Intake_Form_-_Solicitations.pdf

This is an intake form for a solicitation issued by the City of Palm Desert, California, for the procurement of a cloud-based telecommunications system. The City seeks to replace its current Mitel/ShoreTel on-premise phone system with a modern, cloud-based VoIP/UCaaS solution through a Request for Proposal (RFP). The project encompasses the purchase, configuration, installation, and support of the new telephony platform, with the selected vendor responsible for delivering, staging, installing, programming, and testing all required phone hardware and system components on-site. The anticipated contract duration is September 1, 2026, through February 26, 2027, with an anticipated release date of July 6, 2026. The RFP was approved by management and the director on July 9, 2026, and a 45-day hold is required for this purchase.

The anticipated contract cost is $250,000.00. The new telecommunications system must integrate with the City's existing technology infrastructure, including Microsoft Office 365, Microsoft Teams for collaboration and directory access, and Zoom for public meetings and live streaming. Additionally, the solution must provide seamless, documented integration with the City's Revolution Activate ENS mass-notification system to support real-time alerts across voice, SMS, and email, including bi-directional communication and continuity of existing emergency notification workflows. The procurement is classified as a public project under California Labor Code 1720(a), and the City has determined this upgrade is necessary because the current phone system is no longer supported.