Telecom_Line_Audit_and_Optimization_Assessment.pdf

PDF 141 KB Posted Jun 29, 2026

Attached to: Telecom Line Audit and Optimization Assessment
Solicitation number: RFI 26-0508
Issued by: Maricopa County, Phoenix City, Arizona

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Written by GovTribe AI · Jul 8, 2026

This Request for Information (RFI 26-0508) is issued by the City of Phoenix Finance Central Procurement Department to gather market intelligence on telecom line audit and optimization services for the city's Information Technology Services division. The City seeks vendor offerings to reduce costs and optimize expenses through comprehensive review of legacy telecommunications services across over 460 facilities spanning 520 square miles. The audit scope encompasses nearly 2,000 legacy services, including POTS, ISDN, analog private lines, and T1 lines, with vendors expected to provide inventory databases, service categorization, identification of discrepancies, and optimization recommendations including unused line identification and cost-cutting methods. The RFI was posted June 29, 2026, with inquiries due by July 17, 2026 at 2:00 PM and responses due August 7, 2026 at 2:00 PM Arizona time. This is explicitly stated as a planning and discovery tool only, not a formal solicitation, with no purchase obligation or vendor pre-qualification resulting from participation.

Vendors must submit responses electronically through the City's OpenGov e-Procurement Portal as a PDF containing a one-page signed cover letter on company letterhead and responses to contractor questions totaling no more than 100 double-sided pages, with sales materials not counting toward the page limit. The City is particularly interested in understanding contingency-based or performance-based pricing models where vendor compensation is contingent upon achieved savings. Vendor responses should address methodology for establishing accurate inventories, billing reconciliation approaches, legacy line rationalization processes, required client coordination levels, tools and analytics platforms utilized, shared-savings verification methods, and team expertise in legacy service rationalization. All submitted materials become public record under Arizona State law, though vendors may designate specific sections as confidential. The vendor is responsible for all costs associated with response development and any requested demonstrations, which will not be reimbursed by the City.

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REQUEST FOR INFORMATION

RFI 26-0508

TELECOM LINE AUDIT AND OPTIMIZATION

ASSESSMENT

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W. WASHINGTON STREET

PHOENIX, AZ

85003

RELEASE DATE: June 29, 2026

DEADLINE FOR QUESTIONS: July 17, 2026

RESPONSE DEADLINE: August 7, 2026, 2:00 pm

City of Phoenix

REQUEST FOR INFORMATION

RFI 26-0508

Telecom Line Audit and Optimization Assessment

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Request For Information #RFI 26-0508 Title: Telecom Line Audit and Optimization Assessment

1. Introduction

1.1. Summary

This Request for Information (RFI) is issued as a means of discovery and information gathering for an opportunity to explore offerings in the marketplace that could potentially assist the City of

Phoenix (City) Information Technology Services in reducing costs and optimizing expenses through the review of the City's legacy telecommunications services.

The RFI is for planning purposes only and should not be construed as a solicitation nor should it be construed as an obligation on the part of the City to make any purchases.

This RFI should not be construed as a means to pre-qualify vendors.

This is not a formal solicitation, but a request for interested parties to provide information as specified herein.

Participation in this RFI is voluntary.

No purchases will be made as a result of this request. Any price information provided shall be used for general comparison purposes only. Do not include applicable state and local taxes.

OBTAINING A COPY OF THE RFI AND ADDENDA

Interested parties may download the complete RFI and addenda from https://procurement.opengov.com/portal/phoenix. Internet access is available at all public libraries.

1.2. Background

The City of Phoenix Information Technology Services has over 460 facilities over 520 square miles. The city has an inventory of almost 2000 legacy services that require review and disposition.

1.3. Contact Information

Rosanne Emerick

Procurement Officer

251 W. Washington Street

8th Floor

Phoenix, AZ 85003

Email: rosanne.emerick@phoenix.gov

Phone: (602) 262-1659

Department:

Finance Central Procurement

1.4. Timeline

All times are Local Arizona Time https://procurement.opengov.com/portal/phoenix mailto:rosanne.emerick@phoenix.gov tel:(602)262-1659

City reserves the right to change dates and/or locations as necessary. All times are local

Phoenix time.

RFI Posted: June 29, 2026

RFI Inquires Due Date: July 17, 2026, 2:00pm

RFI Submittal Due Date: August 7, 2026, 2:00pm

RFI Electronic Submittal:

Procurement@phoenix.gov mailto:Procurement@phoenix.gov

2. Scope of Work

2.1. General Overview

The City of Phoenix (City) desires to understand the costs associated with legacy telecom line audits and if vendors offer this service on a contingency basis or performance-based pricing. In other words, the vendor's compensation is contingent upon the savings achieved from the audit.

