Request for Information (RFI)To Replace

Telecommunications Systems

Department of General Services3401 CSM Drive

San Mateo, California 94402Telephone (650) 574-6508 FAX (650) 574-6574

Email tcom-bids@smccd.net

RFI #86486

May 17, 2004

Replace Telecommunications System RFI # 86486

Table of Contents

Section I. Introduction

Section II. Profile of the Current Telephony Environment

Section III. Procurement Process

Section IV. Dates and Timeframes

Section V. RFI Instructions and Requirements

Section VI. Mandatory Requirements for Proposed Solutions

Appendix I SMCCCD Network Topology Diagram

Appendix II SMCCCD Typical Building Network Wiring Configuration

Appendix III SMCCCD PBX Switch Telephony Diagram

Appendix IV SMCCCD PBX Telephony Topology Diagram

Appendix V SMCCCD Numbering Plan

Appendix VI College of San Mateo Map

Appendix VII Skyline College Map

Appendix VIII Cañada College Map

Appendix IX Design and Construction Standards Telecommunication System

Appendix X Call Accounting Features and Reports

Appendix XI Non-Collusion Affidavit

Appendix XII SMCCCD Facilities Statistics

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I. Introduction

The San Mateo County Community College District (SMCCCD) seeks qualified proposals to replace its current telecommunications environment. The existing PBX switches, handsets, voice mail, call accounting, analog lines, and related telephony services will be replaced with newer technology.

The convergence of communications technology creates an opportunity to evaluate multiple approaches to providing cost effective and efficient telephony services for the District. The District is interested in evaluating and understanding the relevant market choices and does not bring a preconceived solution into this process.

Recognizing that the newer technologies may provide some services using traditional copper plant facilities and the District’s fiber backbone, vendors may propose solutions that incorporate one or a combination of the following two categories.

Voice over Internet Protocol (VOIP)/IP (PBX)This category includes the latest integrated technologies that deliver traditional digital and analog telephony services exclusively over the college IP backbone.

Hybrid SolutionsThis category may include combinations from both traditional PBX and VOIP technologies. The services may be delivered over a combination of copper and fiber backbones of the college.

II. Profile of the Current Telephony Environment

Approximately 40,000 people throughout San Mateo County attend one of the three Colleges of the San Mateo County Community College District: Cañada College in Redwood City, College of San Mateo, and Skyline College in San Bruno.  Although the boundaries of the San Mateo County Community College District are the same as those of the County, the District Board of Trustees is independent of County government.  The five-member Board of Trustees is elected at large by County voters every four years, and governs one of the largest two-year college systems in California.

The District provides data and telephone services to all 3 separate college locations, a District office and several off site locations. Today, the delivery of data is separate from the telephony services.

Appendix I contains a network diagram detailing the switch equipment and data transport methods between the main District’s ITS computer room and the three college locations and the off site locations. Appendix II describes a typical building router and switch configuration.Appendix III describes the existing telephone PBX switch equipment topology, the T1 circuits and various Direct Inward Dial (DID) numbers for each college and off site location including the District offices. Appendix IV provides a typical building telephone wiring diagram with the wiring to, from and within the building and floors.

PBX SwitchThe current PBX switch is a Siemens 9751 CBX model 70 with (3) nodes one located at each college. The three nodes are connected using T1 services provided by SBC, CSM to Skyline (2) T-1’s, CSM to Cañada (2) T-1’s Skyline to Cañada (2) T-1’s. This allows the three systems to act as one and provides us with redundancy for the CPU in each CBX. This configuration also provides a 4 digit-dialing plan (Appendix V) from college to college and our least cost routing to minimize the costs of outgoing calls.

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Additional PBX information is summarized in the table below.

College of San Mateo (CSM)

Node 1

Skyline CollegeNode 2

Cañada CollegeNode 3

AddressMajor Point ofEntry (MPOE)

1700 W. Hillsdale AveSan Mateo, Ca

3300 College DriveSan Bruno, Ca

4200 Farmhill Blvd.Redwood City, Ca

Trunks 50 two way Analog 31 two way Analog 25 two way AnalogDirect Inward Dial (DID’s)

32 Trunks 16 Trunks 14 Trunks

Digital Phones 881 444 314Analog Devices 202 100 90CBX Cabinets 4 3 3

Voice MailOur current Voice mail system is a Siemens Phonemail model 7652 with two nodes in one Cabinet located at the College of San Mateo. The voice mail is integrated with the Siemens switch equipment, which provides a variety of features through the telephone handsets. When a voice mail message is left for a voicemail box, a message light blinks on the handset and the operator can hear a stutter dial tone indicating that there is a voicemail message. The voice mail system can handle up to 32 concurrent calls.

