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Eastern Washington UniversityTelephony Systems

REQUEST FOR PROPOSAL (RFP 16/07)

Release Date: June 5, 2006

Proposal Due Date: July 21, 2006 at 2pm local time

Eastern Washington University RFP 16/07Telephony Systems Project April 17, 2006

Table of ContentsProposal Due Date: July 21, 2006..............................................................................................1Table of Contents..........................................................................................................................i

1. Information to Vendors.....................................................................................................1

1.1. Project Identification........................................................................................................11.2. Issuing Institution / Department / Unit............................................................................21.3. Contact Information.........................................................................................................21.4. Instructions to Vendors....................................................................................................2

1.4.1. Vendor Intent-to-Propose Letter................................................................................21.4.2. Non-Disclosure Form.................................................................................................21.4.3. Mandatory Pre-Proposal Conference.........................................................................31.4.4. Vendor Questions And Inquires.................................................................................31.4.5. Submittal Of Proposal................................................................................................31.4.6. Identification..............................................................................................................41.4.7. Multiple Proposals.....................................................................................................41.4.8. Further EWU Documentation....................................................................................4

1.5. Important Dates................................................................................................................41.6. Terminology.....................................................................................................................4

2. Vendor Information and Qualifications..........................................................................5

2.1. Contact Information.........................................................................................................52.1.1. Required Information.................................................................................................52.1.2. Subcontractors............................................................................................................5

2.2. Vendor Background Information.....................................................................................62.3. Manufacturer’s Background Information........................................................................62.4. Manufacturer’s Continuity Letter....................................................................................72.5. Financial Statements........................................................................................................72.6. User Group Identification................................................................................................72.7. Project Team Information / Certification.........................................................................72.8. References........................................................................................................................7

2.8.1. Number Of References..............................................................................................72.8.2. Reference Qualifications............................................................................................72.8.3. Reference Information...............................................................................................8

2.9. Additional Information....................................................................................................8

3. Form and Content of Proposals........................................................................................8

3.1. Legibility and Organization.............................................................................................83.2. Completeness of Response..............................................................................................83.3. Abbreviated Responses....................................................................................................83.4. Vendor Responsible for Completeness of Response.......................................................83.5. Problem Resolution Escalation Information....................................................................93.6. Copies..............................................................................................................................93.7. Signatures.........................................................................................................................93.8. Liability Insurance...........................................................................................................93.9. Performance Bond...........................................................................................................9

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3.10. Proposal Format...............................................................................................................9

4. RFP and Proposal Terms and Conditions.....................................................................10

4.1. Right to Withdraw Proposals.........................................................................................104.2. Right to Reject/Accept Proposals..................................................................................104.3. Right to Modify Proposals.............................................................................................104.4. University Not Responsible for Proposal Expenses......................................................104.5. University Right to Modify Specifications....................................................................104.6. Alternatives to Specification..........................................................................................114.7. Clarifications..................................................................................................................114.8. Guarantee.......................................................................................................................114.9. Restricted Communications...........................................................................................114.10. Distribution of Questions and Answers.........................................................................114.11. Confidentiality/ Publicity...............................................................................................114.12. RFP, Proposals Do Not Obligate...................................................................................124.13. Use of Information.........................................................................................................124.14. Proposal Evaluation and Vendor Selection....................................................................12

4.14.1. Evaluation Committee.............................................................................................124.14.2. Preliminary Evaluations...........................................................................................124.14.3. Weighted Preliminary Evaluation Criteria...............................................................12

4.15. Notification to Proposers...............................................................................................134.16. Debriefing of Unsuccessful Proposers...........................................................................134.17. Protest Procedure...........................................................................................................13

5. Terms and Conditions of Contract................................................................................16

5.1. Governing Laws.............................................................................................................165.2. Non-Performance...........................................................................................................165.3. Payment Currency..........................................................................................................165.4. Contract Components.....................................................................................................165.5. Precedence of Conflict Resolution.................................................................................165.6. Contract Responsibilities for the University..................................................................165.7. Failure to Conform.........................................................................................................165.8. Rejected Work...............................................................................................................165.9. Escalation and Penalties.................................................................................................175.10. Changes to Contract.......................................................................................................175.11. Materials and Warranties...............................................................................................175.12. Subcontracting Relationships.........................................................................................18

5.12.1. Respondent As Prime...............................................................................................185.12.2. Subcontractor Approval...........................................................................................185.12.3. Subcontractor Disputes............................................................................................18

5.13. Legal and Regulatory Compliance.................................................................................185.13.1. Valid License...........................................................................................................185.13.2. Legal Compliance....................................................................................................185.13.3. Safety Considerations..............................................................................................185.13.4. Drug Use Policy.......................................................................................................195.13.5. Harassment, Discrimination, Fraternization............................................................195.13.6. Unprofessional Behavior.........................................................................................19

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5.13.7. Attire........................................................................................................................195.13.8. Identification Badges...............................................................................................195.13.9. Collective Bargaining..............................................................................................195.13.10. Building Access.......................................................................................................19

5.14. Patent Infringements......................................................................................................195.15. Segmentation of Award.................................................................................................205.16. Washington Institutions of Public Higher Education Clause........................................205.17. Non-Collusion................................................................................................................205.18. Codes and Standards......................................................................................................205.19. Payment Schedule..........................................................................................................215.20. Final System Acceptance...............................................................................................21

6. Technical Requirements..................................................................................................21

6.1. Background....................................................................................................................216.1.1. Main Campus...........................................................................................................216.1.2. Spokane Center........................................................................................................22

6.2. General System Design..................................................................................................236.3. General Implementation Requirements.........................................................................246.4. General Implementation Assumptions...........................................................................256.5. Implementation Schedule and Plan................................................................................266.6. Service and Maintenance...............................................................................................266.7. Training..........................................................................................................................276.8. System Environmental / Cutover Requirements............................................................276.9. Telephone System Requirements...................................................................................27

6.9.1. Advanced System.....................................................................................................276.9.2. Scalable Solution.....................................................................................................286.9.3. Reliability.................................................................................................................286.9.4. System Maintenance, Upgrades, and Diagnostics...................................................286.9.5. High Availability and Quality of Service (QoS)......................................................296.9.6. Voice System Signaling / Protocols / Standards......................................................296.9.7. Dial Tone / Trunking / Call Routing Issues.............................................................296.9.8. Additional System Features.....................................................................................306.9.9. Music On Hold (MOH)............................................................................................306.9.10. System Management / Administration.....................................................................306.9.11. Security....................................................................................................................306.9.12. Traffic Measurement................................................................................................316.9.13. Call Detail Recording / Call Accounting.................................................................316.9.14. E911 and Location Identification.............................................................................316.9.15. CALEA Requirements.............................................................................................316.9.16. Telephone Set / Desktop Units................................................................................31

6.10. Automatic Call Distribution (ACD)...............................................................................336.10.1. Basic System............................................................................................................336.10.2. Additional ACD Features........................................................................................346.10.3. ACD Statistical Reports...........................................................................................34

6.11. Voice Mail System Requirements.................................................................................346.11.1. Basic Systems..........................................................................................................346.11.2. Minimum Feature Requirements.............................................................................35

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6.11.3. Optional Features.....................................................................................................356.11.4. Unified or Integrated Messaging.............................................................................356.11.5. Voice Messaging System Administrative Console..................................................35

6.12. System Configuration....................................................................................................366.13. Itemized System Costs...................................................................................................386.14. Warranty and Maintenance Issues.................................................................................38

6.14.1. Warranty Period.......................................................................................................386.14.2. Maintenance Pricing................................................................................................38

6.15. No Unspecified Costs....................................................................................................386.16. Post Cutover Pricing......................................................................................................39

APPENDIX A: Letter of Intent-to-Propose.............................................................................40

APPENDIX B: Non-Disclosure Form.......................................................................................41

APPENDIX C: Certifications And Assurances (See RFP Response Form)..........................42

APPENDIX D: Current Configuration Information..............................................................43

APPENDIX E: RFP Response Form........................................................................................44

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1. Information to Vendors

1.1. Project IdentificationThis Request for Proposal (RFP) encompasses the purchase, installation, and maintenance services for Eastern Washington University’s telephony systems. Eastern Washington University (hereinafter referred to as “EWU” or “the University”) invites all qualified Vendors to submit a proposal.

EWU currently uses a Nortel Option 81C (Cheney campus) and a Nortel Option 51 (Spokane Center) for the core Private Branch Exchange (PBX) telephone equipment. The system uses both Nortel Intelligent Peripheral Equipment (IPE) and Enhanced Peripheral Equipment (EPE) for common support equipment. There are two MeridianMail systems in use to support the administration, staff, and faculty (one at each campus), and a third MeridianMail system for the dormitory residents on the main campus. According to Nortel’s Equipment Life Cycle Management Planning Notices, essential elements of the University’s telephony hardware are either “Manufacturer Discontinued” or “End of Life” status. The End of Life notice on critical hardware will severely impact the University’s maintenance program and will limit the University’s ability to manage growth in capacity and services.

Through this RFP, the University is seeking a qualified Vendor to migrate existing services off of the aging Nortel equipment onto supportable platforms that will easily accommodate evolution to IP Telephony. The University envisions a “hybrid” solution will be a necessary transition to the full IP Telephony system of the future.

In considering proposals for IP Telephony solutions the Vendor must recognize the University has a well developed data network, but the University has not deployed the necessary network electronics to support inline power and Quality of Service in all buildings on campus. As such, the Vendor should consider the initial rollout of IP-based telephony services to be a pilot project with careful phasing of future implementations.

To address potential solutions for the Spokane Center, the Vendor must understand the infrastructure will not support IP Telephony and the University does not plan to invest in data electronics or re-cabling for this site.

The University is pursuing a three-year maintenance contract for all telephony systems that will include a pre-negotiated option to extend the maintenance contract for two one-year periods.

EWU will evaluate proposals supplying equipment and maintenance from multiple manufacturers and including sub-contracted vendors; however, the contract will only be awarded to a single Vendor who will provide a single point of contact (under a single contract) to EWU.

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1.2. Issuing Institution / Department / UnitEastern Washington UniversityInformation Resources Enterprise Systems DepartmentCheney, WA 99004-2411

1.3. Contact InformationSusan BrownPurchasing OfficeEastern Washington University312 Showalter HallCheney, WA 99004-2445(509) 359-6403 (office)(509) 359-7984 (FAX)[email protected]

Any contact with EWU regarding this RFP must be forwarded through the above defined contact. Any Vendor who seeks information, clarification or interpretations from any other EWU employee will be excluded from the RFP process (see section 4.10).

