Background

The Harley School is in need of a new phone system. We’re currently still using our circa-1995 analog Executone PBX. While functional, it lacks many modern features and is in need of repair at increasing intervals. It’s time to upgrade to a modern unified communications platform.

Submittal Date

No later than March 25, 1015

Scope

Please provide a proposal for a complete system. Please itemize so we can customize the system to our needs, implement in stages or reduce the scope based on budgetary considerations. Breaking proposal up into modules or components would be helpful. Please include features of various “trim levels” in case luxury features push us over package lines.

Service Agreement

Please include a draft of a 3 year maintenance and service agreement. This agreement should have the flexibility to be adjusted based on final project scope.

References

Please provide multiple references for comparable sites that we may contact.

Timing

To minimize impact we would like to migrate after the conclusion of the 2015 school year. However much of the preparation should be completed before migration time. Please include how long it would take from the time a contract is signed until the system is installed and operational. Please include a draft timeline for such a project.

System Size

We are a single building single campus institution with fairly standard needs. We have 3 different “classes” of users, each with their own handset requirements:

• Classrooms – very basic handset, small screen for caller-id, speakerphone
  • 115 of these
• Office/Staff/Admin – More features, bigger screen, color maybe, speakerphone
  • 38 of these
• Receptionist – an “answer and transfer” type phone, sidecar maybe
  • 1 of these

System Details

We are not looking for any particular brand but rather a system that has the features we want at an acceptable cost.

Features we’re interested in:

• Auto attendant – We use this feature heavily currently and would like to continue
• “Find Me/Follow me” Call Routing – users can supply a list of numbers to ring in order should they not pick up the call (office, then cell phone, then home, etc)
• Voicemail to email and transcription – Emailing the voicemail audio as an attachment and if possible using speech-to-text to print the voicemail in the body of the email.
• Music on hold
• User specified conditional call routing – If the call I’m waiting for rings, route to my cell phone
• Barge and Whisper – allow listening of calls by authorized third parties
• Conferencing – invitations, “hand-raises”, muting members
• Do not disturb – route incoming calls directly to voicemail
• Do not disturb override – priority calls can override the DND setting
• Call recording – be able to record select users at system level, users also able to record a call they’re currently on
• Caller ID – Internal and external calls
• Click-to-call – click on a phone number and it dials
• Faxing
• Priority Alerts – Be able to set special ringtone for select numbers (boss, spouse, etc)
• Paging – we use the phone system as our intercom
• Moving users – user can sit down at a different  phone and login, so their extension rings there
• Software receptionist – main number rings at receptionist who answers and transfers in software. When she is out, another user can open this software on their desk and main number will ring at her desk then
• Google Apps integration

Not all features are required.

Connection

We would like to utilize our current 100Mb fiber internet connection and connect the phone system via SIP trunking. It would also be nice to have the option for analog (T1/PRI) connectivity too.

Standards

We need a system that is built-on and supports industry standard protocols (H.323, SIP, etc). We would like to avoid systems that require proprietary protocols.

Contact

Please direct any comments, questions or bids to:

Joe Reid
Director of Information Technology
The Harley School
1981 Clover Street
Rochester, NY 14618
joe@harleyschool.org
585-709-0720