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Unified Communications
Request for Proposal

RFP

Request For Proposal (RFP) issued November 10, 2003
Also in Microsoft Word format

RFP Addendums

  1. ADDENDUM 1

    This addendum corrects a clerical error on the cover page of the subject RFP. Item 4.a. should reference Section G.9, not G.7. Therefore Section 4.a. should read,
          "4. Submittals:
              a. Submittal Number 1 Notice of Intent to Respond: One (1) copy is due on Wednesday, November 26, 2003. Bidder’s corporate information, as specified in Section G.9, must accompany this notification. "

  2. ADDENDUM 2: 11/19/2003

    Exhibit G, Section F.5. References is hereby changed in its entirety to read as follows:
    "The Bidder must provide at least three (3) references that demonstrate the provision of products and services similar in size and complexity to those required by this RFP. These references should support the recommended solution and the Bidder's services required to implement that solution. Bidders must include all Higher education client references. Extra merit may be given for higher education client references of a similar size and complexity to UC Berkeley.
    References should be relevant to the requirements of this RFP, including the requirements for the scale of operation and system performance. References may be from either for-profit corporations or non-profit institutions.
    Reference information must include the Clients name and a contact name with job title, location, phone number, and email address. The University may contact former clients independently derived by the University."

  3. ADDENDUM 3: 11/24/2003

    First: The due date for Submittal Number 1: Notice of Intent to Respond and Bidder's corporate information, as specified in Section G.9 , is hereby changed to December 5, 2003.
    Second: In RFP Section B.4. and in Exhibit B. Section 1.1.9. the phrase "100,000 Subscribers" is hereby replaced with the phrase, "50,000 subscribers"
    The effect of this change is require the solution offered be scalable to 50,000 subscribers not 100,000 subscribers as originally stated.
    All other terms and conditions remain unchanged

  4. Addendum 4: 12/04/2003

    First: The due date for Submittal 2 is hereby changed to January 20, 2004.
    Second: The following paragraph is hereby added to section G.9.
    G.9. (d) In the event that any of the information or documents required in G.9. (a), (b), or (c) are unavailable the Bidder must provide a written explanation of the reason that the information is unavailable. In that case the Bidder must bear the responsibility of documenting to the University that the Bidder has the financial resources to meet the requirements of the contract. The University shall be the sole judge of the adequacy of such documentation.
    Please include a copy of this addendum in your Proposal.

  5. Addendum 5: 12/15/2003

    The deadline for questions concerning the RFP is hereby changed to January 9, 2004.

  6. Addendum 6: 12/15/2003

    The deadline for Submittal 1 is hereby changed to December 22, 2003.
    NOTE: Section G.9.b. requires Audited financial statements. Only audited statements can fulfill this requirement with certainty. Biders submitting unaudited statements under G.9.d. run a significant risk that the evaluation committee will determine that the financial data submitted is not adequate to meet the University's standards.

  7. Addendum 7: 12/18/2003

    The clause “along with message attachments” is hereby deleted from Exhibit B, Sections 3.3.5 & 3.3.6. All other terms and conditions remain unchanged.

  8. Addendum 8: 12/22/2003

    The definition of Unified Messaging is hereby changed to read:
    "Unified Messaging ­ a system that enables the subscriber to receive voice, fax and email messages into a single or dual message store and retrieve all message types from any device. All voice, fax and email messages can be accessed through a single interface. "

Bidder's Inquiries

  1. Question 11/18/2003: A potential bidder has made the following inquiry:
    "can you say if Berkeley has a preference for doing business direct for the UC proposals?"
    Answer: UC Berkeley does not have a preference.

  2. Question 12/03/2003: Do you have a preference for one of these implementation alternatives? (1. Outsourced, vendor based, 2. Deployed at UC Campus, 3. Combination of out-sourced and on-site.)
    Answer: The University does not have a preference.

  3. Question 12/03/3002: How many languages will the system have to support?
    Answer: The English language is mandatory. Multiple languages are desired and should be included in the pricing schedule as an optional line-item.

  4. Question 12/03/2003: How many users will use text-to-speech?
    Answer: Assume that all Unified Messaging and Unified Communications subscribers will have access to text-to-speech

  5. Question 12/03/2003: How many will need inbound fax and or outbound fax?
    Answer: Assume that all Unified messaging and Unified communications subscribers will have access to inbound and outbound fax.

  6. Question 12/03/2003: What’s the average message volume by user?
    Answer: Average 5 voicemail messages per day

  7. Question 12/03/2003: What’s the average email traffic by user?
    Answer: Average 100 email messages sent or received per day

  8. Question 12/03/2003: Will an auto attendant be used? How many calls a day does it receive in the busy hour? Will it use speech recognition?
    Answer: Auto attendant is a desirable, not a mandatory, item and should be included in the pricing information as an optional line-item. We do not have the statistics for auto attendants. Speech recognition is a desirable, not a mandatory, item and should be included in the pricing information as an optional line-item.