1.4. Instructions to Vendors

1.4.1. VENDOR INTENT-TO-PROPOSE LETTER

Upon receipt of this RFP, and prior to the deadline defined in Section 1.5, Vendors interested in providing EWU with a proposal shall complete and submit a Letter of Intent-to-Propose by fax, expressing its interest. A blank copy of the Letter of Intent-to-Propose is enclosed in Appendix A. The Vendor must include with its fax a signed Non-Disclosure Form. The Letter must be faxed to: Eastern Washington University, Attention: Purchasing Manager, at (509)359-7984. The Letter shall list the Vendor contact information, including telephone number, fax number, and e-mail address of its designated contact. This Letter shall also serve to confirm the Vendor’s attendance at the mandatory pre-proposal conference as scheduled in Section 1.5 of this document. Any Vendor wishing to rescind its Letter of Intent-to-Propose may do so at any time during the RFP process by sending a letter stating their intent not to submit a proposal.

1.4.2. NON-DISCLOSURE FORM

EWU is willing to share sensitive network and telecommunications design information during the pre-proposal conference with Vendors to ensure full understanding and quality RFP responses. This information may include detailed lists of network electronics by site, network diagrams and drawings, and the specific location of wiring and electronics closets. For security purposes, providing this information requires the Vendors to sign a Non-Disclosure Agreement. A copy of the Non-Disclosure Form is in Appendix B – this must be signed by an authorized representative and faxed to the EWU Purchasing Department along

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mailto:[email protected]


with the Vendor’s Letter of Intent-to-Propose. The Vendor must bring the signed original documents to the Pre-Proposal Conference. EWU will then distribute the additional telephone system and data network design information to the Pre-Proposal attendees.

1.4.3. MANDATORY PRE-PROPOSAL CONFERENCE

A mandatory pre-proposal conference will be held on the date, time, and place specified in Section 1.5. All Vendors who intend to offer a proposal must attend. As stated above, each Vendor attending must present the original signed Nondisclosure Form that was faxed with its Letter of Intent-to-Propose. The purpose of this conference is to provide the Vendors the opportunity to ask questions related to the technical or contractual issues related to EWU’s requirements. Any discussion at the Pre-proposal Conference will not alter any of the written requirements or specifications of the RFP unless committed to a formal written Addendum issued by EWU and distributed to all Vendors.

This conference will include a walk-through of relevant telecommunications rooms identified for the common telephone system equipment. Vendors will not be allowed to take photographs; however, EWU will supply digital photos of the rooms.

1.4.4. VENDOR QUESTIONS AND INQUIRES

It is the responsibility of the Vendors to read and understand all parts of the RFP. As required by WAC 236-48-013 and WAC 236-48-081 all questions shall be directed to the Purchasing Office, Eastern Washington University, 312 Showalter Hall, Cheney, WA 99004-2445. The preferred method is to fax questions to (509) 359-7984. Questions must reference the appropriate paragraph of the RFP document. All faxed correspondence must include an active fax number to which the University can send responses. Questions received after the date/time specified in Section 1.5 of this document, will not be considered. Only questions answered by formal written addenda shall be binding. Oral interpretations shall be without legal effect. If the Vendor’s response is incomplete, or does not follow all RFP instructions, or does not meet specifications of any part of the RFP document, that Vendor’s response may be rejected with no penalty to the University. All questions and answers will be distributed to all Vendors that both submit a Letter of Intent-to-Propose and attend the mandatory pre-proposal conference.

1.4.5. SUBMITTAL OF PROPOSAL

All proposals must follow the format of the Vendor RFP Response Form (See Appendix E). All responses must be delivered to Showalter Hall, room 312, not later than 2:00 p.m. local time in Cheney, Washington, on the date defined in Section 1.5 of this document. Proposals arriving after the deadline will be rejected and returned to senders. Proposals and accompanying documents arriving before the deadline will become the property of the University and may not be returned unless a written request to withdraw the proposal is received before the response due date and time. RFP responses may then be returned at the Vendor’s expense.

Vendors assume the risk of the method of dispatch chosen. The University assumes no responsibility for delays caused by the U.S. Postal Service or other delivery services. Postmarking by the due date will not substitute for actual proposal receipt by EWU. Late

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proposals will not be accepted, nor will additional time be granted to any individual Vendor. Proposals may not be delivered by facsimile or other electronic means.

1.4.6. IDENTIFICATION

Proposals must be submitted in a sealed envelope with the RFP number, Eastern Washington University’s name, and the proposal opening date and time clearly indicated on the outside of the envelope. The envelope must also bear the Vendor’s name and address, preferably in the upper left hand corner.

1.4.7. MULTIPLE PROPOSALS

Vendors may submit more than one proposal in response to this RFP. However, each proposal must be a separate, complete package that can be considered independently of any other proposal from the same Vendor.

1.4.8. FURTHER EWU DOCUMENTATION

EWU publishes its standards and near term projects for telecommunications on its public website: http://telecom.ewu.edu. This website will also be used to publish this RFP and additional documentation such as Questions and Answers associated with this RFP process. Information issued under non-disclosure will not be published on this website.

1.5. Important Dates Release Date: June 5, 2006

Faxed Letter of Intent-to-Propose Due: June 19th, 2006

Mandatory Conference & Walkthrough: June 27, 2006

** Tawanka Room 215 9:00AM to Noon**

Closing Date for Questions: 2:00 p.m. July 7, 2006

Last Day EWU To Issue Addenda: July 13, 2006

Proposals Due: 2:00 p.m. July 21, 2006

By Invitation Proposal Presentations: August 9-10, 2006

Vendor Selection: August 21, 2006

Project Commencement: September 18, 2006

1.6. TerminologyThe term “RFP” refers to this Request for Proposal document.

The terms “Project,” “Solicitation,” and “Agreement” refer to the project described in this RFP and for which proposals are being solicited.

For the purpose of this RFP, the terms “contractor,” “vendor,” and “respondent” are used interchangeably.

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http://telecom.ewu.edu/


Any statement in this document that contains the word “must” or the word “shall” requires mandatory compliance. Failure of the Vendor to comply may be cause for rejection of the proposal or cancellation of the contract.

Technical terms used in this RFP are intended to follow industry conventions. Respondents should request clarification of terms whenever there is uncertainty as to the exact meaning.

2. Vendor Information and Qualifications

All information must be submitted on the RFP Response Form (See appendix E).

2.1. Contact Information

2.1.1. REQUIRED INFORMATION

At a minimum, the respondent must provide the name, office address and telephone number for each of the parties below. Where possible, the respondent should also provide fax numbers and/or e-mail addresses.

2.1.1.1 PRINCIPALS

Provide the names of Company principals or corporate officers.

2.1.1.2 CONTRACT EXECUTIVES

List executive(s) that will be the contract authority for the project described in this RFP. This person must also be the point of contact for questions regarding the submitted proposal.

2.1.1.3 ACCOUNT EXECUTIVES

List executive(s) that will be responsible for managing the business relationship between the respondent and the University.

2.1.1.4 PROJECT MANAGER

List the Person(s) that will be responsible for the project management of the implementation of the system(s).

2.1.1.5 SALES ENGINEER

List the person(s) who will be responsible for the technical response in the proposal and the overall system design.

2.1.2. SUBCONTRACTORS

The respondent shall provide names, addresses, and contact information (as above) for each subcontractor to be employed in the execution of the contract. Include a brief background on each subcontractor involved, description of the subcontractor’s activities, and three references of work similar to that which they would be performing as subcontractor on this project.

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2.2. Vendor Background InformationProvide the following information:

a. Parent Company (if applicable):

b. Organizational Type/Structure:

c. State of incorporation:

d. Federal Identification Number:

e. Washington Business License Number

f. Vendor Experience:

1. Years company in business in Washington State:

2. Years firm has represented the equipment manufacturer:

3. Number of systems installed by the proposing office, same model:

4. Other products/manufacturers represented:

5. Additional background information (optional):

2.3. Manufacturer’s Background InformationProvide the following information for the system(s) proposed:

a. Manufacturer’s name:

b. Headquarters address:

c. Original release date of this family of systems:

d. Release date of this system model:

e. Release date of the proposed level/version of software:

f. Number of systems installed nationwide, same model:

Provide the following information for the voice messaging system proposed:

a. Manufacturers name:

b. Headquarters address:

c. Original release date of this family of systems:

d. Release date of this system model:

e. Release date of the proposed level/version of software:

f. Number of systems installed nationwide, same model:

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2.4. Manufacturer’s Continuity LetterThe Vendor shall provide a letter of continuity from the manufacturer of the proposed voice communications system(s) and the manufacturer of the proposed voice messaging system(s), addressed to Eastern Washington University. The letters shall guarantee full service and support for EWU in the event of the Vendor’s failure or discontinuation of the product by the manufacturer. The commitment must be effective for at least seven years and must include local (within one hour) availability of all software, hardware, parts, service, and support. The letter must be on the manufacturer’s letterhead and signed by an authorized representative, and be included with the RFP Response Form (Section IX).

2.5. Financial StatementsThe proposal must include the Vendor’s most recent financial statement or annual report (RFP Response Form Section X).

2.6. User Group IdentificationIf there is an established Users Group for the equipment proposed, list the name and contact(s) for the national and local User Groups as well as any website for these organizations.

2.7. Project Team Information / CertificationThe proposal must include a list of the proposed project team members, including the local technical staff available for on-site service work after the installation. The list shall include the title, role and responsibility for each team member and any pertinent certifications they have obtained. Specific roles that should be itemized include the project manager, the system designer, the system database developer, the system database programmer, the trainer, the installer/technician, and any LAN/WAN network engineers used to validate the capability of the IP network, for an IP Telephony design and implementation. Normal location refers to where the individual’s office is and whether travel expenses may apply to future (post-project) work.

A copy of the resume of the Project Manager, the lead Sales Engineer, and the Lead Maintenance Technician assigned for post-installation support shall be submitted as part of the proposal.

2.8. References

2.8.1. NUMBER OF REFERENCES

The respondent must provide at least three (3) references relevant to the scope of this contract, using the RFP Response Form.

2.8.2. REFERENCE QUALIFICATIONS

The references provided must have installed the system within the past 36 months.

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2.8.3. REFERENCE INFORMATION Company name, contact name, mailing address, and telephone number must be provided for each reference.

A brief description of the size and the type of system to demonstrate the relevance of the reference must be provided for each reference.

2.9. Additional InformationEastern Washington University reserves the right to request and/or obtain additional information as required.

