Voip Questions

Below please find a listing of all Questions and Answers to date.  This page will be updated as questions are submitted and answered by the district.  All questions should be send to the district Director of Instructional Technology (Mr. Philip K. Voigt) at pvoigt@centralislip.k12.ny.us. No phone or in person questions will be considered​.

Questions from Vendors in Black
Answers from District in Red

1.  In order for us to price your SIP trunk accordingly we need to know what your concurrent call volume looks like.  At your busiest what is your concurrent call volume? How many channels do you need?
Not including emergency situations or snow days/weather issues, usually the peak will be approximately 60 concurrent calls for the district (all 8 buildings). We are recommending 70 talk paths for year one with the option to add talk paths if needed. There will be an evaluation after year one to determine the actual need moving forward. 

2.  You mention "Gigabit Ethernet Pass-through", At the network layer are you doing VLAN tagging? It appears you plan on having the phone share  the same data connection as the computer, Is this correct?
Phones will be on a dedicated 1gb VLAN Network.  We have a 10gb WAN and will VLAN 1gb for the phone system.  The Pass through is for future expansion/options and the actual pass-through configuration is not part of this project or intended for use in the immediate future.

3.  Do you have "QOS" implemented in your network?
Yes, but the phone system will be a dedicated 1gb VLAN.

4.  LDAP/OFFICE 365 INTEGRATION CLARIFICATION/REQUIREMENTS:
As answered previously, all necessary integration features are listed on page 6. Most importantly is the directory generated through the user profile in LDAP, voicemail to email, PC desktop calling, directory and dialing/messaging, instant messaging and presence, integration with outlook, Mobile Phone system app, one-click audio/video conferencing from device/desktop. Also, keep in mind that alternate 1 (fax integration) will also be considered. Full configuration, directory integration/population, and feature integration must be part of the proposal. 

The district maintains a Microsoft Windows Active Directory including the e-mail, network and physical location of all staff. The phone system should provide these services or integrate with Active Directory so that the phone number/extension of the users can be added to the Active Directory. Other methods of providing directory services can be proposed, but Active Integration/Office 365 integration is preferred.
     1. Directory Integration – User phone information should be populated to district Microsoft Active Directory so that it is accessible by users.
     2. Presence/Instant Message/PC Desktop Calling Capabilities – An application or interface should be provided or integrated with existing Office 365 capabilities to allow internal users to access a directory of staff, see if they are available, and initiate an instant message or call to them, or to create an audio or video-conference with these users. A mobile application should be provided with these capabilities as well.
     3. Voicemail-to-E-mail – Incoming voicemails should be converted to e-mails and delivered to district Microsoft Office 365 e-mail accounts. All staff (all 1250 users) will require an individual voicemail account

5. System Feature Clarification [Updated as additional feature clarifications are received and answered]:

  5A. “Call forward variable” – Could you please define this more clearly as to what a call forward variable is?
This would be what is often referred to simply as “Call Forwarding”, set up by an end-user to forward all incoming calls to an internal extension or an external telephone number. Outgoing calls can be made from the extension while Call Forwarding Variable is in effect.

  5B. Privacy and Do Not Disturb listed.  Please clarify the difference.
Do Not Disturb or “DND” functionality is the ability of a phone or client to ignore any incoming calls, sending them directly to voicemail.
Privacy allows for Live Call Screening with incoming caller ID active and the option for the end user to answer or forwarding incoming calls to voicemail.

  5C. Talk Detection - Not sure what this is. If you could elaborate, it would be helpful.
Talk Detection is used for Acoustic Echo Cancellation to prevent echo and double-talk during conversations. Comparable technologies would be acceptable.

  5D. Remote Office Support?  What is this specifically?
Support for VoIP phones at remote sites, such as tele-workers, or offices outside the district network.

  5E. Roaming Extension
The ability for users to log into different physical phones so that their extension and voicemail becomes accessible on that phone.

  5F. Call Retrieval
The capability for an incoming call from one extension to be retrieved from another extension – also known as “Call Park”.

  5G. ENUM 
This is the bridge between network addresses and the physical telephone network. In terms, of E911, ENUM would be the translation of network addressing so that the proper physical location and phone number would be passed to emergency service providers.  Automated notification of any 911 calls via email or sms to district authorities would also be preferred. 

  5H. Interactive Directory Listing (through LDAP)
This is the directory listing which is present on phones and other applications that allows users to choose who to contact. Current district directory functions are standardized on Microsoft Active Directory and utilize LDAP connectivity to interface with other applications. Please explain how your solution would integrated with this, or what you would propose for Interactive Directory Services if it does not.

  5I. Voicemail Groups
The capability to create user and system-level recipient groups of multiple users for the purpose of distributing voicemails, for example a staff-wide group for a particular building.

