invitation to bid: bid no. 2016-03
INVITATION TO BID: BID NO. 2016-03
This invitation to bid (proposal) and the accompanying SPECIFICATIONS SHEET are for your
convenience in bidding the enclosed products and/or services for Uvalde County.
SEALED bids/proposals will be received in the office of the County Judge no later than:
10AM, Friday, October 21, 2016, CDT
MARK ENVELOPE: “Bid No. 2016-03 Upgrade of VoIP Business Telephony Systems”
Submit Responses to:
William R. Mitchell
Uvalde County Judge
#3 Courthouse Plaza
Uvalde, Texas 78801
*Bidder shall sign and date the bid (proposal) on each page.
Bids (proposals) not signed and dated will be considered non-responsive.
Award of bid (proposal) will be made, October 24, 2016. To obtain results, or if you have any
questions, please contact Administrative Assistant Valerie Del Toro Romero in the office of the
Uvalde County Judge by calling (830) 278-3216.
Uvalde County reserves the right to reject any and all bids or proposal or any part of any bid
or proposal. Quoted pricing and discounts should be valid for at least 90 days from the bid
response date.
Please note that Uvalde County will select the vendor based upon the best overall solution and
value to the County, and is not obligated to select the lowest price bidder. This RFP does not
commit Uvalde County to any specific course of action. Uvalde County reserves the right to
not select any vendor or purchase any goods and services resulting from this RFP.
Once submitted, proposals may not be modified and are considered the property of Uvalde
County. Proposals provided after this time will be considered non-responsive, and will not be
considered.
Any clarifications or questions about functionality, approach or pricing should be directed in
writing by fax to Alice Chapman, Auditor at 830-278-9506. Please allow 2-3 business days for
response, so you may plan your submission in a timely manner. Other forms of direct
communication regarding the RFP will disqualify a bidder from consideration.
I.
Introduction
Uvalde County is located in Uvalde, Texas and has been in business for 154 years and currently has
127 employees. Uvalde County is soliciting bids from reputable manufacturers and distributors of
VoIP business telephony systems for an expansion of the existing telephone system to include the
38th District Offices located in Uvalde.
The selected vendor will be our primary source for the following:
• VoIP Business telephony systems; hardware and software, with voice mail, unified
communications, text-to-speech, fax integration, and automated attendant to be used in our
office. Feature requirements are detailed in Section IV and configuration requirements are
detailed in section V.
• Secure network integration, installation and configuration services for this equipment.
• On-Demand Training of users and administrators.
• On-going maintenance of existing and new VoIP business telephony systems to be
purchased.
• Upgrades to the installed systems as necessary.
• Secondarily, safeguarding the County advocacy of a Green environment.
Please note that the term “VoIP”, "PBX" or "Key" system is used throughout this RFP for brevity purposes
only, and not to specify or categorize the system as anything other than a VoIP business telephony system.
The actual functionality required includes integration and interoperable functionality of all three.
II. RFP Instructions
A. Completing the RFP
Each question requires a written response. Additional documentation to support your answers
will be accepted, however, the summary answers should stand on their own. The quality of the
response to the RFP will be viewed as an example of the vendor's capabilities.
Completion of the Interested Party Form is required to be notified of any addendums which
may occur prior to RFP closing. It is the responsibility of the responding vendors to include
acknowledgement of any Addendums. This form includes the name and contact information of
the individual appointed as the coordinator for your RFP response. Failure to supply an
Interested Party Form may result in being considered non-responsive.
The Interested Party Form should be faxed to 830-278-9506 prior to submission of proposal.
B. Proposal Format
Your responses should be provided in both physical and electronic form. Three (3) printed and
bound copies; 1 marked as Original with original signatures, along with a USB drive containing
a scanned copy of your proposal in pdf format. Binding may be of your choice, but does need to
allow for easy removal of included materials and not exceed two (2”) inches in width.
Note exterior labeling requirements described on RFP cover page.
C. Contract
The proposal should include a contract for all proposed equipment and services. If the
vendor does not wish to submit an actual contract with the proposal, due to different
alternatives proposed and pending choices from those alternatives, a sample contract should
be submitted with the proposal.
D. Confidentiality
All material submitted for Uvalde County must be treated as confidential. Information
submitted by any vendor will be considered confidential to Uvalde County and will not be
used for any other purpose than evaluating vendor responses to this RFP.
E. Selection Process
A number of factors will influence Uvalde County's decision in selecting the product and the
vendor providing it. In addition to cost considerations, proposals will be evaluated on the basis
of the following factors:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Functionality of standard equipment and features to meet our specific needs
Availability of additional optional capabilities to add as needed
System growth and expansion
Ease of use
Ease of System administration
Product quality, reliability, and warranty plan
A credible commitment by the vendor to the product and to ongoing enhancement of both feature
capabilities and service
A credible commitment by the manufacturer to the vendor
Vendor qualification including:
a. Overall experience and reputation in the industry
b. Experience with the proposed system
c. Service and support resources, including training of vendor installation and maintenance
personnel
d. Verifiable quality of service provided by vendor to local area customers
Overall understanding of County’s Network
Certifications for:
a. Proposed Product
b. Network Security; two (2) required in SonicWALL CSSN, minimum one (1) CSSP
c. Microsoft Silver Competency
Response of References supplied for similar hybrid deployments
Inclusion of all required documents
III. Vendor & Manufacturer Background
A. Company Information
1. List your company's legal name, address, and telephone number. Include parent
company information if applicable.
2. How long has your company been in business?
3. How long has your company or division been providing VoIP business telephony
systems and related equipment?
4. How long has your company been providing network management & maintenance
for a telephony environment?
5. Indicate whether your company is the manufacturer or the distributor of the proposed
equipment. If your company is a distributor of the product, describe the terms of your
agreement with the manufacturer, the manufacturer' s level of support, and what
contingencies they have in place should your company fail to continue to support the
product for any reason.
6. If your company is a distributor of the product, how long has your company been
distributing the specific products being proposed?
7. How many employees do you have?
8. How many technicians are certified on the proposed and affected equipment?
9. When were the models of systems you are proposing first installed at customer sites?
10. VoIP Business telephony system?
11. Hybrid Integration with Digital system?
12. Provide a description of previous work and services provided to Uvalde County.
13. Provide manufacturer certifications for VoIP business telephony systems, Microsoft and
SonicWALL certifications to ensure quality VoIP integration of solution recommended.
B. Manufacturing Quality Certification
Is the manufacturer of the proposed systems ISO 9001 certified as compliant with
quality manufacturing standards? Is the manufacturer of the proposed systems ISO
14001 certified as compliant with environmental manufacturing standards? Does the
manufacturer have a Green Policy?
IV.
References
Provide a minimum of 3 references each for customers with projects similar to ours and for data
network maintenance. Include contact names, telephone numbers, and addresses.
V. VoIP Business Telephony System Product Requirements
A. General Requirements
A. Use the product requirement information listed in this document to provide detailed
pricing for the proposed IP business telephony system configuration specified in section
VI.
B. Please provide product descriptions and brochures for the proposed IP business
telephone system, voice mail system, telephone sets, attendant consoles, and other
related equipment.
C. Describe any special environmental considerations with regards to installation of
hardware, such as power requirements, minimum and maximum acceptable temperature
and humidity ranges, power consumption, heat dissipation, rack mounting space
requirements, etc.
D. The proposed system must be UL approved and listed. Please state the UL listing
compliance of the proposed system.
B. System Requirements
1. System Capacities
The proposed system must be able to accommodate up to 800 users at full capacity.
This includes capacity for at least 250 trunk lines and 800 telephones or endpoint
devices. List these capacities of the proposed system.
2. Endpoint Device Configuration Flexibility
The proposed system must be able to configure at its full capacity whether using IP
desk telephones, analog telephones, wireless endpoints, or any combination of each.
List the maximum capacities using each of these type devices.
3. North American Transmission Standards
The proposed system must have complete compliance with the North American
Numbering Plan standards. Describe the attributes of the proposed system as it relates
to this.
4.
5.
Multiple FCC Registration
The proposed system must be FCC registered. Our organization uses various types of
trunk services so the business telephone system must be capable of being classified or
tariffed as a Key system, Hybrid system, or PBX system as defined by the FCC. List
the types of FCC registration available with the proposed system.
6.
7.
Hearing Aid Compatible
All proposed telephone equipment must comply with rules adopted by the Federal
Communications Commission that specify all telephones in workplaces of 20
employees or more must be hearing aid compatible. Describe the attributes of the
proposed system and telephone sets as it relates to this.
8.
9.
Manufacturer's Support
All hardware and software must be the current offering provided by the manufacturer,
and that which receives the highest level of support available from the manufacturer.
State whether the proposed system is the latest available version of both hardware and
software and if not, explain what is being proposed and why.
10. Mean Time Between Failure
11. What are the manufacturer's stated "Mean Time Between Failure" statistics for the
business telephone system and telephone sets being proposed? Explain the
methodology for how these statistics are calculated. Explain any design factors that
promote product reliability.
C. System Architecture
1.
Scalability and Expansion
The proposed system must be expandable in design, with little or no loss of original
equipment utility resulting from physical or software expansion. Physical capacity
must be expandable by the simple addition of equipment or software without losing
the original investment. Describe the attributes of the proposed system as it relates to
scalable design and expansion.
2.
