Telecommunications System Request for Proposal Wood County

Telecommunications SystemRequest for ProposalWood County, Ohio

Board of Commissioners

Some items contained herein may be deemed confidential. Authoring and property rights ofcertain sections of this document are the sole property of Tellennium Inc. Use of this document isonly granted for the sole purpose of responding to the inclusive requests and cannot be reused byany other party for any other purpose.

Wood County Board of Commissioners Telecommunications System RFP

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Table of Contents

TABLE OF CONTENTS .............................................................................................................. 2

1.0 STATEMENT OF PURPOSE ......................................................................................... 7

2.0 OVERVIEW...................................................................................................................... 7

2.1. Terminology. ........................................................................................................7

2.2. Business................................................................................................................. 7

2.3. Environment.........................................................................................................7

3.0 INSTRUCTIONS TO VENDORS................................................................................. 10

3.1. Consulting Group and Project Coordinator. .................................................. 10

3.2. Response. ............................................................................................................10

3.3. Exceptions...........................................................................................................10

3.4. Premises. .............................................................................................................10

3.5. Cabling................................................................................................................10

3.6. Scope and Quality of Work...............................................................................10

3.7. Guarantee. ..........................................................................................................11

3.8. Compliance with Laws and Permits.................................................................11

3.9. Reservation. ........................................................................................................11

3.10. Liability Insurance............................................................................................. 11

3.11. Owner to Provide. .............................................................................................. 11

3.12. Purchase and Warranty Agreements............................................................... 11

3.13. Technical Practices. ........................................................................................... 11

3.14. Pre-Bid Conference............................................................................................ 12

4.0 PROCESS SCHEDULE .................................................................................................12

5.0 SUBMISSION AND OPENING OF PROPOSALS..................................................... 12

5.1. Delivery Format. ................................................................................................ 12


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5.3. Exhibits and Documentation.............................................................................13

5.4. Response Format................................................................................................ 13

6.0 GENERAL REQUIREMENTS ....................................................................................... 13

6.1. Station Equipment and Trunking Requirements. ..........................................13

6.2. User Training. ....................................................................................................13

6.3. Technical Training............................................................................................. 13

6.4. Drawings. ............................................................................................................14

6.5. Absence of Specifications. ................................................................................. 14

6.6. Certification........................................................................................................14

6.7. Coordination with Carriers. .............................................................................14

6.8. LAN Switch Programming................................................................................14

6.9. System Cutover. .................................................................................................14

6.10. Testing of the Installed Telephone System. ..................................................... 14

6.11. Telephone System Cutover and Acceptance.................................................... 14

6.12. Warranty. ...........................................................................................................14

6.13. Subcontractors. ..................................................................................................15

6.14. References...........................................................................................................15

7.0 SYSTEM REQUIREMENTS ........................................................................................ 15

7.1. General Inclusion............................................................................................... 15

7.2. General Compatibility. ...................................................................................... 15

7.3. Regulatory. .........................................................................................................15

7.4. System Type........................................................................................................15

7.5. Rack Mount. .......................................................................................................15

7.6. Traffic Capacity. ................................................................................................ 15

7.7. Software Programming. .................................................................................... 15

7.8. IP-Based Security............................................................................................... 16


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7.9. DSP/DTMF Receivers........................................................................................ 16

7.10. Outdial Capabilities. .......................................................................................... 16

7.11. System Refresh...................................................................................................16

7.12. Telephone Types. ............................................................................................... 16

7.13. Call logs...............................................................................................................17

7.14. Display Call Duration. ....................................................................................... 17

7.15. Hot Desking. .......................................................................................................17

7.16. Headsets. .............................................................................................................17

7.17. System Administration. ..................................................................................... 17

7.18. Fax Server Integration. ..................................................................................... 17

7.19. Modems...............................................................................................................17

7.20. MOH Messaging Solution. ................................................................................17

7.21. Caller ID Display. .............................................................................................. 18

7.22. Console Overflow............................................................................................... 18

7.23. Automatic Call Distribution (ACD). ................................................................ 18

7.24. ACD Historical and Real-Time Reporting. ..................................................... 18

7.25. Conferencing Capabilities. ................................................................................19

7.26. Conference Bridge Capabilities. .......................................................................19

7.27. Dial by Name Corporate Directory. .................................................................19

7.28. Wireless Capabilities. ........................................................................................ 19

7.29. Outgoing Caller ID. ........................................................................................... 19

7.30. VoIP Power to Desktop. .................................................................................... 19

7.31. Call Accounting System Integration. ............................................................... 19

7.32. Local Facilities & Dial Plan. .............................................................................20

7.33. Auto to ARS/LCR. ............................................................................................. 20

7.34. Night Service. .....................................................................................................20


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7.35. Receptionist Console.......................................................................................... 20

7.36. External Paging..................................................................................................20

7.39. Remote Tele-worker Applications....................................................................21

7.40. Enhanced 911 (E-911) Support.........................................................................21

7.41. Redundancy Options. ........................................................................................ 21

7.42. Screen Pop Application Option. .......................................................................21

8.0 UNIFIED MESSAGING REQUIREMENTS ................................................................ 22

8.1. Voicemail. ...........................................................................................................22

8.2. Software Programming/Administration. ......................................................... 22

8.3. Active Directory Compatibility. .......................................................................22

8.4. Automated Attendant. ....................................................................................... 22

8.5. System Refresh...................................................................................................22

8.6. UM Message Storage. ........................................................................................ 22

8.7. Multiple Email Servers...................................................................................... 22

8.8. MAPI Server. .....................................................................................................23

8.9. PBX Integration. ................................................................................................ 23

8.9.1. Owner Recognition. ........................................................................................... 23

8.9.2. Call Forward Recognition.................................................................................23

8.9.3. Positive Disconnect. ........................................................................................... 23

8.9.4. Message waiting. ................................................................................................ 23

8.9.5. Double Hop Forwarding. .................................................................................. 23

8.9.6. Caller ID. ............................................................................................................23

8.9.7. Status Greetings. ................................................................................................ 23

8.10. Message Notification.......................................................................................... 23

8.11. Zero Destinations. .............................................................................................. 23

8.12. Slow Down/Speed Up......................................................................................... 23


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8.13. Telephone User Interface (TUI). ......................................................................24

8.14. Envelope Information on Voicemail Forward.................................................24

8.15. Callback. .............................................................................................................24

8.16. Mailbox User Menu. .......................................................................................... 24

8.17. Mailbox Administration. ................................................................................... 24

8.18. Multiple Greetings. ............................................................................................ 24

8.19. Owner Supplied Equipment..............................................................................24

9.0 SITE CONFIGURATIONS ............................................................................................. 25

9.1. Diagrams.............................................................................................................25

9.2. Configuration Table Definitions.......................................................................25

9.3. Configuration Tables. ........................................................................................ 25

10.0 QUOTATION.................................................................................................................. 33

10.1. Pre-Cut Item.......................................................................................................33

10.2. Pre-Cut Total......................................................................................................33

10.3. Post-Cut. .............................................................................................................33

10.4. Description..........................................................................................................33

10.5. Associated Pricing.............................................................................................. 33

10.6. Quotation Table. ................................................................................................ 33

11.0 LEASE PURCHASE OPTION (MUNICIPAL)........................................................... 35

11.1. Lease Provider....................................................................................................35

11.2. Lease Option Table. ........................................................................................... 35

12.0 EXCEPTION LIST.........................................................................................................36

13.0 WOOD COUNTY METROPOLITAN AREA NETWORK ......................................37

14.0 AFFIDAVITS ................................................................................................................... 38


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REQUEST FOR PROPOSAL

1.0 STATEMENT OF PURPOSE

The Wood County Board of Commissioners is requesting proposals for a newtelecommunications system which is current and commercially available to meet its growingtelecommunications and changing technological needs.