Digital HandsetsThe basic features of the digital handsets include:

Basic Features Keypad Line Buttons Flash Buttons Feature Buttons Autodial Buttons Repertory Dialing (Repdial) Programmable Buttons Voice Volume Buttons Ring Volume Control Ring Tone

Status Lights (Indicators summarized below)

Flash Rate Line StatusOff AvailableLight Steadily In UseBlinking Call WaitingFlashing RingingFlickering Forwarded

Optional features for handsets include:

Optional Features Display Optional Head Set Adapter Speakerphone

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The digital handsets are equipped with various Software Features including:

Basics Making Calls Answering Calls Forwarding Calls Blocking CallsInternal Calls

Conference Group Pick Call Forwarding Do Not Disturb

Outside Calls

Consultation Call Pickup Park Privacy Call

Hold Callback camp-on Night Call Follow-me call forwarding

Transfer Automatic camp-on Message Waiting (Message Center on Phonemail System)

Off-system call forwarding

Connect Message reminder Message ReminderStandby queuingCallback queuingSystem Speed callingStation Speed CallingRepertory DialingPagingSave and repeatIntercom CallExecutive overrideAuto intercom

Call AccountingThe current call accounting system is Infortel for Windows version 4.2.10 operating on a MS Windows 98 platform. Appendix IX describes the current features and capabilities.

Emergency By-Pass TelephonesTo insure ongoing telephony services during a power outage, a set of phones have been established and connected directly through the switch equipment to the outside PTSN via POTS (1MB) lines from SBC.

College of San Mateo and District Office

Skyline Cañada

Emergency Telephones

16 8 8

Forced Authorization CodesTo insure proper authorization and control costs the District uses the Forced Account Codes feature. The authorization code is a 5-digit number providing the capability to dial outside calls from any phone or extension with a restricted class of service. The authorization codes are passed to the call accounting system for reporting and reconciliation purposes.

College of San Mateo and

District Office

Skyline Cañada

Authorization Codes Issued

58 35 17

Alarm Lines

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Most of the current alarm lines are routed through the Siemens 9751 CBX. These analog lines reside on analog cards on the shelves of the CBX. Alarm types include; fire alarm and security alarm. Vendors vary from building to building. Some include Siemens fire alarms and California Security alarms. The alarm control units in each building are programmed and maintained by the vendor. A small number of (1mb) alarm lines are provided directly from SBC.

Elevator PhonesElevator lines are routed through the Siemens 9751 CBX switch. These analog lines reside on analog cards on the shelves of the CBX. Most elevators on college are operated by a push button that automatically dials a programmed number. Currently, all programmable elevator phones at Skyline College are directly routed to ADT. At College of San Mateo and Cañada College, elevators that are provisioned for voice have the same push button phone that dials the CSM security department.

Courtesy PhonesCourtesy phone lines are routed through the Siemens 9751 CBX. These analog lines reside on analog cards on the shelves of the CBX. There is at least one courtesy phone in every building. Appendix XII includes total buildings and classrooms for each college. The lines are configured with a Class of Service, allowing only on-college calls (4-digit extensions only) and E911 calls. Only those with the Faculty Authorization Codes (FAC) are able to use the courtesy phones to dial off-college.

Phone Type College of San Mateo

Skyline Cañada

Alarm Lines 19 7 5Elevator 8 7 5

Courtesy (Public) 25 17 14

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III. Procurement Process:

Section 81645 of the State of California Education Code shall govern this RFI and any resulting, RFP, bid, contract or awards. As such, the following shall apply:

“The governing board of any community college district may contract with a party who has submitted one of the three lowest responsible competitive proposals or competitive bids, for the acquisition, procurement, or maintenance of electronic data processing systems and equipment, electronic telecommunications equipment, supporting software, and related materials, goods, and services, in accordance with procedures, and criteria established by the governing board.”

The District’s procurement process will entail four major steps:

Step One: (Initial Proposals)

Vendors will be invited to submit proposals in response to this RFI. Proposals must meet the District’s mandatory requirements, and should focus on products and services that best satisfy the District’s needs, as presented in this RFI. Do not submit cost information with the initial response to this RFI.

Step Two: (Evaluation and Selection of Qualified Vendors)

The SMCCCD selection committee will evaluate vendors’ written responses with respect to the District’s needs and mandatory requirements, as presented in this RFI (See Section V. Item 11. Evaluation of RFI Proposals). Qualified vendors will be invited to continue in the procurement process.

Step Three: (On Site Demonstrations and Evaluations)

Qualified vendors will be asked to perform in-depth product demonstrations and discussions onsite. Such demonstrations will respond to the District’s specific functional needs, technical requirements and questions.

