Posted: 8/24/2022

Type of Addition: Zoom Link for Pre-Proposal Meeting

Overview: City of Woodstock is inviting you to a scheduled Zoom meeting.

Topic: RFP 2022 - 03 - Pre-Proposal Meeting
Time: Aug 25, 2022 10:00 AM Eastern Time (US and Canada)

Join Zoom Meeting
https://us02web.zoom.us/j/83074595656?pwd=VkpDam00a0lYMWhGYXdEb2o5bTk3dz09

Meeting ID: 830 7459 5656
Passcode: 990559
One tap mobile
+16469313860,,83074595656#,,,,*990559# US
+13017158592,,83074595656#,,,,*990559# US (Washington DC)

Dial by your location
+1 646 931 3860 US
+1 301 715 8592 US (Washington DC)
+1 309 205 3325 US
+1 312 626 6799 US (Chicago)
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+1 669 444 9171 US
+1 669 900 9128 US (San Jose)
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Meeting ID: 830 7459 5656
Passcode: 990559
Find your local number: https://us02web.zoom.us/u/kbbazdTpqT

Deadline: 8/25/2022 10:00 AM

Pre-Bid Meeting Details: City of Woodstock is inviting you to a scheduled Zoom meeting.Topic: RFP 2022 - 03 - Pre-Proposal MeetingTime: Aug 25, 2022 10:00 AM Eastern Time (US and Canada)Join Zoom Meetinghttps://us02web.zoom.us/j/83074595656?pwd=VkpDam00a0lYMWhGYXdEb2o5bTk3dz09Meeting ID: 830 7459 5656Passcode: 990559One tap mobile+16469313860,,83074595656#,,,,*990559# US+13017158592,,83074595656#,,,,*990559# US (Washington DC)Dial by your location +1 646 931 3860 US +1 301 715 8592 US (Washington DC) +1 309 205 3325 US +1 312 626 6799 US (Chicago) +1 646 558 8656 US (New York) +1 669 444 9171 US +1 669 900 9128 US (San Jose) +1 719 359 4580 US +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 386 347 5053 US +1 564 217 2000 USMeeting ID: 830 7459 5656Passcode: 990559Find your local number: https://us02web.zoom.us/u/kbbazdTpqT

Solicitation #: 2022 - 03

Posted: 9/8/2022

Type of Addition: Zoom Link for Proposal Opening

Overview: City of Woodstock is inviting you to a scheduled Zoom meeting.

Topic: RFP 2023 - 03 - Proposal Opening
Time: Sep 9, 2022 10:00 AM Eastern Time (US and Canada)

Join Zoom Meeting
https://us02web.zoom.us/j/86423911029?pwd=dnU4amVwaDdERHpYWS9vS3MwKzNBQT09

Meeting ID: 864 2391 1029
Passcode: 825399
One tap mobile
+13092053325,,86423911029#,,,,*825399# US
+13126266799,,86423911029#,,,,*825399# US (Chicago)

Dial by your location
+1 309 205 3325 US
+1 312 626 6799 US (Chicago)
+1 646 558 8656 US (New York)
+1 646 931 3860 US
+1 301 715 8592 US (Washington DC)
+1 719 359 4580 US
+1 253 215 8782 US (Tacoma)
+1 346 248 7799 US (Houston)
+1 386 347 5053 US
+1 564 217 2000 US
+1 669 444 9171 US
+1 669 900 9128 US (San Jose)
Meeting ID: 864 2391 1029
Passcode: 825399
Find your local number: https://us02web.zoom.us/u/kiTDTZ8nt

