REQUEST FOR PROPOSALS (“RFP”) VoIP Telephone Systems including Equipment, Training, Maintenance & Support
The District of Columbia Housing Finance Agency (the “Agency” or “DCHFA”) requests proposals for the procurement of VoIP Telephone Systems including Equipment, Training, and Maintenance & Support for the Agency’s Headquarters, located at 815 Florida Avenue, NW, Washington, DC 20001. The information and instructions set forth below are designed to solicit responses that will demonstrate your company’s capability to satisfy the Agency’s requirements. Each company is requested to submit its most competitive offer.
The deadline for submission of proposals is Thursday, September 7, 2017 at 4:00 p.m. (ET).
Five (5) copies of the proposal must be received at 815 Florida Avenue, NW, Washington, DC 20001 on or before the deadline.
QUESTIONS ABOUT THIS RFP
Companies may submit questions related to this RFP in writing or by e-mail no later than noon on Friday, August 25, 2017 (ET). All questions shall be sent to Keami Estep, Procurement Manager at firstname.lastname@example.org. No oral proposals or oral modifications of proposals will be considered.
QUESTIONS AND ANSWERS:
1. RE: First paragraph – Are all thirteen (13) land lines to remain as is or can some of these be ported to the new PRI or SIP trunks (see question below) for cost savings? If some are to be ported, please identify.
The thirteen (13) landlines shall all remain as is.
2. Per Section III, Subsection 5 – “Vendor must provide both a primary and secondary internet provider”; Please advise what bandwidth is required for both the primary and secondary (back-up) circuits. Should these circuits be from the same Internet Service Provider (ISP) or from different providers?
Offerors shall propose the bandwidth required to ensure adequate service of Agency phone system. Primary and secondary internet providers shall be from different providers to ensure continuation of services in the event one provider has an outage.
3. Also per Section III, Subsection 5 - “Separation of internet used for the phone system versa general Agency operations internet service is highly preferred”; for an on premise, PBX option; in order to keep the phone system and internet circuits separate, a 3rd circuit would be required. For DID voice services, this can be either a PRI circuit or SIP trunks. Which is preferred?
Offerors shall recommend the best solution either PRI or SIP trunks for the Agency phone system. Advantages and disadvantages and any cost savings shall be included for both solutions.
4. If PRI, is one (1) PRI with 23B+D preferred? If SIP trunks are preferred, how many concurrent call paths (CCPs) should be provisioned? For SIP, please confirm that bidders should provide a Session Border Controller as well?
Offerors shall provide all equipment required to ensure optimal service of Agency phone systems for solution proposed.
5. RE: Sixty (60) telephones: Are all telephones to be the same model? Please provide specifications on the types of telephones required (display type, i.e., color or monochrome, number of programmable line keys, etc.), including any conference phones.
All telephones should be the same model. Agency has no specifications on equipment. Offeror shall propose equipment to efficiently operate a mid-size organization
6. Should all phones have an internal gigabit, dual port Ethernet switch? Please confirm that DCHFA has Power over Ethernet (PoE) switches in place that will support QoS, VLANs and QoS.
Yes all phones should have an internal gigabit, dual port Ethernet switch. DCHFA does have Power over Ethernet (PoE) in place.
7. Are all users required to have individual DID fax services (for HIPAA compliance)?
8. Please describe the requirements for Mobility (smartphone) users; e.g. “twinning” aka simultaneous ringing of desk phone and mobile phone.
DCHFA is requesting the “find me / follow me” feature where when the employee office number is dialed the system routes the call through a user-defined list of numbers. The numbers may be called sequentially. Once the list has been called and no connection made, the system may route the call to voice mail. Offerors shall propose the feature that satisfies this requirement.
9. Is external paging existing? If so, please provide the model number of the controller/amplifier.
No external paging system
10. Are there exactly (60) phone users and of those, how many do not need advanced features which includes voice mail? For example, courtesy phones, break rooms, conf. phones, etc. do not need voice mail, fax service, etc.
See Attached phone list
11. Are there any applications that need to be integrated into the phone system (e.g. CRM, Skype for Business, etc.)?
Currently there are no applications that need to be integrated into the phone system. However, solution proposed should be flexible to allow for integration at a later time.
12. Is there a Call Center environment; i.e. calls queued to a department with hold-time announcements? If so, how many agents and supervisors are needed? Is live reporting needed or just historical reporting?
There is no call center environment.
13. Are there any toll-free numbers (e.g., 800 numbers) and if so, how many toll-free minutes are required?
No there are no Agency toll free numbers, however, conference lines shall have a toll free number for long distance callers.