3. Form and Content of Proposals

All information must be submitted on the RFP Response Form (See Appendix E).

3.1. Legibility and OrganizationProposals must be typed or printed, must be written in English and must be legible and reasonably organized. Proposals must follow the format of the RFP Response Form, see Appendix E. Pages must be consecutively numbered. Proposals must be bound. The quality, clarity, and organization of the proposal will be one of the evaluation criteria in vendor selection.

3.2. Completeness of ResponseVendors must include responses to all of the provisions and items of this RFP using the RFP Response Form, see Appendix E. To be considered responsive, the Vendor must submit a complete proposal that satisfies all requirements stated in this RFP.

3.3. Abbreviated ResponsesSimple concurrence or acknowledgement to items not needing a specific Vendor statement may be used. However, simple concurrence or acknowledgement of items that do require a specific Vendor statement, explanation, or supporting materials may be considered non-responsive.

3.4. Vendor Responsible for Completeness of ResponseBefore submitting proposals, each Vendor is requested to carefully consider the amount, character, and timeline of the work to be done as well as the difficulties involved in its proper execution. The Vendor shall include in the proposal all costs deemed necessary to cover all contingencies essential to successfully procuring, installing and maintaining the University’s telephony systems. Any cost not specifically itemized in the proposal shall not be incurred unless specifically agreed upon, in writing. No claims for compensation shall be considered or allowed for extra work resulting from ignorance of any existing conditions on the part of the Vendor.

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3.5. Problem Resolution Escalation InformationThe Vendor must provide a problem resolution escalation chart or a list indicating the order of contacts to be made in efforts to resolve all issues or problems with any aspect of the contract conditions.

3.6. CopiesVendors shall provide one signed original, one printed copy, and one electronic format copy of the proposal. The electronic copy shall be in Adobe Acrobat, Microsoft Word, or Rich Text Format and stored on a CD-ROM.

3.7. SignaturesEach hard copy of the proposal shall contain an original signature by a duly authorized representative who may legally bind the company (including the Terms and Certifications and Assurances form in Appendix C and on the RFP Response Form).

3.8. Liability InsuranceVendor shall maintain in full force and effect during the term of the Contract the insurance described in this section. The insurance policies shall name EWU as an additional insured and copies of certificates shall be provided to EWU before commencing performance of the contract. The minimum acceptable limits shall be as indicated below for each of the following categories:

a) Commercial General Liability covering the risks of bodily injury (including death), property damage, personal injury, and advertising injury, which includes coverage for contractual liability, with a limit of not less than $1 million per occurrence/$2 million general aggregate;

b) Business Automobile Liability (owned, hired, or non-owned) covering the risks of bodily injury (including death) and property damage, including coverage for contractual liability, with a limit of not less than $1 million per accident.

3.9. Performance BondPrior to the execution of a contract, the Vendor shall furnish to EWU a performance bond for this project in the amount of one hundred percent (100%) of the contract amount covering the faithful performance of the Contract and the payment of all obligations arising thereunder. Said bond shall be secured through a recognized surety company licensed to do business in the State of Washington and may be obtained through the Vendor’s usual sources.

3.10. Proposal FormatIt is essential that EWU be able to easily match a Vendor’s response with this RFP’s requirements for information. An RFP Response Form (Appendix E) for this RFP is provided as an attachment and must be used to organize the proposal. Where asked, indicate compliance and/or note any exceptions to the requirements and provide responses to the listed questions. Proposals must be submitted on 8½ by 11 inch paper in standard binders.

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Foldouts for charts, tables, spreadsheets, and single line diagrams are acceptable. Pre-printed materials, such as brochures or technical documents, may be included, but should be placed within the binders whenever possible. Electronic copies of brochures, pre-printed technical documents, and blank contract agreements are not required.

Failure to provide a complete response may be grounds for rejection. Emphasis should be on conformance to the RFP instructions, responsiveness to the RFP requirements, and clarity of content. Elaborate or unnecessarily lengthy documents are discouraged. In addition, non-requested information unrelated to the specific proposed solution, such as marketing or customer write-ups, is discouraged.

4. RFP and Proposal Terms and Conditions

4.1. Right to Withdraw ProposalsProposals may be withdrawn by the Vendor at any time before signature of the Contract for any reason.

4.2. Right to Reject/Accept ProposalsEastern Washington University reserves the right to accept any proposal or, at its discretion, reject any or all proposals for whatever reason it deems appropriate. EWU reserves the right to accept all or any part of a Vendor’s proposal.

4.3. Right to Modify ProposalsWith the concurrence of the Vendor, EWU reserves the right to modify minor irregularities in proposals received. The University also reserves the right to modify a Vendor’s proposal(s) to change the quantities of equipment or features to be furnished in order to reflect changes that may have occurred after release of the proposal.

If discrepancies between sections or other errors are found in a proposal, EWU may reject the proposal; however, EWU may, at its sole option, correct any arithmetical error in extended price calculations or in the addition of line items. Vendors are responsible for all errors or omissions in their proposals, and any such errors or omissions shall not serve to diminish their obligations to Eastern Washington University.

4.4. University Not Responsible for Proposal ExpensesReceipt of a proposal does not obligate Eastern Washington University to pay any expenses incurred by the Vendor in the preparation of its proposal or obligate EWU in any other respect.

4.5. University Right to Modify SpecificationsEastern Washington University reserves the right to modify the specifications contained herein at any time during the proposal period. No modification or interpretation of the specifications other than through the issuance of addenda shall be binding upon EWU.

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Vendors must notify Eastern Washington University as soon as possible of any omissions or errors in the specifications so corrective addenda may be issued.

4.6. Alternatives to SpecificationAlternatives to the specification will be reviewed and evaluated, but only if they are in addition to, and not in place of, EWU’s stated requirements. Any exception must be clearly specified as such, and Eastern Washington University reserves the right to reject any proposal that does not comply with this instruction.

Vendors may submit more than one proposal in response to this RFP. However, each proposal must be a separate, complete package that can be considered independently of any other proposals from the same Vendor.

4.7. ClarificationsEWU reserves the right to obtain clarification of any point in a Vendor’s proposal or to obtain additional information necessary to properly evaluate a proposal. Failure of a Vendor to respond to a request for additional information or clarification may result in rejection of the Vendor’s proposal. EWU’s retention of this right shall in no way reduce the responsibility of Vendors to submit complete, accurate and clear proposals.

4.8. GuaranteeThe Vendor shall guarantee for the life of the contract (three years with an option for two one year periods) field support, maintenance, and preventative maintenance as necessary to protect the University from the interruption of the telephone system(s). EWU further expects the Vendor will regularly conduct marketing sessions with EWU on the industry and product developments relevant to the systems installed.

4.9. Restricted CommunicationsDuring the period from publication of this RFP until contract is awarded, all questions regarding the RFP, the Contract, or any aspect of this project shall be directed to specific points of contact (see Contact Information in Section 1.2) at Eastern Washington University. Conversations with persons other than designated contacts about any aspect of the RFP, proposal, contract, or project shall require immediate rejection of the respective proposal.

4.10. Distribution of Questions and AnswersAll respondents will receive copies of all questions and all responses.

4.11. Confidentiality/ PublicityAll materials received relative to this RFP will be kept confidential until the agenda for a contract award is filed with EWU, at which time all materials received may be available to the public. EWU will attempt to protect legitimate trade secrets of any Vendor. Examples of trade secrets would be unpublished descriptions of proprietary aspects of the systems proposed. Any proprietary information contained in the proposal must be designated clearly

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and should be labeled with the words “Proprietary Information.” Marking the entire proposal proprietary may result in the rejection of the proposal.

Vendors should be aware that EWU is required by law to make its records available for public inspection, with certain exceptions. It is EWU’s belief that this legal obligation would not require the disclosure of proprietary, descriptive literature that contains valuable designs, drawings, or documentation. However, the Vendor, by submission of materials marked “Proprietary Information,” acknowledges and agrees that EWU shall have no obligation or liability to the Vendor in the event that either is required by a court of competent jurisdiction to disclose these materials.

All proposals become the property of Eastern Washington University upon receipt.

4.12. RFP, Proposals Do Not ObligateThe University will not consider either distribution of this RFP, or receipt of Vendors’ proposal(s), as an obligation or commitment by the University to either purchase equipment from the Vendor or to enter a contractual agreement.

4.13. Use of InformationEastern Washington University reserves the right to use any or all design ideas or concepts presented in any proposal submitted in response to this RFP regardless of whether the ideas or concepts are contained in the winning proposal. This right shall exist even if the proposal states otherwise.

4.14. Proposal Evaluation and Vendor Selection

4.14.1. EVALUATION COMMITTEE A proposal evaluation committee will be formed as determined by the University’s Purchasing Manager and Chief Information Officer.

4.14.2. PRELIMINARY EVALUATIONS

The first round of proposal evaluations will reject all proposals that fail to meet the mandatory requirements of the RFP or in any way demonstrate gross inability of the Vendor to deliver the quality of materials and services required.

4.14.3. WEIGHTED PRELIMINARY EVALUATION CRITERIA

The following primary evaluation criteria have been identified and are shown below. Weightings are indicated as percentages.

EWU will initially check the proposals to validate that all information required to conform to this RFP is included. Absence of required information will be cause for rejection. EWU will then evaluate the proposals for performance requirements compliance and technical merit. Proposals deemed acceptable will be reviewed to establish life cycle costs.

Under the evaluation committee’s discretion, EWU may select a group of Vendor finalists that may be asked to present and demonstrate the products and services included in their proposal. Such demonstration must address the system operating the same hardware and

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software version as proposed. Each finalist will be afforded approximately 3 hours for its presentation, which should include a product demonstration, at a mutually agreeable location, and an overview of the Vendor’s ability to meet EWU’s requirements. Vendors must be prepared to show how any of the individual features of the system work, and that they in fact operate as EWU requires.

A contract shall be awarded to the most responsible and responsive Vendor based upon, but not limited to, the following criteria:

1. The quality of the system(s) proposed, conformity with technical specifications, ease of operation, and ease of servicing. (30%)

2. The ability, capacity and skill of the Vendor to provide the goods and services required. This includes the character, integrity, reputation, judgment, experience and efficiency of the Vendor, including the quality of the proposal document and the Vendor’s performance on similar contracts. (30 %)

3. The capital (purchase) cost and life cycle costs for all products and services considered or proposed. (15%)

4. Support issues such as training, maintenance capabilities, and service and maintenance issues, including capacity, capability and future options. (10%)

5. Additional system functions or capabilities beyond the specified requirements, but pertinent to EWU’s use of the system, to meet the best interests of the University. (15 %)

4.15. Notification to ProposersFirms whose proposals have not been selected for further consideration will be notified via a formal letter sent to the contact identified in the Vendor’s proposal.