6. VoIP Gateways and Protocol Conversion: What exactly are you looking for VoIP gateways to do?  What protocols are you referring to?
A VoIP gateway is a gateway device that uses Internet Protocols to transmit and receive voice communications (VoIP).  An Analog Terminal Adapter (ATA), would be considered a VoIP Gateway, as would devices which interface between different media such as the PTSN, other analog devices and VoIP networks.  Protocol conversion is the conversion between the different protocols used on these different networks, such as H.323, SIP, or RTP.  These functions should be standard to most VoIP services.

7. 
Do the 1250 users just need integration with office 365 and voicemail to email? They do not need access to phones?
YES.  All staff need the ability to have Voicemail to email regardless of the phones on desk.  Most staff do not have direct access to phones in their classroom but will require voicemail to email and Office 365 Integration from their home, classroom computer, mobile device or other. ALL 1250 USERS WILL REQUIRE A VOICEMAIL BOX.

Please see bold as per the bid, Page 2 – Item D: “Provide hosted solution that will be integrated and configured with Active Directory, Unified Messaging features, online meetings, and integration with district Office 365/Exchange Online email system, including voicemail-to-email integration for all staff (approx. 1,250 users) as part of this proposal. Proposal should include full integration and configuration.”

8. Interactive Voice Response Necessity.
Interactive Voice Response (IVR) would be used as part of Auto Attendant functionality, and can be replaced with dialed number response options. Please state clearly if your solution will not support IVR.

9. Regarding the VM web portal; what functionality do you expect from the portal? Is it VM management, access to play VM or both?
The web-based portal should be available to all users, with functionality based on their roles as follows:
    1) All Users/Voicemail: Ability for district staff to log in and review voicemail, manage passcodes/credentials, adjust voicemail settings, adjust/manage voicemail greetings, and serve as the virtual mailbox. This is for all faculty and staff who do not have phones.
    2) Users with Physical Phones: Ability to arrange/edit soft keys, edit/create quick dial buttons, edit personal phonebooks, phone settings, feature settings, office functions, physical phone settings, virtual phone settings, etc. This is for all staff who have phones on their desk.
    3) Super-Users/Technicians: Ability to perform adds/moves/changes, directory edits, auto attendant changes, system maintenance, review logs and usage reports, troubleshoot, device management, ascertain system technical information, ability to provide support through the technician management portal. This is specifically and only for my technician staff with Phil Voigt as the district Super-user.

Please indicate any additional capabilities your system allows for users without a dedicated physical phone, such as softphones, PC applications, mobile apps, or the ability to log in to their extension and voicemail from a physical phone. Also please indicate if there are any extra costs associated with these functions.

10. Currently, is there internet connections at the remote sites or is all Internet traffic pulled from HUB site via the WAN?
Internet connectivity is provided from a central location at the High School and distributed via the WAN.

11. There is a request for 1250 Voice Mail Boxes, Can I assume we can minus the phone (handset)count from the 1250 and give the difference in VM boxes, as the handsets come with voicemail feature?
Yes, there are a total of 1250 staff members, all of whom require voicemail. If voice mail is packaged with phones, then these can be deducted from the total, as long as all staff members have voicemail.

12. Emergency Lines at HUB site and remote sites for district. Are these to be placed on Hosted Platform, or will they remain as true POTS?
They will remain as true POTS lines and should not be changed, ported or proposed as a part of this project.

13. Could you confirm the Data Circuits that you have at each site ( Does 50 Wheeler run on 2 separate networks or one) . Please supply at least the number of data circuits and the speeds at a minimum. If there are sites that you only have one connection please let us know what speed you would require for redundancy or we can recommend based on users. Do you want us to quote the redundant data circuits or will you source those?
There is a 1Gb Internet connection into the High School. All other buildings are connected via 10Gb fiber-optic WAN lines to the High School. There is one connection to 50 Wheeler Road, and the Special Education Pavilion behind the main building is connected to the main building via 10Gb fiber-optic uplink.

In your response to Alternate 2, please propose redundant Internet connectivity through circuits at a minimum capable of supporting VOIP in the building, with preference for cost-effective connections of 100Mb or more. You may propose multiple options for Alternate 2 with different speeds, pricing or contract terms.

14. When is the estimated vendor decision date and estimated signing of agreement?
As the district plans to have the system live by August 31st, 2017, as detailed on Page 18, Section 4 of the RFP, it is incumbent upon proposing vendors to present a timeline for their installation plan, which can include required contract approval date.

15. 
How many DIDs will you be porting (moving over)? 
Please refer to the Bid Page 4 Section I. The exact number of lines will be evaluated during the planning and project phase to ensure Emergency Lines at HUB sites are NOT PORTED OR TOUCHED AS PART OF THIS PROJECT. 

16. Do you have a network diagram with UPDATED network connection network infrastructure/router/switch/FW?
There is an existing 10Gb WAN between schools, 10Gb backbone fiber architecture between MDF and IDF’s in each building, and managed 1Gb switching to the access level. The network configuration, routing and VLAN’s will be customized to meet the needs of the selected solution. Please list any specific requirements in your response.