ORDER NO. 31441 REQUEST FOR PROPOSALS (REP'S) FOR NEW TELEPHONE SYSTEM FOR KERB COUNTY COURTHOUSE Came to be heard this the 14th day of September, 2009, with a motion made by Commissioner Williams, seconded by Commissioner Baldwin, the Court unanimously approved by a vote of 4-0-0 to: Approve going out for Request For Proposals for a new telephone system for the Kerr County Courthouse. ~.I~ 3 ~ ~ ~/ COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND TEN COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: John D. Trolinger Office: Information Technology MEETING DATE: September 11, 2009 TIME PREFERRED: 10:30 SUBJECT: (Please Be Specific) Consider discuss and take appropriate action regarding request for proposal of a new telephone system for the county courthouse. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON): Personnel Issue(s) NAME OF PERSON ADDRESSING COURT: John D. Trolinger ESTIMATED LENGTH OF PRESENTATION: 1 minutes IF PERSONNEL MATTER -NAME OF EMPLOYEE Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter S51 and 552, Government Code, is as follows: Meeting schedule for Mondays: 5:00 P.M. previous Tuesday THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: _.. __ All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Yaur cooperation will be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court, Court Order No. 25722. Make sure any and all back up material is attached to this form. Attachment 1, Draft Telephone System RFP Summary Kerr County desires aturn-key Voice over IP solution to replace existing Nortel Meridian system at the Kerr county courthouse. Currently there are approximately 125 users at this location. We would prefer to use a phased or hybrid install to minimize downtime. Future additions could include adding up to 10 remote locations and 75 users to the VoIP PBX located at the courthouse. The proposed system should allow growth to at least 250 total users. Vendor will be expected to warrant and support their installation for a period of not less than one year. Synopsis of Detail There are 7 DID trunk lines supporting 125 users and 10 FAX devices. There are also 7 FAX devices and several users with analog POTS lines. We would like to have all incoming FAX's delivered using email. Minimum protocols to include SIP, H.323, MGCP. Minimum user feature list to include: Voicemail Voicemail escalation Voicemail to email Custom Greetings FAX to email E911 Auto Attendant IVR Prompting Dial by Name Multi Language Support Group ringing Call Hold Call Parking Call Forward Call Transfer Call Queues 3-way Calling Remote Access via VPN Caller ID Time of day routing User Equipment Types: Department Head: User should have a full featured multi-line deskset (some will need keyboard expansion). Supervisor: User should have a full featured multi-line deskset (some will need keyboard expansion). Clerk: User should have a 1 or 21ine deskset with normal feature set. Mobile User: user should have a softphone with USB headset (wireless preferred) for local or remote connections. Public Access: user should have a single line deskset with minimal features. Conference: Stand-alone conference phone with keypad. Minimum Administrative features to include: Administrative software for client configuration and maintenance Administrative software for server configuration and maintenance Monitoring and recording capability Detail call logging Call queue monitoring Scheduled report generation Hardware Open source solutions are welcomed and encouraged. Proposed hardware should be robust and capabile of meeting a 99.9% SLA. Hard drives will have a minimum of RAID-1 and hot swapable. Power supplies will be redundant. The hardware should be able to be remotely administered, given proper authority levels. All core hardware should be able to support multiple simultaneous voice and video connections. Delivery Initial courthouse phase of the system install shall be complete by January 2010. Vendor access Vendors are encouraged to schedule an appointment for site visitation. General Proposal shall be detailed, including description, unit pricing and quantity for each component and option. Proposed service agreements shall be detailed as to what is included, the time period covered along with options to the service agreements.