RFP Number: 12-02 Questions and Answers

• Do you have any quantities of telephones, for ex: 100 analog stations, 75 8 button digital telephones listed by department and building?
   
  We have 13 Fax Lines, 25 digital lines, 93 analog lines for a grand total of 131
• What is your current telephone system?
   
  Avaya Merlin phone system.
• What kind of trunking do you have today, PRI, T-1 or CO lines and how many?
   
  We have a single T-1 trunk.
• Do you have a diagram of how your buildings are connected via fiber, copper or wireless?
   
  We have overhead copper wiring. The dedicated lines are run into the mechanical room and all other phone lines are run overhead in building.
• Where is the telephone system located today?
   
  The telephone system is located in the IT server room.
• Do you use DID service for individual telephone numbers? If so, what is the number range?
   
  Yes we do. There are 7 lines however we do not have a specific/dedicated number range.
• What kind of voicemail system are you using today? Do you use unified messaging today?
   
  We use Merlin however do not use unified messaging.
• Do you have an attendant console operator? Does this position work 24 x 7?
   
  Yes we do and it works 24/7.
• For digital stations that will be reused: what are the make and models of the units?
   
  We will not be re-using the digital stations.
• How many phones do you need and description 8 button/16 button?
   
  We estimate 100 Digital and 40 Analog phones.
• Do you want a digital system or IP system?
   
  We want a digital system.
• Is your current console just a big phone with DSS or a PC console?
   
  Our current console is a DSS – Model #MLX-20L and (2x) #MLX-28D
• Do you have an idea as what type of growth potential you would like 10% of more?
   
  At least 10%.
• Voice Mail how many vm boxes are you going to require and what growth will you need?
   
  We will require 58 Voice Mail boxes and 20% growth.
• What is the runtime for the UPS you mentioned?
   
  It is 10 minutes on UPS Backup and 30 seconds on backup generator.
• Why have you chosen to go with digital phone stations as opposed to VoIP?
   
  Agency said no to VOIP in Mission Critical/Clinical Areas due to existing facilities structural limitations.
• Do you have a network diagram of your existing lay-out that you can send for review?
   
  Not available.
• How deep is your voicemail tree (the number of levels into options)?
   
  The is one level that allows voicemail. No other options are available.
• Are you currently, or planning to utilize internal cell phones, ie. SpectraLink or Ascom?
   
  Not currently.
• How are you interfacing with the NurseCall system?
   
  Presently we are not using the NurseCall system.
• Are you currently employing a Broadcast Notification System? RoboCall software
   
  Not currently.
• I read that you are using a single T-1, Can you send us a copy of the bill for review to see if this is a channelized or dynamic T-1 with voice and data together. Or is it strictly voice and if so, is it a PRI. Would you consider reviewing line services contracts to see if there is potential savings to help defray costs of the system or other areas of operational expenses?
   
  We are not considering a line change at this time due to commitments.
• What is the procurement process for this system?
   
  Ie. Is this a GSA funded contract, etc. The procurement process is the RFP.
• Do you currently employ any VMware server applications?
   
  Not currently.
• Is there interest in doing full or part time recording of calls for liability protection if it were HIPAA compliant?
   
  Not currently.
• Do you have a site map that you can send?
   
  Not currently.
• If there were capabilities for staff to be more mobile in the future with Unified Communications (Ie. Working from home, email notifications to personal cell phones, lock-down notifications for emergencies, etc.) What are some applications you would like?
   
  None at this time but may entertain lock-down notifications for emergencies in the future.
• What concerns do you have with your current system that is prompting the evaluation of a new or upgraded system?
   
  It’s obsolete.
• Are you looking for any particular growth feature or functionality from a system?
   
  Modernization.
• Have you heard or seen any functionality from a system that the evaluation Team thought was special or had a “wow” type of effect that would make their jobs easier or less clumsy?
   
  N/A
• Do you currently or plan on using Tele-Imaging or Tele-Medicine, or a type of Audio/Web/Video Conferencing?
   
  We currently use Tele-Imaging & Web Conferencing.