic Execution Requirements for All Systems 1. General: The Contractor is responsible to follow industry standards of good

practice for the listed telephone and networking systems.

2. Aesthetic Factors: With the installation of equipment and cables, consideration shall be given not only to operational efficiency but also to overall aesthetic factors. The Contractor shall redo any work deemed by the County to appear sloppy or unprofessionally completed, at no cost to the County. The County or County’s agent shall have final decision over whether work must be redone.

3. All equipment and materials shall be applied, installed, connected, erected, used and adjusted, as recommended by the manufacturers, or as indicated in their published literature unless specifically noted herein to the contrary.

4. Work, product and materials shall be properly protected during construction

1.7 Installation Requirements

1. If any proposed system, electronics or software item(s) are not shipping/deliverable by Commencement of Work, Contractor must supply and install workable item(s) on loan until proposed equipment/software is delivered and installed. There is to be no extra charge by the Contractor should this occur, nor for labor for changeover/ installation of loaner(s) to proposed equipment when it arrives. Such substitute item(s) must be approved by Project Manager prior to installation. If substitutes are found unsatisfactory, the contract may be terminated immediately.

2. There will be racks available in all technology closets. The Contractor is responsible to install/mount all proposed devices in those racks and put in place all needed patch cables. Any questions about use of racks must be directed to the Project Manager.



3. The preference is that all equipment be rack-mounted. If any items require shelves, rack ears, backboards, counters or tables, Contractor shall provide them.

4. Any and all jumper/patch cables installed must be labeled according to TIA/EIA 606 standards and must indicate connections at both ends.

5. All rubbish, debris, and dirt resulting from Contractor's work shall be cleaned up as required, removed from the buildings, and, to the extent possible, recycled. The premises shall at all times be kept in a clean, safe and professional manner.

6. To facilitate routine in-house maintenance and administration of the systems after acceptance, two Dane County personnel are to be observers during, and assist with all facets of the installation process. The Contractor must allow for the training/assistance of these people during installation.

7. Work shall be performed during normal hours of operation for the building where the work is taking place. Any deviations must be discussed with and approved by the Project Manager prior to work occurring.

1.8 County’s Responsibilities for Delivery and Installation Please identify the exact tasks that Dane County must perform and/or be responsible for in order to accomplish the delivery and installation of the system, if any. (Attach separate sheet labeled “Delivery and Installation” if needed.)

_______________________________________________________________

_______________________________________________________________

2.0 NETWORK ELECTRONICS <<< To be provided by Dane County >>>

3.0 TELEPHONE SYSTEMS

3.1 General Telephone Requirements All equipment proposed must be manufactured by Mitel Networks.



3.2 System Functional Requirements

3.2.1 General 1. Each administrative station is to be assigned a telephone.

2. Each telephone is to be assigned a distinct seven-digit local telephone number, with five-digit dialing between all networked telephones.

3. Outbound calls will be accomplished by dialing 9 and the desired telephone number. Telephones will be assigned access to 1) internal (County) calling, 2) local calling and 3) long distance calling as required. Calls and associated costs will be tracked automatically.

4. Calls to a busy or unattended staff member’s telephone will be re-routed either to 1) his or her personal voice mailbox greeting or 2) his or her personal assistant, if one is assigned.

5. Each telephone user is to be assigned a personal voice mailbox.

6. Callers routed to one’s voice mailbox are to always have the option to press “0” to reach an available person, during the day.

3.2.2 Miscellaneous

1. All multiple line telephones must be capable of having a prime, private extension with its own voice mailbox, but also be able to have multiple line appearance for departmental answering.

2. Some users may not be assigned a telephone, but will have a DID number associated with a voice mailbox. The intent is for the users to have a DID number that rings directly to the voice mail system and answers with the user’s personal greeting.

3. The system must be programmed to allow users to dial 9-911 or 911 only (resulting in the system automatically inserting the 9) to reach the Public Safety Answering Point (PSAP).