It is the purpose of this request for proposal (RFP) to determine the vendor and equipment thatwill best accommodate the current and future needs of Wood County.

2.0 OVERVIEW

2.1. Terminology. The terms “Owner” and “Wood County” refer to Wood CountyBoard of County Commissioners. The term “Vendor”, “Offeror”,and “Bidder” refer to the responding entity of this request for proposal.

2.2. Business. The Wood County, Ohio Board of County Commissioners is theadministrative coordinator of County Government and has direct oversightresponsibility for 12 agencies and departments. Together the Commissionersmanage County funds, buildings and property,and also serve as the County’s contracting and tax authority.

2.3. Environment. Wood County, Ohio currently operates a TDM-based NortelMeridian PBX Option 61C (Version 2911, Release 25) with a 24-port Call Pilot andan Avoetus Call Accounting package. Some listed agencies operate on their own keysystem. There is a current county-owned 1 GbE fiber MAN (Metropolitan AreaNetwork) in place with connections to all but one of the following agency locations.The Highway Garage is connected to the Courthouse Square via a point-to-point(private line) T1.

For the purposes of this RFP, the following agencies are affected:

Courthouse Square - 1 Courthouse Square, Bowling Green, Ohio 43402Job and Family Services - 1928 E. Gypsy LaneSheriff’s Office - 1960 E. Gypsy LaneChild Support Enforcement - 1940 E. Gypsy LaneJuvenile Court - 11120 E. Gypsy LaneFuel and Maintenance - 1934 E. Gypsy LanePublic Defender’s office- 123 N. Summit StreetDog Shelter - 1912 E. Gypsy LaneNursing Home - 11080 E. Gypsy LaneHighway Garage - 600 E. Poe StreetOSU Extension office - 639 S. DunbridgeSolid Waste–639 S. DunbridgeEconomic Development–639 S. Dunbridge


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The current local area network consists of Cisco 6500 and 3500 switches which areQoS and VLAN compliant though not optioned for PoE (Power over Ethernet).Some switch upgrades to PoE will occur prior to the implementation of a newtelecommunications system (specifically, Courthouse Square). The remainder willrequire power panels to centrally power VoIP (Voice over Internet Protocol)devices. The required power panel quantities have been included in theConfiguration Tables as part of this RFP.

2.4. Bid Bond. Each proposal shall be accompanied by a bid bond, cashier’s check, or letter of credit in favor of the Wood County Commissioners, in the amount of fivepercent (5%) of the proposal. The cashier’s check or bond will be held as a guarantee that if the proposal is accepted, the bidder will enter into a contract for thesame. Failure to submit a bid bond, certified check, cashier’s check or letter of credit will be grounds for immediate dismissal from the bidding process.

2.5. Labor Rates. Contractor shall abide by the latest edition of Prevailing Wage Rates,employment standards, occupational classifications, etc., as issued by the State ofOhio Department of Commerce, Division of Labor and Worker Safety, Wage andHour Bureau. Contractor’s labor reports and rates must be submitted with each payrequest. If your company does not have the current wage rates they can be obtainedfrom the Office of the Board of County Commissioners, One Courthouse Square,Bowling Green, Ohio 43402 or from the Ohio Department of Commerce Division ofLabor and Worker Safety Wage & Hour Bureau web site,http://www.com.ohio.gov/laws/.

2.6. Rejection of Proposal. The Board of County Commissioners may reject any or allof the bids. The Board of County Commissioners reserves the right to waive anyirregularities in the form of the bid that does not affect or destroy competitivebidding.

2.7. Qualifications. The Board of County Commissioners reserves the right to instigateany investigations that are deemed necessary to determine the physical and financialability of the bidder to complete the work. The bidder will furnish the County anyand all such information, documents, and data for this purpose as the County mayrequest. The County also reserves the right to reject any bid should the informationsubmitted by or the investigation of such bidder fail to satisfy the County that suchbidder is sufficiently qualified to carry out obligations of the contract and tocomplete the work proposed.

2.8. Proposal Evaluation. Award will be made based upon the winningbidder’s total solution andwinning bidder’s ability to support the County’s goalsas represented bythis RFP through an evaluation by the Wood County selected review committee. Thesolutions provided will be assessed and narrowed to a maximum of four potentialvendor solutions that best match the requirements of this RFP for the least amount ofinvestment. These remaining solutions will then be evaluated based upon thefollowing 100 point scale criteria.

2.8.1. Product (45 points) which includes but not limited to telephone setfunctionality, ACD, centrex/centranet integration, management,


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reliability/resiliency, call accounting, unified messaging, paging, fax serverapplication, and screen pop/CTI integration.

2.8.2. Price (25 points) which includes but not limited to equipment, software,applications, warranty/maintenance, and labor.

2.8.3. Service (30 points) which includes but not limited to implementation,technical support, training, vendor track record/references, and technicalresource availability and proximity.

2.9. Exceptions To Request For Proposal (RFP). It is permissible to take exception toitems within this Request for Proposal. It is required that all exceptions be clearlyidentified and that written explanations include the scope of the exceptions and theramifications to the County as a result of these exceptions. The County will favorresponses which are fully compliant with this RFP.

2.10. Nondiscrimination Clause. It is understood and agreed that, in compliance withthe provisions of Chapter 125.111, Revised Code of Ohio, (A) That in the hiring ofemployees for the performance of work under this contract or any subcontract, nocontractor, subcontractor, or any person acting on behalf, shall, by reason of race,color, religion, sex, handicap, age, national origin or ancestry against any citizen ofthe state in the employment of labor or workers who is qualified and available toperform the work to which the employment relates. (B) That no contractor,subcontractor, nor any person on his behalf shall, in any manner, discriminateagainst or intimidate any employee hired for the performance of work under thiscontract on account of race, color, religion, sex, handicap, age, national origin orancestry.

2.11. Compliance With ORC 3517.13. Ohio Revised Code Section 3517.13 I(3) andJ(3) requires that no agency or department of this state or any political subdivisionshall enter into any contract for the purchase of goods costing more than tenthousand dollars or services costing more than five hundred dollars with acorporation, individual, partnership or other unincorporated business, association,including, without limitation, a professional association organized under Chapter1785 of the Revised Code, estate, or trust unless the contract includes a certificationthat the individuals named in Revised Code Sections 3517.13(I)(1) and (J)(1) are incompliance with the aforementioned provisions. The bidder is required to completethe affidavit provided. Failure to submit the required form with the proposal/bidpackage could deem the bidder’s response to be non-responsive and disqualifiedfrom receiving further consideration.

2.12. DMA Certification. In accordance with the Ohio Revised Code Section 2909.33,the successful bidder will be required to certify that it does not provide materialassistance to any organization on the United States department of state terroristexclusion list. The Terrorist Exclusion List may be found on the Ohio HomelandSecurity Web site at: http://www.homelandsecurity.ohio.gov/ Certification shall bemade by completing a Declaration Regarding Material Assistance/Nonassistance ToA Terrorist Organization Form.

2.13. Property Tax/Child Support Affidavit. The successful bidder will be required tosign an affidavit of contractor or supplier of non-delinquency of personal propertytaxes in accordance with Section 5719.042, Revised Code of Ohio and an Affidavit


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Regarding Child Support, pursuant to the Board of County CommissionersResolution No. 92-2041.

3.0 INSTRUCTIONS TO VENDORS3.1. Consulting Group and Project Coordinator. Wood County has contracted with

the consulting firm, The Tellennium Group, to assist in the evaluation of vendorsand equipment for their locations. Though the owner will make the final purchasingdecision, the owner shall‘NOT BE CONTACTED’. All inquiries concerning thisRequest for Proposals should be directed to:

Consultant/Project Coordinator:

Rob ChristianThe Tellennium GroupVoice: 1-800-939-9440 ext. 303Fax: 502-538-6168Email: [email protected]

All questions should be submitted in writing referencing the specific paragraph ofthe RFP. All questions and/or inquires of significance will be distributed to allparticipating vendors.

