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9 Telephone & Voice Message EquC OF 690 City Center Drive .PO Box 147 5hanhassen, Minnesota 553I 7 Phone 952.937.1900 General Fax 952.937.5739 ~.ngineedng Department Fax 952.937.9152 Building Department Fax 952.934.2524 Web Site www. cLchanhassen, mn. us TO: Mayor City Council FROM: Todd Gerhardt, Acting City Manager DATE: June 21, 2001 SUB J: Authorization to Take Bids for TelePhone and Voice Messaging Equipment The City Council approved the 2001 Capital Replacement Budget, which included the purchase of replacement telephone and voice messaging equipment for City Hall, Fire Station, Public Works, and Recreation Center. The Council requested the opportunity to review the Request for Proposals (Attachment #1) and an updated budget on the proposed phone system. Listed .below is the updated budget for the fiber access, telephones, and voice messaging system. Proposed Telephone and Voice Messaging Systems Estimated Budget Description of Work/Equfpment KMC Access Fee Equipment to Light up the Fiber Wire Telephone & Voice System Total Proposed Budget $ 6,000 $ 19,265 $ 90,000 $1-15,265 Cost (Actual 2000 Expense) (Actual 2000 Expense) (Estimated 2001 Expense) RECOMMENDATION Staff recommends the City Council approve the Request for Proposals dated June 7, 2001 and authorize staff to take bids for the Telephone and Voice Messaging equipment. ATTACHMENTS o Request for Proposals 2000/2001 Capital Budget Sheet Regarding Telephone Upgrade gAadmin\tg\telephone upgrade.doc CAPITAL PLAN 2001 City of Chanhassen, MN rrojeer# EQ-014 ~'~oje~ ~am~ Telecommunication Purchases/Upgrades thru 2005 Contact Department Major Equipment Type Equipment Useful Life Category Priority n/a Description ~ ilnvolves the purchase of replacement t~lephone'~q'~i-p~n-ent and tram~¥t utiliies req~t~'~ed to interconnect City Hail, Pul~ic Works and the Recreation Center. Items ~u/ere revie~ved by the 1999 I.T. Task Force. Phase 1 fiber build has been recommended by both the Task Force and the City's consultant. All project pha~es are subject to modifications by the City Manager and Department Heads. THIS PROJECT IS ON HOLD PENDING FURTHER REVIEW AND APPROVAL BY THE Justification :The City Hall phone system is operating at capacity. No additional phones can be added without a significant investment to expand the already-outdated iteehnology. Migrating the City's phone services to one central location over a private municipal fiber allows for consolidation of all incoming lines, greater flexibility in response to incoming calls and the eliminations of monthly line charges for both voice and dat~ Phone switching equipment in Public Works and Recreation Center could be replaced with new equipment that operates directly from the City Hall switch after ATM is'implemented. Prior Total Expenditures 2001 2002 2003 2004 2005 Total EquipNehicles/Furnishings 115,000 9,000 9,000 9,000 9,000 151,000 Total 115,000 9,000 9,000 9,000 9,000 151,000 Prior I 1 8,oool Total Funding Sources 2001 2002 2003 2004 2005 Total Capital Replacement Fund 115,000 9,000 9,000 9,000 9,000 151,000 Total 115,000 9,000 9,000 9,000 9,ooo 151,000 Operational Impact/Other .The City wo~ld incur additional maintenance charges on the ATM hardware. 20 Project Category: Project Title: Total Estimated Cost: Major Equipment Telecommunication Purchases/Upgrades 2OOO $118,000 2001 $115,000 2OO2 $ 9,OO0 2003 $ 9,O00 2004 $ 9,000 Funding Priority: Account Number: 400-~:000-4703 Description: This project funds the purchase of replacement telephone equipment and transport utilities required to interconnect City Hall, Public Works, and the Recreation Center. in 2000, we have budgeted for:. lnternet Access Charges $ 12,000 Replace PBX - City Hall $100,000 Fiber Build Project (3 locations) $ 6,000 Recommended and Scheduled for Five Years Capitol Replacement Fund $~ ~8,000 $~ ~5,000 $~,000 $0,000 $~,000 Justification: The City Hall phone system is operating at its capacity. No additional phones can be added without a significant investment to expand the already out dated technology. Migrating the City's phone services to one central location over a-private municipal fiber allows for consolidation of all incoming lines, greater flexibility in response to incoming calls and the elimination of monthly line charges for both voice and data. Scheduling and Project Status: These items were reviewed by the 1999 I.T. Task force. Phase 1 fiber build has been recommended by both the Task Force and the City's consultant. An RFP will be developed in 1999 for the phone switching equipment. All project phases are subject to modifications by the City Manager and Department Heads. Relationship to General Plan and Other Projects: Phone switching equipment in Public Works and Recreation Center could be replaced with new equipment that operates directly from the City Hall switch after ATM is implemented. Effect on Annual Operations Costs: The City would incur additional maintenance charges on the ATM hardware. 