4.16. Debriefing of Unsuccessful ProposersUpon request, a debriefing conference will be scheduled with an unsuccessful Proposer. The request for a debriefing conference must be received by the University’s Purchasing Manager within three (3) business days after the Notification of Unsuccessful Vendor letter is faxed/e-mailed to the Vendor. The debriefing will be held within five (5) business days of the request.

Discussion will be limited to a critique of the requesting Vendor’s proposal. Comparisons between proposals or evaluations of the other proposals will not be allowed. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of one hour.

4.17. Protest ProcedureGrounds For Protest Protests may be made after the agency conducting the acquisition has announced the apparently successful vendor and after the protesting vendor has had a debriefing conference with that agency. Protests may be made on only these grounds:

Arithmetic errors were made in computing the score.

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The agency failed to follow procedures established in the solicitation document, the IT Investment Policy, the IT Investment Standards, or applicable state or federal laws or regulations.

There was bias, discrimination, or conflict of interest on the part of an evaluator.

Protest Process

FIRST LEVEL – EASTERN WASHINGTON UNIVERSITY

Protests are always initially made to the agency (Eastern Washington University) conducting the acquisition. This University procedure is available to vendors who submitted a response to this solicitation document and who have participated in a debriefing conference. Upon completing the debriefing conference, the vendor is allowed five (5) business days to file a protest of the acquisition with the Purchasing Manager. Protests may be submitted by facsimile, but should be followed by the original document. The University will postpone further steps in the acquisition process until the protest has been resolved and will notify DIS of receipt of the protest.

Vendors protesting this procurement shall follow the procedures described below. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to vendors within the University.

All protests must be in writing and signed by a person authorized to bind the vendor to a contractual relationship. The protest must state the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included. All protests shall be addressed to the Purchasing Manager.

Upon receipt of a protest, a protest review will be held by the University. The Vice President for Business & Finance or an employee delegated by the Vice President for Business & Finance who was not involved in the procurement will consider the written protest material and all relevant facts known to the University. The University will deliver its written decision to the protesting vendor within five business days of receipt of the protest, unless more time is needed. The protesting vendor will be notified if additional time is necessary

The final determination of the protest within the University shall: Find the protest lacking in merit and uphold the University’s action; or Find only technical or harmless errors in the University’s acquisition process and

determine the University to be in substantial compliance and reject the protest; or Find merit in the protest and provide the University options which may include:

–Correct the errors and re-evaluate all proposals, and/or

–Reissue the solicitation document and begin a new process, or

–Make other findings and determine other courses of action as appropriate.

SECOND LEVEL – DIS REVIEW

If the protesting vendor is not satisfied with the agency's decision, it may appeal. Appeal is made to the Washington State Department of Information Services (DIS).

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Written notice of appeal to DIS must be received by DIS within five business days after the vendor receives notification of the agency's decision. All protests to DIS shall be addressed as follows:

Tracy Guerin

Department of Information Services

1110 Jefferson St. SE

PO Box 42445

Olympia, WA 98504-2445

In conducting its review, DIS will consider all available relevant facts. DIS will resolve the appeal in one of the following ways:

Find that the protest lacks merit and upholding the agency's action. Find only technical or harmless errors in the agency's acquisition process,

determining the agency to be in substantial compliance, and rejecting the protest; or

Find merit in the protest and provide options to the agency, including:

o Correcting errors and reevaluating all proposals; or

o Reissuing the solicitation document; or

o Making other findings and determining other courses of action as appropriate.

DIS will issue a written decision within five business days after receipt of the notice of appeal, unless more time is needed. The protesting vendor will be notified if additional time is necessary. DIS' determination is final; no further administrative appeal is available.

Form and Content

A written protest must contain the facts and arguments upon which the protest is based and must be signed by a person authorized to bind the vendor to a contractual relationship. At a minimum, this must include:

The name of the protesting vendor, its mailing address and phone number, and the name of the individual responsible for submission of the protest.

Information about the acquisition and the acquisition method and name of the issuing agency.

Specific and complete statement of the agency action(s) protested.

Specific reference to the grounds for the protest.

Description of the relief or corrective action requested.

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A copy of the issuing agency's written decision on the protest, for appeals to DIS.

5. Terms and Conditions of Contract

5.1. Governing LawsIf the Vendor submits standard terms and conditions with its proposal, and if any of those terms and conditions are in conflict with the laws of the State of Washington, the laws of the State of Washington shall govern.

5.2. Non-PerformanceIn the event of non-performance on the part of the Vendor (i.e., failure and/or inability to meet agreed upon deadlines or specifications as outlined herein), consequential damages will be claimed by Eastern Washington University. EWU may terminate the Agreement and be relieved of the payment of any consideration to the Vendor should the Vendor fail to perform as required by the Agreement. In the event of such termination EWU may proceed with the work in any manner they deem proper. The cost to the University shall be deducted from any sum due the Vendor under the Agreement.

5.3. Payment CurrencyThe currency used for payment of project costs shall be in United States dollars.

5.4. Contract ComponentsThe RFP, written questions, answers to questions, Vendor’s proposal, and other documents associated with this proposal shall become part of the resultant Contract.

5.5. Precedence of Conflict ResolutionIn the event of a conflict, the order of precedence to resolve the conflict is as follows: Washington State law, the terms and conditions of the signed Contract, the terms and conditions of this RFP, and last, the Vendor’s proposal.

5.6. Contract Responsibilities for the UniversityThe Vendor shall clearly define, in writing, the expected responsibilities of Eastern Washington University during the course of the Contract.

5.7. Failure to ConformEastern Washington University reserves the right to stop work in progress that does not conform to industry standards or does not meet manufacturer’s installation criteria or the specifications and standards set forth in this RFP. EWU will report discrepancies to the Vendor in writing. The Vendor will respond to EWU representatives in writing within 24 hours to determine a plan of action.

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5.8. Rejected WorkIf work is rejected during normal inspections or at the final acceptance inspection, it will be reported to the Vendor in writing.

If the Vendor does not take action to repair, remove or replace rejected material within ten (10) days after receipt of written notice, the University reserves the right to remove and replace such work. The Vendor shall be responsible for all expenses and costs associated with this remediation work.

5.9. Escalation and PenaltiesVendor shall describe escalation procedures if problems are not resolved according to these maintenance specifications. The Vendor shall detail the consideration or remediation it intends to provide EWU in the event it does not meet these specifications.

5.10. Changes to ContractDuring the course of the Contract, either party may issue requests for changes in the Contract terms. This shall take the form of a Change Proposal, which, if accepted by both parties, shall be executed as a change to the Contract, which will thereby be amended to the extent of the change. When, in the judgment of Eastern Washington University, a need for immediate action exists, the Vendor may be directed to proceed on a time and materials basis with the proposed change. In no event, shall changes involving extra cost to EWU be allowed to proceed without prior written approval.

EWU reserves the right to modify the quantities and types of equipment covered under this agreement as the result of new equipment additions or expiring older technology. The quantities and types of equipment will be reviewed annually by the Enterprise Systems Department.

5.11. Materials and WarrantiesAny replacement materials provided to EWU under the contract must be newly manufactured and carry the manufacturers original warranty, unless otherwise specified by EWU in writing.

Any replacement material must be unaltered and conform to the manufacturer’s official published specifications. The warranty shall begin at the material replacement date and remain in effect for the manufacturer’s standard product warranty period. Maintenance rates shall be updated to include provisions of all offered warranties.

During the warranty period for replacement materials, the Vendor shall agree to repair, adjust, and/or replace (as determined by Eastern Washington University to be in its best interest) any defective materials or other parts of the system at the Vendor and/or manufacturers’ sole cost. EWU shall incur no costs for service or replacement of parts during the warranty period.

The Vendor will be the sole point of contact for EWU with respect to warranty issues.

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5.12. Subcontracting Relationships

5.12.1. RESPONDENT AS PRIME

The respondent to this RFP shall be considered the primary Vendor and shall assume total responsibility for meeting all terms and conditions of the contract including standards of service, quality of materials and workmanship, costs and schedules.

5.12.2. SUBCONTRACTOR APPROVAL

Eastern Washington University reserves the right to approve subcontractors; the primary Vendor must agree to be responsible for the actions and quality of workmanship of the subcontractor(s).

5.12.3. SUBCONTRACTOR DISPUTES

Any dispute arising between the primary Vendor and its subcontractors or between subcontractors must be resolved without involvement of any kind on the part of Eastern Washington University and without detrimental impact on the delivery of the contracted goods and services.

5.13. Legal and Regulatory Compliance

5.13.1. VALID LICENSE

Only proposals from Vendors licensed to do business in the State of Washington will be considered.

5.13.2. LEGAL COMPLIANCE

During the course of work for EWU, Vendors, sub-contractors, and their employees are required to comply with all applicable local, State and Federal laws, codes, ordinances, and regulations. This includes, but is not limited to wiring done on EWU premises that is subject to inspection by Labor and Industries. The Vendor shall take all required actions to comply with Labor and Industries inspection requirements. The Vendor/employee shall comply with EWU’s physical and telecomm security policies.

5.13.3. SAFETY CONSIDERATIONS

The Vendor shall be responsible for compliance with all relevant State and Federal workplace safety requirements to include compliance with EWU safety directives and policies. The Vendor shall be responsible for ensuring that its employees are trained in the safety procedures appropriate to assigned work.

The Vendor agrees to indemnify, defend and save harmless the State of Washington, the University, its Board of Trustees, officers, agents and employees from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by the Vendor in the performance of this contract. The Vendor shall provide necessary worker’s compensation insurance at Vendor’s own cost and expense.

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5.13.4. DRUG USE POLICY

Use of illegal drugs, alcohol, or controlled substances on EWU premises is strictly prohibited. Working on this project while under the influence of drugs or alcohol is strictly prohibited.

5.13.5. HARASSMENT, DISCRIMINATION, FRATERNIZATION

Any form of harassment, discrimination, or improper fraternization with students or EWU employees is strictly prohibited.

5.13.6. UNPROFESSIONAL BEHAVIOR

Use of profanity or other behaviors inconsistent with professionalism by Vendor or sub-contractor employees will be grounds for removal of the offending employee from the project.

5.13.7. ATTIRE

All Vendor employees must be properly attired while on Eastern Washington University property.

