MEETING DATE: 01/26/09
AGENDA ITEM:
Authorization to issue a Request For Proposals to solicit
bids to replace the City's Telephone and Voice Mail
Systems
ATTACHMENTS
Pages|109| Request for Proposal for a VOIP Phone System 1-36City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
REQUEST FOR PROPOSAL
FOR THE
City of Culver City
CALIFORNIA
For a
Voice over Internet Protocol
Phone System
Culver City Bid # 1410
January 20, 2009
RFP Release — January 27, 2009
Mandatory Pre-Proposal Conference & Site Survey February 17, 2009, 8:30 a.m.
Proposal due by March 19, 2009 at 5:00 p.m.City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc|109| General
1.1 Background
The City of Culver City is located on the west side of Los Angeles near the intersection of the 10
and 405 freeways. It is a Charter City with a City Manager faun of government and a 5 member
elected City Council. Culver City has an estimated daytime peak population of 250,000. Culver
City covers an area of 4.987 square miles. The City is home to Sony Picture Studios and has a mix
of film related, light industrial, and corporate businesses in addition to being a bedroom
community of West Los Angeles. The Kirk Douglas Theater and Town Plaza downtown area are
the centerpieces of the City's continuing redevelopment efforts. Culver City is a full service city
with Police, Fire, Public Works, and Transportation departments.
1.2 Objective
The City is looking for a Voice-over Internet Protocol (VoIP) Private Branch Exchange (PBX)
Phone System and voice mail system, incorporating full featured Unified Messaging. The selected
system will consist of a voice and data network with connections to all the required City sites,
VLANs, Quality of Service (QoS) options, connections to the Internet, and connection to the
independent Police network. The City wishes to migrate from voice T- Is to PRI and/or SIP trunks
as part of this transition and gain the functionality available in areas such as e911 and caller ID.
The voice/data network will be built as a secure and easy to administer network with flexibility to
grow and be monitored with tools supplied as part of the package.
1.3 Scope of Work
1.3.1 Voice Communications System (VoIP PBX)
The City seeks a vendor to provide and install a Voice-over Internet Protocol (VoIP)
Private Branch Exchange (PBX) Phone System to replace the City's existing telephone
system. The implementation will include all necessary equipment and services required
to migrate the City, its departments, and remote sites, from the current mixture of PBXs,
to a centralized VoIP PBX system based at the City Hall data center.
1.3.2 Voice Messaging System (Voice Mail)
The VoIP Phone system will include an integrated Voice Messaging System (VoiceMail)
component. The vendor will provide and install the voicemail system as an integral part
of the overall VoIP Phone System. The voicemail system shall provide Automated Call
Director functionality and other call management and navigation services.
1.3.3 Unified Communications
The VoIP Phone system will provide Unified Communications functionality. The vendor
shall provide and implement the servers and software to provide integration with the
City's current Microsoft Exchange/Outlook messaging platform.
1.3.4 Network Infrastructure Electronics
The VoIP Phone system will likely require the upgrade and/or installation of
new/additional network switching and routing equipment. The vendor will be responsible
to survey the City's current inventory on Network Infrastructure Electronics including:
switches, routers, and related UPS devices.
1.3.5 Structured CablingCity Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
To support additional phone locations and/or to support cabling performance
requirements, additional structured cabling, and telecommunications infrastructure
equipment may be required. The vendor will be responsible for surveying City facilities
and recommending and/or providing facilities modifications and structured cabling
systems.
1.3.6 Enhanced 911
The vendor shall include the planning, coordination, equipment and software to frilly
implement e911 services between the City and the LEC.
1.3.7 Training
The vendor shall include a comprehensive training program for two (2) City staff
members. The training shall include all fundamental training modules for PBX and
voicemail MACs, system maintenance, and operations.
1.3.8 Maintenance Services
In addition, the vendor shall include a maintenance services plan that will provide the City
with maintenance troubleshooting and escalation support on an on-going basis.
1.3.9 Warrantees
The vendor shall include all necessary manufacturer's warrantees and recurring
maintenance contracts.
1.3.10 Implementation Services
The vendor is responsible to provide a "turn-key" solution for the VoIP Phone system.
The vendor is responsible to understand the City's technical and business environment
and make all necessary recommendations, and modifications as necessary to insure the
successful implementation and handover of the VoIP Phone system.
The vendor is responsible to provide a Project Manager, whom will work directly with
City designated staff for as primary liaison for technical requirements.
It is the City's intent to take-over moves, adds, and changes, and operations of the VoIP
Phone system, while contracting for maintenance and escalation support with the vendor.
Implementation tasks may include, but are not limited to:
• System analysis and Site Surveys of current networking equipment and power
availability
• System architecture design
• Network Upgrade planning and communications
• Dial-plan development
• Structured Cabling and supporting Telecommunications Infrastructures
• System Survivability plan (Business Continuity and Disaster Recovery)
• Telecommunications Services requirements and coordination (PSTN)
• Automated Call Director (ACD) analysis, planning and implementation
3City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
• Unified Messaging planning and implementation
• Enhanced 911 coordination, planning and implementation
• Systems Implementation Plan and Resource Plan
• Weekly Status Reporting and Risk Plan
• Systems Documentation
• Knowledge Transfer & Training
• Maintenance and Escalation Support.
1.4 Current Environment
1.4.1 The City of Culver City (City/ the City) is currently utilizing voice originally installed in
1995 and data systems installed from 1998 through 2003. Due to the age of the systems
and the advent of Voice over Internet Protocol (VoIPNOIP) technology the City has
determined it will move forward with a replacement of the existing systems. The City
seeks a complete phone and voice mail system and the data network solution to support it.
1.4.2 The City currently uses 4 Mitel PBX's based on TDM technology interconnected to 2
VoIP based PBX's. An Octel voicemail system supports all City sites. The City currently
uses voice T-ls and dual data T-ls for the Internet. The City is a Microsoft based
network with Windows 2003/2008 server, Exchange 2003/2007, and Office 2003/2007.
1.43 Reference Appendix A — Voice and Data Systems by Site.
1.4.4 The City Hall Data Center is the primary point of connection to all City sites. The City's
telecommunications infrastructure is built around a fiber optic network extending to all
major City sites. Internal building risers are typically fiber optic. Copper connections
extend from the data feed closets to the desktop computers or telephone locations in the
office areas. Communications wiring is mixed consisting of:
• Single mode fiber to City Fire Stations 2 & 3 converted to multi-mode to connect to
the Data Center.
• Multi-mode fiber to all other major locations and internal data feed (IDP) closets
within buildings at those locations.
• Category 5 or 5E copper cabling from the IDF closets to the desktops.
• Category 3 (majority) or 5 copper to telephone locations.
• Off Premise Exchange (OPX) lines extend to a few locations which are not serviced
by the City's fiber optic network.|109| Instructions to Vendor
2.1 The proposal must be submitted in accordance with the instructions contained herein.
2.2 Proposers are cautioned that proposals, which do not follow the form required by this RFP, will be
subject to rejection without review. However, Bidders may include any additional material they
wish. Additional material pertinent to a response item should reference the item.
The Bidder &hall submit their response to the RFP in sealed package. Response will include one
original and 3 complete copies (four sets) plus one electronic copy (CD's with MS Excel and
4City Of Culver City RFP-1410, 1/20/2009, CCC_VolP_RFP_Draft_R4dv.doc
Word files. No PDF's except for technical manuals or brochures). The package shall be clearly
marked stating the Bidder's Name, THE CITY OF CULVER CITY, VoIP System RFP-1410.
2.4 Bidder shall not modify the RFP or change the terms of the REP.
2.5 The proposal must address all items detailed in the section Performance Requirements. If the
vendor's solution does not comply with the performance requirements, an explanation of
compatibility must be provided.
2.6 A Mandatory Pre-proposal conference will be held at 8:30 a.m. PST on February 17, 2009 in the
City Hall Council Chambers. Following the Mandatory Pre-Proposal conference a site walk will
be conducted. All Bidders intending to submit a proposal must attend. Failure to attend the
conference and site survey will disqualify a Bidder from further consideration. The City will
begin the pre-proposal conference promptly at 8:30 a.m. PST. Traffic in the area is extremely
variable and attendees should therefore allow sufficient time. Sign in will be available once the
conference has begun.
2.7 Before 5:00 p.m. PST, March 19, 2009, the proposal must be submitted to the Office of the City
Clerk of the City of Culver City:
City of Culver City
Attn: City Clerk's Office
RFP 1410 VOIP System
9770 Culver Boulevard
Culver City, CA 90232
Note — Postmarks are NOT sufficient. The proposal must be received by the City Clerk's
Office by 5:00 p.m. PST on March 19, 2009.
2.8 Schedule
The following dates and events will be used for this RFP process. In the event that the City
determines that more than one proposal appears qualifying a Best and Final Offer (BAFO) process
of refinement and clarification will be used to determine which proposer will be selected.
