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Minutes / Agenda

Procurement

The Moline Housing Authority Purchasing Office procures maintenance and modernization products/services and administrative office support supplies/services. Service contract awards for materials and labor, labor only (i.e. pest control, repair work, painting contracts, etc.), or materials only (i.e., plumbing and electrical stock, office equipment) are conducted in accordance with HUD regulations and Moline Housing Authority policies. These procurement methods provide the guidelines for the Moline Housing Authority to process an award. Many current bid opportunities are posted below.

Current Bid Opportunities

Voice Over IP Telephone Services & Equipment

RFP Issue Date:  3/20/20

Deadline for Receipt of Questions:  4/3/20 at 2:00pm

Deadline for Proposal Submissions: 4/13/20 at 2:00pm

 

Responses to Questions that have been Received:

 

Are you looking at an on premise or cloud solution? (A hosted system or a cabinet/ system server onsite)

How many phones are required? (18 standard user, 1 reception console + 1 conference phone – 20 total)

How many users are required? (20 – same as number of phones)

Will there be any requirements for wall mount phones?  If so qty: (Yes, 1)

What type of PSTN connectivity and trunks (ports) is there today?  Are you retaining this connectivity with the new system? (We have a partial PRI w/ Windstream. We are not in contract with Windstream and are open to change based on most advantageous option)

Does the switching infrastructure in production today support PoE?  What model of switches are in place today? (The switches are in the front office IT closet. We have a CISCO 48 PORT switch with POE. The network router/ firewall is a CISCO ASA5510 and a SonicWALL SOHO router)

 

For the  optional section:

How many users and inbound/outbound paths are needed?  How many pages on average are sent and received within a month? (Each physical telephone currently has a DID number and all outgoing calls show our agency telephone number.  Our fax volumes vary, but it is in the hundreds.  We currently have three different fax machines/phone numbers currently)

For call recording is this required for all the phones or a group? (Not all phones would need this feature)

Is voicemail transcription required for all the users? (This would not be required for all users)

For Robo-call/text system how many paths are needed for outbound calling? (One would be sufficient) 

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A. Required Features:

1. Retain existing phone numbers & extensions if possible. (YES , ALL ARE PORTABLE SO, RETAIN)
a. Can you provide a list of all your phone numbers so that I can check portability? ( The only phone number showing on the Windstream bill is 309-764-1819.  The two phone numbers showing on the AT&T bill are 309-797-1300 and 309-797-2778).
b. Can you provide a list of all your current extensions? (The extension range for 20 phones is 300-319)

2. Redundancy/high availability:
a. Are you referring to the carrier or your specific location? (Both, the system and carrier dial tone)
b. If your location, do you have multiple internet circuits at each location? (A single Mediacom connection at MHA and Hillside) 

3. SimRing – ring up to 5 phone numbers simultaneously, including cell phones.
a. Is this required just for your organization as a whole or for each individual employee? (Per user, per line feature)

4. Staff training:
a. How would you like the direct training, ie; video conferencing to all, onsite for just your administrative director who then can pass on to entire staff or onsite to all your staff? (Training guides coupled with onsite or web based)

B. Optional/Desired Features:

1. Power over Ethernet:
a. Do you have enough ports on your POE switch for all phones at each of your locations? (No, there is not 19 open ports on the switch for phones only. The new phones would need to allow for pass-through of a PC that may be at the workstation and should be 10/100/100)
b. Would you like a few power bricks just incase any employees would like to be a teleworker and work out of their home office?  (This isn’t a bad idea in the event we find ourselves in another pandemic type situation or if you occasionally have staff that office from home. Most of us do not have a POE switch at home and would need the power supply to power the phone if we were to take it home for example – you can quote this as an option)

2. Voicemail transcription:
a. Do you want this feature for every employee or a select few, ie. Management and supervisors? (Select few)
b. If only a select few, how many? (10)

3. Robo-call/text system:
a. Can you provide more details on how you will be using this type of feature? (A robo calling or robo dialing service provides methods of mass communication to automatically deliver pre-recorded messages. ... When the system detects a human answer it plays a pre-recorded message created using either a human voice or a typed text to speech message. – we would want to use this feature to get messages out to our tenants in the event we need to inform everyone of a message.  Could also be used in case targeted messages need to be sent or appointment reminders if able to use in this way)