Single or Multiple Site Configuration
The proposed system must be able to function as one integrated system in either
single or multiple site distributed configurations. Describe how the proposed system
works in this regard.
3.
Rack Mounting Options
The proposed system must have a cabinet design that accommodates mounting in a
standard 19” rack. Describe the attributes of the proposed system as it relates to
cabinet mounting options.
4.
Server Requirements
As part of our server consolidation efforts to ease maintenance and control, our IT
department seeks to keep the number of servers required to support voice applications
to a minimum. Describe the number and type of servers required to support the
proposed system.
D. System Power
1.
Power Consumption
What AC voltage is required to run the system? What amp circuit is required? Does it
require a dedicated circuit? Provide the estimated maximum power consumption of
the telephone system.
2.
Power Surge Protection
Are there any special surge protection requirements of the system beyond normal
devices typically used with servers?
3.
System Battery Backup or UPS
Describe the type battery backup or uninterruptible power supply (UPS) you
recommend to power the proposed system for 2 hours at peak traffic load during an
AC power outage. What equipment is required? Does the system immediately switch
over from AC to battery or UPS power, or does the system have to be restarted? What
occurs to the calls in progress during a loss of AC power? How long will the battery
or UPS hold the system up before a complete shutdown occurs?
4.
Grounding
Discuss what grounding alternatives are available to protect the proposed system
from "ground loops," "pickup noise," and excessive "ground current." Are secondary
protectors required?
E. System Administration
1.
Maintenance Administration
Describe how maintenance administration is accomplished by the service technicians,
system administrator, and individual telephone users. Can live system programming
be done? Can both programming and troubleshooting be performed remotely?
Describe the programming interface for the proposed system and what attributes
make it user-friendly.
2.
System Fault Finding and Diagnostics
Describe the system’s diagnostic capabilities. Can system faults be detected, alerted,
logged, and traced? How are fault alarms alerted and to whom?
3.
Traffic Measurement and Reporting
Describe the system’s traffic measurement and reporting capabilities. What additional
hardware or software, if any, is required to support these capabilities?
F. System Interfaces
1.
Analog CO Line/Trunk Interface
Can the proposed system support both ground start and loop start analog lines? Can
both be supported from the same gateway interface? Describe what equipment is
required.
2.
Digital Trunk T1 Interface
Can the proposed system support T1 interface? How many T1 interfaces and trunks
will the system support in relation to the maximum trunk capacity?
3.
Digital Trunk ISDN Primary Rate Interface (PRI)
Can the proposed system support ISDN Primary Rate Interface? How many PRI
interfaces and trunks will the system support in relation to the maximum trunk
capacity?
4.
DID Interface
Does the proposed system support Direct Inward Dialing? How does it work? Are
DID trunks available on an analog interface as well as the proposed system's digital
T1 or PRI interface? What additional system equipment is required?
5.
SIP Trunk Interface
Can the proposed system support SIP trunk connection? What additional system
equipment is required to support SIP trunks?
6.
SIP Telephone Interface
Does the proposed system support SIP telephones? Do SIP telephones provide the
same feature set as proprietary telephones proposed? What additional system
equipment is required to support SIP telephones?
7.
Analog Telephone Interface
Does the proposed system support analog telephones? Do analog telephones provide
the same feature set as proprietary telephones proposed? What additional system
equipment is required to support analog telephones?
G. Unified Communications (UC)
Unified communications helps improve business efficiency by imbedding
communications capabilities within commonly used business applications. Describe the
UC applications available with the proposed telephone system and any additional
hardware or software required to support them.
H. Computer Telephony Integration (CTI)
Both desktop CTI applications and system-wide CTI applications must be supported on
the proposed telephone system. Desktop CTI would typically be applications running on
individual PCs. System-wide CTI applications would typically be applications running
on a PC server connected to the telephone system, that all user PCs access through the
LAN.
1.
Desktop CTI
Describe desktop Computer Telephony Integration (CTI) capabilities available with
the proposed telephone system. Elaborate on the hardware interfaces and software
necessary to run a computer application with the proposed telephone system. Indicate
what PC based software the proposed system presently supports.
2.
System-wide CTI
Describe system-wide CTI capabilities available with the proposed telephone
system. Describe any additional software or hardware required to support these
capabilities. Is a software developer’s kit available for third party custom
development?
I. Voice Over Internet Protocol (VoIP)
In addition to SIP Trunks discussed in the “System Interfaces” section, the proposed
business telephone system must support remote user applications that support employees
working off-site or at home with the same feature/function capabilities as if they were
locally connected extensions in the telephone system.
1.
IP Telephone Local Users
Describe how local IP telephones are connected to the Local Area Network (LAN)
and the proposed telephone system. Describe the additional hardware/software
options required to support these locally connected IP telephones.
2.
IP Telephone Remote Users
Describe how remote IP telephones are connected to the Wide Area Network (WAN)
and the proposed telephone system. Describe the additional hardware/software
options, if any, required to support these remotely connected IP telephones.
3.
Remote User Setup
Can a remote user install and setup their own IP telephone? What does a remote
user need to do to make their IP telephone work?
Virtual Private Network (VPN)
4.
Is a VPN required to support remote IP telephone communication via the private
IP network or the Internet? What is gained or lost by using a VPN? What VPN
router is recommended or required?
5.
Network Address Translation (NAT)
Does the proposed system support NAT for remote IP telephone communication
via the private IP network or the Internet? What are the
advantages/disadvantages of NAT vs VPN?
6.
Virtual Local Area Network (VLAN)
Does the proposed system support 802.1Q Virtual Local Area Network (VLAN)
capabilities? How is VLAN used in the proposed system?
7.
IP Protocols Supported
Which IP protocols does the proposed system use with its IP telephones
(MEGACO, MGCP, H.323, SIP, etc.)? What are the advantages/disadvantages?
8.
IP Telephone Auto-registration
When either new IP telephones are added to the IP network or existing IP
telephones are relocated, does the proposed telephone system provide autoregistration to automatically assign or move the telephone in system
programming?
9.
Powering IP Telephone Sets over Ethernet LAN
Can IP telephones be powered over Ethernet as an alternative to local AC power
for each individual telephone? What equipment is required?
10. PC Connection to IP Telephones
Can the proposed IP telephones be used as an Ethernet hub/switch for connection
of a PC? How is this connected?
11. Bandwidth Requirements and CODECs
How much bandwidth on the IP network is required for each IP telephone? If
multiple choices, what are the advantages/disadvantages? What CODECs are
supported? Can the proposed system support the use of multiple CODECs
simultaneously? (For example, a call originating and terminating within the same
LAN segment uses G.711, while another call that traverses the WAN uses
G.729a.)
12. Quality of Service (QOS)
Discuss how quality of service is handled in the proposed system. What QOS
protocols/standards does the proposed system support?
13. IP Telephone Survivability
Can the IP telephones fail over to an alternative or backup system if the primary
VoIP system fails? Can all the IP telephones fail over to the backup system? Will
the telephones be able to both make and receive calls from their new location?
Will the trunks be automatically switched to the backup system or does it require
manual intervention by the CO trunk provider? Can the telephones automatically
fail back to the primary system when it becomes operational again? What special
equipment or setup is required to enable survivability?
14. VoIP Network Readiness Assessment
Describe any network readiness assessment required or recommended to make
sure our network will handle the addition of voice traffic over the IP data
network. Do you provide this service? If not, who does?
15. IP Interoperability Standards
Indicate in the chart below the IP interoperability standards supported by the
proposed telephone system.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
Interoperability
Support: Comments or Explanation: (Partial, Future, etc.)
Standard:
Yes/No?
802.11b
802.1d
802.1p
802.1q
802.3
802.3af
CBWFQ
Committed Access Rate
CRTP
DCL
DHCP
DiffServ
DNS
FAX - Group 3
FAX - Group 4
G.711
G.723.1
G.726
G.728
G.729
G.729a
H.225
H.245
H.323
IP Precedence
Ipv6
MEGACO
MGCP
Policy Based Routing
PQWFQ
Q.931
Q.SIG
RED
RSVP
RTCP
RTP
RTSP
SCCP
SIP
40.
41.
42.
43.
44.
45.
46.
47.
48.
49.
SNMP
T.120
T.37
T.38
TAPI
TFTP
TCP/IP
UDP/IP
Weighted Fair Queuing
Weighted RED
J. System Features
1. Account Codes
Describe the use of account codes on a voluntary, forced, and forced & verified basis
for the proposed system. Indicate the maximum number of digits and the minimum
number of digits. Where in the dialing sequence is the code input? Discuss account
codes as they relate to SMDR or call accounting.
2. Contact Center and Automatic Call Distribution (ACD)
Provide a brief overview of Contact Center capabilities. Discuss ACD functional
routing capabilities, historical reporting capabilities, multi-media contact
functionality, and what options are available. Describe any additional equipment or
software required to support these capabilities.
3. Automatic Off-hook Line Selection
Can telephones automatically select a specific line, line group, or directory number
when the handset is lifted or the speaker button is depressed? Is it programmable by
individual telephone?
4. Automatic Station Relocation
Can a telephone be easily relocated within the proposed system by the system
administrator without reprogramming? Specify which features and characteristics are
retained and lost in the move.
5. Automatic Number Identification (ANI)
Does the proposed system support Automatic Number Identification, to display the
caller’s telephone number on the telephone LCD? Will it send the ANI digits to an
attached computer or voicemail system? What type trunks are required for ANI? Can
ANI digits be received simultaneously with Dialed Number Identification Service
(DNIS) called number digits? Does the system capture call history for both
abandoned (unanswered) and answered calls for later viewing or speed dialing? What
additional equipment is required to support these ANI capabilities?
6. Caller ID
Does Caller ID display name, number, or both? Is Caller ID supported on both
analog and digital trunk lines? Is Caller ID supported on IP telephones and analog
telephones? Does the system capture call history for both abandoned (unanswered)
and answered calls for later viewing or speed dialing? If a second call rings while on
