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HomeMy WebLinkAboutRFP - 8015 PFA VIDEO & AUDIO CONFERENCING SOLUTIONAddendum 1 – 8015 Poudre Fire Authority Video & Audio Conferencing Solution Page 1 of 3 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 8015: Poudre Fire Authority Video and Audio Conferencing Solution OPENING DATE: 3:00 PM (Our Clock) October 24, 2014 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact Ed Bonnette, CPPB, CPM, Senior Buyer at (970) 416-2247 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 – 8015 Poudre Fire Authority Video & Audio Conferencing Solution Page 2 of 3 EXHIBIT 1 – QUESTIONS & ANSWERS 1) Are you looking for vendors to quote and install displays at each location? If Yes, will they be wall-mounted or placed on carts? If wall-mounted, will we need detailed information of each room to quote an installation? Answer: We currently have wall mounts where it makes sense, but each station varies greatly in their size and functionality (some wouldn’t have room for a cart, and others don’t have specific meeting rooms). For example, Station 2 by City Park still has a couple older CRT style (large) monitors for their video conferencing solution and it’s basically set up in their kitchen area. Those monitors have been working OK at Station 2, so it boils down to just not having a need to replace them yet. In comparison to that station, Station 4 has a dedicated conference room with much newer flat panel TVs. We would prefer not to be so specific on room layouts; some solutions may be entirely externally hosted and/or web based. Poudre Fire Authority (PFA) is open to a large variety of ideas to accomplish the audio/video needs of our RFP. Refer to our station map on the web to see the physical address of the facilities listed in the RFP: http://www.poudre-fire.org/about-us/fire-stations/big-map 2) What type of Network Services will be utilized to allow for 96 simultaneous calls to connect to the Audio Conference System: SIP, 4-T1’s, or Analog? Does the Audio Conferencing Unit work behind a PBX, and if so what is the PBX type and what are the existing connections? Answer: We are hoping to be able to support all types of devices so many users could connect wherever they may be located. They could be calling in from all kinds of devices such as land lines, smart phones, and iPads. The current audio conferencing solution is working with an older Nortel PBX. We are in the process of moving entirely to Cisco VoIP phones at all our facilities. 3) I noticed as I went through the RFP that you wanted to keep your existing Cisco MCU4210 and your Codian VCR2210. Is that true or is part of the bid a replacement of those two items as well? If so, would the City of Fort Collins be interested in a VMware solution that would replace both that can scale easily without the high cost of appliances and their ongoing high cost maintenance fees? Answer: We don’t need to keep using older equipment. We are open to all solutions to meet the video/audio needs. 4) OK, so you are open to a full swap out of all equipment with one manufacturer. As for the VM solution versus an application solution, do you also have no preference? Do you currently use a VM solution with any other solution at the moment? Also, are you open to a cloud-based solution or does it all have to be on- premise equipment? Addendum 1 – 8015 Poudre Fire Authority Video & Audio Conferencing Solution Page 3 of 3 Answer: Yes and we use both VMware and Hyper-V. We are about 80% virtual in our server environment. We are open to both cloud-based and on premise. 5) Would you be OK with a proposal on both or just one or the other? Answer: We would like to look at both options. 6) How large of an MCU environment are you looking to have? How many concurrent recordings do you see occurring at one time? Will you be needing this solution to stream; and if so, how many people at one time? Answer: It will depend on if the audio and video are combined or separate. Can you price out per endpoint/device? We currently have 12, but if we need audio only with the addition of video, it could be up to 90 endpoints depending on the event. We’ve only performed one recording at a time now, but more would be welcomed. Yes, we currently have a streaming solution with the recorder (it does this simultaneously) and that would be desired as well. 7) Are you thinking about splitting the video and audio though or making them one and the same solution? Answer: As you’ve seen in our RFP, we’re interested in having both an audio and video solution. We would need to at least have audio conferencing and video conferencing. If users can connect with video in addition to the audio conference, it would be a better solution.