5.13.8. IDENTIFICATION BADGES

All Vendor employees must wear identification badges (supplied by the Vendor) while on EWU property.

5.13.9. COLLECTIVE BARGAINING

Labor unions involved in any collective bargaining agreements covering any Vendors employees who will be working on Eastern Washington University’s premises must be specified.

5.13.10. BUILDING ACCESS

Vendor and/or subcontractor(s) shall get initial clearance from an Information Resources representative or someone designated by that office before entering any building to perform work assignments.

5.14. Patent InfringementsThe Vendor shall agree to indemnify Eastern Washington University with respect to any legal suit, claim, or proceeding, which may be brought against it claiming the use of the proposed system constitutes an infringement of any patent or trade secret. The Vendor shall further agree to defend Eastern Washington University against any such claims and to pay all litigation costs attorneys’ fees, settlement payments, and any damages awarded or resulting from any such claims.

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5.15. Segmentation of AwardShould EWU proceed with the project described in this RFP; the contract award will not be split across multiple respondents. A single contract for all required labor and materials will be awarded.

5.16. Washington Institutions of Public Higher Education ClauseThis solicitation is being issued by Eastern Washington University (The Lead Institution) pursuant to the Inter-local Cooperative Act, RCW 39.34. All members of the Inter-local Agreement for Cooperative Purchasing by WIPHE (Washington Institutions of Public Higher Education) are eligible to purchase from the Vendor who receives the award of this solicitation.

The Lead Institution reserves the right to award the Contract in whole or in part in a manner that most effectively serves the WIPHE members, to reject any or all proposals, and to otherwise proceed with the award as necessary to protect the best interests of WIPHE. After award, members of WIPHE will issue separate purchase orders to the successful Vendor(s) if they choose to acquire the items pursuant to this award.

All questions regarding this RFP must be directed to the Lead Institution. DO NOT CONTACT ANY OTHER WIPHE MEMBERS.

5.17. Non-CollusionThe Vendor certifies that his/her firm has not entered into any agreement of any nature whatsoever to fix, maintain, increase or reduce the prices or competition regarding the items covered by this Request for Proposal.

5.18. Codes and StandardsIt shall be the responsibility of the Vendor to identify all codes, and/or agencies having jurisdiction and governing the execution of this proposal and to insure conformance with those codes and agencies. At a minimum, the execution of this RFP and all acts of the Vendor selected to perform work described herein, shall conform with and/or follow the guidelines of the following:

Federal Communications Commission (FCC)

OSHA

Electronic Industries Association (EIA)

Telecommunications Industry Association (TIA)

American National Standards Institute (ANSI)

National and Local Electrical Codes, including NFPA 70

City of Cheney and City of Spokane Ordinances as applicable

BICSI Telecommunications Distribution Standards

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Communications Assistance for Law Enforcement Act, including 2005 regulatory postings

Applicable Regulations of the Washington Department of Labor and Industries, including WISHA

State and Federal Anti-Discrimination Law

This list is not exclusive.

5.19. Payment ScheduleThe following payment terms will apply to the purchase of goods and services defined as part of this Contract.

1. Twenty five percent (25%) of the Contract amount for each site upon delivery and verification of all hardware/software to EWU or approved local staging location and receipt of a properly prepared invoice.

2. Fifty percent (50%) of the Contract amount upon cutover to the new system.

3. Twenty five percent (25%) upon final acceptance of the system, as defined in the Final System Acceptance section below.

The Vendor may propose a different payment schedule for EWU’s consideration; however, any final payment terms must include a minimum of 20% to be paid upon formal acceptance. Eastern Washington University will not provide a down payment.

5.20. Final System AcceptanceOnce the installation has been completed, acceptance testing shall be performed upon the system following its cutover. This test and verification period, if successful, shall consist of thirty consecutive days of normal traffic load with no major component failures and no major alarms, defined as: 1) CPU failure; 2) main power supply failure; 3) a failure of the remote electronics at any EWU site; 4) console failure; 5) 25% of incoming/outgoing trunks inoperable; 6) 10% or more stations inoperable; or 7) 10% of the voice mail system inoperable. Eastern Washington University shall accept the installed system after a signed letter of official system certification with successful acceptance test results, accompanied by two sets of as-built documentation provided by the Vendor, is received and accepted in writing by EWU.

6. Technical Requirements

All information must be submitted using the RFP Response Form; see Appendix E.

6.1. Background

6.1.1. MAIN CAMPUS

On the main campus the University is currently using a Nortel Option 81C core processor (Release 25.40) with a mixture of Nortel Intelligent Peripheral Equipment (IPE) and Enhanced Peripheral Equipment (EPE) to support station side services. According to recent

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Nortel documentation, Release 25.40 is the last software version that will support the older EPE cabinets and associated cards. The lack of support will unduly limit the University’s ability to expand service. The proposed system must replace all the outdated EPE (cabinets and circuit cards) with either IPE hardware or another suitable platform to replace the analog ports presently hosted on the EPE. Refurbished IPE hardware may be proposed for the analog port conversions, providing it has an equivalent-to-new warranty.

The University will maintain a substantial number of analog ports to support the dormitory residents, emergency phones, elevators and other needs. As such, EWU will evaluate a stable, low maintenance cost system to provide these services.

EWU also uses a MeridianMail (release 11) system to support the staff and faculty voice mail needs and a second MeridianMail (release 12) to support the dormitory residents. Again, recent Nortel documentation states development and support for these systems will be limited in the very near future. Both voice mail systems will require replacement. The Vendor may consider a single system or multiple systems to meet this requirement.

Should the Vendor choose to propose retaining present Nortel equipment for IP-based voice services, the University will require a software upgrade to the newest version Communication Server 1000.

For an implementation approach, the Vendor should consider initially migrating digital sets to the new IP-based system. However, the Vendor should recognize the University does not presently have suitable data electronics supporting Quality of Service (QoS) and in-line power in all locations on campus.

The University presently has approximately 3400 voice ports in use with the distribution as follows:

Analog: 2600 (500 for academic users, and 900 others – Code Blue, Elevator phones, modems, FAX, etc). Included in this port count are approximately 1200 dormitory phone lines.

Digital: 100 M3900 Series (current model)

700 M2000 Series (manufacturer discontinued model)

6.1.2. SPOKANE CENTER

EWU is using a Nortel Option 51(Release 19.32) at the Spokane Center supporting approximately 100 stations for 24 classrooms, 39 offices, and 50 users. The Option 51 also uses a mix of EPE and IPE to support station side services. There is a co-located MeridianMail system running release 11.

This RFP seeks upgrade or replacement options for these systems as well. However, this building has Category 3 and 4 wiring infrastructure and older data electronics with limited capability. The substandard infrastructure would likely not support IP Telephony. Since the building is currently for sale, the University has no plans to upgrade the cabling or the data electronics at this time. Furthermore, there is no direct connection between the PBX in the Spokane Center and the PBX on the main campus. The University maintains a single T-1 between the campuses for data services, and analysis has shown there is insufficient capacity to add voice services to this circuit. Should the Vendor choose to propose any remote

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telephony requiring connectivity to the PBX on main campus, the Vendor must identify the additional circuits required.

6.2. General System Design EWU is pursuing proposals to upgrade or replace the current Nortel telephony systems to meet the current and future requirements of the University. The near-term design goal is to retire the outdated (and soon to be unsupported) Enhanced Peripheral Equipment and MeridianMail voice mail. The other main goal of this project is to update critical features and station devices to match the articulated needs identified during a recent survey of the University’s employees.

The University must retain a large number of analog voice ports to support dormitory voice services, emergency and elevator phones, and fax services. The Vendor may choose to transfer the EPE ports to IPE, but this scenario will require an expansion in the number of IPE shelves. The Vendor may choose to replace the EPE with another platform to provide equivalent analog services, but the Vendor shall consider pricing of the system, installation costs, and the long term maintenance costs of the proposed system.

For an implementation approach, the Vendor may consider upgrading the voice mail system first, which would free up capacity within the existing IPE equipment shelves to migrate analog ports off of the EPE equipment.

For the non-analog requirements, the Vendor may propose either a phased migration to Nortel IP-based telephone sets or propose a new IP-based telephony solution to provide the services presently provided by digital sets. This solution may be comprised of two separate (but trunked) telephony systems to supply the functionality required by EWU, as follows:

1. Replace the current digital set capability with a new system that will meet the current and future requirements of the administrative staff and faculty with VoIP based telephone sets.

2. Remove all of the current digital line cards from the existing IPE shelves and replace with IPE analog cards. With additional IPE shelves as required, this will permit the migration of the current analog capability served by the EPE cabinets to the new IPE analog cards, thus eliminating the existing EPE cabinets.

3. Upgrade the software for the remaining analog based Nortel system to the latest supported release of the Nortel CS1000 software.

4. Replace the current MeridianMail systems with new Messaging platforms to meet the current and future requirements of the University.

5. Provide the features and services identified in Sections 6.9, 6.10 and 6.11.

The following diagram is a conceptual layout of a hybrid solution utilizing IP Telephony.

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Figure 6.2 – Possible Hybrid System Design.

6.3. General Implementation RequirementsWith submission of a proposal, the Vendor understands and agrees to the following:

1. It shall be the responsibility of the Vendor to design, furnish, install, and test all hardware and software as outlined in this RFP.

2. This RFP is intended to represent a functional description and performance criteria for systems required. The Vendor shall conduct actual system engineering and design activities that will lead to the final system configuration.

3. The Vendor accepts any available blueprint and/or site plans provided by EWU as guidelines only, and accepts that the plans are not guaranteed to be an accurate representation of all conditions.

4. The Vendor shall provide all supervision, labor, materials, equipment, and testing instrumentation required for the work associated with this RFP. Costs associated must include any overtime for pre-installation, installation, and cutover work that may occur. Cutover work will need to be carefully scheduled and performed with minimal disruption to EWU operations.

5. The Vendor shall secure all permits, inspections, and authorizations required to complete its work associated with this RFP, at no additional cost to EWU.

6. The Vendor shall provide sufficient on-site support for post cutover questions and problems. This includes adequate personnel for technical issues and user problems that develop on the following day(s) immediately following cutover.

7. The Vendor shall evaluate the current battery capability of the telephone common equipment and the proposal will include any recommended changes or upgrades.

8. The Vendor shall quote under a separate line item the current released management platform for all of the common equipment and software.

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9. The coordinate closely with the Enterprise Systems department when converting a given telephone number from the old system onto the new platform. It is the University intent to retain telephone assignments as they are today.