3.2. Response. The bidder shall respond to each item by listing each item, title, and theVendor's response. Vendor shall indicate compliance. If operationally different, theofferor shall propose how they intend to satisfy each requirement. If in fullcompliance, “Read, understood, and accepted” or “Comply” is acceptableunless adetailed explanation is requested for the specific item. Any features that areoperationally different than requested, must be identified and described in a well-written manner. All statements requesting information must be satisfied.

3.3. Exceptions. The Bidder must state within the specific paragraph item the terms andconditions to which the Vendor takes exception. The Vendor shall state the exactrequirement to which exception is taken. Any additional costs associated with anexception must be identified and included in the Quotation Section. Potentialalternatives to the requirement shall be noted. All exceptions or proposed variationsshall be listed within the response per item and in the Exception List attachment.

3.4. Premises. The primary location for the proposed system/s will be located at:Wood County Board of CommissionersOne Courthouse SquareBowling Green, Ohio 43402

Each agency location, as listed, may also encompass proposed equipment.

3.5. Cabling. Existing cabling will be used at all locations. All cabling is a minimum ofa Category 3, four-pair twisted for TDM devices and Category 5 for LAN/VoIP.

3.6. Scope and Quality of Work. The successful Vendor (if any is chosen) shall furnishall labor, materials and equipment necessary to perform and complete the workcalled for in the specifications, plans or other instructions attached to or referred to


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in the resultant contract. All work shall be done in a workmanlike manner byworkmen skilled in their respective trades, and all materials furnished shall be newand the best of their respective kinds, unless otherwise specified. The work shall becompleted within the time stated in the contract, but the successful Vendor shall notbe liable for delays due to causes beyond its reasonable control. The successfulVendor will comply with the Owner's performance schedule unless the Ownerformally declares and approves an extended time interval for work completion andsystem acceptance. The successful Vendor shall be held to repair or replace, at itsexpense, any equipment, software or materials found to be defective within one (1)year from the date of the final acceptance of the system by owner.

3.7. Guarantee. Vendor will guarantee the performance of the proposed systems as wellas their own service performance. If by the thirtieth (30th) day after cutover,acceptance of the systems by Owner is not made due to unsatisfactory performanceof the systems supplied by the Vendor, or the Vendor’s service performance, then the Owner is entitled to a full refund. The Vendor is responsible to maintain thesystem until a suitable replacement is found. The Vendor will remove all suppliedsystems and equipment at their own expense. Explain any other guarantees offeredincluding response times.

3.8. Compliance with Laws and Permits. The successful Vendor shall comply with allrules, regulations, ordinances, codes and laws relating to the work or the conductthereof and shall secure and pay for any permits and licenses necessary for theexecution of the work.

3.9. Reservation. This RFP does not commit Owner to pay any costs incurred in thepreparation of proposals. Furthermore, Owner reserves the right to accept or rejectany or all proposals or any part of a proposal, if it is inthe Owner’s best interest todo so.

3.10. Liability Insurance. Vendor shall agree to maintain General Liability Insurance,Worker's Compensation and Employer's Liability Insurance to cover all its personnelengaged in the performance of the services herein described as well as damagesarising as a result of the performance of such services. Vendor further agrees torequire its subcontractor(s), if any, to maintain General Liability Insurance, Worker'sCompensation, and Employer's Liability Insurance. Vendor shall providesatisfactory evidence of such insurance upon owner’s request. Vendor shall nameWood County as additionally insured.

3.11. Owner to Provide. Owner shall provide appropriate environmental conditions,necessary commercial power facilities for the system, access to the premises, accessto and from the common carrier network, a secure equipment storage area, andsuitable conditions for the Vendor's workers.

3.12. Purchase and Warranty Agreements. Include a copy of purchase and warrantyagreements for all solutions proposed including any required progress paymentschedules.

3.13. Technical Practices. CDs or paper copy of the technical practices for the proposedTelecommunications system/s, upon award, shall be provided in accordance with thedelivery schedule of equipment set forth in the contract.


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3.14. Pre-Bid Conference. As noted in the process schedule there will be a pre-bidconference, held on the owner’s existing premises. Due to limited space availability,only two representatives from each bidder will be allowed to attend. The pre-bidconference will be a maximum of one hour in length including open-sessionquestions. The pre-bid conference will be held at the Wood County Board ofCommissioners offices, 1 Courthouse Square, Bowling Green, Ohio 43402 in theCommissioners’ Hearing Room on the 5th floor.

4.0 PROCESS SCHEDULEThe following is the anticipated schedule for the decision process as well as major eventsof the implementation.

- March 13, 2008: RFP Posting to County Procurement Website

- March 26, 2008: Pre-Bid Conference - Commissioners’ Hearing Room- 5th Fl.

- April 24, 2008: Submission of Proposals/Bid Openings

- May 29, 2008: Selected Vendor Presentations

- June 19, 2008: Secure Agreements with Selected Vendor

- July 14, 2008: Begin System/s Installation

- September 10, 2008: System/s Testing

- September 15, 2008: User Training

- September 20, 2008: System/s Cut-Over

5.0 SUBMISSION AND OPENING OF PROPOSALS5.1. Delivery Format. There shall be three (3) copies of the responding proposal in

paper form submitted in a sealed envelope. Front of sealed envelope should state:

TELECOMMUNICATIONS RFP RESPONSERESPONDING VENDOR’S NAMESALES/CONTACT PERSONS NAME AND PHONE NUMBER

5.2. Proposal Opening. Bid Proposals will be received until 2:00pm on April 24, 2008in the office of the Board of County Commissioners, fifth floor of the County OfficeBuilding, One Courthouse Square, Bowling Green, Ohio 43402, said proposals shallimmediately be opened and made available for inspection.

One soft copy to be delivered to: [email protected] to Item 5.4.

Mail a second hard copy of your RFP response to arrive within three business daysafter the first copy’s required response date to:

Rob ChristianDirector, Client ServicesThe Tellennium GroupP. O. Box 72413025 Highway 44EMt .Washington, KY 40047


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5.3. Exhibits and Documentation. The Vendor shall respond to this RFP by supplyinga cover letter and completing and returning the responses of this RFP. The award, ifany, will be based on the stated criteria as represented by the requirements andresponses of this RFP which shall be used to identify the responsible Vendor whosesystem and serviceability most nearly satisfies the overall specifications for the leastamount of investment. Vendor shall include in its response technical and physicalspecifications, with visual representations, for the systems proposed. Completeinventory list and installation configuration shall be provided for each systemproposed.

5.4. Response Format. A hard copy shall be properly prepared preferably in a three ringbinder and in the following manner:

5.4.1. Cover Letter5.4.2. Signed Affidavits

5.4.2.1. Non-Collusion Affidavit5.4.2.2. Affidavit Regarding Personal Property Taxes5.4.2.3. Affidavit In Compliance With ORC Section 3517.13

5.4.3. RFP Responses5.4.4. Quotation5.4.5. Agreements5.4.6. Brochures/ExhibitsSoft copy shall contain items 5.4.1 through 5.4.5. Not following the listed formatwill be evaluated as unfavorable.

6.0 GENERAL REQUIREMENTS

6.1. Station Equipment and Trunking Requirements. The quantities of equipmentprovided represent Owner's best estimates of its requirements at the time the RFPwas issued and are subject to change prior to completion of the installation of thesystem. They are provided specifically for pricing the response to the RFP by theVendor. The Vendor shall also quote pre-cutover and post-cutover unit pricing aspart of its proposal. It is anticipated that there will be some device quantityadjustments made prior to the actual implementation. The provisions of thisparagraph are applicable regardless of whether the system is acquired by purchase orlease.

