City of Waynesboro RFP _ Phone.docx

REQUEST FOR PROPOSAL (RFP)

PHONE SYSTEM

Date: February 19, 2025 Issuing Organization:

City of Waynesboro 615 N. Liberty Street Waynesboro, GA 30830

(706) 554-8000

1. INTRODUCTION

The City of Waynesboro is seeking proposals from qualified vendors for the provision, installation, and support of a phone system. This RFP outlines the requirements and expectations for the project.

2. OBJECTIVE

The purpose of this RFP is to identify a solution that meets the communication needs of our organization while ensuring reliability, scalability, ease of use, and competitive pricing.

3. COMPANY BACKGROUND

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. The Administration office is located at 615 North Liberty Street in Waynesboro, Georgia, where all proposals must be submitted by 4:00 p.m. by March 6, 2025.

4. REQUIREMENTS

We are looking for a phone system that provides the following key functionalities:

4.1. 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

4.2. Hardware Requirements

· Desk phones (Please specify the models and types of phones available)

· Wireless handsets (if applicable)

· Any required installation hardware or adapters

4.3. Software Requirements

· Admin portal for system configuration and management

· End-user portal for call management

· Call Archiving Portal

4.4. Support & 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

5. PROPOSAL SUBMISSION REQUIREMENTS

Please include the following in your proposal:

5.1. Company Profile

· Overview of your company, history, and experience with phone systems

· Details of past successful implementations (especially for organizations of a similar size or industry)

5.2. Proposed Solution

· A detailed description of the phone system, including hardware and software components

· System architecture and how it will integrate with existing infrastructure

· Scalability options for future growth

· User training options and documentation

· A clear breakdown of costs (itemized list of hardware, software, installation, and support)

5.3. Implementation Plan

· Timeline for installation, configuration, and training

· Estimated project completion date

· Any required downtime or system transitions

5.4. Support Plan

· Description of post-implementation support and warranty

· Response times for technical support and troubleshooting

· Any ongoing maintenance or subscription costs

6. EVALUATION CRITERIA

Proposals will be evaluated based on the following criteria:

· Compliance with functional and technical requirements

· Cost-effectiveness and transparency of pricing

· Vendor experience and reputation

· Proposed solution scalability and flexibility

· Support services and SLA response times

· References from previous clients

7. TIMELINE

· RFP Release Date: February 19, 2025

· Proposal Submission Deadline: March 6, 2025, at 4:00 pm

· Vendor Selection Date: March 7, 2025

· Expected Implementation Start Date: June 01, 2025

8. CONTACT INFORMATION

All questions or clarifications regarding this RFP should be directed to:

Emma Mullis Administrative Assistant City of Waynesboro 706-554-8017 emullis@waynesboroga.com

We look forward to receiving your proposal.

Sincerely, Valerie Kirkland City Manager City of Waynesboro