6.4. General Implementation AssumptionsFor proposal purposes, the Vendors shall include the following:

1. All station wiring for analog sets will be cross connected at the Main MDF, located in the basement of Pearce Hall, the current location of the Nortel PBX.

2. Any proposed IP Telephony common equipment will not be co-located with the analog or digital common equipment as shown in diagram 6.2.

3. All relocated analog station ports will be tested for full functionality at the “far end” (termination location) by the Vendor as part of the implementation.

4. All new telephone sets will be tested at the desktop by the Vendor as part of the implementation.

5. Any proposed IP Telephony implementation will utilize the existing EWU data network. Any upgrades of the data network will be the responsibility of EWU, to include, but not limited to:

a. Upgrades for any EWU LAN equipment

b. Power over Ethernet, and Telecommunications Room (TR) Uninterruptible Power Supply (UPS)

c. QoS configuration for LAN equipment

6. All station wiring is in place and properly identified. See EWU’s Website for current standards for cabling: http://telecom.ewu.edu. Proposals shall include the following labor and materials installed and tested by the Vendor where applicable:

a. Cabling from the Vendor’s telephone equipment (gateway) to the PSTN service in EWU Telecommunication Rooms.

b. Copper or fiber patch cables from the Vendor’s telephone equipment to EWU’s data communications electronics in each EWU TR as required. EWU will provide the patch cables from the data electronics to the station cable termination in the TRs.

c. Copper patch cables and/or UTP cross-connect cabling from the Vendor’s TR equipment to any distribution cable designated to deliver analog services within the site.

d. For any proposed IP Telephony implementation, where EWU has an IP/Ethernet data communications device wired to an outlet that will also have an IP-based telephone, the Vendor shall plan to reuse the existing Category 6 patch cable from the outlet. The Vendor shall provide a Category 6 patch cable to link the existing data device (usually a PC) to the switch port in the IP telephone set. Where EWU does not already have a

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http://telecom.ewu.edu/


data communications device, the Vendor shall provide a Category 6 patch cable from the telecommunications outlet to the IP telephone set.

e. As-built documents indicating the final interconnection details, including station number, equipment type, equipment location (port) number, and jack number. All equipment terminations will be clearly marked. Final documentation is to be provided in both paper copy form and an electronic spreadsheet or database, to include all cross-connect information.

f. Upon completion, all TR locations shall be clean, free of debris and wire scraps, and properly labeled and marked.

6.5. Implementation Schedule and PlanIt is understood by EWU that the implementation of this project will likely take several months, based on the design of the proposed new system, the complexity of the potential upgrade of the existing Nortel hardware and software, and the LAN network capability to support IP Telephony. The implementation will most likely occur by department and/or building. The DID numbers will need to be ported to the new electronics as each extension is cut over.

The Vendor must document its understanding of the scope of this project and identify the Vendor’s proposed cutover methods, including a high-level project work plan and schedule.

6.6. Service and MaintenanceThe Vendor shall include warranty and maintenance covering the first three years following cutover. The maintenance contract portion shall include a pre-negotiated option to extend this contract for two one-year periods.

The Vendor represents and warrants that it shall maintain the systems, and all related equipment in the systems, in working order twenty-four hours per day, seven days per week, 365 days per year, and shall provide emergency telephone numbers where emergency service can be obtained. The Vendor must be capable of providing priority response during warranty and whenever under a contract for ongoing maintenance.

The Vendor must have manufacturer-certified technicians for the equipment it is proposing as well as for any Nortel equipment remaining after installation of the new equipment. The Vendor shall provide a list of those employees who are within a two hour commute of EWU’s Cheney location and certified to work on its equipment. The Vendor shall be an authorized installer and maintenance provider of the equipment it proposes and any of the Nortel equipment remaining. The Vendor shall have, as a minimum, two certified technicians and shall provide a list of all such employees, where they start their day, and their level of certification.

The Vendor must be capable of responding to a major alarm condition within one hour and to minor alarm conditions within 24 hours. Acceptable response shall be either dispatch of a technician to the site or remote access by a qualified technician via an EWU approved connection to the system.

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Vendor shall quote on a separate line item the cost of providing an on-site technician for four (4) hours per day for moves, adds, changes, and maintenance. All technicians will need to be approved by EWU.

6.7. TrainingThe Vendor shall provide a recommended training schedule and an outline for the training program to be evaluated and approved by EWU at least two weeks prior to beginning training. All trainers shall be certified to instruct on the equipment being installed and shall have at least one year of field training experience. The Vendor shall train using live system equipment and provide all training materials required at no additional expense to EWU. At a minimum, the following types of training are required.

EWU Users: The Vendor shall provide all users of the system(s) with the opportunity for hands-on training on the use and function of the appropriate features and supplied manuals for reference. Appropriate handbooks as published by the system manufacturer, or an EWU approved substitute, shall be provided to each user.

EWU will retain the option for establishing an internal training program, with the Vendor providing a “train the trainer” program for user training.

System Administrator Manufacturer certified training shall be provided for any system management and/or administration software, with costs included in the proposal price to train a minimum of three EWU designated personnel. This training should be approved by the manufacturer and include all necessary documentation. Training shall include voice communications administration, voice messaging administration, and administration for any other peripheral systems or programs. At the conclusion of the training, EWU must have sufficient training to be fully certified to service the system(s). Two system administration manuals for each system type shall be provided at no additional cost to EWU.

6.8. System Environmental / Cutover RequirementsList on the RFP Response Form the site requirements and environmental requirements for all systems proposed. Include all information needed including electrical, backup power, climate control, floor space, and backboard space (switch field terminations).

The Vendor shall schedule the delivery of all materials and equipment to the site with EWU’s representatives to eliminate staging conflicts. Identify on the Response Form hardware receiving requirements and space requirements for cutover purposes.

6.9. Telephone System Requirements

6.9.1. ADVANCED SYSTEM Eastern Washington University plans to install advanced telephone systems, capable of providing sophisticated features. EWU desires continued support of analog services and existing digital sets until replaced with IP-based transport of voice services to the desktop or endpoint. An IP Telephony design should be a server-based system interfacing to the IP data network with calls between two EWU IP endpoints routed directly across the data network

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and not through a central telephone switch. The design includes the option to use IP Telephony to extend service to other sites as required.

The new system must provide, at a minimum, voice messaging services, Automatic Call Distribution (ACD) services, and a full range of other features and functionalities resident in the present Nortel Meridian PBX system and modern telephone systems. The objective is to provide the framework that will take advantage of the features and benefits of IP-based voice systems, without losing any of the user-perceived benefits of the current system.

6.9.2. SCALABLE SOLUTION

The system shall provide scalable options such that every EWU location will eventually have the same set options, features, and capabilities. The objective is to create the look and feel of a single system, with a 4-digit dialing plan and access to all common system resources, including potentially remote users.

The system shall have the latest version of the manufacturer’s hardware and operating software that is in production and available for general distribution. The Vendor shall provide all hardware and software documentation as part of the as-built information.

The Spokane Center may be suitable for a “survivable processor” remote unit that extends service directly from the controller/server installed at the main campus. The solution shall be designed such that most of the equipment can be reused if this site is moved or closed. However, it is again important to note the substandard (CAT 3 and 4) wiring and older data electronics in the Spokane Center will likely not support IP Telephony.

The University supports small offices on the West side of the state and is examining options for “Road Warriors.” In either case, EWU is interested in evaluating solutions that would provide a Virtual Private Network connection over the public internet to provide connectivity to backend systems to include voice.

6.9.3. RELIABILITY EWU’s voice system must have the ability to survive the loss of any critical component through duplication of any and all critical common equipment items that could otherwise be a single source of total system failure. The duplicate common equipment should be running in a “dual” or real-time mode that protects against any disruption in service, with active diagnostics to automatically switch functions away from a failed or under-performing component. The goal is a system that can match the 99.999% uptime of traditional PBX systems.

6.9.4. SYSTEM MAINTENANCE, UPGRADES, AND DIAGNOSTICS

The system must be designed so that routine maintenance procedures, trouble-shooting, loading hardware and software revisions, etc., may be performed without the necessity of taking the system out of service. In other words, these routine maintenance functions must be performed without having to re-initialize the system, perform ‘cold’ or ‘warm’ boots, etc. The system must be capable of switching processors and other components “on-the-fly” in real time.

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The system shall use self-diagnosing software for detecting, alarm initiation (both local and remote), and logging of component failures. Diagnostic reports and software programming shall be available remotely (via modem access). The system shall activate an EWU designated pager upon detection of certain alarm types. All default passwords for remote programming access shall be removed or changed to a unique password.

6.9.5. HIGH AVAILABILITY AND QUALITY OF SERVICE (QOS)The system should be virtually non-blocking internally; that is, all lines within the system can be off-hook and in-use with a P.01 (1% probability of blocking) grade of service. In addition, the IP Telephony system must directly interoperate with industry standard QoS markings and techniques for all IP transport links.

6.9.6. VOICE SYSTEM SIGNALING / PROTOCOLS / STANDARDS

The IP Telephony system must support the following:

a. Common IP signaling protocols (SIP, H.323, H.248, etc.)

b. Standard voice communications signaling (SS #7, MGCP, Q.SIG, etc.)

c. VOIP compression / encoding standards (G.711, G.723, G.729a, etc.)

6.9.7. DIAL TONE / TRUNKING / CALL ROUTING ISSUES

All of the local dial tone at the Main Campus will continue to be provided in an ISDN PRI format with the trunks configured to support combination two-way / Direct Inward Dial (DID) service. The system must be able to accept Automatic Number Identification (ANI) or Caller ID digits as passed by either local or inter-exchange carriers and display the information at the individual telephone sets. ISDN ANI data must also be available to peripheral devices, including voice mail systems and analog extensions.

Since most locations will obtain the majority of dial-tone services across the University’s network, the new system shall be required to provide services such as ISDN ANI to be extended with the call. Features such as the user’s name display on internal calls should be provided across the network. At a minimum, the following features are required:

Uniform dial plan Centralized voice mail Consolidated or synchronized system database

All long distance calls are processed through SCAN lines provided by the State of Washington Department of Information Services. The users enter an authorization code at the end of the dialing sequence, verified by the SCAN system. The SCAN lines are currently provided via a PRI span.

The system must be able to use any single digit as the outbound access codes, since “5” is used today (instead of 9) and “8” is used for SCAN access. The dialing sequence for long distance is “8” (SCAN access code, providing dial tone from the SCAN trunks), dialed number, then the SCAN authorization code.