5-14 · City of Chanhassen CITY OF CHANHASSEN CHANHASSEN, MN Telephone and Voice Messaging Systems Request for Proposals June 7th, 2001 Prepared by: Richard Rice MIS Coordinator City of Chanhassen 952-937-1900 mce~ci.chanhassen.mn.us -1- City of Chanhassen Hardware and Software Requirements 1.0 Present Systems 1.10 The City of Chanhassen has four primary facilities, City Hall, Public Works, Recreation Center, and Main Fire Station. Phone services for City Hall and the Main Fire Station are provided by a single PBX, located at City Hall. These buildings are connected by a buried, 50 pair, private copper cable. Voicemail for the users at both buildings is provided by an Active Voice system, also located at City Hall. An advanced T-1 line with DID capabilities from KMC Telecom is in service to the City Hall PBX. The Recreation Center currently leases lines on a shared PBX system owned and operated by the Chaska School District. The Public Works facility is using a Key 16 analog system, and individual answering machines. There is currently no inter-connectivity between these systems or to the City Hall PBX. Further details on current systems can be found in appendix 1C. Required System The equipment proposed must be a digital key or hybrid telephone system with PBX functionality using stored program control and Pulse Code Modulation and Time Division Multiplexing (PCM/TDM). The system should provide an open architecture interface which lends itself to Computer Telephony applications and must provide flexible line access capability, i.e., capable of accessing OPX, DID, Loop Start, Ground Start, T1, and ISDN PRI CO facilities. In addition, the system shall include IP Telephony options for remote site connectivity and Uniform Messaging. All common equipment and sets must be new. All digital instruments must be capable of being plugged into a standard modular jack, so that sets may be inter-changed throughout the system. Bidder must specify if any existing equipment can be re-used. Consideration will be given to using current phone sets if possible. -2- City of Chanhassen 1.11 1.12 Proposed System Bidders must submit a descriptive summary of the bid system, including manufacturer, model or series number, and type of programming memory retention. Bidders must describe general and specific features of bid systems, including calling features, system capacities, blocking factors, and optional characteristics. System capacity limitations for all features and functions must be stated and described in detail. These capacities must include, but are not limited to, quantity of hunt groups, ACD/UCD groups, restriction tables, account codes, T1 circuits, system speed dials, CO lines, and stations. Remote locations must use existing the existing City Fiber network to extend phone extensions. For details on the City network, refer to appendix lA. Bidder shall supply phone sets for locations as listed in appendix lB. Bidders must supply an itemized list of initial system equipment including all common, station, and auxiliary equipment necessary for the successful operation of the initial system, such as equipment cabinets, distribution frames, and power requirements. Also, list the number of station cards and line cards in the initial configuration and show the number of spare ports or slots remaining for expansion on each type of card. All initial system equipment shall be included in the RFP prices; however, a breakdown of first year prices and installation charges must be listed for all items. 1.2 1.2.1 1.2.2 Voice Mail System Bidders must propose an integrated Voice Mail System as outlined herein. The price of the system must include installation, integration with the specified key or hybrid system, training, user guides for all users, and all services necessary to accomplish the complete activation of the Voice Mail System. Bidders shall include initial training classes to be held onsite prior to installation, and follow up training one week after the installation is completed. A vendor representative shall be onsite on the day of installation. Bidders must identify all components necessary to integrate the specified key or hybrid system to the Voice Mail System. Bidders must describe hardware and software required to provide all voice mail services as specified in this section. 