Q: Do all 14 buildings connect to one central data distribution point on the private fiber network?

Yes, the district uses a hub and spoke configuration for the private fiber network. A 10GB fiber comes into the district core router. Each building then has a 10GB fiber run from the core to the building MDF primary switch. From that switch the network continues through to various IDFs and then to copper ports at the room level. The ports used for VoIP phones are PoE.

Q: Will the District provide an existing network diagram?

If needed. We will need to know what you need. Each building has its own primary VLAN. There are then various VLANs that cover one or more buildings depending upon needs. There are also several district wide VLANs including the current VoIP VLAN. We do have a DHCP helper in place on the building VLANs to redirect VoIP phones to the correct district wide VLAN. We can either continue to use that method or we can go with the new phones picking up DHCP for the building where the phones are physically located.

Q: On page 4 of the RFP it states currently there are 850 physical phones across 14 buildings. On page 6 of the RFP the Needs by Building list shows 930 physical phones. Should the proposal include 850 or 930 physical phones?

This is where things get a little interesting. The first four numbered columns on the left are counts of DID numbers needed.

If you add up those first four columns you see that we need to cover 966 DID numbers.

- 850 DID need to ring at one or more physical phones (and be assigned as a primary phone number for the first physical phone) and will need voicemail support - for example my desk phone at 419-473-8321

- 84 DID need to ring at one or more physical phones (and be assigned as a primary phone number for the first physical phone) but will not need voicemail (if that makes a difference in your system) - for example the phone in the workroom at this building at 419-473-7018

- 12 DID will will ring at one or more physical phones but will not exist as a primary phone number for any physical phone but will need voicemail - for example the attendance phone number for each building. The attendance line for each building will be an additional number to monitor on multiple office phones. If someone has the time to answer that line they do so using one of the programmed buttons, if not it goes to voicemail for the attendance line and someone checks / records the attendance information later

- 20 DID will be for the various auto attendants - these will not ring at any physical phone nor will they have voicemail

The 930 physical phones will replace all of the physical VoIP phones currently in use with a few to spare.

Some of those DIDs with voicemail actually go through the ATA devices to old POTS phones where there is no way to run a network cable such as our bus maintenance garage. The mechanics go to the office to check that voicemail.

Some of those DIDs without voicemail are for the fax lines again going through the ATA devices.

The Alarm / Elevator lines are noted separately because of the unique needs of those lines. If they will behave / function correctly with the standard VoIP service then they will be added to DID without voicemail. If they need to be something unique then we go that way.

Q: Is it correct to understand District personnel will deploy the physical phones?

Yes, once the devices are delivered to the district warehouse, the WLS tech team will distribute them to the building + location identified on the outside of the box. (We will provide a spreadsheet containing the current building + location + primary phone number) On the day when porting is completed the building staff will swap the old phone for the new. The WLS Tech team will follow behind fixing any problems and collecting the old phones.

Q: The warehouse address is not included in the Needs by Building list. Will that address be provided?

WLS WAREHOUSE
2774 LYCEUM PLACE
TOLEDO, OH 43613

Q: Will the District provide physical security for equipment delivered to the District Warehouse?

Yes

Q: Will the District consider fax services and fax features as part of the service offering to replace existing stand-alone fax machines?

All of the current fax machines are actually fax cards installed in several of the office copiers. The staff has not shown any desire / interest in going to fax as a service at this time.

Q: Pricing is requested for years 1 through 5. Does the District intend to award a 5 year contract?

Yes, we are looking for a five year contract if possible.

Q: Regarding taxes and fees, the District is exempt from those named in the RFP. Is the District also exempt from the following: Federal Universal Service Fund fees / Federal Cost Recovery Fee and Charges

Not sure. Our eRate consultant did recently do something with these forms for additional tax exempt but if you are aware of something else that we should apply for to eliminate any other taxes / fees that would be great to know. Ohio FET / Ohio Form STEC-B / Ohio Proof of Government Payment

Q: What are the loud ringer/strobe devices and how are they connected? Are they analog or IP?