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6.9.8. ADDITIONAL SYSTEM FEATURES

Although not all features may be used at all locations at the time of cutover, the following features must be included:

Call Forwarding outside system with return on no answer Off-premises extension support for all analog ports Ad-hoc multiple party conference calling; up to 6 users Meet-me conferencing bridge; up to 20 users Multiple call forwarding on same call Subsequent forwarding controlled by the original station dialed

Distinctive Ringing to indicate internal or outside originating call

Identification of station/call status on calls forwarded to voice mail.

6.9.9. MUSIC ON HOLD (MOH)The University is very interested in evaluating alternatives for Music/Message on Hold, including separate MOH sources for specific groups (sports broadcast on Athletic Dept. phones, performance recordings on Music Dept. phones, etc). The Vendor shall list its ability to provide various options for Music on Hold.

6.9.10. SYSTEM MANAGEMENT / ADMINISTRATION

An access terminal is required so that trained EWU personnel can perform standard software changes (Moves, Adds, and Changes; or M/A/C) and run basic diagnostic checks to the system(s). The trained system administrator must be able to ‘build’ and modify stations, trunk groups, trunk routing tables, ACD groups, and other system features; and to print reports concerning such database information. The system shall be easily accessible, easy to query, modify and manage; using English language commands and/or a GUI interface. It shall support pre-programming of tasks that can be scheduled to execute later (typically off-hours). The proposal must include the equipment, software, and training required, along with a description of the software used for administration. It is preferred that the system administration access be reachable via the EWU LAN system for those with security authorization.

The system must have the capability of measuring traffic data from the Administrative terminal on internal component usage (processor busy levels), network traffic, and PSTN trunk groups. Traffic measurements should conform to established industry standards of measurement.

The system must be capable of providing multiple administrative levels, based on user profiles to permit the EWU Service Desk to perform some of the “routine” changes, while restricting system level changes for trained personnel.

6.9.11. SECURITY The Vendor must follow appropriate security guidelines as approved by EWU to include:

Physical access Changing of default passwords

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Security of remote access to the common telephony and messaging systems Security from unauthorized internal or external access of the telephony system

and messaging systems.

The system shall be capable and provisioned to provide means to secure both the operating software from unauthorized access as well as protections against network risks. The system shall also provide an automated process for creation of backup of system configuration and user database information.

6.9.12. TRAFFIC MEASUREMENT

The system must have the capability of measuring traffic data from the Administrative terminal on internal component usage (processor busy levels), LAN and WAN traffic, and PSTN trunk groups. Traffic measurements shall conform to established industry standards of measurement.

6.9.13. CALL DETAIL RECORDING / CALL ACCOUNTING

The system must support an electronic output for call detail recording (CDR) or station message detail recording (SMDR) raw data. The system should have the ability to activate call records for internal calls as well as those placed on trunk groups. The raw data stream must include a field showing the ISDN number information (ANI) delivered to the PBX via the ISDN trunks and any account code/authorization codes used by the University as part of the dialing sequence.

6.9.14. E911 AND LOCATION IDENTIFICATION

To ensure accurate ANI/ALI information being sent to the Public Safety Answering Point (PSAP), the system must support 911 calls routing over PRI and CAMA trunks installed from the local telephone company. The Vendor’s proposal shall include all necessary hardware, software, initial programming, and training. The system must support 911, 8-911, 9-911, and 5-911 dialing.

6.9.15. CALEA REQUIREMENTS

The proposed solution must meet the Communications Assistance for Law Enforcement Act (CALEA) requirements as they apply to a higher education institute and/or private telephone systems. The system must be able to be modified for the future support of additional requirements as defined by the Federal Communications Commission (FCC). In addition, any encryption offered as part of the voice call transmission must allow authorized law enforcement personnel the ability to over-ride the encryption or access an unencrypted duplicate of the voice packets.

6.9.16. TELEPHONE SET / DESKTOP UNITS

6.9.16.1 STATION/SET FEATURES

All station sets shall be DTMF compatible, with adjustable ringing volume control, a minimum of a ten foot mounting cord, and a minimum of a twelve foot modular coiled handset cord. All sets must comply with the hearing aid compatibility sections of the

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Americans with Disabilities Act (ADA). The telephone sets proposed shall support the following features:

Call Hold Call Transfer Call Pick-up Group Conferencing (6-way) Direct Station Selection Distinctive Ringing Elapsed Call Time Display ISDN ANI/Name Display Last Number Redial Malicious Call Trace Message Waiting Indication Monitor Speaker

Name Display on Internal Calls On-Hook Dialing Programmable Buttons (One Touch

Dialing) Do Not Disturb Station Busy Lamp/Indication Time of Day Display Volume control (for receive

side of call) Station specific speed dial

capability

The system must support individual set or extension control of the number of times an incoming call will ring before the call forwards to a secondary point or voice mail.

6.9.16.2 STATION DESCRIPTIONS

The proposal shall include at least three types of electronic IP sets, with the minimum requirements as follows. Type-2 and Type-3 sets are to be designed so that the users have the option to answer a second call to their DID number before the call routes to alternate answering points, such as voice mail. The programmable buttons are for features that do not have a fixed button. The two-way speakerphone option should be a “built-in” capability that can be turned off in software or controlled by a switch setting. The University requires the use of paper-less designation of all telephone set buttons on the Type-2 and Type-3 sets described below.

Type-1 Basic IP telephone with LCD display, monitor speaker, and message waiting light

Type-2 Standard Multi-Line Instrument with LCD display, capacity for a minimum of two extension lines plus a minimum of four programmable buttons, and hands-free speaker phone

Type-3 Large Multi-Line Instrument with LCD display, capacity for a minimum of six extension lines plus an additional six programmable buttons, and hands-free speaker phone

EWU requests that pictures of all proposed new telephone sets be included in the Vendor Response (place in Section XI of the proposal).

6.9.16.3 MULTI-LINE KEY SYSTEM EMULATION

Several EWU departments may require the functional equivalent to a “multi-line key system” design. The sets must support the answer, hold and retrieve from hold, and shared line concept common to a multi-line key system environment.

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6.9.16.4 IP DESKTOP INTERFACE REQUIREMENTS

For VoIP to the desktop, the general design includes IP transport to support both voice services and desktop computing (PC) services via a single 100 Mbps Ethernet channel. The desktop interface device must support Layer 2 switching for the PC’s NIC card as well as any telephone instrument. The design must provide the ability to use the telephone instrument even if the PC is off-line, powered off, or un-plugged.

6.9.16.5 TELEPHONE SET POWERING

Power must be provided to system telephone sets via the station line cord. As necessary for any IP sets, the data switching electronics or powered patch panels will be used to place the low voltage power for the sets “inline” to avoid the need for local transformers at each desk. IP sets shall be compatible with the 802.3af (Power over Ethernet) Industry Standards.

6.9.16.6 ATTENDANT CONSOLES

EWU currently uses three regular attendant console positions and two emergency consoles. These units must be able to send calls directly to voice mailboxes. When calls ring (first time), return, re-ring, forward, or transfer to the answering positions, the sets should clearly identify the source and reason for the call (type of call). EWU will consider PC software-based console systems providing the features, call quality, and ease of use are appropriate for the attendant/operator functionality.

6.9.16.7 HIGH QUALITY SPEAKERPHONES

EWU currently uses and will continue to deploy high-quality analog or IP-based speaker phones. These sets should be capable of providing quality conference acoustics for rooms in the 15 x 20 foot size range (some potentially larger rooms).

6.9.16.8 PC BASED (‘SOFT’) TELEPHONES

EWU may be interested in obtaining telephone service through the use of PC-based or ‘soft’ telephones. The proposal should describe the capabilities of the ‘soft’ telephones, the method of delivering the actual conversation, and the PC/telephone interface.

6.10. Automatic Call Distribution (ACD)

6.10.1. BASIC SYSTEM

The system shall provide basic level Automatic Call Distribution (ACD) capabilities. The system must be able to distribute calls to agents on a “first-in-first-out” basis, utilizing recorded messages for callers waiting in queue. The ACD system should integrate seamlessly with the voice system and the voice messaging system, utilizing levels, options, and recordings, as required, keeping the caller in the queue until the call can be answered

The ACD must be able to return a busy signal or pre-recorded message to callers when the queue reaches a pre-set threshold based on the number of callers in the queue. The queue threshold should be selectable by queue group. It must be easy for agents to log on and off the system. The agent sets must be able to provide an indication if call queuing thresholds

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have been exceeded. Sets used must be able to allow non-ACD calls to ring to a separate non-ACD line, even while the agent is busy on an ACD call.

Supervisor positions should be able to view real-time statistics, including calls answered, calls queued, length of calls, calls abandoned, time in queue, and agent performance. The supervisor should also be able to perform silent service observation of agent calls.

6.10.2. ADDITIONAL ACD FEATURES

The following are required features. This list is not exclusive.

Overflow to back-up agent group

Number of calls in queue threshold warnings / display

Length of call in queue threshold warnings / display

Time-of-day and day-of-week controlled routing changes (pre-programmed)

Caller-ID on ACD phones

Skill based routing (ability to direct specific calls to sub-set of agents based on called number or auto-attendant menu selection)

Ability to include on-site and off-site agents in same queue

Notice of position in queue to caller

Night greeting with contact information for after hours messages

6.10.3. ACD STATISTICAL REPORTS

The following are required both in real time and as historical reports over selectable periods, as appropriate. This list is not exclusive.

Number of calls in queue, length in queue, average speed of answer

Agent statistics, including number of calls, length, averages, etc.

Abandoned calls and time of abandonment

Peak traffic (by time of day, day of month, etc)

Calls forwarded to voice mail

Calls transferred in versus direct dialed (and where from)

Calls transferred out (and where to)

6.11. Voice Mail System Requirements

6.11.1. BASIC SYSTEMS

The Vendor shall provide voice mail systems that integrate closely with the switching equipment with easy transfer in and out of the system. Users must be able to transfer a call directly to an individual mailbox, bypassing the telephone associated with that mailbox. When calls are transferred out of the voice mail by a caller dialing 0, the voice mail system must be able to identify, on the display of the telephone set, the original mailbox.

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6.11.2. MINIMUM FEATURE REQUIREMENTS This list is not exclusive.