6.2. User Training. The Vendor shall provide a minimum of forty hours of station userinstruction on Premise for Owner's personnel including features and operation of theinstalled telephone system, peripherals, and associated telephones. Training shall beprovided in multiple sessions and small class sizes (25 people or less), at timesconvenient to Owner to minimize business disruption, and shall be conducted priorto cutover in accordance with the schedule on live instruments simulating the actualpost cutover operation. Training will be required to accommodate the needs of theusers by telephone instrument type.

6.3. Technical Training. Proposal shall include a minimum of twenty-four hours ofprogramming and system management training for two Wood County individuals.Training shall include common add, move, and change programming instruction andsystem management capabilities.


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6.4. Drawings. The awarded vendor will be required to perform a walk-through of eachagency location and develop a set of office drawings with correspondingprogramming information of each user device for vendor implementation purposes.

6.5. Absence of Specifications. The absence of specifications regarding systeminstallation details and/or standard equipment functionality implies that best generalpractices will prevail, first-quality material and workmanship will be applied, andcommon sense is used in determining standard functionality. Certification standards,when available, for the equipment and materials, will prevail.

6.6. Certification. Proposing vendor must be certified and authorized by themanufacturer to offer the system being presented herein. Include a manufacturerletter of authorization. Set forth the number of certified technicians, locally to WoodCounty, that will be on-staff for the proposed solution/s?

6.7. Coordination with Carriers. All coordination shall be the responsibility of theawarded Vendor. The Tellennium Group may assist with the pre-cutovercoordination.

6.8. LAN Switch Programming. The owner and its selected third party (if applicable)will make all required programming changes to the LAN infrastructure switches.The awarded vendor will work with the owner and its potential third party todetermine the necessary changes to be made that are most appropriate for theenterprise solution.

6.9. System Cutover. The system shall be installed, tested, and accepted within thenumber of days after date of contract award set forth in the contract. System cutoverwill occur after hours. Vendor is responsible for all associated costs.

6.10. Testing of the Installed Telephone System. The system shall, at a minimum, betested as follows: The installed telephone system must demonstrate its capability ofproviding the services enumerated in the contract and this RFP. The test equipmentrequired for demonstration will be Vendor provided. Vendor may be required toprovide the documented test results.

6.11. Telephone System Cutover and Acceptance.6.11.1. Cutover Time. The telephone system cutover shall occur at a specified

time, after hours, as noted in the contract and this RFP.

6.11.2. Post Cutover Support. Vendor personnel shall be available on thepremises for a minimum of two day’s after telephone system cutover toclear any malfunction which may develop. Training representatives mustalso be available for a minimum of two days after cutover for userassistance.

6.11.3. Acceptable Service Period. Final acceptance of the telephone system asserviceable shall be concluded after fourteen (14) days of acceptableservice. Upon the event of each major system failure, the fourteen (14) dayclock shall be restarted at day one.

6.12. Warranty. The proposed solution is to include full, one-year parts and laborwarranty. Any optional extended warranty shall also be quoted. Deductibles or


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additional expenses for normal equipment and labor repair must be explained indetail including any underwriter identities. Explain your warranty inclusions, one-year and optional.

6.13. Subcontractors. List any and all subcontractors to be used for the implementationand warranty of the proposed solution.

6.14. References. Provide a minimum of five (5) references utilizing the same system,approximate size, and scope of applications quoted. References of close proximityare preferred, due to ease of potential site visits, but not required. Include companyname, brief description, contact, and phone number.

7.0 SYSTEM REQUIREMENTS

7.1. General Inclusion. The following technical and functional specifications describethe Private Branch Exchange or Voice Server capabilities, to be referred to in thisdocument as ‘telephone system’, ‘voice server’, or ‘PBX’.

7.2. General Compatibility. In addition to basic switching equipment, the system shallinclude station equipment, wire, cable, distribution frames and all other necessaryancillary equipment. The features listed herein shall be supplied as a minimum.Features over and above those stated may be noted in the offeror's response and willbe evaluated.

7.3. Regulatory. The PBX furnished in accordance with this specification shall be newand of the latest version by the manufacturer as of the date of cutover. Theequipment must be an off-the-shelf type compatible with the public switchednetwork and meet all FCC and U.L. requirements.

7.4. System Type. Although the RFP is written specifically for a VoIP application to thedesktop solution with support for the required analog telephones and other TDMservices, alternatives may also be proposed. The proposed system may be new or anupgrade of the current system. New replacement telephone sets must be quoted forall proposed solutions. State the quoted solution being proposed includingmanufacturer name and model.

7.5. Rack Mount. The telephone system shall be proposed with rack mount bracketssupporting a common nineteen inch equipment rack.

7.6. Traffic Capacity. The traffic capacity of the system shall be configured for avirtually ‘non-blocking’ grade of service for the stated ‘equipped for’ configuration,whereas all trunks can be in an active conversation with an internal party andinternal parties can be in conversation with all other available internal parties,without limitation. State the total number of simultaneous conversations allowed inthe proposed ‘equipped for’ configuration. State the traffic handling capacity of the proposed system including busy call hour specification as equipped and configuredwithin this response.

7.7. Software Programming. The Vendor shall program all software and other featuresinto the PBX. The ability to backup the Customer Database and store on some formof medium is required. The ability to load a backup database on said form of


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medium directly into the PBX is also mandatory. A backup copy must be kept onOwner’s premises and backed up periodically throughout the warranty and maintenance periods.

7.8. IP-Based Security. Describe how features of the proposed solution will help securecommunications privacy and how it may counter packet sniffing attempts. Also,describe any included features that will reduce telephony disruption from DoS(Denial of Service) attacks.

7.9. DSP/DTMF Receivers. An adequate number of receivers are required for a fullyfunctional system. State the number of receivers & DSPs included in the proposedsystem and the uses for them in the proposed configuration. With the proposedconfiguration, explain how many outgoing and incoming calls can be madesimultaneously?

7.10. Outdial Capabilities. System shall include Automatic Route Selection/Least CostRouting software. State ARS/LCR options included and not included.

7.11. System Refresh. Does the proposed system require a refresh or reload at specificintervals? Describe the programmable refresh times and services affected.

7.12. Telephone Types. For the purpose of referencing telephones with commonfunctionality, the following should be used as a minimum guide in configuring thesystem for Wood County. Each telephone set shall include a message waiting lampseparate from the display capabilities. For each item, list the model proposed with abrief explanation and the type of technology utilized (analog, digital, VoIP). VoIPinstruments shall incorporate dual Ethernet switch ports supporting 10/100 mbps.

7.12.1. SLID: Single Line Telephone; telephone with message waiting lampcapability and display for Caller ID information. Must be analog.

7.12.2. SLP: Single Line Port; analog port, no telephone required, for use withexisting modems and fax machines.

7.12.3. BD: Basic Display Telephone; Multi-key instrument with a minimum of a2 line by 20 character display and four programmable keys for appearancesor additional features.

7.12.4. DS: Display Speakerphone; Multi-key instrument with a minimum of a 2line by 20 character display and six programmable keys for appearances oradditional features with a built-in speakerphone. Keys must be self-labelingwith a minimum of six appearances on the initial screen.

7.12.5. FD: Full Duplex Speakerphone; Multi-key instrument with a minimum of a4 line by 20 character display and six programmable keys for appearancesor additional features and a full duplex speakerphone. Keys must be self-labeling with a minimum of six appearances on the initial screen.

7.12.6. KM: Key Line Module; Adjunct device that extends key call appearances.Must have direct integration with a telephone instrument and a minimum ofeight programmable keys for appearances or additional features. Dependent


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upon model of primary phone and total number of buttons specified, thismodule may not be necessary.

7.13. Call logs. Display telephone sets shall include the capability for users to review callsreceived and calls made. The display information of each call shall displaydate/time, call duration, and CID information.

7.14. Display Call Duration. Display telephone sets shall inherently include thecapability to display the active duration of a call. Will the call duration be availablefor a period of time after the call has ended or available for review in the call logs?Explain the operation of call duration for the proposed solution.