The loud ringers / strobes are IP based SIP devices. They have a PoE network connection and they are paired with the DID phone number associated with the phone in the room. Some example locations are the cafeterias and woodworking labs. The desk phone rings and the Vis-A-Ring rings / flashes at the same time.

Vis-A-Ring Speaker by PM Power Products

Q: What equipment are you using for paging? Are you paging through the phones or an overhead system or both?

Every building has a traditional decades old PA speaker system with the microphone in the office and up to hundreds of speakers all over the building.
Each building also has one or more "page groups" that anyone from any phone in the district can use to send out a page to a specific page group. From within the building this enables staff to walk up to any phone in the building and send out a page from some other staff member to call or go to room X. It also enables staff in an emergency situation to send out messages even if the office has been compromised.
We also have a district wide page group that activates every phone in the district. We use this for staff announcements that need to go out faster than an email.

Q: Can you please describe the use case for paging services, are they district wide or for use with your administrative team only?

All buildings have one or more page groups. The page groups can be used by anyone in the district at any time. The typical use case is a staff member not located in the office needs the custodian or another specific staff member. The user picks up a phone, enters the desired page group, and makes the page. Less likely but more critical (so far only drills) we have an intruder or an active shooter. The office where the PA system is located is not available. Anyone anywhere in the building can continue the emergency directions.

There is also a district wide page group. This is used at times when information needs to get all staff now and an email would take too long.

Here are the current page groups:

All phones in district - emergency
DIS (single department across multiple buildings)
Lincolnshire
Hiawatha
Whitmer - Main Building
Whitmer - CTC Building
Whitmer - Stadium
Whitmer - All
Jefferson - Main
Jefferson - Warehouse
Jefferson - All
Washington
Greenwood
Silver Creek
McGregor
Meadowvale
Monac
Shoreland
Maintenance

Q: Also, services such as Cable Drops or Wiring for phone installation that would be required?

A: No, this is a one-for-one swap out. A new pre-programmed phone will be placed next to the existing phone. Once the porting has been completed the staff will unplug the old phone and plug in the new phone. Our internal IT staff will then pick up the old phones and address any problems

Q: Could you please provide the model number of your existing endpoints?

iPECS LIP-9030 -- phone
iPECS LIP-9008 -- phone
LG Ericsson iPECS SLTM4 4 Port Telephone Gateway Module
LG ERICSSON iPECS SLTM8 8 Port Telephone Gateway Module
Vis-A-Ring Speaker by PM Power Products

Q: Do you need one page group per building and/or one group that consists of all endpoints?

Currently:
Every building has a minimum of one building specific page group.
One junior high has three page groups: (1) Main Building Only (2) District support area (3) Entire building
The high school has four page groups: (1) Main Building Only (2) Career Tech Building (3) Stadium (4) All of the above combined
There is also one page group to rule them all... that one page group activates every speakerphone in the district.
Currently all VoIP phones / devices are on a single VLAN. When the device is plugged into the building network there is a DHCP helper to guide the VoIP device to the district wide VLAN. We can continue this operation or we can just let the VoIP devices use the current building VLAN as long as the VoIP devices can find their "mother ship."

Q: Since the cost for this feature is determined on a per seat basis, can you tell us how many users would need to have this premium feature available to them?

We would need the record function to be on every phone in the district. We never know when a phone call with a guardian is going to become a concern, let alone what phone the staff member will be using when it happens.

The same is true for incoming threats. They do not always call the main office number. They have called individual classrooms, offices, clinics, etc.

Staff need to be able to hit record at any point in time prior to or during a call. They need the recorded call to go somewhere where they can access it / forward it / download it, etc.

Washington Local Schools

Technology Related Requests for Proposal (RFP)

RFP - VoIP Phone Systems - 02/05/2024 --> 03/11/2024