4. Multi-line telephones must have the ability to have multiple DID numbers programmed on the buttons, with distinct visual message waiting indication for each voice mail box associated with those DID’s. Each DID appearance must ring when dialed, forward to corresponding voice mailbox, and turn on that particular DID’s message waiting light.

5. The system must be capable of having day service and night services.

6. During the day, administrative staff members (telephone attendants/receptionists) will answer calls to main telephone numbers. As



appropriate, these calls will be transferred directly to 1) the desired party, or 2) the party’s voice mailbox.

3.3 Requirements for Proposed Telephone System Additions

3.3.1 General Requirements for Systems

1. The following items must be included in the base price for each site’s system. There will be no added costs to Dane County if Proposer does not include them.

2. Proposers should provide all necessary detail on the proposed systems and components to accomplish a turnkey installation; Any elements required of the County must be expressly identified as an “Exception”.

Miscellaneous (include in Base Proposal)

Fully resilient call processing, with real time handoff to secondary server, if primary server fails

Fully resilient gateway(s) function to public switched network, should primary gateway fail/be unavailable

Long Handset Cords for all telephones – Minimum 9 ft.

Patch cables for all telephones – 3 meter Category 5e or greater

Email notification to select IT staff members upon system alarms, for all controllers and servers

Remote maintenance callback modem (or secure alternative means) in support of system security

Station Message Detail Recording (SMDR) and Call Detail Recording to support all new stations proposed, to be added to existing Mitel Call Accounting Enterprise Software

Potential activation of any and all standard Mitel Networks-provided systems features and functions

Activation of Enterprise Manager for each system proposed (EM presently licensed to manage twelve systems)

3.4 System Physical Requirements

Equipment Requirement Definitions

Installed: Actual number of ports and/or devices to be active at time of cutover.



Equipped: Specified number of ports and/or devices available in the system at time of cutover (Equipped minus Installed = unused but available ports).

Wired: The addition of minor components or system, user and device licensing may be necessary to meet this requirement. No servers, cabinets, shelves or core system software need to be added to meet “Wired”.

Capacity: The system can grow to this requirement by adding servers, cabinets, shelves, miscellaneous components, wiring, and licensing.

3.4.1 Sheriff/Public Safety Building – 115 W. Doty

System Configuration (expansion of existing 3300 MXe 1400 user, Model No.: 50005363). The installed and equipped counts are additive to existing Emergency Management/EOC Installation

Installed Equipped Wired Capacity IP Network Connection 1 1 1 1 ISDN PRI for Digital Trunks 2 3 4 6 E911 back up analog lines 1 1 1 1 Analog trunk line 8 10 12 16 Trunk Side Port Connection (to access overhead paging)

1 1 1 1

Multi-Line IP Stations 350 350 400 1400 Single Line Feature IP Stations 0 0 0 0 Attendant IP Station 0 0 0 0 Analog (modem, miscellaneous non-IP telephone station)

20 20 24 32

DSS/BLF associated with IP station

2 2 4 8

3.4.2 1 Fen Oak Resource Center – 1 Fen Oak Drive, Madison - UW Extension Office

- Land and Water Conservation/Parks

- USDA/FSA/NRCS

System Configuration – New 3300

Installed Equipped Wired Capacity IP Network Connection 1 1 1 1 ISDN PRI for Digital Trunks 1 2 2 2 E911 back up analog lines 1 1 1 1



Analog Trunk Line 6 8 10 12 Trunk Side Port Connection (to access overhead paging)

1 1 1 1


7 12 16 20


0 0 0 0

3.4.3 Health and Human Services – 125 Veterans Road, Stoughton


Installed Equipped Wired Capacity IP Network Connection 1 1 1 1 ISDN PRI for Digital Trunks 1 1 1 2 E911 back up analog lines 1 1 1 1 Trunk Side Port Connection (to access overhead paging)

1 1 1 1


2 4 6 8


0 0 0 0

3.4.4 Health and Human Services - 1460 W. Main Street, Sun Prairie


Installed Equipped Wired Capacity IP Network Connection 1 1 1 1 ISDN PRI for Digital Trunks 1 1 1 1 E911 back up analog lines 1 1 1 1 Trunk Side Port Connection (to access overhead paging)

1 1 1 1


7 8 10 12


0 0 0 0



3.4.5 Job Center – 1819 Aberg Avenue

System Configuration for expansion of existing 3300 MXe 1400 user, Model No.: 50005363.