1.2.3 The Voice Mail system must have automated attendant capabilities. When a call is received, the caller will be greeted with a menu of options; direct dial to extension, single key access to department, single key access to remote site (answering service), dial by name, and operator access. -3- City of Chanhassen 1.2.4 The telephone system must be able to route callers to the correct automated attendant greeting based on the number the caller is calling from, utilizing caller ID and ANI (ie: All calls from area code 212 will automatically be routed to the New York automated attendant greeting, without having to prompt the caller for their phone number). 1.2.5 The Voice Mail system must receive forwarded calls from the specified key or hybrid system. The system must answer such calls with a personalized user's greeting, record messages from incoming callers, and activate available key or hybrid system message waiting notification lights. 1.2.6 Initial number of mailboxes will be 500, with growth up to 1,000. Storage requirements should exceed 100 hours and voice mail ports should be expandable to-32. 1.2.7 The system must employ the following features, at a minimum: 1) Allow multiple mailboxes for each station. 2) Allow a unique, user assigned password (up to 10 digits) 3) Allow messages of at least (3) minutes in length 4) Allow messages to be saved, erased, or forwarded at the discretion of the message recipient. 5) Allow the creation of distribution lists by system users for sending a single message to a group of other users. 6) Allow for users to pause, speed up, or go back during playback of a message. 7) Allow for cascade notification of several different phone numbers (at least 9) when a message is received. 8) Allow all voicemail features to be remotely accessible. 9) Notify primary attendant if voicemail system is inoperative. -4- City of Chanhassen 1.2.8 The Voice Mail system must utilize Record A Call, allowing users to record their telephone conversations into their voice mailbox. The record function should be silent to the all parties. 1.2.9 Bidder must discuss the following: A) Configuration of the proposed system: 1. Number of ports 2. Number of voice mail storage hours 3. Included hardware and software features B) Quantity of distribution lists, voice mailboxes, and cascade notification numbers. C) Maximum quantity of ports allowed. 1.2.10 1.2.11 D) Can system prompts be customized or re-recorded? Bidders must describe the environmental and physical characteristics of the proposed system. Bidders must describe the procedures for activation of mailboxes after initial system installation. 1.2.12 Bidders must supply a back-up power supply system capable of supporting the Voice Mail system for a minimum of 2 hours. This back-up system should be combined with the back-up power system requirement for the phone system, resulting in a single system. 1.2.13 The Voice Mail system must have fax recognition capability. 1.2.14 The Voice Mail system must have the ability to integrate with a Microsoft Exchange email system for the purpose of automatically sending voice and fax messages to individual email addresses. The bidder will describe how this is accomplished. 1.2.15 The Voice Mail system must have the ability to backup all system programming, voice mail files, including system prompts and voice mail messages, to a LAN directory. 1.2.16 The Voice Mail system must have the capability of Fax on Demand functionality. (Documents can be requested and faxed to a user's fax number). -5- City of Chanhassen 1.3 Equipment Registration The bidder must state the FCC Registration Number. The system should be registered as a PBX. 1.4 Equipment and Software Availability All bid items must be new, in current production, currently eligible for maintenance coverage, and have guaranteed availability for a minimum of' 10 years from the date of delivery for system parts and station instruments. 