Step Four: (Issuance of RFP for Finalists to Respond with Cost Proposals)

Based upon a thorough evaluation of the pre-qualified vendors’ proposals and onsite demonstrations, the District will solicit proposed pricing from the selected finalists through a formal RFP. The District may ask qualified vendors to refine their proposals for various products and services. At the conclusion of such a process, the District will make a final recommendation to the District’s governing Board to authorize a contract.

III. Dates and Timeframes (The District reserves the right to change or alter the times and activities):

Release of Request for Information (RFI) Monday May 17, 2004

Mandatory Vendor’s Conference and College Walk Through 1:30pm - Wednesday June 2, 2004

Deadline for vendors’ submission of proposals Friday June 18, 2004

Selection of vendors who will be invited to give onsite demonstrations and presentations Late June, 2004

Onsite vendor demonstrations and presentations July – August, 2004

Issuance of RFP to the selected qualified finalists Early August, 2004

Selection of Final Vendor, finalization of contract terms and pricing August, 2004

Approval of contract award by the District’s Board September, 2004

Begin Project September, 2004

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IV. RFI Instructions and Requirements

IMPORTANT: All vendors interested in submitting a response to this RFI MUST submit an email notification to tcom-bids@smccd.net indicating intent to respond. Failure to do so may result in disqualification from the selection process.

1. General . Vendors must comply with the provisions of these Instructions for Completion/Submission of the RFI (“RFI Instructions and Requirements”) of the RFI. The failure of a Vendor to comply with the RFI Instructions will result in rejection of the Vendor’s RFI for non-responsiveness.

2. Vendor Qualifications . Only Proposals submitted by vendors with the relevant experience, qualifications and capacity to meet the needs of SMCCCD will be accepted.

3. Submission of RFI . a. Submission of Executed “Hard Copy” and Electronic Files of RFI . Five bound copies of the Vendor’s

Proposal, plus one unbound copy, must be submitted in a sealed envelope and returned to the Department of General Services, San Mateo County Community College District located at 3401 CSM Drive, San Mateo, CA 94402 by 2:00 pm on June 18, 2004. Indicate “RFI 86486 Enclosed” on the lower left corner of the envelope.

b. An additional electronic submittal of the RFI reply is required; however, the submission of electronic file(s) does not replace the foregoing requirement for submission of the Vendor’s signed, hard copy Proposal at, or prior to the date/time set forth above. Please do not send the electronic copy prior to the hard copy deadline. Send the electronic copy to districtbids@SMCCD.net after 2:00 pm PDT on June 18, 2004. Each Vendor submitting a Proposal certifies that it agrees to the terms and conditions and specifications as stated herein in their entirety.

c. Vendor’s Review of District Web Site . Any addenda, clarifications, RFI updates/revisions, or replies to specific questions will be posted on this site; all such matters shall be deemed incorporated into all Vendors’ RFI Proposals. Prior to submission of a RFI Proposal, all Vendors MUST review materials on this web site (http://www.smccd.net/telecombid) relating to this RFI and must incorporate into their respective RFI Proposals all requirements set forth in this RFI, as the same may be amended by postings on the District’s web site.

d. RFI Contents . Proposal consists of the following, all of which must be submitted concurrently and executed as required by these RFI Instructions or by the form of document:

i. Completed RFI response to Section VI (including any supporting materials)ii. Non-Collusion Affidavitiii. Reference contacts and required information

4. RFI/RFP Security; Performance Bond . Vendors are not required to submit any form of RFI/RFP Security with submission of the RFI/RFP. The successful Vendor awarded a contract to replace the Telecommunications equipment and services will be required to post a Performance Bond in connection with any specific procurement of Telecommunications equipment and services, if required by the District or a Participating Agency pursuant to the terms of such specific procurements. If a Performance Bond is required in connection with specific procurements of Telecommunications equipment and services, the form and content of such Performance Bond shall be as included in the final RFP response.

5. Modifications to Submitted RFI/RFPs . A Vendor submitting a Proposal may modify its submitted Proposal by written modification actually received by the District’s Department of General Services at or prior to the latest time/date for submission of Proposals. Modifications to the submitted RFI, which are not in writing, will not be accepted and will not be deemed modifications to the submitted Proposal.

6. Signature . A responsible officer or employee of the Vendor must sign the proposal. An unsigned, but executed Proposal will be rejected for non-responsiveness.

7. Non-Collusion Affidavit . Each Vendor shall submit with its response a duly completed and executed form of Non-Collusion Affidavit; the required form of Non-Collusion Affidavit is included as Appendix XI in this RFI/RFP. The failure of a Vendor to submit the completed and executed form of Non-Collusion Affidavit with its RFI/RFP will result in rejection of the Proposal for non-responsiveness.

