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Bid - 15-03 - Hoboken City Hall Cable Demolition and
Installation Project
Bid - 15-04 - Hoboken City-Wide Telephone system
This addendum # 2, dated March 30, 2015 is issued to modify the previously issued
bid documents, and is hereby made part of the above mentioned bid documents. Please
attach this addendum to the original documents in your possession.
This addendum is issued to address RFI and provide responses to questions from
1.) Questions and Answers
Q1. What are Trunking requirements for each location: quantity, and distributed
or centralized? SIP or TDM?
A1. The system will be a distributed system with local Phone service available
and maintained in each building. The selected contractor will need to coordinate
these requirements with the city. The bidders should include an allowance to
cover the expected trunk interfaces.
Q2. Resiliency requirements (Server, call processing appliances)?
A2. The system should be configured so each remote building can maintain
phone service if the building is cut off from the larger network and City Hall.
Each building however does not require redundant equipment in order to allow
for a remote building to continue telephone operation in the event of a local
equipment fault. As discussed at the pre-bid meeting remote voice mail servers
are not required in each remote building.
Q3. Is Virtualization desired?
A3: All servers required by the telephone system shall be provided by this
project. The City is not providing a virtual server environment for the contractor to
install the telephone system servers into.
Q4. Can you outline how many Analog extension/devices are required by site
(where applicable)?
A4. Allow for ten analog devices in City Hall and 2 analog devices per other
Q5. IP Phone models specific (executive, standard, common area) and quantities
by site?
A5: The specifications currently include a single IP telephone type. Please refer
to the specifications for additional details.
Q6. Mention is made of users “logging in” to hunt groups…permanent
assignments, or do we need Work Groups? If Work Groups, report
A6. The City needs a basic hunt group functionality (one extension can ring
multiple lines). This should include some flexibility to add and remove extensions
from the hunt groups as needed. More advanced call center features with
reporting are not needed at this point.
Q7. Is Unified Messaging required (NJ Sunshine laws?)
A7. Yes
Q8. It seems City Hall had an Avaya Definity phone system in place today, do the
relative surrounding locations have the same system as well, if not, can you
please identify?
A8. The City has used various Avaya system in past. We do not have additional
information to provide on these systems. Avaya is listed as an acceptable system
Q9. If exposed EMT is installed, will painting of the pipe be required?
A9. Yes
Q10. Does the Fire Department HQ, Fire Station 1313, Fire Station 801, Fire
Station 501, Public Library, Ambulance Squad, Multi-Services Center and the
Public Works Garage have to have a Cisco 4900M equivalent distribution switch?
A10. No an Access Layer switch will be acceptable for these locations.
Q11. Is 10G fiber connectivity required between City Hall and Fire Department
HQ, Fire Station 1313, Fire Station 801, Fire Station 501, Public Library,
Ambulance Squad, Multi-Services Center and the Public Works Garage?
A11. Yes
Q12. Is 1G fiber connectivity acceptable between MDF and IDF at each location?
A12. No all links to the core shall be 10G. 1G shall be provided between the
switch and computers or telephones.
Q13. Do you require Cisco emergency responder or equivalent?
A13: Yes
Q14. Do you require a Cisco Unified Attendant Console standard or equivalent at
each of the following sites: City Hall, Fire Department HQ, Fire Station 1313, Fire
Station 801, Fire Station 501, Public Library, Ambulance Squad, Multi-Services
Center and the Public Works Garage or do you only require Cisco Unified
Attendant Console Advanced or equivalent at City Hall?
A14 Provide the Attendant station in City Hall. The remaining buildings do not
require an attendant station at this time.
Q15. Are the following the total number of phones that need to be installed for all
City Hall: 156 phones
FD HQ: 25 phones
Fire station 1313: 12
Fire Station 801: 9
Fire station 501: 9
Public Library: 8
Ambulance Corp: 20
Multi-Service: 27
A15: The list above is correct but is missing the Public Works Garage which
requires 20 telephones.
Q16. Please provide phone counts for executive IP phones, desktop office IP
phones, and basic wall mounted phones, detention grade IP phones and
emergency IP phones?
A16. The bid documents currently require a single telephone type. The intent
was to use the same phone for all locations. Please refer to the bid documents.