Required elements: 50002976 1 Mitel 3300 ICP Power Cord Pack

50005105 2 Mitel 3300 ICP Analog Service Unit ASU II

50005103 3 Mitel 3300 ICP 16 Port Analog Card

50005086 1 Mitel Raid Sub System MXe Controller

50005452 1 Mitel 3300 Redundant Hard Drive (2 Pack) Assembly MXe Controller

50005084 1 Mitel 3300 Redundant AC Power Supply MXe Controller

50003560 1 Mitel 3300 ICP Dual T1 Trunk Module

54002544 1 Mitel 3300 Software Upgrade From Package 5 to 6

52001151 173 Mitel 3300 ICP IP Phone License

54000294 165 Mitel 3300 IP Device License

54000297 5 Mitel 3300 ICP Mailbox License

54000300 10 Mitel 3300 ICP ACD Agent License

54002701 48 Mitel 3300 ICP ONS Line License

54000303 1 Mitel 3300 ICP Digital Link-Network Link License

54001621 1 Mitel NuPoint IP 8 Port Add On License

54001628 2 Mitel NuPoint Call Directory Add On License 10 Users

51008020 1 Mitel Call Accounting 250 Extension Add-On Pack

Mitel Headset 30 Mitel Headset (Headset built in Amp)

Mitel VM Install Kit

Mitel Voice Mail Hardware Installation Kit

Mitel Install Kit

Mitel Hardware Installation Kit



Instruments (All instruments are to be hearing aid compatible) to serve each of the sites identified above.

Instruments proposed Quantity Instrument name and model

Mitel Part No. 50004894 675 Model 5224 IP PKM – 12 1 12-button PKM PKM – 48 1 48-button PKM Mitel Part No. 50003071 3 Model 5550IP soft

console Wired Lightweight Headset – Plantronics Polaris (Mitel label) without amplifier

1 Plantronics Polaris

Wireless Lightweight Headset 1 GN Net Com 9120

3.5 Proposal Response (place all costs/pricing in Cost Summary Sheet)

3.5.1 Base Proposal Detail all telephone system components and price elements on the “Itemization Schedule – Equipped Configuration”; include component description, part number, quantity, unit cost, extended unit (total) cost, as presented. This will constitute the Base System. Do not include “Add/Alternates” here. Use one page per site, each accompanied by a detailed system bayfront diagrams, along with a detailed network diagram depicting all systems, components, ports and interconnecting circuits.

See Itemization Schedules below. Replicate form for each system/site.

Itemization Schedule to Meet System “Equipped” Configuration Requirements – Base Telephone System. Site address:_________________________________

Mfr.Part # Description (simple English) Quantity Unit Cost Extended ________ _______________________ ________ $________ $________

________ _______________________ ________ $________ $________

________ _______________________ ________ $________ $________

________ _______________________ ________ $________ $________

________ _______________________ ________ $________ $________

TOTAL INSTALLED COST OF ADDITIONS: $___________ SECOND YEAR MAINTENANCE (ADDITIONS) 8-5 M-F $___________

SECOND YEAR MAINTENANCE (ADDITIONS) 24X7 $___________



3.5.2 Information on the Telephone/Voice System Products and Services Proposed

Telephone System/Server

Manufacturer: ____________________________________

Model No.: ______________________________________

Software Issue: ___________________________________

Operating System:_________________________________

Voice Messaging

Manufacturer: ____________________________________

Model No.: ______________________________________

Software Issue: ___________________________________

Operating System:_________________________________

3.5.3 Voice Messaging System - NuPoint Messenger IP Provide for 1,000 mailboxes on NuPoint IP Voice Messaging System with redundant hard drive, integrated visual message waiting indication to all stations served, 3300 IP integration, record-a-call functionand unlimited automated attendant/call processing/decision tree function for County departments and users served. Assume: 48 active ports, 1,000 active mailboxes, expandable to 2,500. Item/Quantity Description Cost