7.15. Hot Desking. Describe the operationof ‘hot desking’ for the proposed solution. A minimum of fifty (50) users may utilize this feature.

7.16. Headsets. What are the recommended headsets, including wireless headsets, for theproposed telephone instruments?

7.17. System Administration. Explain the system administration capabilities as it relatesto accessing the system from a PC on the same LAN. Include systemadministration/programming documentation as a separate attachment in theappropriate response section 5.

7.18. Fax Server Integration. The existing fax server (Fax Press) is connected to thePBX using four analog Tie Line ports. This integration will need to be maintainedand the solution shall be configured inclusive of this requirement. However, WoodCounty does have an interest in replacing the existing fax server with anotherenterprise fax server solution capable of receiving ISDN PRI (shared resource) DIDcalls through the proposed telephone system. The interconnection to the telephonesystem shall support twenty-three (23) simultaneous incoming/outgoing calls. Thereplacement fax server shall be proposed as optional. Describe the optional faxserver proposed including manufacturer, model, and appropriate options included. Inaddition, Wood County has a need to allocate expenses for any outgoing longdistance fax usage to the appropriate department or agency. This requirement mayuse the telephone system’s accounting codes in conjunction with the call accountingsystem for this purpose providing it is a completely functional solution. Describethe solution in detail.

7.19. Modems. With modems connected to analog ports on the system, at what speed canthey operate? Describe any limitations in using faxes and modems on analog ports.

7.20. MOH Messaging Solution. The proposed solution shall be equipped with aminimum of three (3) music on hold sources where each source is assignable byagency location and/or department. The MOH sources may be external or internal tothe telephone system. If external systems are proposed, include the MOH unit andany required options to be fully functional. Each MOH message shall include aminimum capacity for one (1) minute message. Describe the MOH solutionproposed and the capability to assign MOH sources by department or agencylocation.


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7.21. Caller ID Display. Caller Identification (CID) received from the carrier providedtrunk facilities, ISDN PRIs, shall be displayed on the proposed display telephoneswhere the call terminates. CID includes name and number as delivered by thecarrier. CID shall be displayed prior to answering.

7.22. Console Overflow. The system shall have the ability to overflow calls to a separateanswering position in the event the main console operator is on break/lunch or callsare going unanswered for a programmable amount of time at the main console. Thesecondary answering position will be a secretarial position with a multi-line displaytelephone, not a console. Explain the operation of your proposed solution in detail.

7.23. Automatic Call Distribution (ACD). The proposed solution shall include ACD(ring to most idle agent) licenses for up to twenty-five (25) active ACD agents withfour (4) supervisors for ACD agent management. There will be multiple groups andapplications. The proposed solution shall support a minimum of eight (8) ACDmessages to be played to callers while in queue. All common ACD functionalityshall be included such as silent monitoring by supervisors, programmable thresholdalerts for agents and supervisors, queuing to additional ACD groups at certainthresholds, ACD queue messaging, MOH while on hold, etc. Explain the ACDsoftware package with its associated functionality that is included as part of theproposed solution and answer the following:

7.23.1. In the event the first choice ACD group is busy, can the system beprogrammed to then queue the first and second choice simultaneously?

7.23.2. Does the proposed ACD solution provide the ability for the system to lookahead and forecast that the call may not be answered by the first choiceACD group in a specific period of time, so the call queues to the first andsecond (third, etc.)? Is this an optional cost? If so, how much?

7.23.3. Can a caller have the option to dial while in queue? If nothing is dialed, dothey remain in the exact same queue position? Explain in detail how this isaccomplished.

7.23.4. Explain the capability for the system to simultaneously queue a call toagents residing at the two separate agency locations.

7.23.5. Explain how an agent can be a remote teleworker using a VoIP telephone?

7.23.6. Describe where the ACD messages are stored and the number of messagescapable including total amount of recording time available.

7.24. ACD Historical and Real-Time Reporting. The system shall provide Real-Timeand Historical reporting of ACD traffic. Real time reports shall provide graphicaland text reports of ACD traffic by agent, group, route, etc. and accessiblesimultaneously by all supervisors for their specific groups they manage. Historicalreports shall provide reporting statistics including trends and forecasting withcapabilities to export the information to Microsoft Excel. Describe the reportingpackage provided including manufacturer, model, and simultaneous supervisoryaccess licenses.


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7.25. Conferencing Capabilities. The telephone system shall have the capability toconference a minimum of six parties with automatic db leveling to enhance callquality. The telephone sets users engaged in a call shall have the ability to split,swap, and drop conference users through the telephone set display as well as a muteoption for each telephone set user engaged in the conference. State the capabilitiesand operational characteristics of your proposed solution including maximumexternal and internal conference parties and total simultaneous conferences. Also,state any additional capabilities such as meet me conference where a specific DIDnumber can be assigned and with the proper digits entered, callers will automaticallybe connected into a conference.

7.26. Conference Bridge Capabilities. Propose, as an option, the ability to addconference bridge capabilities which include a minimum of twenty-three (23)conference parties per conference and meet me conference capability. State thestandard capabilities of the conference bridge system and any optional features suchas white boarding.

7.27. Dial by Name Corporate Directory. Display telephone sets shall have thecapability to dial internal extensions by entering the individual’s name or portion ofa name through key prompts on the display of the telephone.

7.28. Wireless Capabilities. The system shall optionally provide the ability tosimultaneously ring an individual’s cellular telephone and their desktop telephone (twinning) and/or provide the ability to forward calls from specific callers to helplocate an individual based upon caller input choice through a menu listing from theunified messaging server. The user shall have the ability to turn the feature on or offat their desktop and from a remote location. Explain the operation, capabilities, andcost of your proposed solution. Additionally explain the operation, capabilities, andcost for any other wireless capabilities utilizing a wireless LAN (WLAN)infrastructure.

7.29. Outgoing Caller ID. The telephone system shall send to the ISDN PRIs, providedby the carrier, the name and number of the individual placing the call. Thiscapability shall also be programmable on an individual basis to deviate from this setrequirement such a conference room telephone may show the main telephonenumber and corporate name not the extension and conference room designationlisted internally.

7.30. VoIP Power to Desktop. Many of the existing Cisco 3500 edge switches willcontinue to be maintained without inherent support for Power over Ethernet (PoE).Some switches are in process of being replaced. Since centralized power withbattery backup is desired, it will be necessary to include PoE power panels as part ofthe proposed solution. All patch cords necessary for a complete solution shall alsobe provided. Required quantities are listed in the configuration tables. Describe theequipment proposed including manufacturer and model numbers.

7.31. Call Accounting System Integration. A call accounting system shall be proposedto support all agency locations. The proposed system shall be centrally managed.The system will capture and store incoming and outgoing calls. The system shallcapture the incoming Caller ID number as provided by the ISDN PRI. The systemwill mainly be used for departmental, agency, and personal expense allocation of


Page 20 of 41

long distance calls. Describe the capability to automatically generate reports eachmonth and any capability for automatic email delivery of reports to specificdepartments and individuals. Explain the proposed solution including manufacturerand model number.

7.32. Local Facilities & Dial Plan. The existing ISDN PRI facilities are connected to aCounty-Wide Centrex network (@ 1,000 numbers) where several of the Centrextelephone numbers exist outside of this proposed telecommunications network.Those numbers which reside outside of this proposed telecommunications networkbut are part of the Centrex network, must be able to be dialed without the use of anaccess code, area code, or exchange. These types of calls will route through theISDN PRI facilities to connect to the dialed Centrex station. In addition, the currentinternal dial plan consists of four digit extensions which may be increased to fivedigits. The current ARS/LCR access code is 7 as many extensions currently beginwith the digit 9.Explain the proposed system’s capabilities to support the dial plan,Centrex network compatibility, and the potential changes as described.