Q17. What is the minimum number of concurrent calls for all sites that the main
voice gateway need to support?
A17. 500 Concurrent calls
Q18. How many IDFs do you have at City Hall?
A18. There is one (1) IDF per floor for a total of 4.
Q19. Is the Contractor responsible for getting the permits for Aerial Fiber? A: Yes
A19. If necessary, who is responsible for utility cost adjustment on the poles? A:
The city will handle all utility related costs.
Q20. Will there be special access to any site?
A20. All site access must be coordinated through the city.
Q21. How many copies of the bid response are required?
A21 Please provide 1 original and 1 duplicate copy of each bid package.
Q22. For the pricing sheet, is it safe to assume that the unit price for the IP
Telephone and 48 port switches are the total number for the alternate locations?
A22: No. We are requesting single unit price for each item listed. These unit
prices will be used to determine the cost of any project changes.
Q23. Will all cabinets/racks be provided at City Hall and will the vendor be
responsible for all others?
A23. Each contractor should include all racks and enclosure required by their
scope of work in their bid numbers. Final coordination of the racks will occur
after the selection of the contractors. The city may request a credit for the racks
once it is has determined where duplication exists. Unfortunately with the
separation of packages there is little way for the cabling contractor to anticipate
the requirements of the equipment contractor. Each contractor’s bid must reflect
a fully functional system.
Q24. The bid requires two years guarantee of defective materials, design and
workmanship… should the bid response include a (2) year cost for
manufacturer’s maintenance on IP Phone equipment such as Smartnet?
A24. Yes
Q25. Network Security the UTM or equivalent is this for data network? Internet
Security? Email security?
A25. The UTM will cover all aspects of network security and the link between
City Hall and the internet. The UTM will also terminate the VPN tunnels required
by the by the Base bid option for remote buildings.
Q26. Is the Network Security a part of the base bid?
A26. Yes
Q27. How many fax lines are required per location?
A27. Allow for 10 faxes in City Hall and two faxes per other building.
Q28. Do you want all phones calls to go out of City Hall which is a centralized
System? Or do you want all phones calls to go out from each individual site
SRST router which is a decentralized system and cost more money?
A28. The system shall be Decentralized.
Q29. There is a request for a specific amount of Emergency phones, if the
system we are providing can allow for anyone to dial 911 will that be acceptable
rather than separation of emergency phones?
A29. All phones provided must be able to call 911. This does not replace the
requested Emergency Phones. The Emergency telephone are analog phones
directly connected to pots lines. Provide 3 Emergency Phones at location to be
coordinated with the city.
Q30. Will pole licensing, make ready work or permits be needed for the aerial
blown fiber attachments?
A30. The city will handle the pole licensing and make ready work with the
effected utilities. The contractor will be responsible for all required work permits.
Q31. What are the deliverables for the shop drawings and the as-builts for
Alternate “E”?
A31.The contractor shall provide a full set of drawings documenting the final
coordinated blown fiber system and the finalized data network. The shop
drawing shall include complete detailing of the aerial pathway, the air blown tube
system, the proposed fiber routing and the network. Drawing shall include site
plans, system diagrams, and installation details. Identify all poles and the
proposed attachment point. The Shops shall contain all information needed to
install the system in the field.
The as-built drawings should reflect any changes to the shop drawings required
by field conditions. As-builts shall also include final system details such as cable
labeling as applied in the field, test data, device names, filed and open
tubes, used and unused fibers, IP address and port assignments for both
switches and fiber patch panels. The as-builts shall a record document that will
allow the city use and maintain the system as provided.
Q32. Buildings K, L, & M are shown as part of the project but no building drawing
were provided. Are they available?
A32. No we do not have drawing for these buildings.
Q33. Buildings D, K, L, & M have no existing aerial pole line feeding them. What
was the intent to feed these buildings?
A33. The contractor should provide what is needed per the pathway shown on
the plans.
Q34. Who will pay for the police traffic control during the installation?
A34. The Contractor is responsible for traffic control if required.
Q35. SC or LC fiber connectors are being called for. Are they mechanical or
fusion spliced type connectors?
A35. Both are acceptable.
Q36. Only two fibers are being used at each location. Should all six fibers be
terminated and tested?