________________________ _______________________ $______

________________________ _______________________ $______

________________________ _______________________ $______

________________________ _______________________ $______ TURNKEY COST $______

2nd Yr. Maintenance $______

Limitations: _______________________________________________ _________________________________________________________



Cost to add voice recognition for automated attendant function. Assume two (2) simultaneous sessions, one (1) text to speech simultaneous session, fifty (50) directory names. Turnkey cost: $______________ 2nd Year Maint: $_____________ Cost each additional voice recognition: $_________ Cost each additional text to speech session: $__________ Cost each additional directory name:$_______

3.5.4 NuPoint Messenger IP Upgrade Provide cost to upgrade existing NuPoint Messenger IP located at City County Building to Release 12 software.

Turnkey cost: $________

Incremental second year maintenance: $_________

3.5.5 Pre- and Post-cut Pricing Provide the cost of telephone models, hardware, software, licensing and all other price elements, including additional applications available with the proposed system platforms.

Post-cut pricing is effective for the following length of time, beginning with date of systems acceptance: ____________________________________________ Description (in plain English)

Part No.

Pre-cut Price

Pre-cut installed Cost

Post-cut Price

Post-cut installed cost

3.5.6 Telephone/Voice System Delivery and Installation Identify the exact tasks that the County must perform and/or be responsible for in order to accomplish the delivery and installation of the system. In addition, identify in detail the exact tasks that the Proposer will perform and/or be responsible for in order to accomplish the delivery and installation. Proposer shall project delivery date and installation period by function which will allow Proposer to accomplish the scheduled date of completion. Follow this format:



Task Date Client Proposer

_________ _________ ___________ ____________

_________ _________ ___________ ____________

_________ _________ ___________ ____________

3.6 Add/Alternates

3.6.1.1. System Administrator Training Cost for system administrator to attend formal CDE class at a factory-authorized location for system administration certification on 3300 ACD and NuPoint voice messaging. Systems Administrator to learn the basics of adds, moves and changes and system maintenance. Provide cost for each person to be certified on the proposed systems. Provide documentation on curriculum.

ACD: $______________

NuPoint: $____________

3.6.1.2. System Technician Training Cost for system technician to attend factory authorized training for full certification on maintaining the proposed telephone, ACD and voice messaging systems. Please provide cost for each person to be certified. Provide documentation on curriculum.

3300 Cost: $____________

ACD: $______________

NuPoint: $____________

3.6.1.3. ACD Agent Provide the itemized turnkey cost of activating an initial ACD agent, to be added to any of the systems within VoIP network.

Item/Quantity Description Cost

________________________ _______________________ $______

________________________ _______________________ $______ TURNKEY COST $______




Limitations: _______________________________________________

Provide the itemized turnkey cost of activating a second or subsequent ACD agent, to be added to any of the systems within VoIP network


________________________ _______________________ $______

________________________ _______________________ $______ TURNKEY COST $______


Limitations: _______________________________________________

3.6.1.4. Administrator Training for Mitel Call Accounting System Provide the cost of delivering training for the one or two administrators of Mitel Call Accounting in the use of the software installed at the County. Provide hours and cost:

Proposed Hours: _________

Cost: _________

3.6.1.5. Mitel Quick Conference A. Provide the cost to install and activate basic audio conferencing for up to twelve endpoints, to be used by any networked IP telephone users and outside conference participants.


________________________ _______________________ $______

________________________ _______________________ $______ TURNKEY COST $______


Limitations: _______________________________________________

B. Provide the cost to install and activate basic audio conferencing for up to twenty-four endpoints, to be used by any networked IP telephone users and outside conference participants.