the first call, can the Caller ID display the second call information? Describe the
hardware and software requirements, if any, to add Caller ID to the proposed system.
7. Dialed Number Identification Service (DNIS)
Does the proposed system support DNIS? Are DNIS digits passed through the system
as calls are transferred or forwarded? Is DNIS routing sensitive to day/night modes?
Can DNIS route calls outside the system? Can DNIS digits be received
simultaneously with ANI digits? What additional equipment, if any, is required to
support DNIS?
8. Background Music and Music On Hold
What type of music interface is provided or available with the proposed system? Is
additional equipment required? Are there separate interfaces for background music
and music on hold? How many music source interfaces are supported on the
proposed system? Can individual telephones turn on/off background music playing
over telephone set speakers? Can they turn it on/off over external page speakers? Do
they have volume control?
9. Barge-in/Executive Override
Does the proposed telephone have the capability of monitoring another telephone
engaged in a telephone conversation? Is the barge-in tone detected? By both parties?
Describe how barge-in would be controlled by class of service. Can the barge-in tone
be activated or deactivated?
10. Busy Override Tone
Can a telephone that calls a busy telephone, override a busy signal with a tone burst,
indicating a call is waiting?
11. Busy Telephone Transfer Ringing
Can a busy telephone optionally provide ringing to an incoming or transferred call
when the telephone is busy on an existing call? The desire is to use this feature in lieu
of camp-on at some telephones, and the concern is to not send a busy tone and
transfer the call back to the auto attendant or voice mail from which it just came.
12. Call Duration Display
Does the LCD display of the proposed telephone display the amount of time the call
has been in progress? Is it updated on a real-time basis on the display? Can call
duration display be turned on/off while on a call?
13. Call Forward
Describe the call forward options available from the telephone. Include the options of
All Calls, Busy, No Answer, Busy No Answer, Fixed, System-wide default, External,
Follow-me, etc. Can the call forward external destination be changed remotely by the
user? Can call forward be overridden?
14. Call Pickup
Can a telephone pickup calls ringing at other telephones? Can a telephone pickup
calls ringing at other telephones when the telephone number is unknown? How many
telephone pickup groups are available? How many trunk line pickup groups are
available? Is a telephone capable of picking up calls from hold, park, and the paging
system?
15. Call Transfer Options
Can calls be transferred either immediately, without waiting for the destination party
to answer, or after announcing the call to the answering party? Will a transferred call
recall to the transferring telephone if the destination does not answer within a
programmable amount of time?
16. Camp-on
Does the telephone user have the ability to send transferred calls to a busy or idle
telephone? If the recipient's telephone is busy can the telephone user be sent a
ringing tone or camp-on tone? Can the frequency that the camp-on tone is heard be
programmed? Can calls to either idle or busy telephone s recall after a
preprogrammed number of seconds?
17. CO Trunk Line Identification
Can individual trunk lines be assigned an alphanumeric identifier that displays at the
telephone where the call is ringing? How many characters long can the identifier be?
How does work in conjunction with ANI or DNIS display?
18. CO Line/Trunk Groups
How many CO line or trunk groups are supported on the proposed system? How are
they accessed? Can individual line appearances be programmed on buttons on the
telephone for easy trunk line access?
19. Conference
A minimum of 8-party conferencing capabilities must be built into the system, with at
least 6 parties being external. How many internal and external parties can be on a
conference in the proposed system? How many simultaneous conferences can occur?
Can voicemail be included in a conference call to play messages for another party?
Can a conference call be split between two outside callers to speak to them
separately, and switch between them? Is meet-me conference scheduling available? Is
web collaboration an option?
20. Trunk-to-Trunk Connections
Does the proposed system support trunk-to-trunk connections that are left joined from
a conference? How does this work? How many such connections can be
simultaneously supported on the system? Can analog telephones and voicemail/auto
attendant ports also set up trunk-to-trunk conferences?
21. Credit Card Calling
Does the proposed system allow “0+” dialing to bypass toll restriction for credit card
calls? What safeguards are built into the system to help prevent this feature from
being used to circumvent toll restriction?
22. Delayed Ringing
Describe the delayed ring assignments that can be programmed into the system to
enable calls unanswered at a telephone to ring at other telephones at a later time.
23. Direct Inward System Access (DISA)
Indicate whether the proposed system provides DISA. Specify the maximum number
of digits that can be used to password protect DISA. Can the DISA port be turned off
in software?
24. Disconnect Supervision
What type of disconnect supervision does the proposed system provide, if a holding
caller hangs up? What type of calls does it work with? Is it programmable by trunk
line? What additional software or equipment, if any, is required to use this
capability?
25. Distinctive Ringing
Can telephone ringing be different tones for incoming line calls and internal calls.
State the number of different telephone ring settings available with the system. Is the
ring setting programmable by the user or system administrator or both?
26. Do Not Disturb
Discuss the proposed telephones use of Do Not Disturb. How are intercom calls
treated versus external calls from an inbound and outbound perspective? Is there any
additional messaging that can accompany a Do Not Disturb message that intercom
callers might see in their display?
27. Do Not Disturb Override
Can Do Not Disturb be overridden? Does class of service or some other method
determine which telephones have the do-not-disturb override abilities?
28. Door Phones
Does the proposed system interface with door phones? Are the door phones
proprietary or third-party products? How do they interface with the system? Can they
be located anywhere in the network? Describe the features available from the door
phone.
29. Door Lock Control
Does the proposed system interface with electronic door lock devices to provide
remote unlock functions? Can a button be programmed on a telephone to remotely
unlock the door at the press of a single button? What additional system equipment is
required for this capability?
30. DSS Buttons with Busy Lamp Field
Are buttons available on the proposed telephones that give auto dialing to other
telephones within the system? Do DSS buttons have an LED that can indicate
telephone busy/idle status? How many buttons on a telephone can be programmed
for “DSS/BLF”?
31. Enhanced 911 Operation
Does the proposed system support Enhanced 911 operation to provide locator
information to Public Safety 911 Agencies? How does this work? What additional
equipment is required?
32. Flexible Button Assignment
Discuss how features are assigned to programmable buttons on the telephone. Can
most, if not all, features be assigned under feature buttons? Which features, if any,
cannot be assigned under a feature button? Can individual users program their own
feature buttons on their telephone?
33. Feature Sequence Buttons
Does the proposed system allow telephone set buttons to be programmed to perform a
sequence of operation like a “macro key” on a computer? What type of features,
numbers, digit length, etc. can be programmed on these buttons? Are they user
programmable?
34. Flexible Intercom Directory Number Assignments
Can intercom directory numbers be flexibly assigned as any numbers? Discuss how
intercom directory number assignments are made. What are the available digit
lengths? Can the intercom directory number assignment match a DID assignment and
voice mailbox assignment?
35. Flexible Line Ringing Assignments
Can trunk lines be programmed to ring any telephone or group of telephones?
Describe the programming parameters of a line ringing assignment.
36. Hands-free Intercom
Is a telephone user able to answer an intercom call without lifting the handset? Can
each telephone be programmed uniquely to use this feature?
37. Headset Compatible
Are the proposed telephones capable of connecting a headset? What additional
equipment or interface is required?
38. Hold Options
Can a telephone be programmed to either automatically place an existing call on hold
or release the existing call when a button is pressed to answer another incoming call?
Is it programmable by telephone? Can a telephone put a call on exclusive hold so it
can only be picked up by that telephone or another phone using directed call pickup?
Will a holding call recall the telephone after a programmable amount of time?
39. Hot Desk
Can any user use a shared office telephone by signing in with his/her own directory
number and have the telephone take on their specific identity and programming?
Explain how this feature works.
40. LED Indicators
Describe all the different LED indications available from the proposed telephones.
Describe the flash rates and colors used for In Use, Incoming Call, On-Hold,
Camp-On, and Busy Telephone Ringing, etc. conditions.
41. LCD Alphanumeric Messaging
Is the proposed telephone capable of displaying messages on the LCD of another
internal calling telephone? How many messages are available by telephone? Can the
user customize their messages?
42. LCD Feature Prompting
Does the telephone’s LCD provide instructions to the user during feature operation?
Can the user press “soft” keys to make selections during feature operation? Describe
how this procedure works.
43. LCD Integrated Directory Dialing
Does the telephone’s LCD provide an integrated directory dialing capability for
display and speed dialing of names and telephone numbers? Describe how this
procedure works.
44. Least Cost Routing (LCR)
Does the proposed system provide full least cost routing that includes individual route
plans, time schedules, and telephone LCR classes? How many route plans, time
schedules, and telephone LCR classes are available? Describe the internal procedures
that take place in the routing of calls. Does LCR conform to all current North
American Numbering Plan requirements? Does LCR require any additional software
or equipment?
45. Lost Call Treatment
Can calls that are not answered with the usual calling patterns be routed to an
alternate destination for call handling on the proposed system? Is there a timer for
routing calls lost in the system to a specified destination?
46. Message Waiting
Can a message waiting light be set on IP and analog telephones on the proposed
system? How does the user retrieve a message? How many messages can each
telephone store? Can the proposed telephones also display message waiting on the
LCD? If a message waiting light cannot be set on an analog telephone, is stutter dial
tone supported?
47. Microphone Control
Can the proposed telephone’s microphone be turned off/on by the press of a button?
Is a microphone sensitivity control available to compensate for different room noise
levels?
48. Multiple Directory Number Call Coverage
Describe how multiple appearing directory numbers and flexible ringing patterns can
be used for call coverage and group answering applications.
49. Multiple Language Choices
Can the proposed system display telephone LCD information in multiple language