EVENT
Release RFP
DATES
January 27, 2009
Mandatory Vendor Meeting and Site
Walk
8:30 AM
February 17, 2009
Interim Questions Cutoff Date
5:00 PM;
February 24, 2009
Response to Interim Questions By March 4, 2009
Proposal Closing Date
At 5:00 PM;
March 19, 2009
5City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
Select BAFO Finalists (If necessary) TED based on # of responses
Start BAFO Meetings (If necessary) TED
End BAFO Meetings (If necessary) TED
BAFO Proposal Closing Date (If
necessary)
TED
Contract Awarded TBD
Start Implementation Meetings TB D
Begin Hardware Delivery and Installation TBD
Begin Acceptance Testing and Punch List TBD
Conclude Acceptance and Punch List TED
First Day in Service TBD
2.9 Questions must be submitted by email and be directed to:
David Leuck — Technical Services Manager
david.leuck@culvereity.org
The City will provide a complete listing of all questions and answers to by March 4, 2009.
2.10 Vendor shall certify that it is a Manufacturer Authorized Channel Partner as of the date of the
submission of their offer, and that it has the certification/specialization level required by
Manufacturer to support the product sale, product pricing, and installation, in accordance with the
applicable Manufacturer certification/specialization requirements.
2.11 Unless otherwise specified, Vendor shall warrant that the products are new, in their original box.
The Vendor confirms to have sourced all Manufacturer products submitted in this offer from
Manufacturer or through Authorized Channels only in accordance with all applicable laws and
policies at the time of purchase.
2.12 Vendor shall provide City with a copy of the End User license agreement, and shall warrant that
all Manufacturer software is licensed originally to City as the original licensee authorized to use
the Manufacturer Software.
2.13 In the event there are questions pertaining to the validity of the Manufacturer products. City
reserves the right to verify the origin of the Manufacturer products with the manufacturer. In the
event the Manufacturer Products have been acquired from in-authorized channels, City further
reserves the right to reject the Vendor bid and/or return the products for a full refund.
2.14 By submitting a proposal the Bidder affirms that the Bidder is familiar with all the terms and
conditions of this RFP and is sufficiently infouned in all matters affecting the performance of the
6City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
work and provisions of labor, supplies, material, equipment and facilities called for in this RFP.
Additionally, the Bidder affirms that the Proposal has been checked for errors and omissions and
that all information provided is correct and complete.
2.15 No oral, telephonic or telegraphic Proposal or modification of Proposal will be considered.
2.16 Submittals
Proposers are required to submit the following with their proposal:
2.16.1 A letter of transmittal.
2.16.2 An executive summary.
2.16.3 Proposal addressing all items in Scope of Work - All proposals shall be signed in ink
by the President, Chief Executive Officer, or individual authorized to act on behalf of
the Company, with current Power of Attorney if applicable.
2.16.4 Systems Architecture Design Diagrams and Narrative
The vendor shall include a complete system architecture design. Diagrams shall be no
larger than 11"x17". Diagrams shall depict logical system architecture including VoIP
PBX equipment, voicemail equipment, unified messaging equipment, network
equipment, network management, WAN and routing equipment, connectivity to PSTN
or LEC equipment, survivability architecture, and e911 equipment. System
Architecture Designs shall be accompanied by design narratives detailing the type and
relationship of equipment and systems.
2.16.5 Implementation Plan and Schedule
The vendor shall include a detailed implementation plan that addresses all items in the
scope of work. The implementation plan shall include a Gantt Chart detailing
proposed tasks, estimated start/end dates, and city and vendor resources as required.
The vendor will not be responsible to adhere to proposed dates for events or conditions
outside the vendor's control, such as; procurement times, equipment availability and/or
budget availability.
2.16.6 Implementation team resumes — including Project Manager, and lead technical in each
area as required.
2.16.7 If Bidder is using sub-contractors, supply the names, addresses, and telephone numbers
along with a brief description of work to be performed.
2.16.8 A copy of manufacturer's partner level certifications
2.16.9 A copy of applicable certifications for each technology system:
• Cisco Certified Intemetworking Engineer (CCIE) certification for engineer in
charge of LAN Equipment installation
• CCIE Voice certification for engineer in charge of IP Telephony installation
• Or equivalent-level certifications for other manufacturers' VoIP PBX, VoiceMail
and Unified Messaging sy'sterns as a.pplicable.
7City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
2.16.10 Sample configurations of actual installations at a City or other organization of similar
size and configuration (the samples may have their specific site names removed from
the samples and replaced with "SAMPLE City.")
2.16.11 VLAN configurations for the Sample installation
2.16.12 Sample configurations of voice Quality of Service (QoS) settings for WAN routers
2.16.13 References from five (5) other Southern California City Governments or organizations
of similar size and configuration including a detailed description of the project and how
it is similar, as well as a qualified reference contact, along with phone and email
contact information, include project start and completion dates
2.16.14 Manufacturer's data sheets for equipment and software licenses
2.16.15 Vendor's processes for acquisition, delivery, asset tagging, staging, configuration,
implementation and commissioning
2.16.16 Optional — Brochures, technical manuals, installation guides and user's guides giving
technical and operational information about the Proposed system(s) and all
instruments. These may be supplied on CD only.
2.16.17 A copy of the proposed maintenance contract, including: service level agreements
(SLAs), multi-year incentives, and payment options.
2.16.18 Bid Form
The vendor shall use the attached bid foiiii as a SAMPLE. The vendor shall provide
detailed manufacturer's part numbers, description, list price, discount level, and
proposed quantity.
The vendor shall include options for equipment maintenance contracts.
The vendor shall include a separate sheet for all installation, project management,
planning, design and integration services so as to provide a total implementation cost
that can easily be separated from the equipment and maintenance costs.
2.17 Disclosure of Contents of Proposal
All proposals accepted by the City shall become the exclusive property of the City. Upon
opening, all proposals accepted by the City shall become a matter of public record and shall be
regarded as public.
2.18 Right to Reject Any or All Proposals
The City reserves the right to reject any or all proposals, to waive technicalities or formalities, and
to accept any proposal deemed to be in the best interest of the City. Where two or more Bidders
are deemed equal, the City reserves the right to make the award to one of the two Bidders.
2.19 Rights to Submitted Materials
All proposals, inquires, responses, or correspondence related to or in reference to this request for
proposals, and all reports, charts, displays, schedules, exhibits, and other documentation submitted
by the Bidders will become the property of the City when received.
2.20 The response to this RFP will be included as an exhibit of the contract.
2.21 Proposal Preparation Cost
8City Of Culver City RFP-1410, 1/20/2009, CCC:Vo1P_RFP_Draft_R4dv.doc
Costs for developing proposals in response to this RFP are entirely the responsibility of the
Bidders and shall not be chargeable to the City.
2.22 Evaluation Criteria
ived: he following table provides the criteria for evaluating the proposals rece
Criteria Value
Proposal Completeness 15%
Certifications — Individual and Partner level 10%
Scopes of Work 20%
Design & Implementation Plan 20%
References 20%
Cost Proposal 15%
9City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc|109| Performance Requirements
3.1 Voice Communications System (VoIP PBX)
3.1.1 The proposed Voice Communications System (VCS) is expected to be a state-of-the-art
platform offering digital technology and a basis on which to build future applications. The
systems will feature Centralized Auto-Attendant, centralized Voice Mail (VM), Unified
Communications (UC) and POTS/PRI/SIP trunk connectivity to LEC and LD carriers.
3.1.2 All major system components must be from the same manufacturer (switches, routers, IP
PBX, VM, UC, e911).
3.1.3 Each site will require connectivity to a centralized Voice Mail system located at the City
Data Center to deliver functionality for Call Coverage, Messaging, Auto Attendant,
Menus, Guest and Information Mailboxes and Call Processing.
3.1.4 The proposed system must be electronic, computer-based, software-controlled, and employ
IP switching techniques/technology.
3.1.5 The proposed Voice Communications Systems must be fully survivable (all features
operational) in case of a down LAN connection (PRI, fiber link, etc.) at a site.
3.1.6 The system must be all of the same type (model) at each site and backup each other with
the central location being the primary.
3.1.7 The system must be able to support analog phone connections at all sites.
3.1.8 In the case of a massive fiber link failure isolating an individual site or sites, that site must
continue to operate on its own and process calls.
3.1.9 The site will have PRI and/or SIP trunks to the PSTN.
3.1.10 The VCS shall be able to take calls and voice mail messages if a site is isolated during a
disaster.
3.1.11 The VCS shall upload voice mail messages to the centralized Voice Messaging System
when links are re-established.
3.1.12 The VCS must provide intercept answer points for a prerecorded message for callers who
dial DID numbers that are not in use. See Appendix F for the range of City DID numbers
and their respective answer points.
3.1.13 Remote and LAN access capability is required so on and off-site System Administrators
(Telecom Manager and Telecom Analyst) may access the systems from their remote
office or residence. A minimum of two (2) users must be able to access the VCS
simultaneously.
3.1.14 The VCS must have the capability of being accessed remotely by the awarded Bidder's
Maintenance Center to perform diagnostic and maintenance routines.