8. Evidence of Responsibility . Upon the request of the District, a Vendor whose Proposal is under consideration shall upon request promptly submit to the District satisfactory evidence showing the Vendor financial resources, organization, and plant facilities available for the performance of the contract. The failure of such a Vendor to submit requested materials in a timely manner will result in rejection of the Vendor’s Proposal for non-responsiveness.

9. Modifications to Proposal . The District reserves the right to modify this RFI or any portion hereof by written addendum issued to all Vendors who have previously obtained this RFI from the District. All addendum issued by the District pursuant to the foregoing shall be deemed incorporated into the Proposals.

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10. Vendor Inquiries . Vendors may request clarifications or make other inquiries concerning this RFI or the requirements hereof. Questions regarding this RFI should be submitted via email to: districtbids@smccd.net. Questions involving the technical information, descriptions, tables and related subjects should be sent via email to tcom-bids@smccd.net. All questions and responses will be provided electronically to all vendors.

11. Evaluation of RFI Proposals . RFI Proposals will be reviewed by the District and evaluated in the manner set forth herein.

a. Items A through J of Section IV. Mandatory Requirements and items A and B of Section IV. Desirable Requirements will be evaluated using the following method.

i. Excellent and complete response 3 pointsii. Good and complete response 2 pointsiii. Fair and incomplete response 1 pointiv. Poor, no or very incomplete response 0 points

b. No additional points will be given for comments added by the Vendor.c. A total point score will be compiled and each Vendor submitting a RFI Proposal will be informed of their

standing relative to all Vendors within 30 days of RFI closing.

12. Award of Contract . The District anticipates award of one (1) contract to replace the Telecommunications equipment and services. Award of the contract to replace the Telecommunications equipment and services will only be by action of the District’s Board of Trustees or in accordance with authority delegated by action of the District’s Board of Trustees.

13. References . Vendors shall provide references as described in Section 5. Contact information shall include Name, Title, Phone Number and Email address.

14. It is intended that other public agencies (city, special district, public authority, public agency, school district or other political subdivision of the state of California) shall have the option to participate in any agreement created as a result of this RFI and upcoming RFP for telephony services.  The San Mateo County Community College shall incur no financial responsibility in connection with a purchase order from another public entity.  Vendor's agreement or failure to agree to the "piggyback" agreement will not be a factor in the award.

a. Check one of the following:

i. □ Agree to extend all prices, terms, and conditions of my proposal to any other public agency located in the state of California with no exceptions.

ii. □ Agree to extend all prices, terms, and conditions of my proposal to any other public agency located in the state of California with the following exceptions noted, as attached.

iii. □ Pricing, terms and conditions in our RFI are not extended to any other agency.

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V. Requirements

Mandatory

Using Microsoft Word, type and/or include answers for the following requirements in red within the Response row using the table format provided. Answers should be comprehensive and complete. Any diagrams or supplementary supporting materials should be included as appendices with appropriate references.

A relative weight of Importance - has been assigned to each major category in this section. Answers to the questions will be included in the evaluation process used to select qualified vendors during Step Two: (Evaluation and Selection of Qualified Vendors). .

A. Vendor Qualifications (Relative Importance - Medium)1. Describe your company’s history and general capabilities to deliver telephony solutions. Include at a

minimum the following:a. How long has your company been in existenceb. What is the size of your customer base?c. What geographical area do you cover?

Response2. Do you provide local coverage for the District?

a. Are technicians available on a 24-hour by 7 day a week basis?b. How many local technicians vs. sales and management personnel do you employ?

Response3. The proposed systems must be operating in a production environment in:

a. At least one (1) multi-campus college.b. At least two (2) additional sites within California.c. At least three (3) additional sites anywhere.

Response4. For each reference using the proposed system included in item 2 above, provide the following

information;a. Name of the College or Siteb. Name of the website.c. Address, phone number and fax number.d. Contact name with phone, address and email.e. Dates proposed system was purchased and implemented.

Response5. Please provide complete audited financial statements for your companies last two fiscal years.Response6. Describe how long your proposed system(s) have been in general production. Include the relevant

release numbers for all hardware and/or software.Response7. If you are representing an equipment manufacturer, describe your relationship with the company.Response8. Who manufactures or supplies the proposed system(s)? Include the manufacturer or supplier for all

proposed equipment, phones, servers, software and related equipment.Response9. The District is interested in entertaining offers for either trade-in value or an outright sale of the existing

Siemens 9751 model 70 with three nodes and all related equipment and handsets (See Appendix XIII for a detailed list of the hardware and equipment). If you are interested in either the trade-in or outright sale, please respond accordingly.