________________________ _______________________ $______

________________________ _______________________ $______ TURNKEY COST $______


Limitations: _______________________________________________

3.6.1.6. Maintenance Provide annual maintenance plan costs for each of the systems as identified in Attachment H; for systems being expanded, provide the entire cost upon completion of the expansion (i.e., base plus additions).

o On-site parts and labor, work to completion, 24X7

o On-site parts and labor, work to completion, M-F, 8-5

Site 8-5 24X7

1. Courthouse/City County Building _______ _______ 2. Sheriff/PSB/Emerg Mgmt/EOC _______ _______ 3. Health & Human Svcs - Northport _______ _______ 4. Health & Human Svcs – S. Park _______ _______ 5. NE Precinct _______ _______ 6. SE Precinct _______ _______ 7. NIP _______ _______ 8. Badger Prairie Health Care _______ _______

3.6.1.7. Trade In – Existing SX2000 Equipment at Sheriff/PSB Provide the trade-in value to take title and possession of Mitel SX2000 systems installed at Public Safety Building. See Attachment H for equipment list. Trade-in value: $___________

3.6.1.8. Wireless handset Cost to provide and activate a single, wireless handset provided or supported by Mitel Networks. Access points and their configuration to be by County.


________________________ _______________________ $______

________________________ _______________________ $______



TURNKEY COST $______


Limitations: _______________________________________________

Cost to add second/subsequent handset: $________

3.7 Telephone/Voice System Maintenance

3.7.1 General

1. Proposer must provide total annual maintenance costs and guaranteed maximum annual percentage increases for telephone and voice messaging platforms, such that these costs can be accounted for during years two through five. Failure to do so will result in a loss of points during the evaluation.

2. Indicate a guaranteed price for a comprehensive work-to-completion, 100% parts and labor, annual service contract for year two (2) of each system proposed, excluding telephones..

3.8 Environmental Requirements Please provide your proposed MCR/TCR room requirements including: Size, Humidity, and Temperature Levels.

____________________________________________________________ ____________________________________________________________

What are the electrical power requirements of your individual proposed system(s) or expansions, by site/room?

VOLTS AMPS

Sheriff/EM/EOC ______ ______ One Fen Oak ______ ______ HHS – Sun Prairie ______ ______ HHS - Stoughton ______ ______ Job Service ______ ______



3.9 Execution

3.9.1 Progress Meetings Contractor shall provide a weekly update to the Consultant and County on the progress of the coordination, staging, assembly, installation, testing and all training through system acceptance.

3.9.2 Observers To facilitate routine in-house maintenance of the system after acceptance, two County personnel are to be observers during and assist with all facets of the installation process. The Contractor shall allow for the training/assistance of these people during installation.

3.9.3 Scheduling Work shall be performed during normal hours of operation for the building where the work is taking place. Any deviations must be discussed with and approved by the Project Manager prior to work occurring.

3.9.4 Station Reviews As these specifications are put together with no specific equipment or vendor in mind, the Contractor shall include in the installation cost, multiple informational presentations to the County’s management and users. Contractor’s Customer Service personnel shall inform management of decisions that they will need to make regarding the equipment being installed and programmed. Further, the Customer Service personnel shall hold departmental meetings to determine features, types of phones, routing, restrictions, etc. on a per telephone basis. The County will assist, but Contractor is responsible for providing all details to the County. There can be no exceptions to this.

3.9.5 Delivery Systems described in this document, once configured by the Contractor, shall be delivered to its proper location and installed by the Contractor without any additional cost or expense to the County; County shall not be deemed to have accepted any equipment until the date of acceptance.

3.9.6 Setup The Contractor shall unpack equipment from shipping material and organize equipment into the kits in which it will be used. This includes checking to ensure that all equipment is complete and fully functional.



Empty boxes and packaging shall be neatly organized per the County’s instructions and removable if requested.

3.9.7 Coordination Coordination with local exchange and network carriers and E-911 Center: Contractor shall provide complete coordination between systems, local exchange and network carriers, including the submission of all connection and disconnection orders.