7.33. Auto to ARS/LCR. Certain devices are connected to analog ports (fax machines,modems, etc.) which need the ability for the system to automatically route toARS/LCR upon an off-hook condition so that an access code is not necessary toreach a trunk port. Explain the system’s capability to perform this function.

7.34. Night Service. Explain the night service capabilities of the proposed solution. Arethere multiple night services from which to choose? Can night service be activatedby selected extensions in addition to the receptionist console? Can night service beautomatically programmed for time of day/day of week and holidays? In nightservice, how can zero dialed calls be handled?

7.35. Receptionist Console. Describe the operational characteristics of the proposedreceptionist console including the specific model proposed.

7.36. External Paging. External overhead paging zones are a requirement at many of theagency locations as depicted in the configuration tables. Existing overhead pagingamplifiers and multi-zone adapters will continue to be maintained. Current paginginterfaces from the telephone system/s to the multi-zone paging adapters are throughthe use of loop start trunk ports programmed as paging ports. Either an actual pagingport or trunk port may be used for this purpose, providing dialed digits are allowedfor selection of the desired zone. Explain the proposed solution in handling thepaging requirements. Include a description of the interfaces used and how a userwould access the overhead paging systems.

7.37. Paging through Telephones. Some of the agency locations and individualdepartments are accustomed to paging through the telephones whereas theannouncements are played out of the telephone set speakers. Explain the proposedsystem’s capability to page through the telephone set speakers including the quantityof paging members and groups.

7.38. System Automated Attendant. Due to the amount automated attendant traffic forspecific published telephone numbers, there is substantial interest in exploringalternatives to the 24-port voicemail system provided automated attendant, whereport contention exists. Described the proposed telephone system’s internal


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automated attendant functionality. Is it port based? How many simultaneous callscan it handle? Where are the messages stored? Can thesystem’s automated attendantfeature provide multi-level messaging? Can it be programmed for time of day/day ofweek and holidays?

7.39. Remote Tele-worker Applications. The system shall optionally provide the abilityfor a user to take their desktop telephone or similar telephone instrument to a remotelocation (i.e., home) and have the exact same operational capabilities as theirdesktop telephone in their Wood County office. The integration technology shall useVoIP to communicate with the telephone system. List the available compressiontechniques (i.e., G.729, G.711, etc.). Is authentication of the remote VoIP telephoneinstrument provided through the telephone or through a router controlled VPNsession? Explain the steps necessary to implement a VoIP remote telephoneinstrument application (hard phone). Describe any soft-phone alternative versionavailable and its implementation steps to initiate a session with the telephonesystem.

7.40. Enhanced 911 (E-911) Support. The proposed system must support E-911services. Describe how the proposed solution supports E-911 services for all VoIPand analog users at each location including the items that are communicated to thePSAP (Public Safety Answering Point). The system must send the actual stationlocation information to the PSAP. How will station changes be communicated toPSAP?

7.41. Redundancy Options. Critical common control components (Courthouse Square)shall be redundant with resiliency also provided within the network at a separateagency location. Describe the redundancy and resiliency options included as part ofthe proposed solution. In the event a critical control component fails, will there be aloss of service? If so, to what extent? Also describe the same for the proposedresiliency solution.

7.42. Screen Pop Application Option. Job and Family Services have a need to utilize‘screen pop’ functionality within specific departments. This is not a client-side/desktop based application. The receiving ANI/Caller ID will need to be sent toa JFS internal server application to perform the required database match and pop theproper screen to the agent. The JFS internal application was developed in-house byJFS and as such JFS desires to do all required integration in-house. The investmentrequired will help determine the use of this option and as such shall be proposed asan option.

7.42.1. Describe in detail what will be provided as part of the SoftwareDevelopment Kit (SDK) or Application Gateway used for this purpose.

7.42.2. What type of documentation is provided?

7.42.3. What type of assistance can JFS expect?

7.43. Owner Supplied Equipment. List any and all equipment required to be suppliedby owner for a fully functioning system as proposed. Vendor supplied is desired;provide pricing information in the quotation section.


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8.0 UNIFIED MESSAGING REQUIREMENTS

8.1. Voicemail. The proposed solution is to include a unified messaging (UM) voicemailsystem and all standard capabilities for a fully functioning system. The unifiedmessaging voicemail system shall include Microsoft Outlook/Exchange integration.It is anticipated that a single system supporting all locations is the most manageableand cost effective so system shall provide a minimum of 24 ports of integratedaccess to the proposed telephone system/s. Unified messaging user licenses are toaccommodate a minimum of six hundred and fifty (650) users. Voicemail-onlylicenses shall support a minimum of eight hundred (800) users (includes UM users).State the manufacturer and model of the system quoted including the operatingsystem and telephone system integration type utilized.

8.2. Software Programming/Administration. The Vendor shall program all software,Customer Database, and other applicable features into the system. The ability tobackup the Customer Database and store this on some form of medium is required.Backup availability across the Local Area Network to a separate drive source isacceptable. System shall also be capable of remote access programming fromanother PC on the same LAN segment for the purposes of managing common adds,moves, and changes such as resetting passwords, deleting and adding mailboxes.

8.3. Active Directory Compatibility. Describe the proposed UM solution’s operational and administrative compatibilities with Active Directory.

8.4. Automated Attendant. The UM system shall include Automated Attendantfunctionality with the capability for multi-level menus. The system shall be capableof sharing ports for voicemail and automated attendant functionality. Multipleagencies may utilize the same ports for automated attendant based upon the numberdialed to reach the agency and the system must be able to provide unique greetingsbased upon the number dialed to reach the agency’s automated attendant. Can thesystem be preprogrammed for time of day/day of week and holidays for eachindividual automated attendant greeting? Explain the automated attendant’s capabilities. Also explain any options available for custom automated attendantfunctionality for individual mailbox users.

8.5. System Refresh. Does the proposed system require a refresh or reload at specificintervals? Describe the programmable refresh times and services affected.

8.6. UM Message Storage. Explain and recommend where the voicemail messages shallbe stored when utilizing unified messaging with Microsoft Exchange 2003. What arethe advantages and disadvantages of each option, voicemail system storage andemail server storage? If messages are recommended to be stored on the email server,provide message storage examples to help determine space requirements for theemail server. What are the integration limitations if messages are stored on thevoicemail server?

8.7. Multiple Email Servers. Job and Family Services have their own MicrosoftExchange 2003 email server. All other agencies use the Wood County MicrosoftExchange 2003 email server. How will the UM voicemail system be implemented sothat users at each agency can utilize UM?


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8.8. MAPI Server. Is a separate MAPI server required for the UM application? If so,describe how it will be used and include it as part of the proposed solution.

8.9. PBX Integration. The system shall provide digital integration with the PBX andshall include, where possible:

8.9.1. Owner Recognition. When a user dials the voicemail system access codeor depresses the voicemail key to access messages from their correspondingextension, the system shall reply with a request to enter their password foraccess to their corresponding mailbox.

8.9.2. Call Forward Recognition. The system shall direct forwarded extensionsto the appropriate mailbox. Is the system capable of having differentextension numbers verses mailbox numbers? Does the system recognize thedifference between external calls and internal calls? Explain the operationof each.

8.9.3. Positive Disconnect. The system shall recognize a disconnect from internalsources and external trunk sources and disconnect the appropriate port.

8.9.4. Message waiting. The system shall indicate a new voicemail message bylighting the appropriate message waiting indicator on the correspondingextension.

8.9.5. Double Hop Forwarding. The system shall be capable of recognizing adouble hop forwarding scenario whereas the original called party’s greeting shall be played to the caller. In some instances, it may be desired to turnthis functionality off and play the greeting of the second party. How mightthis be accomplished on an extension or mailbox basis?

8.9.6. Caller ID. Is external Caller ID recognized by the voicemail system?Explain its use and capabilities.

8.9.7. Status Greetings. Does the system recognize the status of a user and playan appropriate greeting, such as separate greetings for busy and no answer.Can this capability be turned on and off at the mailbox level?