choices? What languages are supported (minimum requirements English and
Spanish)?
50. Networking of Multiple Systems
The proposed telephone system must be capable of networking multiple systems
together to work as one large system. This must include the capability to distribute
voicemail messages between all locations, answer incoming calls for all locations at
the main location, and dial between locations using a coordinated dialing plan.
Describe how these needs will be met with the proposed system.
51. Night Service
Indicate the number of day and night modes available. State the differences between
day and night ringing and answering. Indicate which telephones can place the system
in the night mode and which telephones can answer night calls. Can different trunk
groups be placed into night service at different times? Can night ringing occur over
the paging speakers? Can system switching between day and night modes be
programmed for automatic activation by time of day and day of week?
52. Off-hook Call Announce
Describe how off-hook call announce is initiated to and received from the telephone.
Does the announcement come through the handset or the speaker on the telephone?
How is control provided over the use of off-hook voice announce? Is additional
equipment required to send or receive off-hook call announcements? Can availability
of this feature be programmed by telephone?
53. On-hook Dialing with Hot Dial Pad
Is the telephone user able to dial and monitor an external number before having to lift
the handset? Is this feature available on all proposed telephone models? Do the
proposed telephones have a hot dial pad, meaning that it is not necessary for the
telephone user to press an intercom or outside line button first to begin on-hook
dialing?
54. Paging - Internal
Indicate whether the proposed system offers paging through the telephones. Can the
ability to receive a page be programmed by individual telephone? How many
telephones can simultaneously receive paging? How many internal page zones are
available?
55. Paging - External
State whether the proposed system offers overhead paging through speakers. Can
overhead paging be initiated by each individual user via their telephone? How many
external page zones are available? What additional equipment is required for these
paging capabilities?
56. Park Zones
Does the proposed system offer park orbit zones? How many zones are available
system wide? Do individual telephone user have access to the park zones as well as
the attendant? Can calls be parked at single line telephones as well as IP telephones?
How are calls retrieved from Park?
57. Pooled Line Button Access
Can a group of trunk lines be grouped under a single button? Is there any limit to the
number of lines that can be grouped under a button? How many line groups are
available?
58. Private Trunk Lines
Can the proposed telephones support private lines, so that they only ring and can only
be answered by that telephone?
59. Privacy/Non-Privacy
Can the proposed system be set as either private or non-private? Can CO trunk line
buttons be either private or non-private on an individual telephone basis? Can
privacy/non-privacy be changed at a telephone by pressing a button or dialing a code
on a call-by-call basis? Can certain users be programmed to override privacy?
60. Release/Answer Button
Can a call be disconnected by pressing a Release button? Can it also be programmed
to release the current call and answer the next at the press of one button?
61. Redial Capabilities
Can the proposed telephone store a specified number dialed in memory and offer the
telephone user the opportunity to redial the number by pressing a key? Can the
telephone store the last number dialed in memory and offer the user the opportunity to
redial the number by pressing a key? Does the proposed system afford the user the
ability to automatically redial busy outside telephone numbers at preprogrammed
intervals? Does this auto busy redial feature work through Least Cost Routing?
62. Ringing Line Preference
Can a telephone be programmed to answer the ringing line by simply depressing the
speaker button or lifting the handset? Is it programmable by telephone?
63. Hunting
Describe the different types of hunting available with the proposed system. Can a
telephone be in more than one hunt group simultaneously? How many hunt groups
can be defined within the proposed system? Can calls to busy hunt groups camp on?
64. Station Message Detail Recording (SMDR)
Can the proposed system output SMDR data on all calls made and received to a
printer or call accounting application? What information does the SMDR output
contain? What additional system equipment is required for printer connection or call
accounting interface?
65. Personal Speed Dial
How many speed dial numbers does the proposed system provide per telephone?
How many characters per speed dial bin? Can speed dial bins be logically linked to
one another? How is the telephone speed dial accessed, by code, by button, or by
LCD directory? If an LCD internal directory is available, describe its operation.
66. System Speed Dial
How many system speed dial numbers does the proposed system provide? How many
characters per speed dial bin? Can speed dial bins be logically linked to one another?
How are the system speed dials accessed, by code, by button, or by LCD directory? If
an LCD internal directory is available, describe its operation.
67. Telephone Queuing
Can an internal caller to a busy telephone in the proposed system set queuing to
automatically call when the busy telephone becomes idle? How is this set?
68. Trunk Queuing
Can an internal caller trying to access a busy trunk line or line group set queuing?
How does this work?
69. Toll Restriction
Describe all the toll restriction alternatives available with the proposed system. How
many levels are available? Does the system conform to current North American
Numbering Plan requirements?
70. Toll Restriction Override
Can toll restriction be overridden by entering an authorization code? By speed dial?
By through dialing, in which a non-restriction telephone can connect a toll restricted
telephone?
71. Outgoing Call Restriction
Can selected vs on the proposed system be restricted from making any outgoing
calls? Is flexibly programmable by telephone and by trunk line?
72. Tenant Service
Our organization may in the future wish to share the system with another division in
our building. Does the proposed system support multi-tenant applications in which
each organization can operate their portion of the system as if it were their own
separate system? What functions of the system can be kept separate between tenants?
How many tenants are supported?
73. Volume Control
Are individual telephone volume settings available for the handset, speaker, and
ringing? How does the telephone user adjust these volume settings?
74. Voice or Tone Calling Option
Can the proposed system be programmed for either ringing or voice signaling when
an internal telephone calls another? Can individual telephone users switch between
methods?
K. Attendant Console Features
1. Single-screen Call Processing
The attendant console must be quick and simple to use. This means the operator must
be able to perform all call processing functions without navigating through a series of
menus. Does the proposed attendant console perform all call processing from a single
screen?
2. Answer Button with Priority
Can an answer button be used to automatically answer the next call ringing regardless
of what line or other button it is ringing in on? How does the proposed attendant
console or system determine which call is next if multiple calls are ringing? Is it just
first come first served, or is this programmable by the user to give priority to certain
types of calls? Does this function also apply to recalls or transferred calls?
3. Incoming Call Identification and Selective Answering
Does the proposed attendant console identify the type of call ringing? Can the
operator override the answer button priority to selectively answer a certain call? How
is this accomplished?
4. Answer Prompting by Type of Call
Our operators answer calls differently based upon the type of call or department they
are calling. Can the proposed attendant console display information on the screen to
tell the operator how to answer based upon the number the caller dialed?
5. Call Transfer Operation
The operator needs a fast and efficient method of transferring calls as their primary
function. Describe the methods available for transferring calls with the proposed
attendant console.
6. Attendant Conference Setup
Can the attendant set up a conference call for other telephone users by calling outside
parties and then adding internal telephones to the call? How does this work?
7. Auto Dialing
The operator needs the ability to auto dial both internal telephones and external
telephone numbers. Can the proposed attendant console provide this capability?
Does the console’s dialing directory have a search capability by name, partial name,
or initial?
8. Busy Lamp Field (BLF) Display
Does the proposed attendant console display telephone status to indicate if telephones
are busy on a call or in Do-not-disturb (DND) mode? Does it display the telephone
directory number, name, or both?
9. Call Waiting Count
Our operator sometimes gets overloaded with incoming calls and must request
assistance. How does the proposed attendant console tell the operator how many calls
are waiting to be answered? Screen display? Audible alarm?
10. Color CRT Display
Attendant applications must use color to distinguish different functions, display areas,
status, etc., making them easier to use. Does the proposed attendant console provide
a color display to accomplish this?
11. Dial “0” For Attendant
Our telephone users want to just dial “0” to reach the operator. This is easier than
looking up the telephone number, especially when transferring calls to the operator.
Does the proposed attendant console provide 0 dialing for the operator? What if there
are more than one attendant console?
12. Dial Outside Number For Telephone User
Can the operator of the proposed attendant console dial an outside telephone number
for a telephone user? How does this work?
13. Direct Station Selection (DSS)
Can the proposed attendant console call a telephone directory number simply by
pressing a DSS button? Can these DSS buttons be used to transfer calls to these
telephones? How does this work?
14. Directory Display and Dialing
Does the proposed attendant console display a directory of telephone users? Can the
directory display names, numbers, or both? Can the directory display be used for
DSS calling and call transferring as well as display BLF status? How does this work?
15. DTMF Signaling From Dial Pad
The operator needs to be able to interact with outside devices via DTMF signaling.
Can DTMF tones be generated from the keyboard of the proposed attendant console?
16. Emergency Calls
Telephone users need a way to get through to the operator immediately even if the
operator is busy on an existing call. Does the proposed attendant console provide a
way for telephone users to place emergency calls to the operator? How is the operator
notified that the call is an emergency call?
17. Emergency Page
Can the proposed attendant console provide a fast and efficient method to page all
telephones and/or over external paging speakers? How is this done?
18. Feature On-Line Help
Does the proposed attendant console provide on-line user instructions and help
information? How is it accessed?
19. Headset Operation
Can a headset be plugged into the proposed attendant console? Does it require any
additional or optional interfaces?
20. Hold Button and Display Functions