3.9.8 Incorporation or Removal of Existing Equipment The Contractor will be responsible for the removal of existing equipment not incorporated into new system. Upon express approval by County, that equipment shall be boxed and removed by Contractor, then, to the extent possible, recycled.

3.9.9 Cutover Notification Cutover from existing system to new system shall be scheduled with the County at least one month prior to occurrence.

3.9.10 Cutover: On the days following each cutover segment, Contractor is required to provide a project team on-site to provide follow-up training, and man a help-line for users to call and report system problems. This cutover and move is expected to occur in phases, taking approximately one week.

3.9.11 Testing

Contractor shall test all equipment, software and programming database to ensure system functions as specified and as understood during planning sessions and station reviews.

The County reserves the right to randomly test connections upon completion of installation. If the results of those tests are deemed unacceptable, Contractor shall correct all identified errors at no cost to the County if it was deemed that the installation was in error.

Equipment must run 30 consecutive days without an equipment hardware failure (operator errors excluded). Failure during that time will require replacement and another 30-day period.



For each building LAN, Contractor must demonstrate connectivity/pinging of all managed devices from Main Closet to the County Project Manager or his/her designee.

3.9.12 Training Informal Training: The Contractor shall supply at least eight (8) and up to sixteen (16) hours of training on the telephone system and equipment for at least two persons during the installation process. Training shall include:

1. Familiarization with features of all components;

2. Specifics of equipment features in proposed products;

3. Configuration details of selected equipment, and how to reinstall and reconfigure in case of failure;

4. Provision of manuals (full documentation) for all components and explanation of where and how to obtain support;

5. Explanation of most effective methods to test and maintain components;

6. Training in basic use of software proposed (not including network management software);

7. Description of warranty and servicing procedures for all components.

3.9.13 User Training The Contractor shall conduct on-site user hands-on training sessions, limited to 12 people maximum in any one session. Sessions shall last approximately one (1) hours each. Contractor is required to install cable from the switch to the training location to provide for up to 12 live telephones. In addition, Contractor shall provide a minimum of two (2) hours of on-site hands-on training for all attendants and a minimum of twenty-four (24) hours of training for the two system administrators. This training will be necessary for all users of the system.

Contractor is required to have on site for initial day of or following cutover, a qualified trainer to sit with each console operator and remain for at least four hours each. This applies to each building location.

Refresher Training: Contractor will offer refresher training classes within three weeks following the week of cutover. This training will include live telephones for a total of up to four (4) hours.



3.9.14 Post-Cutover Requirements Proposer is required to perform the following items within the first 30 days following the cutover of the system:

1. Completion of any outstanding adds, moves or changes.

2. Internal system traffic study.

3. Readjustment of trunking if required from information obtained form traffic study.

4. Refresher training classes.

5. Station software changes.

3.9.15 Documentation (Electronic copy) Instruction Manual: All users are to be provided with an instruction manual with feature codes defined for their assigned telephone instrument.

Training Tapes: Training tapes from the manufacturer are required to be left on-site. The County retains the right to videotape training classes given by the Contractor.

Training Manual: A minimum of one (1) complete training manual shall be provided by the date of acceptance detailing all information necessary for full use of the system proposed. Station user manuals are to be provided for all users. Payment may be withheld until a complete and accurate training manual has been provided.

When installation is complete, Contractor shall furnish County with a complete technical manual, made up of two complete sets of project documentation and two complete sets of manufacturer hardware and software manuals. One set is to be an electronic copy, the other hard copy organized in three-ring binders. Manuals shall be delivered in alphabetical order by manufacturer.

Technical manual will include:

1. Complete and accurate wiring diagrams detailing the interconnetion of the various systems and related equipment, including all leased telecommunications circuits, lines and trunks, interconnecting wires and jacks.

2. Documentation including installed system database and programming summary, installed circuits listing, cabling systems as-builts, recorded software versions and end user telephone features

3. Detailed network diagram depicting all installed products and services.



4. Bayfront diagrams and rack elevations detailing all telephone-related equipment.

5. Identification of all closet locations (marked by name) on building layouts and include logical diagrams for each closet showing all installed equipment.