A36. Yes all fiber must be terminated and tested.
Q37. Part 11- Products 11.1 D – The air blown fiber optic cable being requested
in the bid document does not meet these specifications. Please clarify.
A37 Gel filled fiber cable is not required.
Q38. Page 76, 3.1 .D calls for 30 telephone outlets, drawing TD-002 calls for 75.
Which is the correct amount?
A38. : We are unable to find the reference item in the bid package. There is no
building with 30 telephone outlets in either the drawing or specs. Please read the
documents carefully.
Q39. What count fiber is required between closets in city hall?
A39. Each IDF requires 12 stand Multimode and 12-strand Single Mode.
Q40. Are the number of telephone outlets on drawing TD-001 accurate or does
the city require a different amount?
A40. TD-001 does not show a floor plan. TD-101 show the city hall floor plan.
The bid shall include 200 telephone and 200 data outlets as stated on the
drawing. The drawing show fewer outlets. Please refer to the sheet note 6. The
contractor shall provide the additional outlets at locations as directed by the City.
Q41. At the walk thru it was discussed that there were 2 different bid packages
one for the low voltage wiring and one for equipment. Project No. 1269a is wiring
only. Please confirm the equipment shown for informational purpose?
A41. Yes the equipment shown on the cabling project bid documents is for
informational purpose.
Q42. The IT equipment is under another contract. Will the other contractor install
all the equipment in the associated racks?
A42. Yes The telephone system contractor will install all equipment.
Q43. Once the IT equipment is installed who will be responsible for making final
connections to the equipment? I.e. Patch panels etc.
A43. Both contractors are required to provide patching as needed by their scope
of work. The Cabling contractor will need to provide all patching as required to
transfer existing telephone services to new cabling system to allow the start of
the demo process. The Telephone system contractor shall provide all patching
required by the equipment provided and will transfer the telephone, computers
and network jacks over to the new network once the system is ready and tested.
Q44. As far as the demo of old wiring, how much demo are we required to
do? There are false ceilings in the building and areas that are covered and not
A44. If the cable can be safely removed the contractor shall demo it. We are
looking for the contractor to extend a reasonable effort in the demo process.
Inaccessible areas will need to be reviewed on a case by case basis.
Q45. Are we going to be responsible to remove wiring in those areas as well? In
addition during the walk-thru we noticed many old low voltage wires that are not
A45. The City wants the contractor to demo all abandoned low voltage cables.
The contractor will need to coordinate with the city to identify these cables.
Q46. The building is an old historic building with old metal ceilings and sheetrock
ceilings. What is the accepted method to install cabling in all these inaccessible
ceilings and walls?
A46. The contractor is responsible for Means Method and Technique. Provide all
work in a clean workman like manor. Some surface mounted conduit or wire way
may be required. In historic areas the contractor will need to coordinate with the
City’s historical preservation consultant.
Q47. What is the accepted method of wiring for risers between floors?
A47. The contractor will need to provide core drilling and an appropriated conduit
sleeve. All floor penetration will require fire stopping.
Q48. How much painting and repairs of walls and ceilings are required to do?
A48. The contractor is required repair and paint all areas disturbed under this
scope of work. A quantity cannot be provided since the city does not control how
carefully your staff can work. The city has acknowledged they are not requiring
full corner to corner repainting of walls. Painting and patching can be limited to
the areas where cables have been removed or otherwise disturbed by the
project. Some surface patching will be require to level off areas exposed by the
removal of existing cables. In the end the city wants this project to move them
closer to the restoration goals. We are looking for a clean and workmen like
finish product. If detailed restoration work is required the city will be providing it
through a separate contract.
Q49. There no power requirements for the IDF rooms shown on the drawings.
Are there circuits and receptacles needed in the IDF rooms to handle the new
A49. The City will provide the power circuits and receptacles needed in the IDF
Q50. Should we include two years of Cisco ONSITE 24X7X4 services or
A50 contractors should include two years of Smartnet 8x5xNBD.
Q51. Is your preference is to have each site directly place calls out to the PSTN
(decentralized model) or to have all sites place calls out to the PSTN through City
Hall (centralized model)?
If centralized model is preferred, how many concurrent calls should City
Hall support?