1.5 Initial Configuration and Maximum Capacity Bidders should include specific information about the capacities. The system shall include the central processing unit(s), cabinets, power supply(s), cabling and all hardware, software and miscellaneous equipment necessary for operation. Equipped: Initially installed and working quantities. Wired: Installation of all cabinets, shelves, back plane wiring, MDF blocks, and other equipment such that inclusion of the additional equipment to this limit can occur solely by the addition of sets, station wiring and jacks, and appropriate card insertion. Capacity: The size to which the system can be increased without the necessity for a model change or field upgrade. Bidders shall outline in their response the configuration size at which additional cabinets, shelves, DTMF receivers, and power supplies will be needed. Please see our equipment requirement attachment. This equipment set mixture is shown for pricing and evaluation purposes. The installed system capacity must support any mix of the instrument types shown. -6- City of Chanhassen 1.6 Single Line Analog Desk or Wall Set Specifications Single line sets must be analog, with keypad, and at least 3 programmable keys. The unit must consist of a handset connected to a desk or wall unit by a coiled cord of 6 feet minimum length, with the desk or wall unit containing the required circuitry to receive and make calls. The set must also provide a message waiting notification light and provide AC ringing. 1.7 Digital Multi-line Set (8 Line minimum) with Speakerphone Specifications Multi-line sets must be multi-button, fully digital, two-piece, fully modular, with hot keypad, consisting of a handset connected to desk or wall unit by a coiled cord of 6 feet minimum length, with the desk or wall unit containing the required circuitry to make or receive calls. Any of the multi-line buttons must be capable of accepting a line appearance from other stations, including single line station. Each set should have full duplex speakerphone capabilities. 1.8 Digital Multi-line Set (8 Line minimum) with Speakerphone and Display Specifications All features and functionality of the multi-line speakerphone display sets must be identical to the multi-line sets specified in Section 1.7 with the addition of a display that shows, at a minimum, digits dialed, calling party, extension number and date/time. 1.9 1.10 Digital Multi-line Set (12 line minimum) with Speakerphone and Extended Display Specifications All features and functionality of the multi-line speakerphone extended display sets must be identical to the multi-line speakerphone display sets specified in Section 1.8 with the addition of an extended display (at least 6x 16) that provides text voice mail prompts, intercom and speed dial directories, and access to other features. DSS/BLF Console The console can be a DSS/BLF attachment to the sets listed in Sections 1.8 and 1.9. Indicate how many DSS/BLF appearances are available (minimum of 60) and how many additional DSS/BLF units can be linked together (minimum of 4). Also indicate the number of system ports required for each additional DSS/BLF unit. -7- City of Chanhassen 1.11 PC Attendant Console Extra consideration will be given for those systems that offer a Windows-based attendant console. The software must be compatible with Windows 9X/NT/2000 and provide a screen-pop when incoming calls are received. Please provide information about features and costs. 1.11.1 I/P Multi-line Set (12 line minimum) with Speakerphone and Extended Display Specifications All features and functionality of the IP connected, multi-line speakerphone extended display sets must be identical to the multi-line speakerphone display sets specified in Section 1.9. 1.12 Administrator Features Administrator set shall have the ability to complete simple moves, adds, and changes to reduce future service costs. Administration programming tasks for both the PBX and Voicemail systems should be available via a single user interface. Extra consideration will be given to those systems, which provide for remote access to this interface. The administrator set should be able to provide the following services: 1) Place entire system in day or night mode 2) Set system time and date 3) Program system speed dial numbers 4) Receive and clear displayed system alarms 5) Program usernames 6) Program station extensions 7) Program Do-Not-Disturb messages 8) Program station Toll Restriction 9) Program trunk access and ring-in 10) Database programming accessible by direct cable, modem and network. -8- City of Chanhassen 1.13 Station Features The following station features, at a minimum, shall be provided to all stations: 1) Direct Outward Dialing (CO Line) Access. Defined stations may access CO lines by dialing a common one-digit access code or selecting a CO line that appears on the phone. 2) Direct Inward Dialing Access (Capability). Defined stations may receive incoming DID calls directly without attendant intervention. 3) Call Transfer. Permits a call to be transferred from one station to another station. 4) Transfer to Hold. Permits a call to be transferred and put on hold from one station to another station. 