3.1.15 The VCS must have the ability to proactively dial out to signal an alarm for major system
failures. Such calls will be made to the awarded Bidder's Maintenance Center. The
modem provided by the awarded bidder must be a callback modem.
3.1.16 The VCS must have the ability to send SNMP alerts to City personnel to notify of
minor/major system events.
10City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
3.1.17 The Bidder's system supports a true transparent private network (VLAN) for applications
including Coordinated Dialing Plan, Centralized Attendant Service, Centralized Voice
Mail, call forwarding, etc.
3.1.18 The City wishes to leverage the flexibility of VolP to enhance Disaster Recovery and
Mitigation in the new design of the voice and data network. Presently services are
centralized at the City Hall and Police sites. The desired system will be managed
centrally but allow "self-healing" or independent operation of the phone systems in the
event that secondary sites are cut off from the City Hall site.
3.1.19 The new data infrastructure must be secure. Network Access Control (NAC) tools should
be in place to ensure rogue connections are identified, blocked, or brought up to standard
before they are allowed to operate on the network.
3.2 Voice Messaging System (Voice Mail)
3.2.1 The proposed system must support a unified messaging solution that interfaces with the
City's SMTP Microsoft Exchange 2003/2007 server so that email users can check their
emails and voicemails from their Outlook email clients. The system will not store the
voice mail messages on the Exchange server.
3.2.2 Calls encountering a ring-no-answer or busy condition would be automatically routed to
the proposed system.
3.2.3 The proposed system must also provide callers with the option of transferring out of the
system to a manned call coverage position.
3.2_4 The system should also have the capability of answering calls with an announcement that
is specific to the employee being called.
3.2.5 Internal callers encountering a busy or ring-no-answer condition should be transferred
automatically to the voice messaging system_
3.2.6 City personnel will be on the same centralized Voice Messaging System and will need to
be able to access their messages, leave messages, create distribution lists, receive
notification of message delivery, and use the system's features from internal telephones.
3.2.7 City personnel will be on the same centralized Voice Messaging System and will need to
be able to access their messages, leave messages, create distribution lists, receive
notification of message delivery, and use the system's features from remote/offsite
telephones.
3.2.8 The VCS shall support Windows PC based soft phones.
3.2.9 The VCS shall support remote internet users over VPN.
3.2.10 The VCS shall support at least 20 telephones at each remote site.
3.2.11 The VCS shall include a system failure and alarm messaging system.
3.2.12 The VCS shall provide Enhanced 911 support.
3.2_13 The proposed system must be capable of automatically switching a caller to the called
party's voice mailbox under the circumstances described above.
11City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
3.2.14 The proposed system must be capable of automatically notifying a user, via a message
waiting indication on the user's set and/or a stutter dial tone (on analog sets) that a
message is waiting.
3.2.15 The lamp must automatically extinguish after the message has been delivered.
3.3 PBX Features
3.3.1 Call Forward - Busy Line Calls directed to a busy line are routed to an alternate station,
voice mail or to the attendant. The systems must be able to forward internal calls only,
external calls only or both, depending on system programming
3.3.2 Call Coverage — The Proposed system must provide a minimum of three (3) call coverage
points for the primary extension with the last coverage point having the option of being
the Voice Processing System. The ability to determine call coverage paths by Time of
Day / Day of Week is also required
3.3.3 Call Forward - No Answer
3.3.3.1 This allows the systems to direct calls to another destination (including off-site
destinations), if the original station does not answer within a programmable period
of time. The systems must be able to forward internal calls only, external calls only
or both, depending on system programming.
3.3.3.2 It is desirable to have the timing parameters for Forwarding - No Answer controlled
by an individual station or a group of stations, not simply as a system parameter,
which applies to all stations.
3.3.3.3 Call Forward - Variable Allows station users to program any internal number as a
forward destination, so that calls to the user's number and calls forwarded to the
user's number will immediately forward to the programmed number without adding
an additional ring cycle.
3.3.4 Direct Inward Dial (DID)
3.3.4.1 Incoming calls from the exchange network can be completed to specific stations
without attendant assistance.
3.3.4.2 The systems must have the ability to forward DID calls to the consoles, voice
messaging or another station, if the DID station dialed is busy or does not answer.
3.3.4.3 Calls received on DID extensions must be able to hunt to and from another DID
extension and/or non-DID extensions_
3.3.4.4 Calls made to DID numbers that do not exist or are not assigned, must be routed to
the attendant console or to a DID intercept device or to voice mailbox for an
appropriate recording.
3.3.5 Direct Outward Dialing To permit outgoing calling without attendant assistance.
3.3.6 Distinctive Ringing
3.3.6.1 The systems must produce separate ringing tones for internal calls or external calls.
3.3.6.2 The systems must be capable of out pulsing DTMF tones from a telephone set
keypad during a call.
3.3.7 Forced Authorization Codes
3.3.7.1 Forced authorization codes may be dialed for all long distance calls.
3.3.7.2 The systems must have the capability of excluding some prefixes from the forced
authorization requirement.
3.3.7.3 The code will be dialed from the keypad of the telephone set or via a one-button
dialing key.
12City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
3.3.7.4 Forced authorization codes must be up to 9-digits. The systems must be
programmable to require as many as 12-digits in the future.
3.3.7.5 The forced authorization code required for any long distance call must be reported
as a field with that call's SMDR record.
3.3.8 Hunting
3.3.8.1 Circular - an arrangement that allows the hunting to start with a called line and then
proceed in a pre-arranged order to eventually utilize all lines in the group
(sequential and non-sequential numbers) and complete the call to the first idle line.
3.3.8.2 Terminal - an arrangement which will proceed in a pre-arranged order through
sequential or non-sequential numbers completing the call to the first idle station
line but stopping if the last line in the hunt group is busy.
3.3.8.3 Secretarial - an arrangement that permits several different lines to hunt to the same
common line.
3.3.9 Remote Maintenance Capability
3.3.9.1 The systems must allow a remotely located service person to be connected through
modem or the Internet to the central processors to test or modify the program after
first entering an authorization code.
3.3.10 Attendant Console
3.3.10.1 The display must show the original extension that was called (if the call was
DID or an internal station caller) and the original extension to which the console
extended a call, regardless of subsequent extensions or of other stations to which
the call may have forwarded or hunted.
3.3.10.2 Attendant must have the capability of conferencing at least five external and
three internal lines simultaneously and then releasing the attendant from the call.
3.3.10.3 All Calls Attendant console must have the capability of transferring all
calls. A station user participating in a 2-party call may call the attendant for
transferring the call or any other assistance.
3.3.10.4 The attendant should be able to set the volume of console signals, such as
tones and bells.
3.3.10.5 To allow the attendant to confirm that a line is actually in use by
establishing a "monitoring" connection to an apparently busy line.
3.3.10.6 The attendant must be able to place a call on hold at the console while
conducting other call answering and routing activities. The console must have the
capability of holding at least six calls while processing additional incoming calls.
3.3.10.7 Calls must be able to be "parked" and "unparked" from any extension
within the VCS.
3.3.10.8 The attendant must have the ability to search individuals by last name,
department or extension number and then to extend the call to that location with a
single keystroke.
3.3.10.9 A talk path will be opened to allow duplex conversation with the originating
station.
3.3.10.10 The system must have the capability of switching to night mode, regardless
of traffic in progress, without disconnecting incoming, but yet, unanswered calls.
3.3.10.11 Individual departments (tenants) should be able to put their respective
phones into "night mode" without affecting other department(s) extensions.
3.3.10.12 The Proposed system must provide the ability to terminate individual DID
extension numbers on the attendant console terminal.
13City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
3.3.10.13 The system must allow the attendant to consult privately with one party on a
call without the other party hearing the conversation.
3.3.10.14 Any station must be capable of being connected to a trunk by the console
attendant. The station must then be able to dial any desired number.
3.4 Voice Mail
3.4.1 Voice Messaging Feature Requirements
3.4.1.1 Forwarding - A voice message stored in the system for one user should be able to
be directed to another system user.
3.4.1.2 Forwarding with Annotation - A user should be able to add explanatory comments
to a message to be forwarded.
3.4.1.3 Message Delivery Notification - A user should be able to request the system to
provide notification when a message is delivered to the recipient.
3.4.1.4 System Prompts By-Pass - An experienced user should be able to by-pass voice
prompts when interacting with the system.
3.4.1.5 Multiple Greetings — the system must permit the user to pre-record a minimum of
three (3) personal greetings that may be stored and used at the discretion of the
user.
3.4.1.6 Forward to voice mail immediate — Forward a caller to a user's Voice Mail without
having to wait for the caller to hear ringing until the call forward times out.
3.4.2 Message Delivery
3.4.2.1 Distribution Lists - The system must allow a single subscriber to broadcast message
to a distribution list of other system subscribers.
3.4.2.2 Forward/Reverse - Users should be able to skip forward and backward through
their messages.
3.4.2.3 Messages Waiting Count - The system should automatically report the number of
messages waiting for delivery.
3.4.2.4 Replay - Users should be able to replay messages stored in their mailboxes.
3.4.2.5 Save/Delete - Users should be able to save or delete specific messages in their
mailboxes.