Response

In order to fairly and consistently evaluate all of the vendors’ responses, we have created a Hypothetical Implementation Model to use as a basis to address the remaining mandatory requirements. For each college location, we have selected a representative building and included counts of the current telephony services. The

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current telephony services are provided exclusively through dedicated T1 circuits. The Wide Area Network (WAN) is provided through ATM circuits and is dedicated for IP based network traffic. The current utilization is less than 50%.

When responding to the specific questions, include detailed information, including model numbers, versions or release numbers associated with the equipment, software, phone sets, and network services as proposed. Feel free to use the diagrams and expand or overlay with your own design. The diagrams were created using the MS Visio 2000 software. You can obtain copies from the District web site located at: http://www.smccd.net/telecombid/

B. System Architecture (Relative Importance - High)1. For each building included in the Hypothetical Implementation Model diagram provide a specific and

detailed list (including part numbers, software release numbers and descriptions, but no pricing) for the proposed solution(s) including:

a. Equipment (servers, switches, handsets, routers, racks, batteries or UPS’s)b. Software (Switches, handsets, administration, call monitoring, QOS monitoring, network

monitoring, call records for call accounting purposes)c. Required Port Counts (include required software licenses)d. Telephone Line Services including;

i. POTS, T1’s, PRI’s, Trunks, analog lines through the switch.Response2. Diagram or describe the proposed systems environmental requirements including space, power,

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temperature, humidity, etc. Response3. Diagram or describe how the system proposed to satisfy the Hypothetical Model would provide consistent

and reliable telephony services throughout the District.Response4. If dual processors are proposed, can one processor handle the entire system load in the event of a

complete failure of one processor?Response5. Describe the capability to operate the Districts special emergency phones for power failure even if the IP

backbone is disrupted.Response6. Describe the music-on-hold capabilities and options for the proposed system.Response7. Describe the Unified Messaging capabilities included with the proposed system.Response

C. Survivability Scenarios (Relative Importance - High)1. Using the Hypothetical Model diagram describe the approach to handle the following events:

a. A Wide Area Network (WAN) failurei. Loss of network servicesii. Loss of power on main telephony serveriii. Loss of power on voice mail server

b. Host site failure i. Loss of Server or Services

c. Remote site failure i. Loss of Server of Services

Response2. Using the Hypothetical Model, fully describe the power failure options for the proposed system and

include the specific UPS or battery options that would be needed to provide power for a minimum of 4 hours.

Response

D. Networking (Relative Importance - High)1. Using the hypothetical model, describe and diagram how the proposed systems’ VOIP application will

interface with the existing Public Switched Telephone Network (PSTN). a. Include details on how each of the following would be handled:

i. Local (including Intralata):1. SBC

ii. Long Distance networks:1. Sprint2. AT&T3. MCI4. Others ?

Response2. Using the Hypothetical Model, describe and diagram how the proposed system will integrate with the

existing Wide area Network (WAN).Response3. Using the Hypothetical Model, fully describe the options available in the proposed system to provide the

best quality of service QOS for telephony services.a. For each proposed method or option include:

i. Specific hardware and software requirementsii. Advantages to the optioniii. Disadvantages to the option

Response4. Describe the methods available to monitor QOS for VOIP calls.

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Response5. In the event of reduced bandwidth for normal telephony services, describe how the proposed system

would handle the calls.a. Specifically would the calls be;

i. Redirected to another switch.ii. Droppediii. Tagged as a problem and redirected to someone to help?

Response6. Describe your approach to “assess” and “certify” our existing network readiness. Include a specific plan

and the steps involved to complete the analysis. Address the following points in your responsea. Latency and Packet Lossb. Recognition of the 802.1P Standardc. Ability to Prioritize at layer 3d. IP Telephony Call Patternse. Determination of WAN Utilization before Voice is addedf. Traffic Patterns at Peak Utilizationg. Link Speed and Voice Qualityh. Network Congestion and Dropped Packetsi. Reliability of the Network Infrastructurej. Policy Servers

Response7. Describe the proposed system capability to support the Session Initiation Protocol (SIP) standardResponse8. Describe the proposed system ability to function as a POTS gateway between traditional analog or digital

endpoints (stations and trunks) and SIP-enabled endpoints and also SIP-to-SIP routing?Response

E. System Administration and Management (Relative Importance - High)1. Describe the general system administration capabilities for the proposed system.Response2. Is a dedicated server required for the proposed system? Include recommendations for server

configuration including:a. Hard Drive sizingb. Memoryc. Required software

Response3. Describe the management capabilities for the proposed system including:

a. Monitoring calls in a “real time” modeb. Viewing switch loads and capacitiesc. Network and call statistics

Response4. What type and levels of security are provided with the proposed system?

a. Administratorb. General Usersc. Remote access

Response5. Are the proposed systems accessible remotely using;

a. Analog modem connectionsb. Internet

Response

F. System Installation, Training, Cutover and Ongoing Support (Relative Importance - Medium)1. Describe the process and components involved in migrating from the existing PBX environment to a VOIP

environment. Include actual examples of recent implementations. Response2. Describe how the proposed system would integrate with the existing PBX environment. Include examples

of implementations of this type that your company has performed.

