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Telephones and Accessories January 21, 2014

Specifications

1.0 Scope:

The purpose of this agreement is to establish a statewide contract to be used by agencies across the State as a source of supply for end user telephone instruments and accessories. It does not include telephone systems. It does include industry standard analog telephones, digital Centrex telephones; CISCO IPT telephones (currently models 7965, 7962, 9951, 8831), and “side car” consoles. (7915, 7916, CP-CKEM). All telephone instruments ordered will include any power supplies and cords for standard operation, and will be included in the price of the telephone.(CISCO products excluded) Power supplies and all cords will be available for purchase separately to replace damaged parts when necessary.

The State currently has approximately 5,000 lines of Centrex (DMS-100 and 5ESS), and about 900 premise based telephone systems statewide, using both digital and analog service. The state is continuing to migrate these lines over to CISCO IPT technology where practical. The Office of Information Resources (OIR) provisions the equipment room switches, the wiring to the desktop and provides the initial telephones for the IP cutover.

State agencies will utilize this contract to order end user telephones and accessories, including after the initial cutover to Cisco IP, as needed. (OIR provides the cutover equipment under a separate contract) Billing under this contract will be directly to the agency placing the order.

The selected Vendor will establish a web site that includes prices, descriptions, suitability, and illustrations, where applicable, for all telephones and accessories available under the contract.

The selected vendor will establish a toll-free number to provide customer service to the agencies.

2.0 Analog and Digital (Centrex) Telephone Requirements:

Analog and digital (Centrex) telephones must be industry standard and be provided with the following:

- Color coordinated coil hand set cord no less than 12 feet in length

- Line cord no less than 14 feet in length with modular plug termination

For digital Centrex telephones the following add-on modules and accessories must be available:

- 18, 22 and 36 button expansion modules

- stand/backplate, for telephone/module connection

- AC power adapter

3.0 Cordless Telephone Requirements:

Cordless telephone units, at a minimium provide the following features:

- 5.8 GHz digital technology

- Caller i.d

- Call waiting

- Handset & base speakerphone capability

- Belt clip & headset jack capability

- Minimum 30 name & number phone directory and/or dialer

- Wall mountable

- Mute

- Conference calling on multi-unit models

4.0 Answering Machine Requirements:

Answering machine units must provide the following:

- Digital recording caller id compatibility

- Voice prompts

- Time/day stamp

- Call screening

- Skip and repeat function

5.0

Headset Units and Accessories Requirements:

Headset units and accessories must provide and include the following:

- base and power supply for hard wired headsets

- Top of ear - dual receiver for hard wire headset

- Band type single receiver for hard wired headset

- Band type dual receiver for hard wired headset

- Automated cradle mate for wireless headsets

- Compatible spare/replacement ear cushions to be used with headsets

- Compatible spare/replacement interchangeable tube

- Adapter, AC power supply for amplifier. (eliminates the need for batteries in your amplifier)

- 9 hour talk time for battery operation

- Cover, mouthpiece, foam

- Cable, adaptor, headset, allows headsets to be adapted to headset ready phones

- Headset, wireless, office, range up to 350 feet, over ear style, security, privacy, 64 bit digital

encryption

- Up to 0.75 oz weight (compatible for use with HL10 lifter)

- Headset, wireless, office, Bluetooth capability, range standard 33 feet, over-ear style, 0.75 oz.

weight,(compatible for use with HL 10 lifter)

- Controls volume, mute, call answer/end (compatible for use with HL10 lifter), Plantronics 510S

Bluetooth

6.0 Catalog Requirements:

The Vendor will maintain a Catalog of Telephones (IP, Digital, Cordless and Analog), Single Line Analog Answering Machines, Headsets and Audio Conferencing equipment that meet the standards delineated in this specification. Only items within the scope of this contract shall be available from the vendor's catalog along with accessories that are in support of and used with the above named equipment The catalog shall contain, at a minimum, the manufacturers products that are known to function, and be compatible with, the State’s existing product base and installed telephone systems are Northern Telecom designed Centrex phones, Cisco IP phones, AT&T Cordless and Basic phones. Equipment such as Polycom audio conferencing and Plantronics Headsets and associated accessories are known to work in the environment. The vendor may include additional manufacturers’ products in their catalog as long as they fall within the scope of the contract and meet and or exceed the performance/functionality of the products that are known to perform in the current telephony environment.

Required Manufacturers’ products and accessories:

1. Northern Telecom designed/compatible (Meridian/Aastra) digital Centrex telephones and Accessories

2. CISCO IP telephones and Accessories.

3. ATT Cordless and Basic Phones; with and without answering machines, Desk and wall mounted

The vendor receiving an award will be allowed to update the approved catalog up to two (2) times a year, each year during the course of the contract. These updates are used to change Catalog items pricing and product numbers in accordance with the terms and conditions of the original bid document. However, an unlimited number of supplements to the existing catalog may be submitted for approval from the Department of General Services, Central Procurement Office. The supplement is to be used for adding products not available at the time of award but fall within the scope of the original specifications.

The vendor must provide, an electronic version of the Catalog detailing product, pricing, and part number to the Department of General Services, Central Procurement Office.

7.0 Warranty

A warranty period of 2 years will begin upon delivery of equipment to the end user. The vendor will maintain a data base of the equipment serial numbers and delivery dates to determine the warranty start and end dates. All warranty return shipping and handling are the responsibility of the vendor at no additional cost to the State.

8.0 Delivery

All items shall be packaged in unit level manufacturer’s original box/packaging with end user instruction material and packaged for delivery to customer in an outer package.

All items requiring power transformers and/or line/power connectors shall be provided with such at no additional cost to the State.

All delivery times (initial purchase and warranty replacement) shall be as follows unless a longer time is requested or agreed to by the end user. All items must be delivered according to the time frames identified below after receipt of a purchase order (aro).

1 to 5 telephones 5 business days or less

6 to 15 telephones 10 business days or less

16 to 50 telephones 15 business days or less

Greater than 50 telephones shall not exceed 30 days

9.0 New Product Requirements:

All telephones and accessories shall be new, unless the item ordered has been discontinued, and a successor item has not been identified by the manufacturer.

In the event of a manufacturer discontinued item, and the successor item is not suitable for the intended functional application, refurbished items may be allowed upon agreement by the State of Tennessee. The item will then be clearly labeled as refurbished on both the packaging and the item itself. Refurbished items will still maintain the two year warranty.

It is the responsibility of the vendor to provide to Richard Kotler, Category Specialist, at (615) 253-4723, Richard.Kotler@ in the Central Procurement Office of the State of Tennessee any notifications of discontinuance by the manufacturer of any of the products that are included in the catalog and are no longer available as new.

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