3.4.2.6 Time/Date Stamp - The system should automatically record and report the time and
date each message was received.
3.4.2.7 Out Dial Notification - The system should inform subscribers of new messages by
ringing a telephone or notifying a pager when the user is off-site.
3.4.2.8 Urgent Message Delivery - The system should allow callers and subscribers to
mark a message urgent.
3.4.2.9 Transfer/Address by Name - Allows a user to redirect a Voice Mail message to
another subscriber by spelling user's name.
3.4.2.10 Automatic Reply - User should be able to respond to a party that has sent a
voice message without having to dial the sender's message box number.
3.4.2.11 Volume Control - Allows a user to control the volume at which the
messages are played back.
3.4.2.12 Return Receipt Request/Notification - The system must present the
subscriber/sender with the option of requesting a return receipt for message
delivery. The system must create and deliver a message that notifies the sender of
the time and date on which the recipient took delivery of the return receipt request
message.
14City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
3.4.2.13 Append and Forward - The system must allow the recipient to record a new
message to the beginning of a received message and to forward the aggregate
message to another subscriber. (This excludes messages marked private).
3.4.3 System
3.4.3.1 Access Devices Supported - The proposed system should accept voice messages
from any telephone. Only users with DTMF telephones can operate and control the
full range of system features.
3.4.3_2 Calling Party Transfer — The proposed system must provide a calling party with the
option to exit the system and reach a telephone system attendant console, user
referral extension and any other telephone extension.
3.4.3.3 Message Waiting Indicators - The system must be able to light the message waiting
indicator on the user's telephone instrument, provide stutter dial tone, and out dial
notification to off-site personnel.
3.4.3.4 System Administration - All system parameters and user profile information should
be under the control of the system administrator.
3.4.3.5 The system should collect and report on the message activity of individual users
and the system as a whole (e.g., messages sent and received, message length and
retention period).
3.4.3.6 The system should identify those users with no activity
3.4.3.7 The system should create random passwords upon creating a new voice mail box.
3.4.3.8 The system should require users to change their password upon login to their new
voice mail box.
3.4.3.9 TDD Support and TDD Prompts - The Proposed system must be able to provide
TDD (telecommunications devices for the deaf) support, including prompts in TDD
tones.
3.4.3.10 Customized System Greeting - The system must offer the ability to record a
customized system greeting, such as, "Hello, welcome to ABC Company," in place
of, "Hello, this is the Voice Mail System."
3.4.3.11 Audio Messaging Interchange Specification (AMIS) or VPIM Compliant-
The Proposed system must be AMISNPIM compliant as an option, allowing
subscribers to exchange voice messages with users of any other AMISNPIM
compatible voice messaging system, including the ability to dial international sites
if required in the future.
3.4.3.12 Office System Integration - The Proposed system must allow for a two-way
message notification protocol, allowing the system to exchange message header
information with a customer-provided electronic mail application.
3.4.3.13 The system must support standards (such as TAPI) for interfacing with
LAN based electronic mail and fax server systems.
3.4.4 Automated Attendant System Requirements
3.4.4.1 Automated Attendant System (AAS) must be able to answer incoming calls
automatically on the first ring, and permit the caller to reach a department or
individual station without operator assistance, by prompting the caller to dial up to
a four or five digit code, the appropriate extension number or the called party's
name. In the event of a misdialed number or if the caller dials an extension w/o an
associated voice mail box the system must transfer the caller to the appropriate
answering point for that telephone. This may or may not be the central/main
attendant.
15City Of Culver City RFP-1410, 1/2012009, CCC_VolP_RFP_Draft_R4dv.doc
3.4.4.2 On-site customer administration of all system parameters.
3.4.4.3 Multiple menus and associated decision trees through the single-digit prompting.
3.4.4.4 Restrict the transfer of calls to specific extensions or groups of extensions by Time
of Day and Day of Week.
3.4.4.5 The automated attendant should have the ability to run different scripts based on
Time of Day, Day of Week, and Holiday schedules.
3.4.4.6 The AAS, in conjunction with the voice mail requirements, AAS must be
configured to support the call processing applications. The system must also be
able to prioritize channels between voice messaging and the automated attendant.
3.4.5 Security
3.4.5.1 Password-Protected Subscriber Mailboxes - Each system user must use a password
to gain access to the system.
3.4.5.2 Password-Protected Call Processing Mailbox - the system must provide the means
of allowing selected groups of users access to sensitive information through special
password protected mailboxes.
3.4.5.3 Default Password Check - The system must have the capability to prompt new
subscribers to change from the system default password to a unique personal
password.
3.4.5.4 Mailbox Lock-Up Protection - The system must lock a voice mailbox after a preset
number of invalid access attempts. The locked mailbox must still accept messages,
but entry into the mailbox to retrieve messages is denied until it is reset by the
system administrator or until an amount of time prescribed by the system
administrator has elapsed.
3.4.5.5 Automatic Number Identification (ANI) Tracking - The system must have the
ability to capture and record the telephone number of an incoming call in the
message header, in order to help trace the source of anyone attempting
unauthorized system access.
3.4.5.6 System-Level Passwords - Access to service utilities and to the system
administration database must be controlled by separate system-level passwords.
3.4.5.7 System Security Reports - The system must provide the ability to monitor and audit
password usage and unauthorized access attempts.
3.4.5.8 Password and Message Scrambling - The system must automatically encrypt
passwords and messages before storing them on disk.
3.5 UPS
3.5.1 The selected Bidder will provide a UPS/battery system or rectifier/battery system that will
provide system back-up electrical power for a period of two hours at each IDF and MDF
location that will support both voice and supplied data communications devices.
3.5.2 The Voice Communication System and Voice Messaging system must have Advanced
Power Company (APC) style agents capable of gracefully shutting down the system in the
event of a mass power outage and depletion of UPS batteries.
3.6 Network Equipment
3.6.1 The City requires enterprise network equipment to implement an L3 and L4 (Layer 3 & 4)
IP network service over an Ethernet switching fabric, which will encompass the core,
distribution, and local access components of the City's network architecture. The
following high-level points characterize the network architectural direction of the City:
16City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
3.6.1.1 To the maximum extent that market offerings make it feasible, the City shall
acquire network products adhering to industry supported standards and pre-
standard specifications from recognized standards-making bodies, such as the IEEE
Project 802 and the IETF. Verify that all components conform to well recognized
standards.
3.6.1.2 1 Gb/s segments will be deployed, as the City requirements dictate, which will
constitute the entire backbone, core network, and some special user distribution and
local access segments. Switched segments to network end-stations, switches, and
routers will be full duplex.
3.6.1.3 The City will run various L4 Internet transport protocols, including TCP, User Data
Gram Protocol (UDP), and others as robust implementations become available and
requirements warrant. Verify that this solution will support this.
3.6.1.4 Although the City expects to continue to run IPv4 for the near to intermediate
future, it is expected that a transition to IPv6 will be implemented at an appropriate
point, perhaps motivated by such features as authentication, Quality of Service
(QoS) priorities, and L3 address space expansion. This solution will support easy
transition to IPv6.
3.6.1.5 End-stations will be organized logically into VLANs.
3.6.1.6 It is the City's objective to provide an Integrated Services IP packet network to
support both traditional loss-sensitive/delay-tolerant flows (e.g. fly transfers) and
loss-tolerant/delay-sensitive real-time flows (e.g. playback video streaming
applications). This solution supports these types of traffic giving high quality
response.
3.6.2 Switched Architecture
3.6.2.1 The City requires a network with an Ethernet MAC-frame-switched architecture,
with the exception of L3 packet switching for inter-VLAN operations and routing
to external destinations.
3.6.2.2 Provide conceptual drawings of the configurations called for. Attach referencing
this item number.
3.6.2.3 Provide a description of how end-to-end connectivity is provided for all required
protocols, and include all switches and router protocols used to provide
connectivity (i.e. Spanning Tree, RIP, OSPF, P-NNI, etc.).
3.6.2.4 Describe what differentiates your product from your competition. Attach
referencing this item number.
3.6.3 Gigabit Technical Specifications
3.6.3.1 All Gigabit Ethernet switches must support Layer 3 switching for IP.
3.6.3.2 All Gigabit Ethernet switches must have at least a 50G switching fabric.
3.6.3.3 All switches must support Policy and Port based VLANs.
3.6.3.4 All Layer 3 implementations should be standards-based. No proprietary protocols
or pre-standard protocols should be used to implement routing.
3.6.3.5 All Copper Switch ports must be 10/100/1000 auto-sensing, and be able to support
fall duplex communications.
3.6.3.6 All Gigabit Ethernet switches must have wire-speed forwarding for Layer 2 and
Layer 3 on 10/100 and Gigabit ports.
3.6.3.7 Preferred deterministic latency is under 10 microseconds for both Layer 2 and
Layer 3. If the proposed solution does not achieve this latency, state the latency
specifically for Layer 3.
17City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
3.6.3.8 Gigabit Ethernet switches must be able to use and understand OSPF, RIP II for
routing purposes.
