Request for Proposal itg/VoIP/Multiple Locations 2012



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Request for Proposal
ITG/VoIP/Multiple Locations 2012
Date: January 24, 2012

TABLE OF CONTENTS

1.0 Purpose 6

This RFP is for: 6

1.1 Issuing Office 10

1.2 Definitions 10

1.3 Addenda 11

1.4 Schedule of Events 11

1.5 Proposal Presentation 12

1.6 Proposal Modifications or Withdrawal 12

1.7 Method of Award 12



1.8 Warranties 13

1.9 Testing, Cutover and Acceptance 13

1.9.1 Upon completion of Installation, VENDOR shall test the equipment, software and installation for conformity with the standards and specifications set forth in the applicable Manufacturer installation manuals and in accordance with the features and performance specifications described in this RFP, utilizing the test procedures set forth in applicable Manufacturer documentation. Library must be present and witness all such tests at the time of performance by VENDOR. When all such tests have been completed to VENDOR's satisfaction, VENDOR shall give the Library written notice including copies of tests, together with its certification that all applicable standards and specifications have been met. 13

1.9.2 Upon receipt by Library of notice of completion of the tests by VENDOR, the Library may request a retest the equipment, software and installation for conformity with the standards and specifications set forth in the applicable Manufacturer’s documentation. This retest will be at no cost to the library. 13

1.9.3 VENDOR installation of the equipment and software may be staged in a manner such that portions of the Library will begin using the system before the entire system is installed and tested. Such use of the partial system by the Library does not constitute acceptance of the entire system by the Library and does not relieve the VENDOR of testing the system after all installation of equipment and software is complete. Failure of the Library to notify the VENDOR of portions of the system that are functioning incorrectly does not constitute acceptance of the system. 13

1.9.4 Library shall notify VENDOR in writing of its election to accept the system in part or completely after receipt by Library of notice of completion of the tests by VENDOR. 13

1.9.5 When the equipment and software have satisfactorily been tested to manufacturers standards VENDOR shall notify Library of the date on which the equipment and software is ready to be placed into service ("Cutover"). The actual date of Cutover shall be as mutually agreed by the parties. 13

1.9.6 Within sixty (60) days after Cutover, Library shall either accept the installation, equipment and software, with a written notice of Final Acceptance, or notify VENDOR in writing specifying in reasonable detail those particulars, which Library deems unacceptable. 13

1.9.7 VENDOR shall promptly proceed to correction, and thereupon Library shall accept the equipment, software and installation in writing. 13

1.9.8 For purposes of this Section, any notice given by either party must be given in writing to a representative previously identified by each party prior to the commencement of work.- as per the Notice provision of the agreement 13

1.10 Incurring Costs 14

1.11 Payment Schedule 14

2.1 OSHA Requirements 14



2.2 Performance Standard 14

2.3 Trade-In Equipment 14

2.4 Proprietary Information 14

2.5 Subcontracting 15

2.6 Work Hours 15

2.7 New Manufacture 15

2.8 Library Project Manager 15

3.1 Delays and Extensions of Time 15

3.2 Permits, Licenses and Codes 16

3.4 Correction of Work After Substantial Completion 16

3.5 Cutting and Patching 16

3.6 Phasing of the Work 16

3.7 Access to Work and Miscellaneous Items 17

4.0 NYPL Site Information 19

4.3 Voice Mail System 20

4.4 E911 System 20

4.5 Network Management Systems 20

5.0 TECHNICAL SPECIFICATIONS 20

5.1 Introduction 20

5.2 Overview of Proposed System 21

5.4 Coordination with Carriers 22

5.5 Telephone Instruments 22

5.7 Automatic Call Distributor (ACD) 23

5.8 Management System 23

5.11 Voice Mail and Unified Messaging Systems 23

5.12 Power System 23

5.13 Grounding and Bonding System 23

5.14 Heating, Ventilation and Air Conditioning System (HVAC) 24

5.15 Maintenance Guarantee 24

5.16 Response Times 24

5.17 Training 25

5.17.1 Maintenance Training 25

5.17.2 Customer Training 25



5.18 Spare Parts 25

5.19 Maintenance Center Location and Personnel Profiles 26

5.20 System Installation/Cutover Plans 26

5.21 Project Management 26

5.22 System Testing and Acceptance 27

5.23 Installation Tests 27

5.24 Pre-Cutover Tests 27

5.25 Acceptance Tests 27

5.26 Drawings and Documentation 28

6.0 RESPONDENT QUALIFICATIONS 29

6.1 Company Information 29

6.2 References 29

6.3 VENDOR Personnel Requirements 30

6.3.1 Project Manager must have a minimum of one-year employment with VENDOR’s company and have at least five years experience in installing, programming, and maintaining voice-switching equipment. 30

6.3.2 Installation Technician/Engineer – Shall have at least on advanced certification from the manufacturer of the proposed system for each component s/he will install. Have a minimum of one-year employment with VENDOR’s company and have at least five years experience in installing, programming, and maintaining the chosen manufacture’s equipment. The Installation Technician/Engineer shall be at the Library and on site during the time frame that the equipment and software is being installed, configured and cutover, and for the next business day following the installation at each location. 30

7.0 RESPONDENT CERTIFICATION/SIGNATURE PAGE 31

APPENDIX A 32

Existing PBX Line and Station Counts 32

APPENDIX B 33

Existing PBX Locations 33

APPENDIX C 34

PBX Software LoadS 34

AVAYA G3 PBXS 34

AVAYA Nortel CS1000Es 34



34

LPA V8I.02.0.034.5 018-913-6518 34

APPENDIX D 35

PBX Locations with Voice Mail Systems 35

NYPL CURRENT Voice network 36

Avaya equipment Hardware and Software SPECIFICATION FOR SASB 37

Avaya equipment Hardware and Software SPECIFICATION FOR LPA 38

the parts listed may be substituted by equivalent parts, from AVAYA OR another manufacturer. IF PROPOSAL INCLUDES SUBSTITUTION, YOU MUST INDICATE HOW YOUR PROPOSED SYSTEM WILL FULLY INTEROPERATE WITH THE EXISTING NORTEL/AVAYA ENVIRONMENT. 38

Avaya equipment Hardware and Software SPECIFICATION FOR LB 39

the parts listed may be substituted by equivalent parts, from AVAYA OR another manufacturer. IF PROPOSAL INCLUDES SUBSTITUTION, YOU MUST INDICATE HOW YOUR PROPOSED SYSTEM WILL FULLY INTEROPERATE WITH THE EXISTING NORTEL/AVAYA ENVIRONMENT. 39

Avaya equipment Hardware and Software SPECIFICATION FOR St George 40

the parts listed may be substituted by equivalent parts, from AVAYA OR another manufacturer. IF PROPOSAL INCLUDES SUBSTITUTION, YOU MUST INDICATE HOW YOUR PROPOSED SYSTEM WILL FULLY INTEROPERATE WITH THE EXISTING NORTEL/AVAYA ENVIRONMENT. 40

Avaya equipment Hardware and Software SPECIFICATION FOR EACH OF THE OTHER LOCATIONS 41

the parts listed may be substituted by equivalent parts, from AVAYA OR another manufacturer. IF PROPOSAL INCLUDES SUBSTITUTION, YOU MUST INDICATE HOW YOUR PROPOSED SYSTEM WILL FULLY INTEROPERATE WITH THE EXISTING NORTEL/AVAYA ENVIRONMENT. 41



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