Microsoft Teams Voice Services Implementation and Support

The Vendor is required to provide to implement Microsoft teams voice services to transition from our existing mitel phone system, to a modern, cloud-based voice solution fully integrated with Microsoft teams with ongoing support.
- This initiative will serve approximately 280 active users across our organization, and 90 inactive users that could be considered for inclusion in the project, spanning 12 physical locations within state.
- Project Planning and Management
•    Assign a dedicated and experienced project manager to oversee all project phases, from project.
•    The project manager will also be responsible for managing and reporting on project budget.
•    The project manager will be responsible for developing and managing the project plan.
•    The project manager will be responsible for developing and the notifications of the agency and communication plans for the organization.
•    Utilize collaborative project management tools for transparent tracking and communication.
•    Conduct regular status meetings (e.g., weekly, bi-weekly) with defined agendas and meeting minutes.
•    Proactively identify, assess, and mitigate potential risks and challenges throughout the project lifecycle.
•    Provide a detailed project timeline with key milestones and deliverables, including a project charter and gantt charts.
- Licensing and Prerequisites
•    County will be responsible for providing all necessary Microsoft teams licenses (e.g., Microsoft team’s phone standard license, Microsoft 365 e5, or equivalent). 
•    Vendors should advise on optimal licensing strategies based on our user count and existing m365 subscriptions, but the procurement of these licenses will be managed by county.
•    Validate administrative access to the Microsoft teams tenant and relevant Microsoft 365 administration portals.
•    Confirm and optimize active directory integration with azure ad connect, ensuring proper user synchronization.
- Design and Planning
•    Once selected the proponent will conduct a comprehensive strategy and technology review, including a detailed assessment of our current voice topology, call routing, and existing network infrastructure.
•    Define precise requirements for conferencing (e.g., audio conferencing, dial-in numbers), voicemail (e.g., cloud voicemail, unified messaging), and e911 services, including specific needs for multiple physical locations to ensure accurate dispatch able locations.
•    Develop a robust pilot program for a subset of users to thoroughly test functionality and gather feedback.
•    Create a detailed testing matrix covering all configured features and call flows.
- System Configuration
•    Establish secure and reliable connectivity to the Microsoft teams tenant for voice services.
•    Configure voice routing policies and dial plans. 
•    The vendor must strive to replicate the existing mitel phone system configuration as much as possible, including maintaining current 4-digit extension numbers, existing call trees, auto attendants, hunt groups, ring groups, and other critical call routing functionalities.
•    Implement emergency call routing in compliance with state e911 regulations, ensuring dynamic location capabilities where feasible.
•    Manage the entire number porting process, including coordination with current carriers and activation of new teams-associated numbers.
•    Configure and integrate any required teams-certified devices (e.g., IP phones, headsets) and ensure firmware updates are managed.
•    Configure system to send voice mails as email attachments
•    Ensure the team voice connectivity is also available on mobility devices
- Automation and User Management
•    Provide or integrate with a centralized management interface for ongoing administration.
•    Support streamlined user activation, call routing adjustments, and number assignment/reassignment.
•    Enable role-based access controls for internal it administrators to manage the voice environment.
•    Detail capabilities for license management (assigning, changing, or removing licenses).
- Security, Compliance, and Cybersecurity Integration
•    Ensure the deployment adheres to Microsoft's security best practices and operates within a secure, compliant cloud environment.
•    Maintain end-to-end monitoring of voice traffic for call quality, performance, and security anomalies.
•    Detail how the solution will ensure compliance with relevant state privacy and data residency regulations (e.g., protection of privacy act).
•    Describe how the proposed Microsoft teams voice solution will integrate with parkland county's existing cybersecurity tools, including SIEM (security information and event management), IDS/IPS (intrusion detection/prevention systems), and other relevant security infrastructure.
•    Outline any recommended best practices or configurations to enhance the security posture of the team’s voice deployment within our hybrid it environment.
- Porting and Number Activation
•    Outline a detailed, industry-standard number porting process, including the porting of existing PRI lines to the cloud-based team’s voice solution and any other intermediate steps to accomplish this task(s).
•    Potentially migrating to sip for an easier phased migration to the team’s voice services.
•    Specify procedures for coordinating with incumbent carriers and validating successful number activation.
•    Provide estimated timelines for number porting based on the number of DIDS to be ported.
•    Describe methods for managing user phone numbers, including assigning, changing, or removing them.
- Recurring Charges
1. Calling plans:
•    Detailed breakdown of various options (e.g., pooled minutes, per-user minutes, DIDs, E911 per line).
•    Pricing for international calling add-ons, if applicable.
•    At a minimum provide for 300 minutes per user that is pooled for the entire organization.
2. EFax services:
•    Allowing users to send and receive faxes securely over the internet using email, web portals, or mobile apps, which eliminate the need for traditional fax machines.
•    Currently we would require this service for approximately 10 phone numbers.

- Contract Period/Term: 1 year
- Intent to Bid Due Date: August 19, 2025
- Questions/Inquires Deadline: August 12, 2025