3.6.3.9 Gigabit Ethernet switches should support at least 10,000 MAC and 2,000 routing
table entries.
3.6.3_10 Gigabit Ethernet switches must support 802.1d Spanning Tree as well as
multiple spanning tree groups.
3.6.3.11 Gigabit Ethernet switches must support 802.1Q VLAN trunking.
3.6.3.12 Gigabit Ethernet switches must support conversation steering/port mirroring
to allow packet monitoring.
3.6.3.13 Ethernet switches must support at least 2,000 VLANs.
3.6.3.14 Redundant power supplies in the core MDF switch.
3.6.3.15 Redundant CPU's in the core MDF switch.
3.6.3.16 Describe switch operating system in the core MDF switch.
3.6.4 Hardware Architecture and Operations
3.6.4_1 The City requires high-speed, highly efficient L2/L3 switches in all
locations to implement an enterprise-wide configuration of Ethernet
switching fabrics and an L3 switching hierarchy.
3.6.4.2 L3 protocols at all locations must include RIP vi, RIP v2 and Layer 3
ACLs.
3.6_5 Media Applications
3.6.5_1 The City requires an IP network service that will support real-time flow
(e.g. video-streaming) applications in both unicast and multicast
configurations.
3.6.6 Quality of Service
3.6.6.1 The City requires an IP network service providing QoS assurances for both
traditional data and multimedia network service applications. This
requirement has two distinct parts: Classes of Service (CoS) and end-to-end
Quality of Service (QoS) provision by resource reservation.
3.6.7 Network Security
3.6.7.1 The City requires one integrated scheme of network service user
authentication and authorization for access to specific applications and data
resources. This scheme should be based upon appropriate (see below)
standards, as initial product implementations become available.
3.6.8 Network Management
3.6.8.1 The City desires an efficient SNMP-based network-management system.
3.6.8_2 The City requires the implementation of SNMPv3.
3.6.8.3 Provide summary infoullation on the features and functionality of your
management application software package and its user interfaces. The City
requires tools to isolate network elements that cause network service
failures and/or performance degradation.
3.6.8.4 The City requires a system that provides for moves-and-changes and
inventory control. The system should allow:
3.6.8.4.1 Firmware upgrade on switches and devices.
3.6.8.4.2 Graphical map and system status notification of network trouble
spots.
3.6.8.4.3 Allow you to manage IP telephones.
3.6.8.4.4 Allow control of VLAN registration and policy
18City Of Culver City RFP-1410, 1/2012009, CCC_VoIP_RFP_Draft_R4dv.doc
3.6.8.4.5 Management of policy as well as access control lists.
3.7 Structured Cabling
3.7.1 Copper Horizontal Cabling — The vendor is responsible to identify locations where new or
additional structured cabling is required.
3.7.1.1 Copper horizontal cabling shall comply with the following Category 6
industry standards:
3.7.1.1.1 ANSI/T1A/EIA 568B.2
3.7.1.1.2 ANSI/ICEA S-90-661
3.7.1.1.3 NEMA WC66
3.7.1.1.4 ISO 11801.
3.7.1.2 Category 6 copper horizontal cabling shall be used for the network
connectivity between the workstation endpoint, to the intermediate
distribution frame (IDF), or to the MDF if the workstation endpoint is in the
same vicinity of the MDF.
3.7.1.3 Category 6 copper horizontal cabling shall not exceed 100 meters in total
length.
3.7.1.4 The vendor shall provide and install a complete end-to-end network drop
from workstation wall plates, to the IDF or MDF termination point.
3.7.1.5 There cable shall not be exposed within any interior location except within
the IDF/MDF location
3.7.1.6 The vendor shall provide surface-mounted wall-plates, and raceway to fully
encase all cabling
3.7.1.7 Any new drop location shall include at least two (2) Category 6
connections.
3.7.1.8 Where not available, the vendor shall install an appropriately sized wall- or
rack-mounted termination patch panel, and associated wire management.
19City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc|109| Appendixes
4.1 Appendix A — Voice and Data by Site
SITE PBX Phones Data Port
Count
Used/Available
Computers
City Hall Mite! PBX 302 406/484 278
Fire Station 1 60 28/36 15
Senior Center P-node 46 36/48 24
Police Dept Mite! PBX 166 242/264 140
Transportation Mite! PBX 71 89/96 64
Public Works P-node 27 36/48 38
Fire Drill Yard 6 1/12 4
Transfer
Station
15 17/32 11
VMC Mite! PBX 45 34/36 11
Teen Center P-node 12 6/12 4
Plunge 5 2/12 3
Fire Station 2 VoIP PBX 22 18/24 16
Fire Station 3
(existing)
VoIP PBX 12 8/24 6
Fire Station 3
(new)
Proposed
VoIP PBX
23 32/48 10
Ivy Substation POTS Lines 4 0 0
Various Parks POTS Lines 10 0 0
4.2 Appendix B — Detailed Description by Site
1.1.1. City Hall, 9770 Culver Boulevard
20City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
1.1.2. Voice Communications System: Mite! SX-2000 Light PBX, Octel VMX200 voice mail
servicing the entire enterprise. Approximately 450 digital and analog phone sets/devices, 96
DID trunks, 96 Outbound trunks, 16 OPX lines, 8 Centrex backup lines, and a centralized
call accounting system, with overhead paging located at Fire Station I.
1.1.3. LAN/Data Systems: The Local Area Network is 10/100/1000 TCP/IP switched Ethernet.
A Cisco Catalyst 4506 serves as the core switch. Six IDF closets and a parking level IDF
contain a mix of Cisco and Bay Networks switches. Dual data T- 1 s provide Internet
connection through a Cisco ASA 5520 and Cisco router.
1.1.4. Cable Infrastructure: Offsite fiber optic cables home run to the Data Center and are
mounted on a main rack. Fiber optic risers provide 12 multi-mode strands to each of six
IDF closets and 24 multi-mode strands to a parking level IDF in the City Hall building. 2
Voice CAT3 and 2 Data CATS at work station locations.
1.1.5. This site presently services phone needs for City Hall, Fire Station #1 and the Senior
Center.
1.1.6. Police Department, 4040 Duquesne Avenue.
1.1.7. Voice Communications System: Mitel SX-2000 Light PBX, approximately 200 digital and
analog phone sets/devices, 18 DID circuits, 18 outbound trunks, 16 OPX circuits, 8 Centex
backup lines, overhead paging.
1.1.8. LAN/Data Systems: The Local Area Network is 10/100 TCP/IP Ethernet. A Bay
Networks core switch and Bay Networks switches provide networking for the Police
Department. The Police Department Data Center consists of two rooms. One has the
primary connections for incoming fiber and the existing telephone system. The other room
has the primary servers. Fiber risers link the phone room with the second floor IDF and
Auxiliary Building IDF which both contain Bay Networks switches.
1.1.9. Cable Infrastructure: Multi-mode fiber connects the Police Department to City Hall's Data
Center and to the second floor IDF and Auxiliary Building IDF. Copper patch panels
connect the server room to the telephone room with the core switches. 2 Voice CAT3 and 2
Data CATS at work station locations.
1.1.10. This site presently services the main Police building (three floors) and the Police
Auxiliary building.
1.1.11. Transportation, 4343 Duquesne Avenue.
1.1.12. Voice Communications System: Mitel SX-2000 Light PBX, approximately 250 digital
and analog phone sets/devices, 8 Centrex backup lines, and overhead paging. The Mitel
PBX is networked to the City Hall PBX using a dedicated T-1 and uses the City Hall
centralized voicemail system.
1.1.13. LAN/Data Systems: The site head-in at the Main Data Feed (MDF) is fiber optic to a
Cisco switch. From the MDF there is a 12 strand fiber riser to an IDF. The MDF and IDF
have a mix of Cisco and Bay Network switches.
1.1.14. Cable Infrastructure: A 12 strand multi-mode fiber cable connects the Transportation site
to the City Hall Data Center. A 12 strand multi-mode fiber riser connects the MDF to the
IDF. 2 Voice CAT3 and 2 Data CATS at work station locations.
1.1.15. Public Works, 9505 Jefferson Boulevard.
21City Of Culver City RFP-1410, 1/20/2009, CCC_VolP_RFP_Draft_R4dv.doc
1.1.16. Voice Communications System: Mitel peripheral node servicing approximately 50 Mitel
digital phones and 15 analog phone sets/devices.
1.1.17. LAN/Data Systems: The site head-in at the Main Data Feed (MDF) is fiber optic to a
Cisco switch.
1.1.18. Cable Infrastructure: A 12 strand multi-mode fiber cable connects the Public Works site
to the City Hall Data Center. 2 Voice CAT3 and 2 Data CAT5 at work station locations.
1.1.19. Drill Yard, 9275 Jefferson Boulevard.
1.1.20. Voice Communications System: 6 digital and analog phone sets/devices are extended
from Public Works building via a buried underground 50 pair cable.
