Microsoft Teams Phone System Implementation

The Vendor is required to provide to migrate our existing on premise Mitel phone system to Microsoft team’s phone system, with Microsoft calling plans.
- The current system, serves approximately 110 extensions using physical phones, with a main line that rings to designated staff to route calls during normal business hours, and an automated attendant with a dial-by-name directory for off-hours and holidays.
- As the organization already possesses Microsoft 365 G5 licenses, the project's focus is on the acquisition of Microsoft Calling Plans, number porting, and the seamless configuration of the Teams Phone System to replicate existing call flows.
- The goal is to leverage Microsoft's cloud-based telephony platform while preserving business continuity.
- Goals and Objectives
•    Successfully migrate all extensions from the Mitel system to Microsoft Teams Phone System.
•    Procure and assign the necessary Microsoft Teams Calling Plan licenses.
•    Ensure all existing phone numbers are ported from the current carrier to Microsoft without interruption.
•    Replicate the existing main phone number routing: The main number must route to a specific group of designated live people, enabling them to answer and transfer calls.
•    Configure Teams Phone System features to meet business requirements, including call queues and number assignments.
•    Provide training to end-users and administrators on the new Teams Phone System functionality.
•    Decommission the old Mitel system after a successful cutover and stabilization period.
- System Audit:
•    Inventory all Mitel extensions, including associated users, numbers, and call flows.
•    Document the exact call flow for the main phone number, identifying the three designated users and their roles in answering and routing calls.
•    Assess network readiness for Teams Phone System, including bandwidth, QoS, and firewall configurations.
- Design & Architecture:
•    Develop a high-level and detailed design for the Teams Phone System architecture.
•    Specifically design the main number's call routing within Teams, using a Call Queue to replicate the current "live people" group.
•    Create a porting plan for all phone numbers, coordinating with Microsoft's number porting team.
•    Develop a user-to-Teams extension mapping plan.
•    Create a project timeline and communication plan.
- Number Porting:
•    Initiate and manage the number porting process with Microsoft. This includes submitting a Letter of Authorization (LOA) and any other required documentation.
•    Coordinate the porting date and time to minimize service interruption.
- Teams Phone System Configuration:
•    Set up a Call Queue specifically for the main phone number, ensuring the three designated users are the only agents in this queue.
•    Configure other auto-attendants and call queues as required.
•    Create and assign the newly ported phone numbers to individual user accounts.
•    Set up a simple call queue for the main phone number, ensuring the designated users are in the queue to answer calls.
•    No IVR (Interactive Voice Response) or phone tree functionality will be required
•    The call flow is basic, routing calls directly to the designated group of users who will in turn route calls to appropriate end-users.
- Go-Live & Cutover:
•    Execute the final cutover from the Mitel system to Teams based on the porting schedule.
•    Provide on-site or remote support during the cutover to assist users.
- Post-Migration Support:
•    Provide a defined period of intense support to address any immediate post-migration issues.
•    Resolve any outstanding issues or support tickets.
- Decommissioning:
•    After the intense support period, assist with the orderly decommissioning of the Mitel on premise hardware.

- Contract Period/Term: 3 years
- Pre-Proposal Conference Date: December 1, 2025
- Questions/Inquires Deadline: December 8, 2025