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Response3. Describe the training options available with the proposed solution. Include locations and schedules for

both on and off-site training.Response4. The proposed systems must include ongoing maintenance support options. Describe how you would

support the following activities:a. Adds, Moves and Changes for telephony servicesb. Major system problems relating to switch equipmentc. Major system problems relating to the software.

Response

G. Accessibility (Relative Importance - Low)1. Does the proposed system comply with the American With Disabilities Act (ADA) requirement to provide

relay services so that people who have speech and hearing impairments and use telecommunication devices for the deaf (TDD’s) can converse with people who use conventional voice phones? Using the Hypothetical Model, describe how the TDD service would be provided.

Response

H. E911 (Emergency Calling) (Relative Importance - High)1. The District currently provides the 10-digit number associated with the outbound trunk and the main

college address for the appropriate PBX that routed the call. At a minimum, that same level of service is required. Please describe.

Response2. Describe your ability to trace, log, record, and report malicious calls.Response3. Describe your capability to provide E911 services as a part of the proposed solution and if a third party

software or hardware solution is required, please describe.Response4. 4. Using the Hypothetical Model, describe how emergency phones would be provided to the classroomsResponse5. Using the Hypothetical Model, describe how a call originating in a location in the building could be

identified as to the specific location when “911” is called.Response

I. Caller ID Services (Relative Importance - Low)1. The District would like to receive and display, where provided, the 10-digit number on the appropriate

digital handset display. Explain fully the proposed capabilities to handle caller identification services.Response

J. Voice Mail (Voice Messaging) (Relative Importance - High)1. Describe your proposed voice mail capabilities as a complement to the phone services. The voice mail

system must integrate with the proposed telephony services equipment. Examples of integration might include but are not limited to:

a. Lighting of the “voice mail” light on a station handset that has the capability. Please provide a detailed explanation and diagram of the proposed solution.

b. Support Stutter Dial Tone use to alert a person they have voice mail messages. c. Forwarding of all calls to the voice mail system through easy, simple programming provided

through the telephony switch equipment and handsets.d. Describe the capability to download stored voice mail messages.

Response2. Describe how the proposed solution supports general voice mail capabilities and features including:

Messages:a. Create/change a messageb. Savec. Repeatd. Forwarde. Skipf. Accept/Deny

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g. Send to a distribution grouph. Password Protection

i. Mandatory password change by useri. Store a message on a computerj. Capability to record departmental phone trees with options to branch to other phones or recorded

messages.k. Ability to import recorded messages from other voice mail systems

Response3. Describe the reports provided with the proposed system including but not limited to:

a. Mailbox creation dateb. Class of Service (COS) Subscribers/Attributesc. Call Activityd. Call Lengthe. Message Length, Status, Agef. Storage and Disk usageg. Name and Extension Reporth. Network Delays, Delivery Failure and related messagesi. All, last accessedj. Personal Distribution List

Response4. Describe the proposed voice mail system administrative functions including but not limited to:

a. Add, delete mailboxesb. Searchable by User Name, College, Node, Department, Extensionc. Change users’ passwordd. Safeguard security for failed password attemptse. Class of Service (COS) limit message storage spacef. Option to deny messagesg. Allows for people with same name to have a mailboxh. Capability for multiple extensions to share a mailboxi. Weekly back up processj. Call Processing applications (Menu Trees)

Response5. Describe how your proposed systems’ unified messaging solution integrates with voice mail systems.

The District currently operates MS Exchange 2003 with Active Directory.Response

Desirable Capabilities

As in the case of the mandatory requirements, the following desirable capabilities have been assigned a relative weight of Importance.

A. Integration with Existing Telephony and Administrative Applications (Relative Importance – Medium)1. The District currently supports the following applications. Each one contains the name and phone

number that is normally stored in the existing ROLM switch equipment. From there it is transferred manually to the other systems. It is highly desirable that the proposed solution provides an electronic integration between all of these systems. Ideally, the information would be entered manually once and then propagated to either a central repository or to the systems directly.

a. Call Accountingb. Voice Mailc. Banner Administrative softwared. Microsoft Exchange Servere. ROLM Telephone Switch

Response

B. Call Accounting (Relative Importance – Medium)

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1. The current call accounting system is Infortel for Windows version 4.2.10 operating on a Microsoft Windows 98 server. Describe the general capabilities of the proposed call accounting system.