1.1.21. LAN/Data Systems: Nortel data hub via fiber from Public Works building.
1.1.22. Cable Infrastructure: A 12 strand multi-mode fiber cable connects the Drill Yard site to
the Public Works building. 2 Voice CAT3 and 2 Data CATS at work station locations.
1.1.23. Transfer Station, 9255 Jefferson Boulevard.
1.1.24. Voice Communications System: 14 digital and analog phone sets/devices are extended
from Public Works building via a buried underground 50 pair cable.
1.1.25. LAN/Data Systems: Nortel data hub via fiber from Public Works building.
1.1.26. Cable Infrastructure: A 12 strand multi-mode fiber cable connects the Transfer Station
site to the Public Works building. 1 Voice CAT3 and 1 Data CAT5 at work station
locations.
1.1.27. Senior Center, 4095 Overland Boulevard.
1.1.28. Voice Communications System: Mitel peripheral node connected via fiber servicing
approximately 40 Mitel digital phone sets and 15 analog phone/devices. 4 Centrex
emergency backup phone lines.
1.1.29. LAN/Data Systems: Cisco data hub connected via fiber from City Hall. The MDF
connects via fiber to a Cisco hub in the IDF.
1.1.30. Cable Infrastructure: A 12 strand multi-mode fiber cable connects the Senior Center to
the City Hall Data Center. 2 Voice CAT3 and 2 Data CATS at work station locations. A
fiber riser connects the MDF to the IDF.
1.1.31. Veteran's Memorial Complex (VMC), 4117 Overland Boulevard.
1132. Voice Communications System: Mite! SX-2000 Light PBX, approximately 50 digital
and 15 analog phone sets/devices, 8 Centrex backup lines. The Mite! PBX is networked to
the City Hall PBX via dedicated multi-mode fiber link and uses the City Hall centralized
voicemail system.
1.1.33. LAN/Data Systems: The site head-in at the Main Data Feed (MDF) is fiber optic to a
Cisco switch. From the MDF there is a 12 strand fiber riser to the Teen Center and Plunge.
There is a mix of Cisco and Bay Network switches.
1.1.34. Cable Infra-stracture: ik 12 sL -krarid multi-rnode -fiber cable connects the NTeteran's
Memorial Complex to the City Hall Data Center. 2 Voice CAT3 and 2 Data CAT 5 at work
station locations.
22City Of Culver City RFP-1410, 1/20/2009, CCC_VolP_RFP_Draft_R4dv.doc
1.L35. Teen Center, 4153 Overland Boulevard.
1.1.36. Voice Communications System: Approximately 10 Mitel digital and 5 analog
phones/devices are extended from VMC building via a Mitel peripheral node.
1.1.37_ LAN/Data Systems: Nortel data hub connected via fiber from the VMC.
1.1.38. Cable Infrastructure: A 12 strand multi-mode fiber cable connects the Teen Center to the
VMC MDF. 2 Voice CAT3 and 2 Data CATS at 12 work station locations.
1.1.39. Plunge, 4175 Overland Boulevard.
1.1.40. Voice Communications System: Approximately 5 Mitel digital and 4 analog
phones/devices are extended from the Teen Center via a 50 pair cable.
1.1.41. LAN/Data Systems: Cisco data hub connected via fiber from the Teen Center.
1.1.42. Cable Infrastructure: A 12 strand multi-mode fiber cable connects the Plunge IDF to the
Teen Center IDF. 2 Voice CAT3 and 2 Data CATS at 12 work station locations.
1.1.43. Ivy Substation, 9070 Venice Boulevard.
1.1.44. Voice Communications System: Approximately 10 stations, 2 OPX lines extended from
the Police Department Mite! PBX
1.1.45. LAN/Data Systems: Data needs serviced by a DSL connection.
1.1.46. Cable Infrastructure: Separate voice and data cables not necessarily up to City
communications standards.
1.1.47. Note: Ivy Substations is currently rented out and not occupied by City staff. This
proposal requests optional future solution(s) for extending phone/data service to this facility
if required in the future.
1.1.48. Fire Station 1, 9600 Culver Boulevard.
1.1.49. Voice Communications System: 30 digital and 18 analog phone sets/devices are
extended from City Hall via a buried underground 50 pair cable.
1.1.50. LAN/Data Systems: Cisco data hub connected via fiber from City Hall. Bay Networks
hub in Fire Garage IDF connected to MDF in main building.
1.1.51. Cable Infrastructure: A 24 strand multi-mode fiber cable connects Fire Station 1 to the
City Hall MDF. 2 Voice CAT 3 and 2 Data CAT 5 at work station locations. 12 strands
multi-mode fiber connects MDF to IDF in Fire Garage building.
1.1.52. Fire Station 2, 11252 Washington Boulevard.
1.1.53. Voice Communications System: Arreva VoIP PBX, 18 VoIP phones and 4 analog
phones/devices, 4 Centrex backup lines.
1.1.54. LAN/Data Systems: Cisco data hub connected via fiber from City Hall.
1.1.55. Cable Infrastructure: A 48 strand single -mode fiber cable connects Fire Station 2 to the
City Hall Data Center. 2 Voice CAT 3 and 2 Data CAT 5 at work station locations.
1.1.56. Fire Station 3, 11304 Segrell Way.
1.1.57. Fire Station 3 will move all systems to a new building in Spring/Summer 2009. The
current phone system will move to the new location.
23City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
1.1.58. Voice Communications System: Arreva VoIP PBX, 10 VoIP phones and 4 analog
phones/devices, 4 Centex backup lines.
1.1.59. LAN/Data Systems: Cisco data hub connected via fiber from City Hall.
1.1.60. Cable Infrastructure: A 48 strand single -mode fiber cable connects Fire Station 3 to the
City Hall Data Center. 2 Voice CAT 3 and 2 Data CAT 5 at work station locations.
1.1.61. City Parks (Blair Hills, Blanco Park, Culver West Park, El Marino Park, Syd Kronenthal
Park, etc).
1.1.62. Voice Communications System: Voice needs at City Parks are serviced by OPX to a City
PBX or POTS lines directly from the PSTN. Culver West, Syd Kronenthal, and Blanco
Park are currently serviced by OPX lines.
1.1.63. LAN/Data Systems: Data needs are serviced by DSL connection. Currently only Culver
West uses DSL service.
1.1.64. Cable Infrastructure: Parks facilities have minimal voice and data cabling.
24City Of Culver City RFP-1410, 1/20/2009, CCC_VolP_RFP_Draft_R4dv.doc
4.3 Appendix C — Police Department Concerns
3.1 City uses a "flat" network topology where all IP devices have the same IP scheme and subnet
except for the Police Department.
3.2 Currently the Police Department operates on two independent networks. The VCS and the
VLANs for separate voice and data at the PD will have to be implemented. A third VLAN for the
Police legacy network will be required.
3.3 One network is used for Police Department personnel usage and the other is to provide access to
legacy record keeping databases. DOJ prohibits having non-secure connections to sensitive data.
Only authorized Public Safety personnel will have access to the legacy VLAN.
3.4 Since the City and PD networks are separate, VLANs are required to facilitate voice traffic from
one network to the other. The PD will remain on a separate VLAN for other data access. The
Bidder's solution must provide for security and integrity of the separate data networks, and allow
VoIP.
3.5 The City and PD networks are kept separate due to Department of Justice requirements to prohibit
unauthorized personnel from accessing DOJ information. Successful bidders' staff will have to
undergo DOJ checks before they can work on the City's systems.
3.6 Internetworking City Network and Police Network via VLANs and other technology will be a
design issue that must be approved. There is a trust/firewall structure in place presently.
3.7 The City and PD phone PBX's are currently networked with Mitel MSDN technology. This is a
proprietary technology that does not require any data network resources. Moving to a VoIP
technology, it is apparent that the two networks (CH and PD) will have to be interconnected. The
Bidder must propose a method of interconnecting the two networks for the purpose of sharing the
proposed voice communications systems located at all City locations into and out of the Police
Department's own VCS and to prohibiting penetration of data traffic into PD's network from
devices outside of PD premises.
3.8 The PD Mitel PBX is interconnected with the PD E-911 system to allow Public Safety personnel
to receive/place calls through to the City's PBX's. It is required that the VCS solution be able to
interconnect via ONS/OPX lines.
3.9 The VCS solution must pass caller ID/ANI/DNIS to and from the VCS and the Public Safety E-
911 system.
