Phone System

The Vendor is required to provide installation, and support of a phone system.
- A solution that meets the communication needs of our organization while ensuring reliability, scalability, ease of use, and competitive pricing.
- The City has a total of 48 phone lines currently with one company and 5 additional analog lines that would need to be ported over.
- A phone system that provides the following key functionalities:
- System features
• High-quality voice calls
• Scalability to support future growth
• Voicemail and voicemail-to-email integration
• Call forwarding and call waiting features
• Call recording
• Desktop soft phone: including file storage
• Failover capability
• Integration with existing business tools (CRM, etc.)
• User-friendly interface for both management and employees
• Remote worker support
• Monthly phone maintenance agreement
- Hardware requirements
• Desk phones (please specify the models and types of phones available)
• Wireless handsets (if applicable)
• Any required installation hardware or adapters
- Software requirements
• Admin portal for system configuration and management
• End-user portal for call management
• Call archiving portal
- Support and maintenance
• Ongoing technical support, including helpdesk services and must include on-site remediation
• Turnkey installation required
• Onsite training required for all employees
• Software and firmware updates
• Warranty terms
• Timeline for installation, configuration, and training
• Estimated project completion date
• Any required downtime or system transitions
• Scalability options for future growth
• User training options and documentation
• A clear breakdown of costs (itemized list of hardware, software, installation, and support)