5) Call Pick-Up. This feature permits one station to answer incoming calls originally directed to another station. It will also allow a station to pick up a call that is holding at another station. 6) Call Forwarding. This feature allows a call directed to a station to be routed to another destination under various conditions. The other destination can be either another station within the system or an outside phone number. The conditions are: a. Forward all Calls. Forwards all calls immediately to another destination. b. Forward if Busy. Forwards calls when station is busy. c. Forward if No Answer. Forwards call when not answered within a pre- programmed time limit. 7) System Speed Dialing. Allows station users within the system to call any of a list of pre-programmed numbers by dialing an abbreviated code of two or three digits. The list can be programmed from the station. 8) Station Speed Dialing. This feature allows users of individual stations to call any of a list of pre-programmed numbers by dialing an abbreviated code of one or two digits. The list can be programmed from the station. 9) Conference Calling. This feature allows all stations to dial a conference code and establish their own conference. An attendant should be able to establish a conference call and transfer it to another user. A minimum of four parties must be able to be conferenced together. 10) Station Queuing. This feature allows a station to request an automatic callback when a station becomes available. -9- City of Chanhassen 11) Trunk Queuing. This feature allows a station to request an automatic callback when a trunk becomes available. 12) Station Hunting - Linear. A group of lines with consecutive or random directory numbers shall be arranged so that a single pilot number can be called and the system will hunt for an available station. The system will hunt in a linear fashion, always starting from the same station and working its way through a pre-programmed list of stations until one is found. 13) Station Toll Restriction. Individual stations may be restricted to various pre- programmed dialing levels, thus prohibiting certain stations from various levels of toll access. Changes to Toll Restriction should be able to be made by the administrator set. 14) 15) Paging: The system must allow access to existing or future external paging systems by an access code. Station class of service must be able to deny paging access to preset stations, or groups of stations, thereby allowing paging access to only designated stations. Directories. Allows display sets to search for extension numbers or system speed- dial numbers. The numbers can then be dialed, if desired. 16) Background Music. Allows for background music to be heard through station speakerphone. 17) Change Language. Allows each user to change the assigned language for both the telephone display and voice mail prompts. 18) Do Not Disturb. Allows user the ability to halt all intercom calls, transferred calls, and system pages to the station. 19) Do Not Disturb Messages. Allows the user to customize their DND message for other display stations. 20) Mute Key. This feature tums on or off the telephones microphone during a call. If muted, the user can hear the other party, but the party cannot hear the user. 21) Redial - This feature will redial the last outside telephone number dialed or saved at the station. 22) Ring Tone Selection. Allows the user to choose from multiple ring tones. The system should provide at least eight different options. - 10- City of Chanhassen 23) Remote Feature Programming. Allows users to change their forwarding or Do Not Disturb status from outside the office. 24) Group Listen. Allows user to transmit their conversation over their speakerphone, while they remain on their handset or headset. This feature may be used for training purposes. 1.14 System Features The system must have the following features at a minimum: 1) Flexible Numbering Plan. The system must be able to function with a variable numbering plan arrangement up to four digits in length for station address designation. 2) Caller ID. The system should support Incoming Caller ID services from the local cartier, and ANI for long distant calls. Caller ID should deliver phone numbers to the mailbox on both completed and abandoned calls. The system shall allow user to return calls directly from within their mailboxes. Please describe how this is accomplished and with what equipment. 3) Direct Inward Dialing capability. 4) Power Failure Back-up Power. System should provide option for 1 to 2 hours of uninterrupted back up in the event of power failure. 