Deadline: 9/9/2022 10:00 AM

Pre-Bid Meeting Details: City of Woodstock is inviting you to a scheduled Zoom meeting. Topic: RFP 2023 - 03 - Proposal Opening Time: Sep 9, 2022 10:00 AM Eastern Time (US and Canada) Join Zoom Meeting https://us02web.zoom.us/j/86423911029?pwd=dnU4amVwaDdERHpYWS9vS3MwKzNBQT09 Meeting ID: 864 2391 1029 Passcode: 825399 One tap mobile +13092053325,,86423911029#,,,,*825399# US +13126266799,,86423911029#,,,,*825399# US (Chicago) Dial by your location +1 309 205 3325 US +1 312 626 6799 US (Chicago) +1 646 558 8656 US (New York) +1 646 931 3860 US +1 301 715 8592 US (Washington DC) +1 719 359 4580 US +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 386 347 5053 US +1 564 217 2000 US +1 669 444 9171 US +1 669 900 9128 US (San Jose) Meeting ID: 864 2391 1029 Passcode: 825399 Find your local number: https://us02web.zoom.us/u/kiTDTZ8nt

Solicitation #: 2023 - 03

Posted: 9/14/2022

Type of Addition: Adjusted Review Schedule

Overview: Given the amount of submissions, please find the adjusted review schedule agreed upon by the review committee.

Documents:

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Posted: 8/17/2022

Question: 1) Do you already have existing Microsoft 365 licenses? If yes, please mentioned which and the exact count of each. 2) What are the Total Number of users who need to be setup with Phone System? 3) Do you need a Contact Center (Call Center)? If yes, then how many users will be enabled for Contact Center? 4) Do you require Call Recording? Do you only need Call Recording for Contact Center Users OR other users too? Please mention count. 5) Do you need support for analog devices? What is the total count of analog devices? Are they mostly Fax and Card Readers or do you have analog phones too? Mention count of each. 6) How many Desk phones, Conference phones, video conference phones are required? 150 as mentioned in the RFP? Please mention individual count of each type as well as model and brand preference. 7) Where are Customer Emails hosted? 8) Do you need to Port Phone Numbers? If yes, then how many Phone numbers need to be ported?

Response: Your questions have been received. Responses will be released with addendum 1.

Posted: 8/23/2022

Question: The Contractor Affidavit and Agreement requires notarization. Would the City accept DocuSign in lieu of a notary, especially since submittals are electronically through Vendor Registry vs. hard copy? Many of our staff members are still under work-from-home guidelines with no in-office notary services. Thank you.

Response: The short answer is no. It is required to be notarized.

Posted: 8/24/2022

Question: When will we receive the Zoom link for the Pre-Proposal Conference? Questions: • How many of the 150 phones are for an employee (user) versus a common area (conference room, breakrooms, etc)? How many conference room devices if needed? • Any need for a Receptionist Console? How many? • How many mobile devices in inventory? Who is the mobile carrier? • Any need for overhead paging? Security door buzzers? Loud horns? How many zones? • Would the City entertain a 48 mos contract versus a 36? • Any POTS lines for Elevator? Alarm? Non-voice or non-fax lines? How many?

Response: Zoom link has been posted. Your questions have been received. Responses will be released in Addendum 1.

Posted: 8/29/2022

Question: Why do you want to move to a cloud-based phone system? Which types of Cisco phones do you use? Do you want to match the function and capability of these phones, or have different or better functionality? Do you want to salvage and re-use any of your existing Cisco phones, if possible? Can you give us a breakdown in IP phones---hard and soft—across the seven sites? Is your Norcross co-location facility managed by Flexential? Do you intend to keep your Norcross co-location center for any reason, or is this a facility provided by your current VoIP provider? Do you have any other one of your seven locations that is used to securely support local servers and applications? Is your city network a physical star, with connections from all six other sites terminated directly in your Annex building? How many auto-attendants do you plan to create? Do you intend to give any of your users access to a management portal? Do you have redundant Internet connections? Where are they terminated? What type of emergency broadcast do the fire stations need? What existing speaker systems do these locations have? What’s the interface? Analog? Do your two existing PRI’s have all 23 channels available, or do you run less than 23 channels on either PRI? How many outbound and inbound monthly minutes do you use? What’s a Previous Work Sample? How much management effort are you putting into the existing Call Manager system? How much management effort do you intend to put into this phone system? How much remote/home work do you want to support? What is the type/manufacturer of the secure remote working utility/firewall that you use to support secure connections for work at home, or do you need us to add that? Or is this a part of your CheckPoint firewall? What’s important to you in this new system? (free form response)

Response: Your questions have been received. Please see Addendum 1 Q&A.