8.10. Message Notification. The system shall be capable of outdial notification to pagersand telephone numbers external from the system when new messages arrive. Arethere options for each? Can the system outdial to multiple numbers simultaneously?Does the system provide any outdial escalation? Can schedules be program by timeof day and day of week? Can outdial notification be programmed by mailbox ownersand the system administrator? Explain the outdial notification options andmanagement capabilities.

8.11. Zero Destinations. The destination for zero (0) when listening to an individualmailbox greeting shall be programmable on a per user mailbox basis. Voicemailusers will have a separate zero (0) dialed destination for each mailbox such as asecretarial extension or another extension within the system. Explain any nightservice conditional programming applicable to zero out destinations.

8.12. Slow Down/Speed Up. Does the proposed voicemail system have the capability toselect a slow down or speed up in the playback of a message from the telephone userinterface?


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8.13. Telephone User Interface (TUI). Explain the options available for selecting atelephone user interface for the proposed voicemail system.

8.14. Envelope Information on Voicemail Forward. Explain the envelop informationcapabilities of a recipient user of a forwarded voicemail message. Can the recipientaccess the original envelop information for the time and date of when the messagewas left?

8.15. Callback. Explain the operational capabilities of replying to a message by a returnedphone call. If left by an internal user, can a key be pressed to call the party that leftthe message without having to already know the parties actual extension number? Isthis capability also provided for messages left externally based upon the Caller IDinformation?

8.16. Mailbox User Menu. As part of the response, include a copy of the mailbox usermenus as accessed from a telephone device.

8.17. Mailbox Administration. Can an owner of a mailbox access and administer theirmailbox settings from their PC? Describe the items that can be administered andhow the mailbox user administration is accessed.

8.18. Multiple Greetings. Does the system provide multiple greetings such as in office,out of office, and on vacation? How many greetings are there per mailbox?

8.19. Owner Supplied Equipment. List any and all equipment required to be supplied byowner for a fully functioning system as proposed. Vendor supplied is desired;provide pricing information in the quotation section.


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9.0 SITE CONFIGURATIONS

9.1. Diagrams. Provide diagrams for the proposed configuration. Include a depiction ofall proposed equipment and interconnection, as well as a footprint/dimensional sizefor each location.

9.2. Configuration Table Definitions.

9.2.1. Installed With. Meaning the quantity that will actually be installed uponcutover.

9.2.2. Equipped For. Meaning the quantity of ports/licenses equipped in thesystem proposed that could be used without additional expenditure forsystem hardware/software excluding actual instruments/trunks/peripherals.

9.2.3. Wired for. Meaning the system is readily capable of growth to thespecified quantity without any additional cabinetry.

9.2.4. Expandable To. Maximum capacity of system proposed. Provide capacityconfiguration as configured (an example configuration representing apotential growth option).

9.3. Configuration Tables. Provide the same type of formatted tables for each locationrepresenting your proposed solution.

9.3.1. Total. (inclusive of all locations, circuits, and devices)

Description InstalledWith

EquippedFor

WiredFor

ExpandableTo

ISDN PRIs incl. CSUs(5-Local PRIs, 1-LD T1/PR) 6 8 13 *

Analog Trunks 6 32 64 *Fax Server Tie Line Ports 4 4 4 *Receptionist Console(Provide Brief Descriptionw/Model #)

2 4 5 *

Multi-Line IP Telephones625 - Display Multi-Line (DS) 643 678 836 *

Analog Ports & Telephones23 - Telephones (SLID)75 - Ports (SLP)

101 136 194 *

Voicemail Ports 24 24 48 *Paging Ports (PA-External) 10 10 28 *ACD Agents 21 25 75 *ACD Supervisors 2 4 10 *Power Panels (5 12-Port, 424-Port, 7 48-Port) 464 464 464 ---


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9.3.2. Courthouse Square (Main Facility)


EquippedFor

WiredFor

ExpandableTo

ISDN PRIs incl. CSUs(3-Local PRIs, 1-LD T1/PRI) 4 5 6 *

Analog Trunks 0 6 12 *Fax Server Tie Line Ports 4 4 4 *Receptionist Console(Provide Brief Descriptionw/Model #)

1 2 2 *


Analog Ports & Telephones23 - Telephones (SLID)34 - Ports (SLP)

57 60 72 *

Voicemail Ports 24 24 48 *Paging Ports (PA-External) 2 2 4 *ACD Agents 0 0 25 *ACD Supervisors 0 0 2 *Power Panels (1) 48 48 48 --

9.3.3. Job and Family Services


EquippedFor

WiredFor

ExpandableTo

ISDN PRIs incl. CSUs(2-Local PRIs) 2 2 6 *

Analog Trunks 1 6 12 *Receptionist Console(Provide Brief Descriptionw/Model #)

1 2 2 *


Analog Ports & Telephones5 - Ports (SLP) 5 8 16 *

Paging Ports (PA-External) 1 1 4 *ACD Agents(included in DS telephonecount)

11 13 25 *

ACD Supervisors 1 2 4 *Power Panels (2 –48 Port)(1 –24 Port) 96 120 120 --


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9.3.4. Sheriff’sDepartment


EquippedFor

WiredFor

ExpandableTo

ISDN PRIs incl. CSUs 0 0 2 *Analog Trunks 1 4 12 *Receptionist Console(Provide Brief Descriptionw/Model #)

0 0 1 *



Paging Ports (PA-External) 1 1 4 *ACD Agents 0 0 0 *ACD Supervisors 0 0 0 *Power Panels (1 –48 Port) 34 48 48 --

9.3.5. Garage


EquippedFor

WiredFor

ExpandableTo


0 0 0 *




Not on MAN - Private Line (Point to Point) T-1 to Court House


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9.3.6. CSEA


EquippedFor

WiredFor

ExpandableTo


0 0 0 *



Paging Ports (PA-External) 1 1 2 *ACD Agents(included in DS telephonecount)

10 12 25 *

ACD Supervisors 1 2 4 *Power Panels (1 –48 Port)(1 –12 Port) 42 60 60 --

9.3.7. Juvenile Court


EquippedFor

WiredFor

ExpandableTo


0 0 0 *





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9.3.8. Public Defender’s Office


EquippedFor

WiredFor

ExpandableTo


0 0 0 *

Multi-Line IP Telephones10 - Display Multi-Line (DS)1 - KLM (or total of 12 Keys)

10 12 16 *



9.3.9. Dog Shelter


EquippedFor

WiredFor

ExpandableTo


0 0 0 *





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9.3.10. Nursing Home


EquippedFor

WiredFor

ExpandableTo


0 0 0 *


36 42 60 *



9.3.11. Maintenance


EquippedFor

WiredFor

ExpandableTo


0 0 0 *


4 6 12 *




Page 31 of 41

9.3.12. OSU


EquippedFor

WiredFor

ExpandableTo


0 0 0 *


18 24 36 *



9.3.13. Solid Waste


EquippedFor

WiredFor

ExpandableTo


0 0 0 *


8 12 16 *




Page 32 of 41

9.3.14. Economic Development


EquippedFor

WiredFor

ExpandableTo


0 0 0 *


10 16 20 *




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10.0 QUOTATION

10.1. Pre-Cut Item. Meaning the investment price per item if purchased prior to cutoverand acceptance.

10.2. Pre-Cut Total. Meaning the total investment price of the required quantity.

10.3. Post-Cut. Meaning the investment price per item if purchased after cutover andacceptance. Post-cut pricing must be guaranteed for a minimum of one year fromcutover, inclusive of HW, SW, and installation labor provided through the use ofexisting cabling.

10.4. Description. Description of item being quoted. Include physical port density ofproposed item.

10.5. Associated Pricing. Include all associated pricing necessary to meet and /or exceedthe required specifications herein. List any and all included options. Totals are for acash purchase option.