If decentralized model is preferred, how many concurrent calls should each
site support?
A51. All calls to PSTN will be decentralized. The number of concurrent calls in
each building shall match the number of telephone outlets provided in each
Q52. Please clarify the security requirements. The solution that uses the Internet
as the backbone requires firewalls - Your security requirements are tailored to
the use of a firewall to protect each site from the Internet so it fits very well in this
A52. The Voice Gateway/ISR in each building will handle the tunneling duties
(security) to create a point to point VPN connection between the remote building
and the city hall. The Voice Gateway/ISR also provide a local connection to
telephone service in each building. It is important to understand that the point-topoint tunnel at this level is only carrying voice and telephone system
administration traffic. The remote buildings may have a separate firewall that the
contractor will need to coordinate how the local VG/ISR and firewall device
interact on the network. The UTM (or firewall as stated in the question) in City
Hall will protect all internet traffic into and out of City Hall as well as terminate the
VPN tunnels created for voice traffic. In the base bid we are completely
replacing the data network in City Hall along with the installation the telephone
system. The City Hall network will be integrated carrying both voice and data
traffic. The remote building networks will only carry voice traffic.
Q53. Please clarify the security requirements. The solution that uses fiber as the
backbone does not use firewalls –Can we assume that your security
requirements are specific to the solution that uses the Internet as the backbone
and are not required for the solution that uses fiber as the backbone?
A53. No. Your assumption is incorrect. The UTM (firewall) in City Hall is more
important in this case since it will become the city’s single point of protection from
the internet. As in the distributed model the UTM will still be protecting all data in
City Hall. The fiber network however will allow data services to be provide
directly to each remote building. At this point the network in the remote building
can carry both data and voice. The need for a VPN termination point is replaced
by an increase in the total amount of traffic sent through the UTM. The City will
start migrating to a single centralized internet connection point if this option is
selected. The UTM (firewall) device provided under this contract will be filling that
role. If anything the VG/ISR role is slightly reduced since it will not be originating
the PTP VPN. The VG/ISR is still required since it provide the interface to the
local telephone service.
Q54. a) Please clarify UPS requirements.
The UPS requirements for the telephone System indicate a minimum of 120
minutes backup power.
A54. a) Yes this is correct
Q54. b) The UPS requirements the Network/switching equipment indicate a
minimum of 15 minutes of battery backup power.
A54. b) Yes this is correct
Q55. The Ethernet PoE switches provide power to the IP telephones. Your
phones would lose power after 15 minutes. Should the UPS requirements be the
same for both voice and network?
A55. You are correct that the phone will lose power after 15 minutes. The city
does not require the telephones to be maintained for the full 120 minutes that is
required for the system core. The telephones are not the critical components of
the system and should be capable of rebooting without issue in the event of an
extended power outage. The system core is less tolerant of power interruption
should be shutdown properly in the event of an extended outage.
Q56. Is this Inspection and preventive and emergency maintenance service
agreement part of the base bid price? Or should it be listed as an alternate? Pg.
# 102 -2 routine inspections, 3 emergency calls a year – whereas the system is
completely functional within 24 hrs. from the time of the service call.
A56. Yes, The inspection and preventive maintenance is a required part of the
base bid and shall not be considered as an alternate. Any bidder who issues the
cost of the warrantee and system maintenance as an alternate will be considered
an Unresponsive bidder. The contractor will be responsible for keeping the
system fully functional for the first two year at no additional cost to the City. This
include all service calls required. The inspection and emergency calls listed in
this question are minimum values not maximum limits. Please review the
requirements carefully.
Q57. How long is this Maintenance required? I see 2 years only on specs. Is this
true? Does this include the Inspection and preventive maintenance contract for 2
years only as well?
A57. Yes the Warrantee and Maintenance period is 2 years. Yes the Inspection
and Maintenance contract is included for the 2 years after final acceptance. After
the first 2 years the contractor can offer a maintenance agreement to the city.
The city is also free to seek a separate maintenance agreement from other
This addendum will be publish in the newspaper and posted on the City of
Hoboken website to ensure compliance.
There are no other changes to the Bid documents as part of this
Email: [email protected]
AL B. Dineros
Qualified Purchasing Agent
March 30, 2015