Response2. Describe the tracking of all outgoing and incoming calls including local, interlata, long distance, and all

calls made on the switch.Response3. Provide a description of how access to the database, reporting, pricing, call editing, importing and

exporting functions is provided.Response4. Describe the integration between the proposed call accounting system and the call records stored on the

main PBX or switch equipment.Response5. How are the call records updated in the database of the proposed call accounting system?Response6. Does the proposed system format and price polled data while keeping the operator apprised of the status

of all the call accounting functions and process? Describe how.Response7. How does the proposed system assess costs related to incoming and outgoing calls?Response8. Describe the administrative capabilities and functions including but not limited to:

a. Import and upload current rate tablesi. Pricing

b. Call pricing categories c. Price-a-calld. Primary Carrier replacemente. Create and edit passwordsf. System configuration or re-running setupg. Defining authorization codes

i. Import informationh. Importing directory information

i. Maintain different databasesi. Directoryj. Trunksk. Account codesl. Area codes

Response9. Describe the proposed systems general capabilities and tools to handle the following functions;

a. Caller abuse/misuse b. Cost allocation/billingc. Bill verification/carrier optimizationd. Call tracinge. Toll fraudf. Traffic analysisg. Standard features

i. Easy-to-use point and click interfaceii. Windows platform compatibilityiii. Automated installationiv. Drag-and-Drop functionality, shortcuts, icons & hot keysv. Password protection with four levels of hierarchy and personalized reporting access.vi. Automated file purging maintenancevii. Data Export functionalityviii. Basic and advanced search capability

h. Reportingi. Graphical reporting capabilityii. Powerful report querying toolsiii. Automated report generation and print capability (See Appendix X for a List of Reports)iv. Automated e-mail distributionv. Identification of city and state location for each callvi. Supports Caller ID, ANI, DNIS, and account codesvii. Flexible organizational structure with five levels of hierarchyviii. Extension rollover replacement, shared extensions, and authorization code utilization

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i. Costingi. Flexible call pricingii. Individual Call pricing

j. Near Real Time Monitorsi. Histogram for call volume or costii. Monitor console operator performanceiii. Closer look function

Response10. Indicate if a maintenance contract is required to meet any of the requirements included in this section.Response

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Appendix I

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Appendix II

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Appendix III

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Appendix IV

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Appendix V

SMCCCD Dial Number Plan

Dialing Digit(s)

Description Note/Comment

0 College Operator1 Unused Available2 Internal Extensions

2000-2999In some cases, these were the intercom numbers from previous phone solution

3 Cañada College (650-306-3100)306-3000-3099 Internal Use306-3100-3499 Direct Inward Dial (DID)

4 Skyline College (650-738-4100)4000-4099 Internal Use738-4100-4499 Direct Inward Dial (DID)738-7000-7199 Direct Inward Dial (DID)

5 Internal5000-5999

Internal extensions available district wide

6 College of San Mateo (650-574-6161)6000-6099 Internal Use574-6100-6699 Direct Inward Dial (DID)358-6700-6899 Direct Inward Dial (DID)524-6900-6999 (KCSM, DID’s)

7 College of San Mateo378-7200-7399 Direct Inward Dial (DID)

8 Forced Account Codes Entering 8 results in a special tone, enter account code to receive outside line.

9 Out bound local call

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Appendix VICollege of San Mateo Map

For further information regarding college directions and other related information visit http://collegeofsanmateo.edu/webpages/default.asp?WebPgID=360&CatID=1

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Appendix VIISkyline College Map

For further information regarding college directions and other related information visit http://www.smccd.net/accounts/skyline/collegemap.html

College Map

How to get to Skyline About SkylineSSF Center &

Center for International Trade

Administration (Bldg 1) Admissions (Bldg 2) Automotive (Bldgs 9 & 10) Bookstore (Bldg 4) Business Programs Cafeteria (Bldg 2) Career Center (Bldg 2) Children's Center (C) Cosmetology (Bldg 8) Creative Arts (Bldg 1) English (Bldg 8) Financial Aid (Bldg 2) Foreign Language (Bldg 8) Gallery Theater (*) Gymnasium (Bldg 3) Health Center (Bldg 2) Health Sciences (Bldg 7) Learning Center (Bldg 5) Library (Bldg 5) Mathematics (Bldg 7) Microcomputer lab (Bldg 5) Physical Education (Bldg 3) Sciences (Bldg 7)Security (Bldg 2)Shipping/Receiving (Bldg 12) Social Science (Bldg 1) Student Activities (Bldg 2) Student Services (Bldg 2) Theater (T)

Mouse over a building to see what's there or click on a building to go there.Click on a building to go there.