10.6. Quotation Table. Provide the same formatted table for the proposed solution. Alsoattach a fully itemized list of equipment, software, and labor hours.

Provide an itemized list of all items included in the Proposed Solution

QTY Description Pre-CutItem

Pre-CutTotal

Post-CutItem

Common Control Equipment w/Redundancy $ $Resiliency Option $ $ $Peripheral Cabinets/Gateways/Nodes $ $ $ISDN PRI/T1 Cards incl. CSUs $ $ $T-1 Cards incl. CSUs $ $ $Analog Trunk Cards $ $ $Digital Station Cards (if applicable) $ $ $Analog Station Cards $ $ $VoIP User Licenses $ $ $Unified Messaging Licenses $ $ $Receptionist Console $ $ $List available Telephone models $ $ $ACD Agent Licenses $ $ $ACD Reporting $ $ $Call Accounting System $ $Unified Messaging Voicemail System $ $PoE Power Panels $ $ $

List other Options Included $ $ $Installation $ $One Year Parts and Labor Warranty $ $

TOTAL SOLUTION INVESTMENT $


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OptionsAdditional equipment required, not included in TotalSolution Investment

$ $ $

Annual Maintenance Options $ $ $Headsets $ $ $Conference Bridge Option $ $ $Wireless (Twinning) Option $ $ $Screen Pop - SDK Option $ $ $Remote Tele-worker Option $ $ $

Time and Material Rate /hr. /hr.

10.7. Agency/Location Investment. For the purposes of expense allocation andinvestment consideration by each agency, list the investment by each agencylocation as a breakdown of the Total Solution Investment proposed.

Agency/Location InvestmentCourthouse Square $Job and Family Services $Sheriff’s Department $Garage $CSEA $Juvenile Court $Public Defender’s Office $Dog Shelter $Nursing Home $Maintenance $OSU $Solid Waste $Economic Development $


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11.0 LEASE PURCHASE OPTION (MUNICIPAL)

11.1. Lease Provider. State the leasing agency proposed.

11.2. Lease Option Table. Provide the same formatted table for the proposed with leaseamount as provided in ‘Total Solution Investment’.

Lease Option is merely for evaluation purposes

Municipal Lease Quotes Only

Term Basis Rate Factor MonthlyOption

QuarterlyOption

Buyout(End of Term)

36 months $ $48 months $ $60 months $ $


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12.0 EXCEPTION LIST

Any exceptions or alternatives to the required items listed within this document must beincluded in your item response and listed by item number on this page.


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13.0 WOOD COUNTY METROPOLITAN AREA NETWORK

14.0

15.0 AFFIDAVIT

NON-COLLUSION AFFIDAVIT

STATE OF OHIO, )SS:

COUNTY OF WOOD,)

________________________________ being first duly sworn, deposed and says that he/she is

the __________________________ or authorized representative of ______________________or is the party submitting this bid; that such bid is genuine and not collusive or sham; that saidbidder has not colluded, conspired, connived, or agreed, directly or indirectly, with any otherbidder or person, to submit a sham bid, or refrain from bidding; has not in any manner, directly orindirectly sought by agreement or collusion, or communication or conference, with any person, tofix the bid price or affiant or any other bidder, to fix any overhead, profit or cost element of saidbid price, or of that of any other bidder; to secure any advantage against the County of Wood orany person or persons interested in the proposed contract; that all statements contained in saidproposal of bid are true and that, such bidder has not, directly or indirectly submitted this bid, orthe contents thereof, or divulged information or data relative thereto to any other potential bidder.Further, Affiant affirms that no county employee has any financial interest in this company or thebid being submitted.

__________________________________Affiant Signature and Title

Sworn to before me and subscribed in my presence this __________________________day of ________________________________________, 20__.

___________________________________Notary Public

(Seal) My commission expires

___________________________________

AFFIDAVIT OF CONTRACTOR OR SUPPLIER OF NON-DELINQUENCY PERSONALPROPERTY TAXES

O.R.C. SECTION 5719.042

State of Ohio )) SS:

County of Wood )

To: Wood County Commissioners

The undersigned, being first duly sworn, having been awarded a contract for______________________________, hereby states that we were not charged at the time the bidwas submitted with any delinquent personal property taxes on the general tax list of personalproperty of any county in which you as a taxing district have territory and that we were notcharged with delinquent personal property taxes on any such tax list.

In consideration of the award of the above contract, the above statement is incorporatedin said contract as a covenant of the undersigned.

____________________________________Signature

____________________________________Company Name

Sworn to before me and subscribed in my presence this _____________ day of________________, 19 ____ .

____________________________________Notary Public

(seal) My commission expires___________________

Ohio Revised Code Section 5719.042 provides as follows:

After the award by a taxing district of any contract let by competitive bid and prior to thetime the contract is entered into, the person making a bid shall submit to the district's fiscalofficer a statement affirmed under oath that the person with whom the contract is to be made wasnot charged at the time the bid was submitted with any delinquent personal property taxes on thegeneral tax list of personal property of any county in which the taxing district has territory or thatsuch person was charged with delinquent personal property taxes on any such tax list, in whichcase the statement shall also set forth the amount of such due and unpaid delinquent taxes and anydue and unpaid penalties and interest thereon. If the statement indicates that the taxpayer wascharged with any such taxes, a copy of the statement shall be transmitted by the fiscal officer tothe county treasurer within thirty days of the date it is submitted.

A copy of the statement shall also be incorporated into the contract, and no payment shallbe made with respect to any contract to which this section applies unless such statement has beenso incorporated as a part thereof.

AFFIDAVIT IN COMPLIANCE WITH SECTION 3517.13OF THE OHIO REVISED CODE

STATE OF OHIO

COUNTY OF WOOD SS:

Personally appeared before me the undersigned, as an individual or as a representative of_________________________ for a contract for _____________________________

(Name of Entity) (Type of Product or Service)

to be let by the County of Wood, who, being duly cautioned and sworn, makes the following statement withrespect to prohibited activities constituting a conflict of interest or other violations under Ohio RevisedCode Section 3517.13, and further states that the undersigned has the authority to make the followingrepresentation on behalf of himself or herself or of the business entity:

1. That none of the following has individually made after April 4, 2007, and that, if awarded acontract for the purchase of goods or services with a cost aggregating more than $10,000 in acalendar year, none of the following individually will make, beginning on the date the contract isawarded and extending until one year following the conclusion of the contract, as an individual,one or more campaign contributions totaling in excess of $1,000, to any member of the WoodCounty Board of Commissioners or their individual campaign committees:

a. myself (if applicable);b. any partner or owner or shareholder of the partnership (if applicable);c. any owner of more than 20% of the corporation or business trust (if applicable);d. each spouse of any person identified in (a) through (c) of this section;e. each child seven years of age to seventeen years of age of any person identified in

divisions (a) through (c) of this section (only applicable to contributions made on or afterJanuary 1, 2007).

2. That none of the following have collectively made after April 4, 2007, and that, if awarded acontract for the purchase of goods or services with a cost aggregating more than $10,000 in acalendar year, none of the following collectively will make, beginning on the date the contract isawarded and extending until one year following the conclusion of the contract, one or morecampaign contributions totaling in excess of $2,000, to any member of the Wood County Board ofCommissioners or their individual campaign committees:

a. myself (if applicable);b. any partner or owner or shareholder of the partnership (if applicable);c. any owner of more than 20% of the corporation or business trust (if applicable);d. each spouse of an person identified in (a) through (c) of this section;e. each child seven years of age to seventeen years of age of any person identified in

divisions (a) through (c) of this section;f. any political action committee affiliated with any person identified in divisions (a)

through (c) of this section.

Signature__________________________

Title:_____________________________

Sworn to before me and subscribed in my presence this _______ day of ______________,20_____.

Notary Public_____________________My Commission Expires____________


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Telecommunications System Request for Proposal Wood County