6. List in spreadsheet format which telephone and telephone extension(s) is connected to which outlet jack, which in turn is connected to which switch port (e.g. extension 5456 connected to outlet ID #S-242A connected to MC #2 Switch C, port 5).

7. IP numbers assigned to all equipment must be noted both on diagrams and on a separate table/spreadsheet.

8. Where VLANs are used, VLAN documentation shall be included, showing configuration as completed.

3.9.16 Traffic Reports: Two free traffic reports need to be conducted and analyzed per year for each of the first five years of the system life. The traffic study will be analyzed and returned to the County within six weeks of the order.

3.9.17 Systems Acceptance and Project Closeout Systems acceptance shall occur after:

1. 30 consecutive days with 99 percent or better availability, and

2. All of the Work has been completed in accordance with the contract and RFP specifications (including testing procedures as outlined in the accepted response), and

3. The system operates in conformance with manufacturer's published specifications, and

4. All of the documentation requirements have been met, and

5. Contractor has certified in writing to the Consultant and County Project Manager that the system is installed and operational in accordance with these specifications, and ready for use, and

6. County or County’s designated representative has inspected the installation and provided written approval.

At the completion of the above items, and upon the County’s written acceptance, operations control becomes the responsibility of the County. This constitutes Date of Systems Acceptance. The warranty begins as of this date.



3.9.18 Warranty The Contractor, by entering into a contract with the County, warrants and represents that all materials, equipment and service delivered to the County pursuant to the contract conforms to all of the specifications contained or referred herein. The Contractor further guarantees to replace all materials, equipment, software or service, which may be rejected by the County due to defective materials or workmanship for a minimum of one year following final acceptance. Failure or neglect of the County to require compliance with any term or condition of the contract specifications shall not be deemed a waiver of such term or condition.

3.9.19 Hotline Telephone Support Provide description of any hotline support you offer your customers. List the hours staffed and costs for the service.

3.9.20 Management and Systems Training List all systems management and maintenance classes available for the County. Include course description, course length, location of class, and costs. Indicate which classes have been included in your Proposal.

3.9.21 User Groups Does the manufacturer of the proposed system have a user groups the meets regularly? If so, provide information on the group:

____________________________________________________________

4.0 CABLE SYSTEMS

4.1 General Information and Requirements Cabling Unit Pricing Contractor is to provide and use Category 5e copper jumper/patch cables to connect network devices to existing Cat 5 or higher patch panels.

All jumper/patch cables installed must be labeled according to TIA/EIA 606 standards and must indicate connections at both ends.

Contractor is responsible to employ proper horizontal wire management techniques in all its work in and around cabinets and racks. If this will require the use of horizontal wire management devices, these are to be provided by Contractor and installed. Wire management devices are subject to County and Consultant’s approval.



The voice feeder cables, Category 5e or higher cables and multimode fiber optic cabling is to support the new Courthouse telephone systems.

Proposer is responsible for providing a turnkey working system.

The telephone contractor work functions shall include, but not be limited to, the following work items for installation of the cabling wiring system:

1. Provide cabling to the backplane from the telephony server

2. Use existing RJ-45, 110- or 66-type telephone blocks as appropriate

3. Terminate and splice cables

a. The successful Proposer shall be responsible for the placement of all cross-connect/jumpers between:

i. The telephone system, Ethernet data, analog voice backbone and station cables.

ii. The telephone system and MDF outside trunk cross-connect field

4.2 Cabling Unit Pricing

Unit Prices

Provide unit pricing to add 1-Category 5e UTP, Cable (225’ length), components, concealed installation, tested and labeled for telephone use.

Provide Cabling Technician/Installer Hourly Rate for miscellaneous work

Cost: $ ___________

Date post:	01-May-2018
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Dane County RFP #108064 · 3.5.4 NuPoint Messenger IP Upgrade.....15 3.5.5 Pre- and Post-cut...

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