C. General Questions:

1. Spring Brook Courts:  4141 11th Avenue Ave, Moline, IL 61265 – 309-764-1819
a. This is your main location, correct? - Yes
b. What manufacture make and model phone system do you have today at this location? (Toshiba CIX100 with a 4 port Voice Mail)
c. Who is your local voice line carrier? (Windstream)
d. How many voice lines do you have today? (I believe 12 or 14, I would check with Windstream)
e. What is/are your fax number so I can check portability? (309-764-3890/309-764-1069 (this is located in maintenance building)/309-764-2120/)
f. How many Hosted fax do you need at this location? (4 to my knowledge)
g. How many employees are at this location? 7
h. How many desk phones are needed at this location? (19 basic user, 1 reception and 1 conference)
i. How many phones will not be at a particular person desk, ie. Waiting room, breakroom, hallway, etc? (1)
j. How often will those phones be used? (Not often)
k. Is this the location for the Receptionist phone? – Receptionist Desk at Spring Brook Office
l. Would you like the Receptionist to have the ability to answer, put a call on hold and transfer calls via the computer in addition to using the actual phone? (Yes, we are open to this)
m. Is this the location for the Conference phone? – Yes, but we would like ability to move this if necessary to another conference room if we need to for a specific call by plugging into another jack
n. Can a regular desk phone be used as the Conference Phone or do you want an actual Conference device like a Polycom? (We prefer a conference device as we have previously had issues using regular phone)
o. Do you have a Polycom Conference Device today? (No)
p. If so, what model do you have?
q. Does your organization have regular or annual internal organizational wide conference calls? No
r. If so, would you like all employees to be able to be seen via Video Collaboration whether it’s from their computer or smart phone?
s. Do any of the new phones need to be wall mounted and if so, how many? (1)
t. How many wireless headsets needed at this location? (1)
u. Who is your local internet provider? (Mediacom for MHA and Hillside)
v. How much bandwidth do you have?  Business Internet 100/10 Mbps
w. Is your bandwidth adequate? (Yes)
x. Do you have a Front/Back Door Call Box system that you want integrated with the new phone solution? (None that are integrated with the phone system currently)
If so, what is the manufacture make and model?
y. Do you have a button to push that can unlock a front or back door? (None that are integrated with the phone system but we do have one at receptionist desk)
z. Would you like that feature integrated with the new phone solution? You can quote this as an option

2. Spring Valley:  1150 41st Street, Moline, IL 61265
aa. What manufacture make and model phone system do you have today? (These answers are exact as they are for MH above)
a. Who is your local voice line carrier? Windstream
b. How many voice lines do you have today? All included in above
c. What is/are your fax number so I can check portability? None at this location currently
d. How many Hosted fax do you need at this location? 0
e. How many employees are at this location? 2
f. How many desk phones are needed at this location? 3
g. How many phones will not be at a particular person desk, ie. Waiting room, breakroom, hallway, etc? 0
h. How often will those phones be used? n/a
i. Do any of the new phones need to be wall mounted and if so, how many? 0
j. How many wireless headsets needed? 0
k. Who is your local internet provider? Mediacom
l. How much bandwidth do you have? Business Internet 100/10 Mbps
m. Is your bandwidth adequate? Yes
n. Do you have a Front/Back Door Call Box system that you want integrated with the new phone solution? Nothing integrated
o. If so, can you let me know the manufacture make and model?
p. Do you have a button to push that can unlock a front or back door? no
q. Would you like that feature integrated with the new phone solution? n/a

3. Hillside Heights:  825 17th Street, Moline, IL 61265
a. What manufacture make and model phone system do you have today? (Same as above – There is a Toshiba IP phone at Hillside)
b. Who is your local voice line carrier? Windstream & ATT
c. How many voice lines do you have today?1
d. What is/are your fax number so I can check portability? 309-797-2778
e. How many Hosted fax do you need at this location? 1
f. How many employees are at this location? 1
g. How many phones are needed at this location? 1
h. How many phones will not be at a particular person desk? 0
i. How often will those phones be used? n/a
j. Do any of new phones need to be wall mounted and if so, how many?
k. How many wireless headsets needed? 0
l. Who is your local internet provider? mediacom
m. How much bandwidth do you have? Business Internet 100/10 Mbps
n. Is your bandwidth adequate? yes
o. Do you have a Front/Back Door Call Box system that you want integrated with the new phone solution? no
p. If so, can you let me know the manufacture make and model?
q. Do you have a button to push that can unlock a front or back door? no
r. Would you like that feature integrated with the new phone solution?