  9. Question 12/08/2003: You have stated that each subscriber leaves 5 voice mail messages per day. For sizing purposes, what is the average length of a voicemail?
    Answer: Average length of a voicemail is 3 minutes.

  10. Question 12/08/2003: What percentage of voicemail traffic do you expect in the busy hour?
    Answer: We don't know the answer to this question. We do know that we currently have 98 ports on our Digital Sound voicemail machine and they are maxed out during busy hours (9 - 10AM, 1 - 2PM, 5 - 6PM).

  11. Questions 12/15/2003: Questions & Answers (Word document)

  12. Questions 12/17/2003: Questions & Answers (Word document)

  13. Question 12/22/2003: Who should the vendor contact at Stalker if they'd like to discuss the CommuniGate Pro software and message store?
    Answer: Send email to cgp-support@stalker.com. Vendor should introduce themselves and specify that it's regarding the Berkeley Unibears project.

  14. Question 12/22/2003: What are your current voicemail rates?
    Answer: Our recharge rates are composed of actual costs, plus 15%. Total costs are composed of amortized system purchase costs, annual hardware/software maintenance, account maintenance (account provisioning, password resets, etc), system upgrade/replacement costs and administrative overhead.
    $6 for basic voicemail, 10 messages
    $7 for standard voicemail, 20 messages
    $8 for enhanced voicemail, 30 messages plus paging

  15. Question 12/22/2003: How does CNS charge for voicemail today?
    Answer: The CNS department charges on a per subscriber basis.

  16. Question 12/22/2003: Does the University have a preference for a hosted service or an on-site system?
    Answer: The University does not have a preference.

  17. Question 01/05/2004: It is not clear in the RFP, but does the RFP require a full printed set of documentation? The manual is also on the CD.
    Answer: Manuals and similar documentation not prepared specifically in response to the RFP may be submitted on CD. No paper copy is needed.

  18. Question 01/05/2004: SECTION D: Terms & Conditions. Are you looking for a response to each item? Many of the questions seem to be more statements opposed to questions. If you are looking for response for each are you looking for a one word answer?
    Answer: Section D. presents terms and conditions that the University will include in any agreement resulting from this solicitation including any license agreement, . If these Terms and Conditions are acceptable no response is required. HOWEVER, if your firm takes any exception to these terms and conditions it is required that you present those exceptions in your Proposal. If you fail to do so the University will not be able to entertain any exceptions during the negotiations.
    If you have exceptions it is important that you be as explicit as possible and that you offer alternative wording. Exceptions will be considered in the evaluation of your proposals. The alternative wording that you offer will form the basis of any negotiations if you do receive an award. If you do not take any exceptions to these Terms and Conditions the University will not be able to discuss these with your firm during subsequent negotiations. Refer to Section E.2.

  19. Question 01/08/2004: Are the the voicemail recharge rates above for students, faculty, administration, and alumni subscribers, or just student subscribers?
    Answer: Voicemail is currently offered to University faculty and staff. The purpose of this system is to provide unified communications functionality to UC Berkeley students, faculty, and staff.

  20. Question 01/08/2004: If the recharge rates above are only for student subscribers, are the other users/subscribers charged anything for voicemail or telephony?
    Answer: The recharge rates above are for faculty and staff only.

  21. Question 01/08/2004: If the answer to question 2 is "No", is the University intending to recharge users other than the students for U.C. accounts?
    Answer: The University intends to recharge all voicemail, Unified Messaging and Unified Communications subscribers.

  22. Question 01/08/2004: Is the University intending maintain the same methodology for calculating recharge rates to subscribers for U.C. accounts as it does for its current voicemail subscribers.
    Answer: The University does not anticipate that the recharge methodology will change, though the recharge rates most assuredly will.

  23. Question 01/08/2004: How many ports do you want bidders to provide for each of the subscriber capacities requested?
    Answer: We don't know the answer to this question. We do know that we currently have 98 ports on our Digital Sound voicemail machine and they are maxed out during busy hours (9 - 10AM, 1 - 2PM, 5 - 6PM). We expect vendors to provide us with enough ports to meet our subscriber capacity.

  24. Question 01/08/2004: How many ports you currently have in use on the Digital Sound system? Are they multi purpose (ie. inbound/outbound, etc) or dedicated. And also, how many ports you have active on the caller application system?
    Answer: There are 98 ports on the voicemail system, 80 inbound/outbound, 18 for inbound fax and outbound paging. There are 98 ports inbound/outbound ports on the call controller application machine.

Historical

RFI issued in May 2001

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Created in: August 2003
Last revised: September 20, 2004