25City Of Culver City RFP-1410, 1/20/2009, CCC VoIP_RFP_Draft_R4dv.doc
Appendix D — Data Port and Phone Count by Location
Model Name
CAT5e
Used/Avail
Fiber
Used/Avail
IP Address (opt.) Location
Mitel
Digital
Phone
s
Analo
g
Lines
Cisco Catalyst 2950
Series 37/48 1/2 N/A City Hall, Acct IDF, 1st Fir (la) 53 6
Cisco Catalyst 2950
Series 47/48 1/2 N/A City Hall, Acct IDF, 1st Fir (la)
CH-WIFI 2/16 0/0 N/A City Hall, Acct IDF, 1st Fir (la)
Bay Stack 350-24T 24/24 0/2 192.168.40.136 City Hall, Graphics IDF, 1st Fir (lb) 35 10
Cisco Catalyst 2950
Series 47/48 1/2 N/A City Hall, Graphics IDF, 1st Fir (lb)
Bay Stack 350-24T 21/24 0/2 192.168.40.141 City Hall, Engr IDF, 2nd Fir (2a)
City Hall, Engr IDF, 2nd Fir (2a)
75 15
Bay Stack 350-24T 21/24 0/2 192.168.40.142
Bay Stack 350F 12/12 1/2 N/A City Hall, Engr IDF, 2nd Flr (2a)
Bay Stack 350-24T 24/24 1/2 192.168.40.140 City Hall, Engr IDF, 2nd Fir (2a)
Bay Stack 350F 1/12 1/2 N/A
City Hall, Housing IDF, 2nd Fir
(2b) 15
Bay Stack 350-24T 24/24 0/0 192.168.40.138
City Hall, Housing IDF, 2nd Flr
(2b)
26City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
Catalyst 2950 Series 41/48 1/2 N/A
City Hall, Housing IDF, 2nd Flr
(2b)
Cisco Catalyst 2950
Series 48/48 1/2 N/A City Hall, CM0 IDF, 3rd Fir (3b) 35 5
Bay Stack 350-24T 0/24 1/2 192.168.40.144 City Hall, CM0 IDF, 3rd Fir (3b)
Cisco Catalyst 2900 LX
Series 9/12 0/0 N/A City Hall, Redev IDF, 3rd Flr (3a) 32 6
Bay Stack 350-24T 24/24 1/2 192.168.40.143 City Hall, Redev IDF, 3rd Flr (3a)
Bay Stack 350-24T 17/24 0/2 192.168.40.118 City Hall, Redev IDF, 3rd Fir (3a)
Bay Stack 350 7/12 1/2 City Hall, P1-18 Comm Rm 3 7
3COM Super Stack 0/12
24/24
0/0
1/2
N/A
172.16.1.6
PD, 2nd Flr IDF
PD, 2nd Flr IDF
55 19
Bay Stack 350-24T
Bay Stack 350-24T 24/24 1/2 172.16.1.7 PD, 2nd Flr IDF
Bay Stack 350-24T 21/24 0/2 172.16.1.8 PD, 2nd Flr IDF
Bay Stack 350-24T 23/24 0/2 192.168.40.137 PD, 2nd Flr IDF
Model Name
CAT5e
Used/Avail
Fiber
Used/Avail
. IP Address (opt.) Location
Mitel
Digital
Phone
s
Analo
g
Lines
Bay Stack 350-24T 22/24 0/2 172.16.1.1 PD Basement IDF 65 27
27City Of Culver City RFP-1410, 1/20/2009, CCC VoIP_RFP_Draft_R4dv.doc
Bay Stack 350-24T 21/24 0/2 172.16.1.2 PD Basement IDF
Bay Stack 350-24T 24/24 0/2 172.16.1.3 PD Basement IDF
Bay Stack 350-24T 24/24 1/2 172.16.1.4 PD Basement IDF
Bay Stack 350-24T 24/24 0/2 172.16.1.5 PD Basement IDF
Bay Stack 350-24T 23/24 1/2 192.168.4.139 PD Basement IDF
Bay Stack 350F 12/12 0/2 N/A PD Basement IDF
Bay Stack 350F 24/24 0/2 N/A
N/A
Transportation IDF, 1st Fir
Transportation IDF, 1st Fir
33 13
Bay Stack 350-24T 24/24 0/2
Cisco Catalyst 2950
Series 23/24 0/2 N/A Transportation IDF, 1st Flr
Bay Stack 350-24T 17/24 1/2 N/A Transportation IDF, 2nd Flr 19 6
Bay Stack 350-24T 13/24 1/2 192.168,40.248 Transfer Station, IDF
NetGear DS 108 4/8 0/0 N/A Transfer Station, Trailer 4 2
Bay Stack 350-I2T 1/12 1/2 192.168.40.129 Drill Yard IDF 3 3
Bay Stack 350-24T 18/24 1/2 N/A Public Service IDF 19 9
Bay Stack 350-24T 18/24 0/2 192.168.40.148 Public Service IDF
Cisco Catalyst 2950
Series 17/24 2/2 N/A Senior Center IDF Main 18 6
28City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
Cisco Catalyst 2950
Series 19/24 1/2 N/A Senior Center IDF Lunch Rm 15 7
Bay Stack 350F 12/12 0/2 192.168.40.121 VMC Tower IDF 32 13
Bay Stack 350-24T 22/24 2/2 192.168.40.149 VMC Tower IDF
Bay Stack 350-24T 6/24 2/2 N/A Teen Center IDF 9 3
Bay Stack 350F 2/12 1/2 192.168.40.132 Plunge IDF 3 2
Bay Stack 350F 17/24 1/2 192.168.40.147 FS1 IDF 26 6
Model Name
CAT5e
Used/Avail
Fiber
Used/Avail
IP Address (opt.) Location
Mite!
Digital
Phone
s
Analo
g
Lines
Bay Stack 350F 8/12 1/2 N/A FS I Garage IDF 23 5
Cisco 3560 POE 18/24 1/2 N/A FS2 IDF 18 4
Cisco 3560 POE 8/24 1/2 N/A FS3 IDF 8 4
29Centrex & POTS Liner. 18 Channels DID
5 Channels Outbound
ecn \`‘'2
t‘ti
'RP
SBC PacBell
TELCO
Centrex &
POTS Lines
36 Channels DID
36 Channels Outbound
Police Dept
Basement Comm. Room
Mite! SX-2000 Light
Redundant
2"d Floor Comm. Room
Peripheral Node
City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
Appendix E
VolP Over Single Mode Fiber
VolP over Single Made Fiber Fire Station 3
Arreva
Volli PBX
Fire Station 2
Arreva
VolP PBX
23 Channels
Both Way
Plunge
City Hall
P1-18
Mitel SX-2000 Light
Redundant
23 Channels
Vets Memorial Complex
Tower
Mite! SX-2000
Teen Center
Peripheral
Both Way
Non-redundant
Node
Fire Station 1
?,30
t? Sanitation
Senior Center Fire Station 1
Transfer
Peripheral Node Garage
Station
Transportation
Drill Yard
Mitel SX-2000 Light
Redundant
Public Works
Peripheral Node
CCC PBX Communications
Layout Logical
Non-911 Emergency System
Created by: Ruben Arellano
Date: 08/12(2008
VAITUPRIVATENSUPPORTsTopology Maps\City Network Topology\CCC PBX Logical Topology-2008-08-12.vsd
30City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
Appendix F
City DID numbering allocation and their respective answer points by site.
Site/Department DID Range Answer Point •
City Hall
Building Safety 5800 thru 5824 5800
CAO 6000 thru 6039 6000
City Attorney 5660 thru 5674 5660
City Clerk 5851 thru 5859 5851
Community Development 5700 thru 5709 5700
Credit Union 6060 thru 6069 6060
Enforcement Services 5932 thru 5940 5940
Finance 5850 thru 5889 5850, 6006,
Finance (Budget &
Finance)
6006 thru 6016 6006
Fire Administration 5900 thru 5920 5900
Fire Station 1 6810 thru 6809 6810
Fire Station 1 Garage 6840 thru 6849 6840
Housing 5780 thru 5799 5780
Information Technology 5950 thru 5998 5950
Personnel 5640 thru 5651 5640
Planning 5710 thru 5759 5710
PW/Engineering 5600 thru 5629 5600
Redevelopment 5760 thru 5789 5760
Risk Management 5675 thru 5686 5680
Senior Center 6700 thru 6799 6700
Police Department 6100 thru 6399 6100, 6200, 6300
Transportation/Public
Works
Fire Drill Yard 6870 thru 6879 6870
Purchasing 6550 thru 6559 6550
31City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
PW/ Transfer Station 6400 thru 6414 6400
PW/Facilities 6425 thru 6482 6420
PW/Maintenance 6420 thru 6429 6420
PW/Street Maintenance 6420 thru 6599 6420
Transportation Admin 6505 thru 6568 6500
Transportation
Maintenance
6512 thru 6567 6525
Transportation Transit 6508 thru 6569 6525
Fire Station 2 6820 thru 6829 6820
Fire Station 3 6830 thru 6839 6830
Veteran's Memorial
Complex
VMC Division 6625 thru 6633 6625
Recreation 6650 thru 6684 6650
Note: Some extension
may reside at a site not
necessarily within their
respective number pool
assignment. The System
must be capable of
supporting this through
ARS or some other
means that should not be
too difficult or
cumbersome to achieve.
The City will determine
if the method employed
is satisfactory to the City.