When the operator puts calls on hold on the proposed attendant console, how are
holding calls displayed? Can one be distinguished from another to know who they
are holding for? Is a timer available to show how long they have been holding? Will
held calls recall and ring after they have been on hold for a programmable amount of
time?
21. Incoming Attendant Call Statistics
Can the proposed attendant console or system collect statistics on incoming calls to
the operator? What statistics are collected and for what period of time?
22. Maintenance & Administration From Console
Can routine maintenance and administration functions be performed from the
proposed attendant console? What functions can be performed?
23. Message Center
Does the proposed attendant console provide a message database in which the
operator can enter typed messages for other telephones users? How does the operator
notify telephone users that they have a message? Can messages be displayed onscreen or printed on demand?
24. Multiple Console Operation and Load Sharing
How many attendant consoles can be in simultaneous operation on the proposed
system? If more than one console is in operation, how are incoming calls distributed
between them?
25. Multi-tasking
Is the proposed attendant console a dedicated workstation, or can it also be used for
administration and other purposes? What other functions can the console be used
for? If the attendant console is a PC-based platform, can other applications run
simultaneously in a Windows environment? How will this affect the performance of
the attendant console application?
26. Overflow
Can the proposed attendant console re-route ringing calls to another destination if
they have not been answered within a designated amount of time? Is the amount of
time programmable?
27. Override
The operator often needs to reach telephone users even if they are busy on a call or in
Do Not Disturb (DND) mode. Does the proposed attendant console enable the
operator to override DND or busy status when calling a telephone?
28. Position Busy Mode
When the operator takes a break or is away from the console, how is it placed into an
unattended mode? Where do the calls ring during this unattended mode?
29. Split Button
Can the proposed attendant console split the source and destination parties from each
other on a conference call? How does this work?
30. Through Dialing
Some telephones are toll restricted and cannot call long distance unless they go
through the operator. Does the proposed console enable the operator to extend
otherwise denied trunk line access to telephone users? Can this be done on a
selective or call-by-call basis?
31. Transfer Direct to Voice Mail
If the operator knows the requested telephone user is not available, they need to
transfer the call directly to the requested party’s mailbox rather than to the telephone
because it may not be properly forwarded to voice mail. Does the proposed attendant
console have the ability to transfer the call directly to an individual mailbox? How
does this work?
32. Volume Control
Does the proposed attendant console provide independent controls for
handset/headset volume and ringing volume? Can the volume be increase while
active on a call?
L. Telephone/Endpoint Equipment
1. Telephones, consoles, and accessories
List the different type IP and analog telephones available with the proposed system.
Identify which telephones offer a speakerphone capability and which telephones offer
a display. Include DSS consoles and other accessories that can be used in conjunction
with these telephones. Also describe attendant consoles available for answer position
use with the proposed system.
2. IP Softphone
Is a softphone version of the IP telephone available for operation on computers
and smart phones? What functionality does it provide compared to a desktop IP
telephone? What is required for connection and use of the softphone locally or
remotely?
3. Wireless telephone equipment
Describe wireless telephone equipment that can be used with the proposed system.
4. Fixed Mobile Convergence (FMC)
Describe the FMC application available with the proposed system. FMC is presumed
to enable the user of smart cellular telephones to use these devices as PBX extensions
both locally via the wireless LAN and remotely via a cellular network, and have the
ability to handoff between the WLAN and cellular networks during an active call.
M. Telephone System Feature Summary Chart
The chart that follows summarizes feature availability of the IP business telephone system. Answer
with a check mark signifying feature availability as Standard (Std), Optional (Opt.), or Not Available
(N/A). The column to the far right is provided for comments if needed.
System Features:
Account Codes - Voluntary
Account Codes - Forced
Account Codes – Verified
Standard Optional
Not
Available
Comments:
Automatic Call Distribution (ACD)
ACD Multiple Group Agent Login
ACD Priority Queuing
ACD Skills-based Routing
Automatic Number Identification (ANI)
Automatic Off-hook Line Selection
Automatic Recall (Hold, Transfer)
Automatic Station Relocation
Background Music Interface
Backgr. Music/MOH Separate Interfaces
Background Music Through Telephones
Battery Backup - System
Battery Backup - Memory
Barge-in Override
Busy Override Tone
Busy Station Transfer/Ringing
Call Duration Display
Call Forward - All Calls
Call Forward - Busy
Call Forward - No Answer
Call Forward - Busy/No Answer
Call Forward - Fixed
Call Forward - External & Remote Change
Call Forward - System-wide Default
Call Forward Override
Call Pickup - Directed Telephone
Call Pickup - Telephone Group
Call Pickup - Ringing CO Trunk Line
Call Pickup - Ringing CO Trunk Group
Call Pickup - Holding/Parked
Call Transfer Immediate
Call Transfer with Announcement
Call Transfer with Camp-on
Call Transfer Recall
Call Record to Voice Mail
Call Waiting with Camp-On Tone
Caller ID
Caller ID History
Centrex/PBX Feature Buttons
Centrex Ringing Repeat
Class of Service - Telephone
Class of Service - Traveling
CO Trunk Line Identification
CO Line/Trunk Groups
CTI Desktop TAPI Support
CTI System-wide CSTA Link
Conference
Conference Split
Continuous DTMF Signal Tone
Credit Card Calling ("0+" Dialing)
Delayed Ringing
Dialed Number ID Service (DNIS)
Direct Inward Dialing (DID)
Direct Inward System Access (DISA)
Disconnect Supervision
Distinctive CO/Intercom Ringing
Distinctive Telephone Ringing
Do Not Disturb
Do Not Disturb Override
Door Lock Control
Door Phone Interface
DSS/BLF Buttons
DTMF and Dial Pulse Compatible
DTMF Continuous Tone
Enhanced 911 Operation
Feature Sequence Buttons
Flexible Button Assignment by User
Flexible Extension Numbering
Flexible Line Ringing Assignment
Hands-free Answerback on Intercom
Handset Volume Control
Headset Compatible
Hearing Aid Compatible
Hold - Automatic
Hold - Exclusive
Hold - Recall
Hot Desk
Instant Messaging
Least Cost Routing
Live System Programming
LED Two-Color Indicators
LED Flash Rates By Condition
LED Line in Use (I-Use) Indication
LED Line on Hold (I-Hold) Indication
LCD Alphanumeric System Messages
LCD Alphanumeric Personal Messages
LCD Absence Messaging
LCD Busy Telephone Messaging
LCD Feature Prompting with Soft Keys
Message Waiting – IP Telephones
Message Waiting – Analog Telephones
Message Stutter Dial Tone –Analog phones
Microphone Control Button
Microphone Sensitivity Control
Modular Expansion System Design
Multiple Directory Numbers
Multi-language LCD Display
Multiple FCC Registration (KF,MF,PF)
Networking of Multiple Systems
Network Coordinated Numbering
Network Centralized Attendant Service
Network Centralized Voice Mail
Network Centralized Network SMDR
Network Distributed Network SMDR
Night Service Scheduled Auto Activation
Night Ringing Call Pickup
Night Ring Over External Page
Night Ring Over External Page Zones
Non-blocking Architecture & Dialing
Off-Hook Call Announce
On-hook Dialing with Hot Dialpad
Outgoing Call Restriction
Paging - Internal Telephone Speakers
Paging - Internal Telephone Groups
Paging - External Interface
Paging - External Zones
Park Zones
Personal Admin for Individual Users
Pooled Line Keys
Power Failure Transfer
Presence
Privacy/Non Privacy Option
Privacy Button
Privacy Release Button
Private CO Trunk Lines
PC Programming & Upload/Download
Redial - Last Number Dialed
Redial - Automatic Busy Redial
Release Key
Release/Answer Key
Remote Maintenance/Administration
Ringing Line Preference
Speakerphone
Speed Dial Buttons
Speed Dial Directory Dialing on LCD
Station Hunting - Voice Calls
Station Hunting - Data Calls
Station Message Detail Recording (SMDR)
Station Queuing
Station Speed Dialing
System Speed Dialing
System Fault Finding & Diagnostics
System Alarms
Telephone Set Upward Compatibility
Tenant Service
Through Dialing
Toll Restriction
Toll Restriction Override Codes
Toll Restriction Speed Dial Override
Traffic Measurement & Reporting
Trunk Queuing
Trunk-to-Trunk Connections
Trunk types:
- Analog Loop-start
- Analog Ground-start
- Analog DID
- Primary Rate Interface (PRI)
- T1 Interface
- SIP Trunks
Uniform Call Distribution (UCD)
Voice Mail Conference
Voice Mail LCD Feature Display/Prompts
Voice or Tone Calling Options
Volume Control - Handset
Volume Control - Ringing
Volume Control - Speaker
Wireless Fixed Mobile Convergence (FMC
Attendant Console Features:
Answer Button with Priority
Answer Prompting by Type of Call
Attendant Conference Setup
Auto Dialing - Internal Telephones
Auto Dialing - Outgoing Speed Dial
Busy Lamp Field Display
Call Transfer
Call Waiting Count Display
Caller ID/ANI Display
Color CRT Display
Dial “0” For Attendant
Dial Outside Number for Telephone User
Direct Station Selection
Directory Display and Dialing
DTMF Tone Signaling from Dialpad
Emergency Call
Emergency Page
Feature Help On-line
Headset Compatible
Hold Button and Display
Hold Timer Display
Hold/Park and Page Combined
Incoming Call Identification
Incoming Attendant Call Statistics
Multiple Console Operation & Load Share
Keyboard or Mouse Operation
Maint./Admin. from Attendant Console
Message Center
Message Waiting
Multi-tasking
Night Transfer
Overflow
Override
Position Busy Mode
Release Button
Split Button
Selective Answering by Call Type
System Speed Dial Access
Through Dialing
Transfer Direct to Voice Mail Box
Volume Control
VI.
Voicemail/Unified Messaging Product Requirements
This section presents questions regarding the voicemail and unified messaging requirements of
Uvalde County. Refer to configuration requirements in Section VII. The pricing should be
presented in Section VIII.
A. General Requirements
1. System Environmental Requirements
The voicemail/unified messaging capabilities must reside within the telephone system
platform and not require any additional equipment or additional environmental
requirements beyond that of the proposed telephone system. Describe what is
required to support the voicemail/unified messaging capabilities, and additional
environmental requirements, if any, for operating temperatures, relative humidity,
power considerations, grounding requirements, etc.
2. System Registration
The proposed system must be both UL approved and FCC registered.
B. System Requirements
1. System Expansion
The proposed voicemail/unified messaging must be expandable for future growth.
Describe the expansion capabilities by ports, mailboxes, disk storage, etc.
2. System Capacities
The proposed system must be able to accommodate the minimum capacities shown
below. Please indicate maximum capacities of the proposed system:
Capacity Criteria
Number of voicemail ports
Number of mailboxes
Length of message
Amount of message storage
Minimum Capacity
Maximum Capacity
Match # of phones
1:00
40 per mailbox
+1 for each location
45:00
100
C. System Administration
1. Security Features
Describe the security features of the voicemail/unified messaging system.
 Minimum/maximum password length? Who controls the length?