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Appendix VIIICañada College Map

For further information regarding college directions and other related information visit http://Cañadacollege.edu/contact/map.html#map.

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Appendix IX

Design and Construction Standards Telecommunication System

Visit this website http://www.smccd.net/telecombid/Files/Cabling%20Standards%20-%20San%20Mateo%20CCD%20-%20070903.doc for a current copy of the Design and Construction Standards Telecommunication System document.

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Appendix X

Call Accounting System Reports

Database Reports

Summary Detail Tenant Billing Ranking by Phone Numbers

Graphical

Standard Standard Call Markup Most Frequent Occurrence

Daily

Duration Authorized Tenant Billing by Extension

Aggregate Longest Duration

Hourly

Speed of Answer Unassigned Extension

Tenant Billing by Cost Center

Aggregate Highest Cost

Billing Types

Wait/Abandoned Area Code Single Longest Duration

Sublevel Comparison

Call Type ExchangeRanking by Personnel Level Most Calls Most Time Most Costly

Account Code

Unassigned Extension

Alarm Parameters Log Outside Business Hours

Area CodeExchangeCostCost AllocationBillable/Non-billableAccount Code

Trunk Reports

Summary Detail Ranking by Phone Number GraphicalStandard Standard Most Frequent Occurrence DailyDuration Trunk-To-Trunk Aggregate Longest Duration HourlySpeed of Answer Area Code Aggregate Highest Cost Traffic Analysis

Percent Capacity Blocked Calls Trunks Required

Wait/Abandoned Exchange Single Longest Duration StandardCall Type Single Highest CostRanking by Trunking Level Most Calls Most Time Most CostlyTraffic Analysis

Phone Number ID Reports

Summary Detail GraphicalStandard Standard Daily

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Duration HourlySpeed of AnswerWait/AbandonedCall TypeRanking by Phone Number ID’s Most Calls Most Time Most Costly

Account Code ReportsSummary Detail GraphicalStandard Standard DailyDuration PSP-Standard HourlySpeed of Answer Call Markup Report StandardWait/AbandonedCall TypeRanking by Account Codes Most Calls Most Time Most Costly

Area Code Reports

Summary Detail GraphicalStandard Standard DailyDuration HourlySpeed of AnswerWait/AbandonedCall TypeRanking by Account Codes Most Calls Most Time Most Costly

DNIS Code Reports

Summary Detail GraphicalStandard Standard DailyDuration Margin HourlySpeed of AnswerWait/AbandonedCall Type

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Appendix XINON-COLLUSION AFFIDAVIT

STATE OF CALIFORNIACOUNTY OF ______________________

I, __________________________________, being first duly sworn, deposes and says that I am (Typed or Printed Name)

the ________________________ of _____________________________________, the party submitting (Title) (Vendor Name)

the foregoing RFI Proposal (“the Vendor”). In connection with the foregoing RFI Proposal, the undersigned declares, states and certifies that:

1. The RFI Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization or corporation.

2. The RFI Proposal is genuine and not collusive or sham.

3. The Vendor has not directly or indirectly induced or solicited any other Vendor to put in a false or sham RFI, and has not directly or indirectly colluded, conspired, connived, or agreed with any other Vendor or anyone else to put in sham RFI, or to refrain from submitting this RFI.

4. The Vendor has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the RFI price, or that of any other Vendor, or to fix any overhead, profit or cost element of the RFI price or that of any other Vendor, or to secure any advantage against the public body awarding the contract or of anyone interested in the proposed contract.

5. All statements contained in the RFI Proposal and related documents are true.

6. The Vendor has not, directly or indirectly, submitted the RFI price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any person, corporation, partnership, company, association, organization, RFI depository, or to any member or agent thereof to effectuate a collusive or sham RFI.

Executed this ____ day of ___________, 20__ at _________________________________.(City, County and State)

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.By: _________________________________Title: ________________________________

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Appendix XII

San Mateo Community College DistrictFacilities Statistics

CollegeTotal Bldgs

TotalClassrooms * GSF ASF CSF

Developed Acreage

Total Acreage

Cañada 14 79 340,549 180,046 201,038 42 132CSM/District Office 36 234 606,067 409,429 496,880 72 154Skyline 19 147 383,337 277,628 242,343 61 110

Total 69 460 1,329,953 867,103 940,261 175 396

Legend:

GSF = Gross Square Feet

ASF = Assignable Square Feet

CSF = Cleanable Square Feet

* = Classrooms, class labs, class lab service & classroom service areas.

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