Variable incoming message length Variable length of greetings Personalized message response Variable size of mailbox (storage limits) Broadcast and group messaging Message waiting activation/deactivation Status and usage reports Message reply to sender Variable incoming message length Ability to bulk build, change, and delete voice mail boxes

6.11.3. OPTIONAL FEATURES

It is preferred the voice messaging system also supports the following:

a. Different messages based upon the condition of the set or the reason for the forward, i.e., a separate message for when the user is busy versus when the user doesn’t answer.

b. An extended absence greeting that also prompts callers before allowing a message to be left, preventing the quick bypass of the greeting.

c. The ability to set an expiration date for extended absence greetings

d. Ability for a user to undelete a message marked to be erased, if the user changes their minds while in the same voice mail session.

e. A system user, when calling into the system to check messages, can dial an extension after checking messages or leaving a message for another user.

6.11.4. UNIFIED OR INTEGRATED MESSAGING

The University may wish to implement an integrated unified messaging capability with the installation of the system. This should include the ability to view both voice mail and e-mail messages using various POP-3 and IMAP desktop clients. It is preferred that the voice mail stores its own messages on a separate server/hard drive and does not require a common message store.

6.11.5. VOICE MESSAGING SYSTEM ADMINISTRATIVE CONSOLE

A terminal or browser based software shall be provided to allow the system administrator to access the system database, to look at and modify individual voice mailbox configurations, auto attendant configurations, system features, and to print reports concerning such database information. The Administrator shall be able to ‘build’ and modify mailboxes, auto attendants, and other system features. The system shall be LDAP compliant and use English language commands and/or a GUI interface.

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The voice mail system must be capable of providing multiple administrative levels, based on user profiles to permit the EWU Service Desk to perform some of the “routine” changes, while restricting system level changes for trained personnel.

6.12. System Configuration EWU provides a configuration for the purpose of competitive proposals based upon a fixed size. EWU may later modify the final configurations after submission of proposals and prior to installation. The Vendor is to fill in the appropriate configuration numbers for the columns labeled “Actual” in the RFP Response Form, based upon the actual proposed configuration

Request Equipped = the minimum number of stations, lines, sets, etc., that must be quoted and will be used for initial design and proposal evaluation.

Actual Equipped = the number of stations, lines, sets, etc., actually provided by the specific configuration or due to the capacity of individual components.

Request Wired = the minimum (simultaneous) system capacity available through the addition of circuit cards but no other hardware (shelves, processors, etc.) or software.

Actual Wired = the actual system capacity possible through the addition of circuit cards but no other hardware or software (including right-to-use). This is the capacity due to the specific configuration or capacity of individual components.

Request Capacity = the minimum (simultaneous) capacity of the system with the addition of any necessary equipment and without replacing any installed hardware or software.

Actual Capacity = the actual (ultimate) capacity of the system, without replacing any installed hardware or software.

Main Campus Requirements Summary:

Request Equipped

Request Wired Request Capacity

ISDN-PRI Spans 8 10 12

CAMA Trunks 2 2 4

Analog Stations – Dorm 1200 1280 1500

Analog Stations – Other 900 1000 1150

Station Set - Type 1 500 550 600



IP Speakerphones 6

Attendant Consoles 5 5 6

Softphones 12 20

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Add-on Modules 15

ACD Users 100 120 150

ACD Supervisors 6 8 10Announcements (minutes) 20 24 32

“Soft” Extensions 300 400 500

Voice Mail System (Main)

VM Ports 32 36 48

Storage Hours 250 275 320

Mailboxes 1500 1750 2400

Voice Mail System (Dorm)

VM Ports 24 24 24


Mailboxes 2500 2800 3200

Spokane Center Requirements Summary:

Request Equipped

Request Wired Request Capacity

ISDN-PRI Spans 1 1 2

Analog CO Ports 2 4 8

Analog Stations 24 24 36




Attendant Consoles 0 0 1

Add-on Modules 2

ACD Users 12 16 20

ACD Supervisors 2 2 3Announcements (minutes) 4 6 8

“Soft” Extensions 20 24 32

Voice Mail System

VM Ports 8 8 8

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Mailboxes 80 100 120

6.13. Itemized System CostsThe Vendor must include an itemization of all hardware, software, and labor for the proposed system, with line item pricing. EWU may modify the final configurations after submission of proposals and prior to installation, using the itemized pricing provided to determine contract price adjustments.

6.14. Warranty and Maintenance Issues

6.14.1. WARRANTY PERIOD

The beginning of the warranty period shall commence concurrent with a dated Letter of Acceptance issued by EWU to the Vendor. This letter will constitute EWU’s formal acceptance of the system. The Vendor shall provide either a no cost full coverage warranty for one year or include in the initial quote the cost to extend full coverage maintenance for one year.

6.14.2. MAINTENANCE PRICING

On the RFP Response Form, provide the dollar cost for the maintenance costs upon the completion of the warranty period. Provide a fixed quote for year two and year three maintenance and either a fixed quote or an indexed quote (linked to Consumer Price Index inflation rate) for years four and five. Acceptance of the maintenance option for years four and five will be solely at EWU’s discretion. EWU will not pre-pay for maintenance – it will be paid monthly.

Additional maintenance costs should be quoted as separate line items:

1. Crash Kit – a list of recommended on-site spare common equipment items and the associated cost.

2. Yearly Security Review – The cost of providing an annual security review of the telephone system.

3. Yearly Technology Review – The cost of providing an annual technology review for the telecommunications staff to be held at EWU’s main campus.

6.15. No Unspecified CostsOnly items included in this RFP will be considered part of the proposal, and only those items may be included in any payments to the Vendor.

6.16. Post Cutover PricingProvide a list of all commonly ordered parts, expansion equipment, add-on equipment, software packages, right-to-use charges, services, components, or additional options.

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APPENDIX A: Letter of Intent-to-Propose

DATE:

FAX TO: Susan Brown, Purchasing OfficeEastern Washington University(509) 359-7984

RE: RFP 16/07, TELEPHONY SYSTEMS PROJECT

Letter of Intent-to-Propose

Nondisclosure Form

Please use this form to fax your intent to respond to this RFP. The Letter of Intent-to-Propose must be received no later than June 19, 2006.

Intent-to-Propose

An Intent-to-Propose letter must be submitted to allow your company representative to attend the Mandatory Pre-Proposal Conference, scheduled for June 27, 2006, Tawanka Room 215, 9:00AM to Noon.

Nondisclosure Form

In addition, the signed Nondisclosure Form must be faxed with the Intent-to-Propose. Submit the original hard copy of the Nondisclosure Form at the Pre-Proposal Conference.

Failure to submit these two documents will be cause to consider your proposal non-responsive.

Please be advised of our intent to submit a proposal. The person responsible for submitting this proposal is as follows:

NAME:

TITLE:

COMPANY NAME:

ADDRESS:

PHONE NUMBER:

FAX NUMBER:

E-MAIL:

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APPENDIX B: Non-Disclosure FormEastern Washington University (“EWU”) is willing to share sensitive telephony systems and network design information during the pre-proposal design meeting(s) with the Vendors to insure full understanding and quality RFP responses. This information may include detailed lists of network electronics per site, network diagrams and drawings, and the specific location of wiring and electronics closets (“Proprietary Information”). For security purposes, providing this information requires the Vendors to sign this Nondisclosure Form. In consideration of any disclosure and any negotiations during the proposal process concerning a potential business relationship, Vendor agrees as follows:

1. You will hold in confidence and not possess or use (except to evaluate the proposed business relationship) or disclose any Proprietary Information except information you can document (a) is in the public domain through no fault of yours, (b) was properly known to you, without restriction, prior to disclosure by EWU, or (c) was properly disclosed to you by another person without restriction.

2. If you decide not to proceed with the proposed business relationship or if asked by EWU, you will return all Proprietary Information and all copies, extracts and other objects or items in which it may be contained or embodied.

3. You will promptly notify EWU of any unauthorized release of Proprietary Information.

4. You understand that this statement does not obligate EWU to disclose any information or negotiate or enter into any agreement or relationship.

5. You acknowledge and agree that due to the unique nature of the Proprietary Information, any breach of this agreement would cause irreparable harm to EWU for which damages are not an adequate remedy, and that EWU shall therefore be entitled to equitable relief in addition to all other remedies available at law.

6. The terms of this Agreement will remain in effect with respect to any particular Proprietary Information until you can document that it falls in to one of the exceptions stated in Paragraph 1 above.

7. This Agreement is governed by the laws of the State of Washington and may be modified or waived only in writing. If any provision is found to be unenforceable, such provision will be limited or deleted to the minimum extent necessary so that the remaining terms remain in full force and effect. The prevailing party in any dispute or legal action regarding the subject matter of this Agreement shall be entitled to recover attorneys’ fees and costs.

Acknowledged and agreed on ___________________, _2006__:

Vendor Name

Authorized Representative – Print Name

Title

Signature

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APPENDIX C: Certifications and Assurances (See RFP Response Form)

I/we make the following certifications and assurances as a required element of the proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related contract(s):

1. I/we declare that all answers and statements made in the proposal are true and correct.

2. The prices and/or cost data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting competition. However, I/we may freely join with other persons or organizations for the purpose of presenting a single proposal.

3. The attached proposal is a firm offer for a period of 60 days following receipt, and it may be accepted by EWU without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 60-day period.

4. In preparing this proposal, I/we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to this proposal or prospective contract, and who was assisting in other than his or her official, public capacity. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.)

5. I/we understand that EWU will not reimburse me/us for any costs incurred in the preparation of this proposal. All proposals become the property of EWU, and I/we claim no proprietary right to the ideas, writings, items, or samples, unless so stated in this proposal.

6. Unless otherwise required by law, the prices and/or cost data which have been submitted have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by him/her prior to opening, directly or indirectly to any other Proposer or to any competitor.

7. I/we agree that submission of the attached proposal constitutes acceptance of the solicitation contents and the attached sample contract and general terms and conditions. If there are any exceptions to these terms, I/we have described those exceptions in detail on a page attached to this document.

8. No attempt has been made or will be made by the Vendor to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

Vendor Name

Authorized Representative – Print Name

Title

Signature

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APPENDIX D: Current Configuration InformationCurrent information regarding the current telephony and network configuration to include bayface layout, current system configurations, as well as additional EWU network maps, and other related information will be distributed to potential Vendors at the pre-proposal conference (requires EWU receipt of a signed Non-Disclosure Form – see Appendix B).

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APPENDIX E: RFP Response Form

(See Attached form)

web.ewu.eduweb.ewu.edu/groups/teleservices/EWU Phone System RFP.doc · Web viewAny statement in...

Documents

Transcript of web.ewu.eduweb.ewu.edu/groups/teleservices/EWU Phone System RFP.doc · Web viewAny statement in...