Can they be viewed by the system administrator?

Can passwords be reset? By whom?

Can they be locked after a certain number of invalid attempts?

What notification is provided when a mailbox is locked out due to excessive
repeated invalid attempts?

Can the number of dial-out digits be controlled to help prevent toll fraud?
2. Mailbox Options
Describe the mailbox options of the proposed voicemail/unified messaging system.
 Minimum/maximum greeting length?

Are mailbox users allowed to send messages to mailbox groups?

Are mailbox users allowed to receive reminder/wake-up calls?

Can each mailbox be set to determine the order of message playback (newest first,
oldest first, etc.)? Can each type of message have its own playback preference
(new, saved, etc.)?

Can each mailbox be limited to a maximum number of messages to avoid
excessive storage?
3. Internal Maintenance
Can the system be set to automatically purge messages on a system wide basis after a
designated amount of time? What is the range of time that can be set? Can the
system automatically selectively purge different types of messages (heard, unheard,
saved, fax etc.)?
4. System Backup
Describe system backup procedures available with the proposed voicemail system.
The proposed system must provide an auto backup capability to automatically save
the database on a scheduled basis.
5. Remote Administration
Describe the remote administration capabilities of the proposed system. What
monitoring capabilities are provided?
6. Reports
Discuss your system's ability to provide reports. Discuss what reports could be used
for securing the voice mail system and providing management information. Can
reports be stored, printed on demand, and emailed?
7. Customization Tools
Does the proposed system provide customization capabilities to create feature
customization and additional applications? Please describe these capabilities and give
some examples how these tools can be used.
D. Features
1. Audiotext (Information Only Mailboxes)
Does the proposed system have mailboxes designed only to dispense information
without the option for the caller to reply to the message? Will the system
automatically disconnect the caller after the information has been delivered? Could
the caller be transferred to another mailbox/extension at the conclusion of the
message? How many mailboxes can be created to dispense information? Is the
message length programmable?
2. Automated Attendant
The voice mail system is required to have automated attendant as part of its platform.
Will the automated attendant offer supervised and unsupervised transfers, which
could be automatically changed by time of day, day of week, and holidays? If a caller,
using the automated attendant, finds they are going into voice mail, what must they
do to call another extension or return to the operator?
3. Broadcast Messages
Does the system administrator have the ability to create and deliver system wide
messages? Does the individual subscriber have that same capability? Can that be
controlled through class of service?
4. Called Identification
Does the proposed system offer the capability of announcing the called party prior to
connecting a call?
5. Call Screening
Describe the call screening capabilities of the proposed system.
6. Directory
Indicate whether the proposed system offers a directory of all extension/mailboxes
within the system? How and when can the directory be accessed? How are the
names logged into the directory? Describe the procedure undertaken by the system to
look for a match.
7. Distribution Lists
Indicate whether the proposed system offers group distribution lists. How many
system-wide lists can be created? How many group distribution lists can be created
by an individual subscriber from their mailbox? Is there any limit to the number of
mailboxes that can be included in either distribution list? Can a mailbox be in any
number of different group distribution lists both personal and system wide?
8. Do Not Disturb
Does the proposed system provide do-not-disturb feature capabilities? Describe.
9. Forwarding Messages
Does the proposed system enable the user to forward a message with or without
comments to another user or group of users? Can the message be re-forwarded by
other users upon their receipt? Will all the introductory remarks attached to the
message be retained?
10. Follow-me Call Routing
Can the proposed system forward a call to another extension or an external telephone
number before the call is unanswered and transferred to voicemail?
11. Caller ID Routing
Can calls be routed, based on caller ID information? Is the routing flexible by
department and/or individual mailbox?
12. Greetings
How many different greetings are available per mailbox with the proposed voice
mail? Can the greetings be affected by time of day, day of week, holiday, and change
automatically?
13. Guest Mailboxes
Describe the use of guest mailboxes on the proposed system. Is there a limit to the
number of guest mailboxes the system can have? What functionality does the
subscriber of the guest mailbox have? Can the system administrator control
subscriber's use of guest mailboxes?
14. LCD Feature Prompting with Soft Key Operation
Does the proposed system support LCD feature prompting display of voice mail
features? Is soft key functionality provided to facilitate easy operating of these visual
control features? Does LCD operating replace or supplement voice prompts?
15. Future Delivery Options
Does the proposed system offer the delivery of messages at a preprogrammed time in
the future? Can the message be canceled? Is there confirmation back to the sender of
the message that the message was sent and received?
16. Message Type
Will the proposed system offer the user the ability to differentiate between regular,
urgent, private, fax, etc.? Indicate how many different options and priorities of
messages a subscriber might receive.
17. Private Messages
Will the proposed system offer the party leaving the message the option to mark it
private, so it cannot be forwarded to other users?
18. Return Receipt Request
Will the proposed system offer the party leaving the message the option request
receipt confirmation so they know the recipient listened to the message?
19. Message Playback Order
Are saved messages separated from new messages enabling the subscriber to not be
burdened by listening to both? Will urgent messages be sent to the head of the
message queue to ensure expeditious treatment by the subscriber?
20. Message Playback Controls
Can the user skip messages, pause during messages, speed up or down during
messages? Can the user fast forward a predetermined number of seconds ahead or
behind? Can the user replay or cancel the review of messages? Can the volume of the
message be adjusted during review? Can the user adjust the speed of playback to
decrease listening time?
21. Volume Control
Can mailbox users increase/decrease volume while listening to messages?
22. Message Purging
Describe the system’s procedure for purging messages. When does purging occur?
23. Message Undelete
Can deleted messages be retrieved? How long after deletion are they accessible? How
does this function work??
24. Recall/Delete Sent Message
Can the proposed system recall and delete messages sent but not yet listened to by the
recipient?
25. Message Reply
Will the proposed system enable the user to reply to a message sent within the system
by simply depressing a single digit, thus eliminating the need to input the message
originator's mailbox number? Does the message have all the same delivery options
that a newly created message has, i.e., urgent and confidential?
26. Callback
Does the proposed system enable callback of the person who left a message in the
user’s mailbox? Does this work for both internal and external callers? What callback
options are available?
27. Message Date and Time
Does the proposed voice processing system play the time and date of messages?
28. Message Length Control
Can the system administrator control the length of incoming messages in an effort to
manage hard disk space usage?
29. Message Notification
