Cloud Based Unified Communications Solution

April 6th, 2026: SOQ & RFP issued

April 17th, 2026: Questions due by 3:00 PM

May 8th, 2026: Proposals due by 12:00 PM

Week of May 11th, 2026: Selection Committee opens and reviews

Week of May 18th, 2026: Selection Committee interviews and ranks selected proposers

June 2nd, 2026: Selection Committee provides recommendation to City Commission

June 3rd-17th, 2026: Finalize scope of services and quantity of lines/phones

July 7th, 2026: City Commission approves agreement

September 2026: Implementation complete

An agency in Kansas is seeking a vendor to provide a modern, resilient cloud-based unified communications solution. The platform must support a mix of hard desk phones, common area and lobby phones, conference phones, stand-alone softphone clients (Windows/macOS), a mobile app, and Microsoft Teams integration. Core features include comprehensive call handling (inbound/outbound, transfer, hold, consultation, blind transfer, conference, call park/pickup, hunt groups, call queues, shared line appearance, caller ID and control, blocked number handling), as well as support for auto attendants and custom call flows for 10–15 departments or facilities, with multi-level menus, holiday routing, greetings, directory services, and menu-based transfers.

Additional requirements include user mailboxes with configurable PIN and retention policies, optional voicemail transcription, and message notifications. The system should provide detailed analytics and reporting, including queue performance, service levels, and the ability to export data or access via APIs. Faxing must be supported either through eFax options or analog adapters for legacy devices; elevator and emergency phones must be compatible via approved analog gateways/adapters. Directory integration with Microsoft 365 (Entra ID/SSO) is expected, ensuring user provisioning and authentication where applicable, and the system must comply with all E-911 regulations.

Implementation services should include detailed planning, configuration, testing, documentation, user training, and a go-live targeted for September 2026, along with management of new DIDs and porting of existing phone numbers. The selected vendor will provide user-facing training materials and support users during the pre-cutover process. Post-implementation, options for both business hours and 24x7 technical support with defined service levels, ongoing maintenance, updates, and incident escalation processes are required.