5) System Open Architecture Interface. The system should provide OAI for communication with an external computer for possible ACD or CTI applications. 6) Desktop Interface (Capability). The system should provide an interface for connecting a users PC with their telephone. This should allow control of the telephone set by the PC. 7) Database Battery Back-up. 8) ANI/DNIS. The system should support ANI, DNIS, and *ANI/DNIS* service from the carder. Additionally, calls should be able to be routed to a specific station based on this information. 9) Automatic Call Distribution (ACD). The system should support multiple ACD groups and be able to send calls to an agent based on either which agent has been idle for the longest period of time, or which agent has received the fewest calls. -11- City of Chanhassen 10) ACD Place in Queue/Time to Wait. If configured, system should tell callers their place in line and approximate wait time before their call is answered. 11) Primary Rate Interface (PRI). System should have capability of supporting ISDN PRI services. A PRI interface shall be included in the base system. 12) Remote Support. The system shall have the capability to be remotely accessed for maintenance and programming functions by staff' and service personnel. 13) Alarm Notification. The system shall be able to notify the administrator via pager or phone, when service issues occur. 14) Display Functions. Stations equipped with LCD displays shall display the length and number of messages in the users mailbox. Stations with more than two display lines shall also display voicemail menu of functions, ie (record, rewind, fast forward, etc). 15) FAX Options. The system shall have options to provide FAX capabilities to and from a users desktop. Please describe how this is accomplished and with what equipment. 16) 911 Emergency Call Handling: 911 calls placed by any station in any facility, shall reflect the location address of the caller to the 911 operators. In addition, the system shall alert the attendant of the station, as to which station dialed 911. 17) Reporting. The system shall include reporting capabilities to monitor phone usage. This shall include long distance reports, FAX on Demand usage. 18) Music on Hold. The system shall provide music or other recorded audio messages to callers when placed on hold. The system should be able to accept audio from external sources. Bidders shall describe all related options. 1.15 Memory Retention Bidder must provide and describe the method of memory retention of all specified system features if there is a commercial power failure. The capacity and type of memory shall be stated, with any time limits. 1.16 Cabling All digital station wiring shall be one-pair twisted cable. Please provide information about loop limits for the various phones proposed. - 12- City of Chanhassen 1.17 Surge Protection Protection from power surges, spikes, and voltage transients with adequate regulators, filters, and isolators must be included as part of the initial system. Bidders must thoroughly outline in their responses the number and types of protective devices to be used between the system and power source for this purpose. -13- CiO~ of Chanhassen APPENDIX 1.A Chanhassen Municipal Fiber Network Public Works 1 Gb Fiber Administration City of Chanhassen Municipal Area Network 1Gb Fiber Rec Center Public Safety A - 3Com 3300 SSII Switch w l Gb SM Fiber Module B -3Corn 3300 SSII Switch w 1Gb Fiber Module C -3Corn 3300 SSIII Switch w tGb Fiber Module D - 3Com Linkbuilder 10Mb Hub - 14- City of Chanhassen APPENDIX lB Phone Sets Requirements by Location CURRENT / PROPOSED STATIONS Station Type City Hall Fire Station Public Recreation Works Ctr. ~AnalogiStatiOns :'~.. " ~/'~ ', .%. ~';C-':~'.~-.: ~-':;'-'~¥'i;~:-' :' ;~i~ .~.'"~ ~:-~': ~-'-'-:--': ....... ?-~,:.:.'.~ ~i~ i~~ Single Line 18 / 18 13 / 8 Digital!Stafi6ns'-', ~i-..:/!:.7:.:.: .' ~ i~ ~:~::. i~': ,~ ~. ~i'i-. -:-, '~5'. ' ~.~-,ii') i-- :.~,..'~ ~ ~ : :-':i!!~ ~ ~ ~' :~:" '.:: ":' ~:.;'.:~:- %'.~i'~'~. . ii :'; Basic 2 / 2 Standard 53 / 0 Executive 8 / 62 IP - Executive 10/0 2/7 10/0 0/12 0/10 Basic Station Terminal: 12 Button dial pad · - 19 Programmable Keys Standard Station Terminal 2 Line LCD Display 12 Button Dial Pad 19 Programmable Keys Executive Station Terminal 6 Line LCD Display 12 Button Dial Pad 19 Programmable Keys -15- City of Chanhassen APPENDIX lC Equipment Detail Facility City Hall Main Fire Public Works Recreation Center Phone System Inter-Tel 256 PBX Inter-Tel 256 PBX Key 16 Octel Voicemail Active Voice (8 Port) Achve Voice (8 Port) Individual Answering Machines Unknown ( Octel- Integrated ) - 16-