Describe the proposed system’s message notification capabilities. Can the destination
of message notifications be controlled by time of day and day of week?
30. Message Retrieval Control
What order are messages played when retrieving messages from a user mailbox? Can
this be changed?
31. Message Waiting Indication
Does the proposed system activate a message waiting light on the mailbox user’s
telephone? Does the LCD display the number of new messages in their mailbox? Is
there a delay or is the message delivered immediately?
32. Networking (AMIS)
Describe the networking capabilities of the proposed voice processing system to link
multiple voicemail systems. Does it use the AMIS or VPIM networking methods? If
not, what?
33. Receiving Messages/Message Review
Will the proposed system notify the mailbox user of the total number of messages to
be heard upon the request for the password? How will the system treat messages that
have been listened to but not acted upon?
34. Recording Telephone Calls in Voicemail box
Can the proposed system record telephone calls in voicemail and store them as
messages in a voice mailbox? Does the user have start/stop controls? Can the
recorded calls be listened to and processed as any other voice message? Does the
record feature also work on conference calls?
35. Transfer Direct to Voice Mailbox
Can the proposed system transfer callers directly to a voice mailbox without waiting
for the call to ring their telephone and then forward to their mailbox?
36. Single Digit Menus
Is there the capability of single digit dialing to specified groups or departments? Can
multiple menu layers be accessed by single digit selections? How many menu layers
are offered?
37. Reminder and Wake-up Calls
Does the proposed system enable mailbox users to set reminder or wake-up calls?
Can they ring either locally connected telephones or outside telephone numbers? Can
they be either one-time or re-occurring at the user’s option?
E. Interactive Voice Response (IVR)
1. Describe the IVR capabilities of the proposed voicemail/unified messaging system.
2. What additional hardware or software is required to support IVR? Does the IVR
application run on the same hardware platform as the voicemail and unified
messaging applications? Can all of these applications run concurrent on the same
hardware platform?
3. Does the proposed system provide a programming capability through which custom
voice prompt and response entries can be created?
4. Can programmed IVR responses be combined with variable responses? For example,
“Your order for 6 items will be shipped on October 5”. The number 6 and the date
are provided by the database, while the phrases “your order for” and “items will be
shipped on” would be recordings that the system administrator makes.
5. Do you provide complete custom IVR application development services? What is
provided and how does the program work?
F. Unified Messaging
1. Describe the unified messaging capabilities of the proposed voicemail system.
2. Does unified messaging run on the same hardware platform as the voicemail and
other applications? Can all of these applications run concurrent on the same
hardware platform?
3. Does unified messaging on the proposed voicemail system support IMAP4
Synchronization?
4. Does unified messaging on the proposed voice processing system support other
email servers in addition to Outlook?
G. Facsimile Services
1. Describe the fax capabilities of the proposed voicemail/unified messaging system.
Does it include Fax on Demand?
2. What additional software or hardware equipment is required to support these fax
capabilities? Does the fax application run on the same hardware platform as the IVR,
voicemail and unified messaging applications? Can all of these applications run
concurrent on the same hardware platform?
3. Does the proposed system offer Fax Tone Detection capabilities to automatically
route fax calls to the fax machine?
H. Feature Summary Chart
The chart that follows summarizes feature availability of the voice processing system. Answer with a
check mark signifying feature availability as Standard (Std), Optional (Opt.), or Not Available
(N/A). The column to the far right is provided for comments if needed.
Voice Processing System Features:
Audiotext
Automated Attendant
Broadcast Messages
Busy Greetings
Callback
Called Identification
Call Screening
Caller ID Call Routing
Directory
Distribution Lists
Do Not Disturb
Follow-me Call Routing
Forwarding Messages
Future Delivery
Guest Mailboxes
LCD Feature Prompting with Soft Keys
Message Type
Message Notification
Message Waiting Indication
Message Date & Time by Request
Message Date & Time
Message Forwarding
Message Length Control
Message Playback Controls
Message Playback Order
Standard Optional
Not
Available
Comments:
Message Purging
Message Reply
Message Retrieval Control
Private Messages
Networking (AMIS)
Receiving Messages/Message Review
Recall/Delete Sent Message
Record to Voice Mailbox
Return Receipt Request
Reminder and Wake-up Calls
Single-Digit Menus
Transfer Direct to Voice Mailbox
Volume Control
VII.
System Requirements
A. Required Capacities of Proposed VoIP Business Telephony System
The following are the stated capacities of the system to be installed for Uvalde County.
IP BUSINESS TELEPHONY SYSTEM NEEDS
UVALDE COUNTY - PHONE/LINES by DEPARTMENT
Department
County Judge
Total
4
County Clerk
7
County Clerk Compliance
County Treasurer
1
5
Tax Assessor/Collector
6
Justice of the Peace, #1
2
District Clerk's Office
7
District Clerk Compliance
District Judge's Office
1
4
District Attorney's Office
5
Justice of the Peace, Pct. #4
2
Elections Administrator
Auditor's Office
2
5
Assoc. Judge's Office
3
Justice of the Peace, Pct. #2
2
Phone Number
Location
Main: (830) 278-3216
1st Floor County Judge
Fax:(830) 278-8703
RO#: (830) 278-4021
Main: (830) 591-9223
Main: (830) 278-6614
Fax: (830) 278-8692
RO#: (830) 278-4982
Main: (830) 278-6614
Main: (830) 278-5821
Fax (830) 278-8809
Main: (830) 278-3225
Fax: (830) 486-0062
RO#: (830) 278-8791
Main: (830) 278-3921
Fax (830) 278-6662
Main: (830) 278-3918
Fax (830) 591-1344
Main: (830) 278-3918
Main: (830) 278-3913
Fax (830) 278-7502
RO#: (830) 278-3533
Main: (830) 278-2916
Fax: (830) 278-4731
RO#: (830) 278-2934
RO#: (830) 591-2724
Main: (830) 278-3904
Fax (830) 278-8750
To be determined
Main: (830) 591-0181
Fax (830) 278-9506
Main: (830) 278-8167
Fax (830) 278-3017
1line-->
Main: (830) 988-2462
Fax (830) 988-3182
1st Floor County Judge
1st Floor Court Coordinator
1st Floor Court Coordinator
1st Floor County Clerk
1st Floor County Clerk
1st Floor County Clerk
1st Floor County Clerk
1st Floor Treasurer
1st Floor Treasurer
1st Floor TA/C
1st Floor TA/C
1st Floor TA/C
2nd Floor JP #1
2nd Floor JP #1
2nd Floor District Clerk
2nd Floor District Clerk
2nd Floor DC Compliance
2nd Floor District Judge
2nd Floor District Judge
2nd Floor District Judge
2nd Floor District Attorney
2nd Floor District Attorney
2nd Floor District Attorney
2nd Floor District Attorney
3rd Floor JP #4
3rd Floor JP #4
3rd Floor TABC Office
3rd Floor Auditor
3rd Floor Auditor
3rd Floor Assoc .Judge
3rd Floor Assoc. Judge
Portable
Offsite-111N. Front Ave W-Sabinal, Texas
Offsite-111N. Front Ave W-Sabinal, Texas
Justice of the Peace, Pct. #3
2
Nutrition Center
Road Department
1
3
Courthouse Elevator Line
Out dial Lines
*Adult Probation
17
Using existing phones
Courthouse Total
Offsite Offices
Total # of new Phones
Main:(830) 966-3445
Fax (830) 966-3445
Main: (830) 278-8868
Main: (830) 278-9213
Fax (830) 591-0214
Main: (830) 591-1023
Out dial: (830) 278-4666
Out dial: (830) 278-6615
Out dial:(830) 278-6662
Out dial: (830) 278-1482
Out dial: (830) 278-2376
Out dial: (830) 278-9563
Offsite-343 Main St.-Utopia, Texas
Offsite-343 Main St.-Utopia, Texas
Offsite-420 W. Nopal Uvalde
Offsite-2967 US-83 North Uvalde
Offsite-2967 ·US-83 North Uvalde
Courthouse Elevator
Uvalde Courthouse
Uvalde Courthouse
Uvalde Courthouse
Uvalde Courthouse
Uvalde Courthouse
Uvalde Courthouse
(830) 278-6671
(830) 278-1122
(830) 278-3157
(830) 278-4814
(830) 278-6672
(830) 278-6673
(830) 278-9333
(830) 278-9335
54
25
62
OTHER REQUIREMENTS