Posted: 8/29/2022

Question: How many locations do you have paging?

Response: Your questions have been received. Please see Addendum 1 Q&A.

Posted: 8/29/2022

Question: The RFP lists the various office locations for work. Please confirm if the city has a requirement to support hybrid work environments including work from home or other work locations in the event that the named offices become unavailable.

Response: Your questions have been received. Please see Addendum 1 Q&A.

Posted: 8/29/2022

Question: Spoke can be configured so that citizen calls are routed directly to the right team members based on the purpose of the call and the assignment of open cases. Can the city provide an overview of the required call flows and call groups required for this RFP?

Response: Your questions have been received. Please see Addendum 1 Q&A.

Posted: 8/29/2022

Question: Please confirm what requirements the city has for managing user availability and presence within the selected voice platform.

Response: Your questions have been received. Please see Addendum 1 Q&A.

Posted: 8/29/2022

Question: Does the city have a range of magnitude on the number of both in and outbound calls as well as the average duration on a monthly and annual basis?

Response: Your questions have been received. Please see Addendum 1 Q&A.

Posted: 8/30/2022

Question: How many numbers will need to be ported to the new system? Would the City require an auto attendant for each location so they can be customized for each location?

Response: Your questions have been received. Please see Addendum 1 Q&A.

Posted: 8/30/2022

Question: Can you verify what office 365 licensing you currently have? Can you confirm if you have E1/E3 and the Phone System license for all users?

Response: Your questions have been received. Please see Addendum 1 Q&A.

Posted: 8/31/2022

Question: 1. How many total phones and phone numbers will the city require/be migrating? 2. Does the city maintain any 800 numbers? 3. Are there any alarm lines and/or elevator phones that will be a part of this project? 4. For Police and Court, is there a CJIS requirement for the phone solution? 5. Will Dispatch be a part of this project or is that maintained separately? 6. For Paging, are there existing overhead speakers that the new system will integrate with? 7. Please explain the Xmedius faxing use case?

Response: Your questions have been received. Please see Addendum 1 Q&A.

Posted: 8/31/2022

Question: The RFP states that the Connection between the sites is a 50 MB connection and a 10 MB connection between the annex and data center. What is the speed out to the internet? What is the brand and model of your current firewall? Does your IT department manage your current firewall or is it managed by another company? Can changes be made on the firewall? (Open ports, VLANs, VPNs, etc..) What is your current network configuration? (Flat or segmented?) Do your current switches have power over ethernet (POE) ports? Does each phone location have an ethernet drop? Does each of those phone locations have POE? We are a phone carrier and PBX provider. Are you considering quotes from companies that provide both services or do you simply want a new phone system? How many call paths (lines/PRI Channels) does the City currently have? How many phone numbers does the City currently have? The City currently uses XMedius for faxing, Does the City want to continue to use XMedius or would they like to replace this solution? How is the current XMedius used? The RFP states that the City is looking for approximately 150 phones. Of those 150 how many are receptionist phones, conference room phones, breakroom phones, and everyday employee use phones? The RFP states that the City uses an outdated Singlewire Informacast system for paging. Does the City want to continue using this system or do they want to replace it? How does the current paging solution interact with the current phone system? Will the City's IT department be the main point of contact for the vendor regarding phone system-related inquiries, or will each employee contact the vendor?

Response: Your questions have been received. Please see Addendum 1 Q&A.