32City Of Culver City RFP-1410, 1/20/2009, CCC_VolltRFP_Draft_R4dv.doc
Appendix G
Legend
6 Loose Tube Multi Mode Fiber
12 Loose Tube Multi Mode Fiber
24 Loose Tube Multi Mode Fiber
48 Loose Tube Single Mode Fiber
100 Pair Buried ASP Filled Core Cable
50 Pair Buried ASP Filled Core Cable
18 AWG Wire
VATTAPRIVATESSUPPaRT‘Tepology Maps‘City Network Topology‘CCC rtherNet-2008,08-12.vsd
Legend
III Voice Block
Wail Mount Interconnect Center
Fiber Distribution Frame
33PA
A2
str.o,
12
Strands Multi Mode
City Hal - Computer Room-151 MDF
Upper Fiber Panel
City Hall - Computer Roorn-151 MDF
Lower Fiber Panel
Public Services 2" Fir IDF
Strands Mufti Modo
Stran
ds M r fit; p4
—6 Stands MM Sr. Center
Lunch Room or
Senior Center
Comm Room /DF
24
Strands
MM
Vets Memorial Complex
Tower ior
Fire Station 1
Garage IOF
12 Strands
Multi Mode
Fire Station 1 IDF|1010|Strands multi Mode
[Teen Center IDF
48 Strands Single-Mode
Fire Station 2 'or
Strands Multi Mode
Plunge IOF I
485 rands
Single Mode
Fire Station 3 IDF
24
Strands Multi Mode
City Hall PBX Comm. Room
P1-18 IDF
City Of Culver City RFP-1410, 1/20/2009, CCC_VoIP_RFP_Draft_R4dv.doc
Appendix H
Culver City Fiber Map
Logical
August 12, 2008
Sanitation Transfer
Station IDE
12
Strands Multi Mode
Fire TrainIngfOrili Yard IDF
Police Dept
2" Fir IOF
6 Strands MM
Police Dept Comm. Rm. IDF
6 Stands MM-i Transportation
2"' Fir, IDP AO-
.1:Cars6
Transportation
Comm Room IDF
24
od6
Strands Multi Mode
12 strands unterrninated in street
At Jefferson & Duquesne Ave.
VAITSPRIVATEASUPPORTITopology Maps1City Network TopologyliCCC Optical Fiber Map-2008-08-12.vsd
34Semor Center OMZ1 Switch I T1
C loon 2Bit
CH Au.' 1 a
Cisco 295D
nInrnimagedi
DMZ switch
lUnrrtanaged)
CH Graphics lb
ElayStack 359-24T
wir tLagerSal7771,1
Unmanaged Switch
Unmanaged Hub
Internet
-z
_
Senior Center MtiP
Cis. 2950
Ti
Cisco 2950 (2)
Cisco ASA5520 Outside Switch 1
(Unmanaged) ( Police Department
Simior Centar
PD el Fiuor
CH E.: % ,:4iric(risig 2a
PRIMM-MI
BeyStuck 350-24T (1)
PRIMM I .,1119.1
BayStack 350.24742)
PUMMLI FR
BaySlack 350-241(3)
SoyStack 350F
CH '
Cisco 29-12-XL
ElayStack 359-24T (1
FrOmme-ri
PO
Manual Backup
Internet link
(Not Connected(
Cis. 2950
nternel Switch
(Unmanaged)
BayStack 350-241
411
—31tIr r
SonicWall 67505
( PO
Network
CH Housin9
Cis. 2950
Transi*r 2 l
Hour
OeyStack150-247
PD Windows
ISA Server
SayStack 350-24T
BayStack 350F
BayStack 350-241
Tramportation floor
CH CM0 3b
Clwco 2950
CNC° 4556
SayStack 350,24T
Cli PI-18
Transfer :1;
SayStack 3501'
Sal/Stack 3311-247
Cr.° 2950
' Hays ta,:k 110-241
SayStack 250F411)
BaySlack 350-241
gayStack 350-24T
SayStack 350F
SayStack 255-247
Fire 3
cisca 35E0
4k4.Y25-1'}i.e004I4`
BaySlack 350F
btatie.n 2
— --
Cis. 3560
Teen Center Vtile Tower
ElaySlack 350-247 It)
2/n5n:ice 350-247 (2)
Yard
IlayStack 350-127
FS I C-2rat.te
BayStack 350F
DEVICE DETAILS AND INFORMATION
MODIFIED: JANUARY 20, 2009
CITY HALL NETWORK - PUBLIC
DIAGRAM
NAME:Unmanaged Switch
BayStack 350-24T (3)
Windows
ISA Server
BayStack 350-241 (2)
. .
'eis cis obi rige Ilia de. nes .0%
• . 4*4.1;• n•n- VMH
mt.= BayStack 350-24T (1)
Unmanaged Switch
Unmanaged Switch
Unmanaged Switch
Unmanaged Switch
1 10 1"4- Litift.f frlAVVEWteWeget0
n-•
Accelar 9200
Server Room
SonicWall Pro230
2"d Floor OF
DIAGRAM POLICE DEPARTMENT NETWORK -
NAME: PUBLIC
BayStack 360-24T (1)
BayStack 350-24T (2)
BayStack 350-24T (3)
BayStack 360-24T (4)
BayStack 350-24T (5)
.11n11n11•nnn•••n PROJECT:
CITY OF CULVER
CITY
DEvic E T, DETAILS AND INFORMATION
MODIFIED: JANUARY 20, 2009
CH NIDF
Cisco 2811
5,.=11111412=1;Wc'
Ti
DSL Modem
Ti
Manual Backup
Internet link
(Not Connected)
Internet
DSL
SonicWall E7600
City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council authorize the issuance of a Request for
Proposals (RFP) for the replacement of the City’s Telephone and Voice Mail
Systems.
BACKGROUND:
The current telephone and voicemail systems in use by the City of Culver City were
specified and designed in 1993-94 and went into service in June of 1995. From
inception, we have had problems with our phone system due to the fact that the
original implementer went into bankruptcy during the installation.
The present phone system includes:
• A voicemail system
• 4 major PBX devices at City Hall, Police, Veteran’s, and the Transportation sites.
• Two minor PBX systems at Fire Stations 2 and 3.
Presently they are covered under a blanket maintenance contract with a third party
vendor. No major additions have been made to the system.
DISCUSSION:
Maintenance challenges of the current system:
Meeting Date: 01/26/09 Item Number: C-4
AGENDA ITEM: Authorization to Issue a Request for Proposals for Replacement
of the City’s Telephone and Voice Mail Systems
Contact Person/Dept.: John
Richo/Information Technology
Phone Number: 310-253-5950
Fiscal Impact: Yes [x] No [] General Fund: Yes [x] No []
Public Hearing: [] Action Item: [x] Attachments: [x]
Public Notification: Master E-Mail Notification List (01/21/09)
Department Approval:
John Richo (01/15/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/15/09)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (01/21/09)
City Manager Approval:
Jerry B. Fulwood (01/21/09) City of Culver City, California
City Council Agenda Item Report
• The systems at Fire Stations 2 and 3 are obsolete. As a result, spare parts for
them are difficult to obtain and sometimes used/refurbished.
• The voicemail system is obsolete. As a result, spare parts are difficult to obtain
and often come from used/refurbished parts.
• Parts for the major PBX units are available but often have long lead times to
locate and are increasingly expensive (although covered under maintenance
agreement.) Used/refurbished parts are becoming the standard (and availability is
uncertain.)
Technological challenges of the present phone system:
• The Mitel PBX systems are based on Time Division Multiplexing (TDM)
technology that manufacturers are no longer investing significant development
money into. Major funding is going into Voice over Internet Protocol (VoIP) based
system research and development.
• Lack of ability to link individual phones to 911 ANI/ALI. The result is 911
emergency calls to PD dispatch do not always indicate the correct location of the
caller.
• Programming effort to setup phones removes ability to easily transport phones to
new locations. They must be re-programmed.
• Existing system does not support caller ID.
• The existing architecture does not lend itself to easy disaster recovery.
• The existing architecture requires changes to remove bottlenecks due to
increased staffing and calling needs at non-City Hall locations.
Technological challenges of the current voicemail system:
• The system does not provide the ability to create complex voicemail trees.
• Message storage is limited to approximately 36 messages for most users.
• There is no unified messaging to link voicemail to e-mail.
Voice mail for some time has been “quirky”. At times, it does not indicate to staff that
a voice mail exists or notification is delayed.
The new phone system will address the technological challenges facing the old
systems and add new capacity and capabilities. These include; but are not limited
to:
• Quick moves by employees who can take their phone systems and plug in at
temporary locations as often as needed.
• The potential for wireless roving access across the City sites.
• Complex voicemail setups and increased storage
• Unified messaging to the desktop combining voicemail with email. City of Culver City, California
City Council Agenda Item Report
• Soft phones that can be accessed through the PC
Other local governments, (Santa Monica, West Hollywood), are in the process of
implementing VoIP solutions.
FISCAL ANALYSIS:
There is minimal fiscal impact associated with releasing this RFP. Funding for this
project has been included in the City’s 2008-2009 fiscal year adopted CIP budget in
account 42000907 – Telephone System Replacement.
ATTACHMENTS:
1. Request for Proposals # 1410.
MOTION:
That the City Council:
Authorize staff to issue Request for Proposals for replacement of the City’s
Telephone and Voice Mail systems.