Message waiting lamps on all telephones

System administration hardware and software

Hardware and software for modem pooling

ACD software and hardware. Include capability for reporting

LCR software

Battery backup, 2 hours minimum.

SIP Trunk Interface

Fax to Email capability

Integration/Utilization of existing phones to best reduce costs for the County

Show proof of understanding of County’s Network
VIII.
Pricing
A. Equipment & Installation
Provide a full equipment and software listing with component pricing. If applicable, attach a copy of
an Auto-Quote. Break out pre-cutover and post-cutover pricing. Break out installation costs as
required; list trip charges if applicable.
Costs to include:







System equipment & installation with integration with existing digital system in place,
o to include network changes required for this implementation
5-year hardware warranty & software support
Porting of existing phone numbers to new provider (POTS to SIP)
Cost to provide 5-year maintenance & service
Cost details for moves and changes for 5 years
Cost to provide ongoing design changes
o to include the telephony system and network systems affected
Cost of additional equipment by line item & licensing; after installation
o Note: hardware pricing & labor must be guaranteed for 5 years
B. Training
End user and administrator training will be required. Final pricing should include pre- and postcutover training costs for a period of 5 years.
C. Leasing
Provide leasing costs (with factors) for 3, 5, and 7 year terms. Do not include maintenance costs.
Please provide both $1 buy-out and Fair Market Value options.
IX.
Installation Service and Maintenance
A.
Explain in detail the installation and warranty coverage, and time period of
the warranty.

Standard warranty

Extended warranty options
B.
After the warranty period, what does your company offer in regards to
service arrangements.
C.
What are your standard maintenance hours? What are your optional plans,
if any? Cost?
D.
Does cabling provided under a separate contract (through your company or
another) effect maintenance or warranty plans and costs? If so, how?
E.
Break down service costs as follows:

Per call basis (Service Call without Maintenance Agreement)

Per call basis (Moves, Add, or Changes without Maintenance Agreement)

Annual Maintenance Agreement (quote should be for the year immediately following
expiration of warranty)

Multi-year Maintenance Agreement (quote should be for the proposed specified
number of years period immediately following expiration of warranty)
F.
Is your maintenance rate based upon a per port charge, a device charge, a
combination of the two, percentage of the system price, etc.? If not simply a
system total, list each item and its monthly or annual charge.
G.
If the long-term service agreements are subject to price increases, please
state the basis on which these increases can be made.
H.
Explain in detail how additional equipment added to the basic system will
increase service costs.
I.
How often would service rates be adjusted due to additions to the system?
J.
Is preventive maintenance included during the warranty period and while
the system is under a maintenance agreement?

How often is preventive maintenance performed?

What, specifically, is performed during each preventive maintenance session?
K.
Does your company offer a software maintenance plan which assures the
user will have the most current version of system features installed?
L.
What are your response times during and after the warranty period? Any
differences? Explain.
M.
Service Calls — What are your response times for:
N.

Complete system failure (define a system failure)

Major service malfunction (define a major failure)

Minor service malfunction (define a minor failure)

Telephone outages (define a telephone outage)
Explain in detail your service capabilities on:

A major problem. (as defined above)

A minor problem. (as defined above)
O.
Is service available 24 hours a day, 7 days per week?
P.
What is your guaranteed response time for Move and Change activity?
Define exceptions, if any.
Q.
Where is your local installation/maintenance office located?
R.
How many installation/maintenance personnel do you have located within
the local area that are factory authorized to work on the system(s)?
S.
Do you stock adequate spare parts to meet your service agreement
commitments? Explain.
X.
Vendor Qualifications
A. Support Letter from Manufacturer
B. Provide Certifications
1. Manufacturer of proposed Telephony equipment
2. SonicWALL – County’s network security provider
3. Dell for Networking integration
C. References for similar projects

Must include integration between VoIP & digital environments
D. References for Data Network Design & Maintenance
E. Description of previous work done for Uvalde County and similar entities.
F. Résumés of Technicians responsible for deployment and maintenance

Must be able to pass criminal back ground check

Must be direct employee of vendor, not subcontractor
G. Copy of Returns Policy
Interested Party Form
Please complete the information below if you will be responding to the Uvalde County RFP for VoIP
Telephony Upgrade. This must be completed by an authorized representative (including, but not limited
to company officer or attorney) to receive any additional information which may become available after
the bid announcement. This required form will announce your intention to bid, as well as provide
contact information for your primary coordinator for your organization to interface with the County.
Interested Party Company Name: ____________________________________________
Physical Primary Address:
____________________________________________
City: ____________________________
County:
______________
State: _______
Certification: HUB
Zip: _________
SMWVBE
Primary Phone: ___________________________
Point of Contact
First Name: _______________________
Last Name: _______________________
Email Address: _________________________________
Phone number: _________________________________ Type: Cell:
Business:
Home:
Fax number: ___________________________________
By checking this box, I acknowledge that I am authorized to present myself as the Interested Party (IP) for
our organization, and will replace any existing representatives on file.
________________________________
Authorized Representative Signature
____________________
Date
Submit this form prior to Bid Due Date for inclusion of consideration. Fax to 830-278-9506.
Interested Party Form 2016-IPF
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