VoIP Migration

Background
Stony Brook University Hospital (SBUH) is seeking a vendor to facilitate the migration of its telephony infrastructure from a legacy ATOS Unify phone system to a Cisco VoIP telephony platform. The goal of this contract is to consolidate telephony systems, decommission outdated equipment, and ensure that all devices are on supported platforms. This initiative is part of SBUH's mission to enhance communication capabilities across its various clinical areas.

Work Details
The vendor will provide on-site IT consulting services for the installation, testing, and deployment of Cisco phones and analog gateways across multiple hospital locations. Key tasks include:

1. **Cisco Phone Deployment**: Deploy approximately 600 Cisco phones in phases (15-30 phones per phase) at five locations: Hospital, ACP, ASC, Technology Park, and Pre-op outpatient testing. Tasks involve pre-surveying spaces, unboxing and assembling phones, replacing legacy cabling, activating and testing phones, and disposing of old equipment according to recycling policies.

2. **Analog Gateway Equipment Installation**: Rack Cisco analog gateway equipment at the same five locations. Tasks include surveying IDF spaces, testing lines, installing new equipment including Amphenol and patch panels, confirming line activation, troubleshooting issues, and disposing of old equipment.

3. **Power Failure Phone Analog Migration**: Replace over 200 devices connected to a single IDF component at the Hospital. Tasks involve reviewing documentation, testing lines, installing new equipment, confirming line activation, and troubleshooting issues.

4. **Troubleshooting and Site Revisits**: Revisit recently migrated sites as directed by the Unified Communications manager or engineer to troubleshoot failures.

5. **Deployment Flexibility**: The order of deployment may vary based on site readiness.

6. **Inventory Management**: Maintain an organized inventory of deployed and recovered equipment for all PBX systems.

7. **Firmware Upgrades**: Manually upgrade Cisco phone firmware as needed.

8. **Meetings and Coordination**: Attend project meetings as scheduled by SBUH.

Period of Performance
The contract is anticipated to be effective upon the issuance date of the Purchase Order (PO) for a term of one year.

Place of Performance
The services will be performed at Stony Brook University Hospital locations including Hospital, ACP, ASC, Technology Park, and Pre-op outpatient testing at 1320 Stony Brook Road.

Bidder Requirements
Bidders must meet specific requirements including:
- A minimum of three years’ technical support field experience with Cisco phones and hardware.
- Ability to lift 50 lbs., kneel or squat under desks.
- Provide three client references from similar healthcare customers in the NYC/Long Island region.
- Compliance with Service-Disabled Veteran-Owned Business (SDVOB) participation goals (6%) and Minority/Women Business Enterprise (M/WBE) goals (30% total; 15% MBE; 15% WBE). Bidders must submit an acceptable utilization plan for M/WBE participation.