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Bid Title: Request for Mitel Phone System Upgrade
Category: Finance
Status: Closed

Description:
REQUEST FOR QUALIFICATIONS PROPOSAL FOR MITEL PHONE SYSTEM UPGRADE

The City of Bismarck Information Technology Division requests written qualifications from professional vendors for an upgrade to our Mitel phone system.

The selection process will be completed in accordance with established City of Bismarck procedures.  Written proposals shall address the vendor’s ability to meet the scope of services in a timely manner.  Written proposals shall address all items contained within the scope.  The primary consideration items will be, but not limited to, the vendors:

1. Technical capabilities
2. Experience and performance records
3. Understanding of project and proposed work approach
4. Knowledge of regulations and local conditions
5. Project personnel assignments and qualifications
6. Ability to respond in a timely manner

The selection of vendor will be based on an evaluation of the written proposals.  A selection committee may interview selected vendors.  An agreement, including price schedule, will be negotiated with the selected vendor for approval by the Board of City Commissioners.

Inquiries should be directed to Andrew Milas, City of Bismarck Information Technology Manager (701-355-1635) or  

Written proposals from qualified consultants will be accepted until 3:00 p.m. CST on Friday June 5, 2020.  Submit six (6) copies of the proposal, plus one digital copy, to:

City of Bismarck
RE: Mitel RFQ
221 N 5th Street
Bismarck, ND 58506-5503

Scope:  The City of Bismarck is seeking to implement an upgrade to our existing Mitel phone system for the purposes of upgrading server hardware and software, existing system hardware and software, and professional services. The product selected is expected to be able to integrate with our current systems already in place.

ESNA Voicemail replacement with Mitel MiCollab Unified Communications Server
1. MiCollab system must:
a. Run in a virtual environment at City Hall
b. Support up to 643 individual end-user mailboxes
c. Support up to 25 individual auto attendants for departmental incoming call flow handling
d. Support fully unified voicemail-to-email communication with Microsoft O365
e. Support up to 643 PC client-based or browser based Unified Communications clients for:
i. Instant messaging
ii. User presence
iii. Click-to-call
iv. Visual voicemail
v. Call history
vi. Ad hoc audio & web conferencing
vii. Video calls
2. Vendor must provide the following professional services:
a. All installation and licensing of the MiCollab server
b. All configuration activities for the integration of the MiCollab server with the City of Bismarck’s Mitel systems.
c. All activities to provision up to 643 individual end-user mailboxes and unified communications clients and to prepare the clients for deployment.
d. All activities to implement 25 auto attendants, including call flow discovery, documentation, programing and testing
e. All activities to connect to Microsoft O365
f. All cutover activities
g. All activities to retain a single port connection to the existing ESNA voicemail system for post-cut access to historical messages
h. Training 
i. Web-based or classroom-based on the use of the Unified Communications client
ii. End-user quick reference guides
3. Assumptions
a. No existing voicemail greetings, voicemail messages, or auto attendant greetings will be migrated between systems.
b. The City of Bismarck will be responsible for the deployment of the Unified Communications client on end-user PCs.
c. Work must be performed onsite as needed for hardware installation
 
Collapse standalone Mitel systems onto a single Mitel MiVoice Business System with IP phone resiliency.  Upgrade all systems to most current version.  Provide new call accounting system.
1. Centralized MiVoice Business System must:
a. Run in a virtual environment at City Hall
b. Provide call control for the entire City of Bismarck enterprise
c. Support up 643 IP users with multi-device licensing
d. Support up to 34 IP user licenses
e. Support up to 20 analog extension at Convention Center
i. Any hardware required to support analog devices at the Convention Center is to be included.  However, analog phones are not to be quoted.
2. Geo-diverse trunking gateways will be at Waste Water, Airport, Police Department, City Hall and Combined Communications Center
a. Waste Water Gateway – 6 analog trunks
b. Airport – 6 analog trunks
c. Police Department – 1 T1-PRI and 6 analog trunks
i. Must also have capacity to support 635 IP phones in failover situation
ii. Must have dual power supplies and RAID SSD hard drives
d. City Hall Gateway – 2 T1 PRIs and 6 analog trunks
i. Must have dual power supplies and RAID SSD hard rives
e. Combined Communications Center – 1 T1-PRI for connection to Center’s 9-1-1 system 
3. Call Accounting system must:
a. Run in a virtual environment at City Hall
b. Provide support for up to 700 IP devices and all trunking enterprise-wide
4. Vendor must provide the following professional services:
a. All installation and licensing of the virtual MiVoice Business System
b. All installation and licensing of the call accounting system
i. All programming activities to report on up to 635 IP devices and all trunks enterprise-wide
c. All activities to migrate the following to the virtual MiVoice Business System with resiliency to Police Department 3300 controller:
i. 292 IP phone users from the City Hall Site (currently on 3300 controller)
ii. 176 IP phone users from the Police Department site 
iii. 10 IP phone users from Wastewater site
iv. 27 IP phone users from the Airport site
v. 2 IP phone and 16 digital phone users (migrate to IP phone users) from the Water Treatment site
vi. 14 digital phone (migrate to IP phone users) users from the Landfill site
vii. 25 IP phone users from Civic Center site
viii. 32 IP phone users from Combined Communications Center site
ix. 41 digital phone users (migrate to IP phone users) at the Library site
d. All activities to upgrade all systems to version 9.x
e. Training on the use of the call accounting system
5. Assumptions
a. Existing IP phone sets will be reused
b. All digital phone sets will be replaced with IP phone sets.  Vendor is to quote quantity one of each of the following phone types:
i. 5320e / 5330e / 5340e / 6910 / 6920 / 6930 / 6940
c. City of Bismarck will place any new IP phone sets and will perform the registration steps.

Software maintenance and technical support
1. Vendor must provide costs for hardware maintenance, software maintenance, and all technical support (All-inclusive support) for 1 year.  Support must be 24 x 7. 
Publication Date/Time:
5/19/2020 12:00 AM
Closing Date/Time:
6/5/2020 3:00 PM

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