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Robo-call/text system:

Can you provide more details on how you will be using this type of feature? (A robo calling or robo dialing service provides methods of mass communication to automatically deliver pre-recorded messages. ... When the system detects a human answer it plays a pre-recorded message created using either a human voice or a typed text to speech message. – we would want to use this feature to get messages out to our tenants in the event we need to inform everyone of a message.  Could also be used in case targeted messages need to be sent or appointment reminders if able to use in this way). 

  • Do you have this feature now? (No)
  • If so, is this being provided via the Toshiba phone system or Windstream or a 3rd party? (N/A)
  • If 3rd party, by whom? (N/A)

 

How many employees are at this location? 7

How many desk phones are needed at this location? (19 basic user, 1 reception and 1 conference & Hillside 1 basic)

How many phones will not be at a particular person desk, ie. Waiting room, breakroom, hallway, etc? (1)

How often will those phones be used? (Not often)

  • RFP mentions that you need 20 total phones as well as on the RFP Procurement link, however based on the information provided below will need some clarification. (The reception phone is actually part of the 20 so actually 21 phones)

                   

Spring Brook Courts: Phones needed - 22 (19 basic user, 1 reception, 1 conference and 1 extra for waiting room, breakroom or other area). 

  • 22 phones at this location or was this amount including the other two locations? (The 21 count includes MHA, Spring Valley, Spring Brook and Hillside Heights)

(I believe bidders unfamiliar with MHA as an organization are confused by seeing 4 entities named and are thinking in terms of 4 separate physical locations, whereas in reality it is 2 physical locations with 4 entities operating separately therein and integrated as it relates to the internal phone system)

 

  • Spring Valley:  Phones needed – 3 and only have 2 employees.
    • 3 phones, correct? (21 for MHA, Spring Valley and Spring Brook combined. This includes the reception phone and CNF Phone)
  • Hillside Heights:  Phones needed – 1.
    • 1 phone, correct? (Correct – 1 standard user phone)

 

Do you have a Front/Back Door Call Box system that you want integrated with the new phone solution? (No)

  • Would you like the Call Box integrated with the new phone solution?  N/A
  • If so, can you explain how the Call Box is being used?  IE, just to communicate with person from outside to receptionist or person from outside to be able to reach multiple employees or person from outside able to reach tenants? N/A
  • If so, what is the manufacture make and model of the Call Box System? N/A

 

How many pages on average are sent and received within a month? Our fax volumes vary, but it is in the hundreds.  We currently have four different fax machines/phone numbers currently)

  • Fax volume:  is that outbound or inbound or both? (Both)
  • Fax Machines:  Are they just regular fax machines or are they multipurpose machines? (Multi-purpose for three of them, meaning scanner, printer fax combo. If moving to a hosted (web-based) fax, the fax machine function will not be utilized for sending and receiving moving forward)

 

Are any of your carrier phone lines connected to your alarm system? (The  fire alarm system at our Hillside Heights building is connected to the phone system as well as the intercom system that tenants use to let people into the building.  The Hillside Heights elevators are also connected to the telephone line) If so, is that phone line on the PRI or a separate Analog Line? (Separate Analog Lines)  

 

 

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Welcome to the Moline Housing Authority website. The Moline Housing Authority provides affordable housing to low income households that qualify with HUD standards. As the MHA chairperson, I am proud to work with the Executive Director, John Afoun, and our outstanding staff. It is because of their commitment and talents that we are able to give people a safe, well-kept environment. Leslie Stange-Crotty, ChairpersonMore...