2.2. Scope of Information Requested

Audit information requested shall cover all legacy telecom lines, including but not limited to

POTS, ISDN, analog private line, and T1 lines, throughout the city. Information provided by the vendor shall document how the current state of these lines could be provided, identifying any discrepancies, and providing recommendations for disposition.

Audit process expectations the City may seek include:

A. Review the City’s internal and carrier telecommunications inventories

B. Document current state

1. Create inventory database

2. Categorization of services

C. Identify discrepancies

1. Analyze services

2. Interview departments to determine need

3. Conduct site visits to assess the utilization of services.

D. Provide recommendations for optimization

1. Identify unused or redundant lines

2. Suggest other cost-cutting methods.

2.3. Technical Requirements

The Contractor shall:

A. Describe the methodology used to conduct telecom line audits, including any specific methodologies or frameworks used.

B. Explain the tools and technologies used during the audit process.

C. Describe the data security measures taken to ensure data security and confidentiality.

2.4. Contractor Profile

The Contractor shall provide:

A. The Company Profile - a brief description of your company, including its history, size, and areas of expertise.

B. Experience and Qualifications - experience with similar projects, including any relevant case studies or references.

2.5. Contractor Questions

(Also included as PDF in Section 5. Vendor Questionnaire)

The Contractor may provide answers to questions which may include, but are not limited to:

A. Inventory Accuracy

1. Describe your methodology for establishing an accurate and complete inventory of all telecom lines, circuits, and services across multiple carriers and locations.

B. Billing Reconciliation

1. Explain how your team identifies unused, obsolete, duplicate, or incorrectly billed telecom lines.

2. Describe your approach to reconciling telecom billing records, circuit IDs, service addresses, and carrier terminology to create a clean, unified dataset.

3. Explain your process for identifying billing errors, contract misalignments, zero-use lines, and other cost-recovery opportunities.

4. Describe your experience working with multiple telecom carriers and managing fragmented telecom account structures.

C. Legacy Line Rationalization

1. Outline your process for validating the operational status of lines and determining which can be safely disconnected without impacting business operations.

D. Partnership

1. Explain what level of access, data, or coordination you require from the client to complete a telecom audit effectively.

2. Describe the tools, systems, or analytics platforms you use to support telecom audits and ongoing optimization.

3. Describe your ability to provide a repeatable or ongoing process for telecom cost management beyond the initial audit.

E. Shared-Savings Verification

1. Outline how you determine and quantify savings associated with disconnects, optimizations, and corrections.

2. Explain how you validate and confirm that disconnect-related savings appear accurately on subsequent billing statements.

3. Explain how your organization manages and reports on a shared-savings model, including transparency, auditability, and calculation methods.

F. Industry Experience

1. Provide an overview of your team’s expertise in identifying and rationalizing legacy services such as POTS, PRI, copper lines, or outdated technologies.

2. Describe your recommended project timeline, milestones, and deliverables for a full telecom line audit.

2.6. Cost and Pricing

The Contractor shall provide:

A. Pricing Structure - Outline your pricing model.

B. Describe areas for cost savings, bundles, or any pricing programs offered.

3. Submittal Requirements

An electronic PDF copy of the material shall be submitted following the outline provided herein.

The Contractor Questions (PDF located in Section 5. Vendor Questionnaire) shall be answered in no more than one-hundred (100) pages, double sided plus a one-page cover letter. Pages that have photos, charts and graphs will count towards the maximum number of pages. Sales material can be submitted and shall not count towards the one-hundred (100) page count.

The submittal shall include:

• A one-page cover letter prepared on the company’s letterhead and signed by an authorized employee of the company Provide primary contact information and contact person’s telephone number, e-mail address, and company webpage. A brief summary shall be included in the cover letter that provides information on the company’s background and expertise as relates to this RFI. (This sheet will not be included in the page count.)

• Each response should clearly mark which contractor question from Section 5. Vendor

Questionnaire, 2. Contractor Questions are addressed with the solution being proposed.

Solutions can be proposed for one or more problem statements. Vendors do not have to propose solutions to all problem statements.

4. Instructions to Vendor

4.1. PREPARATION OF RESPONSE

It is the responsibility of all vendors to examine the entire RFI and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting a response.

A. The City does not reimburse the cost of developing, presenting or providing any response to this RFI. Responses submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The vendor is responsible for all costs incurred in responding to this RFI. All materials and documents submitted in response to this RFI become the property of the

City and will not be returned.

4.2. SUBMISSION OF INFORMATION

Responses must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late submittals may not be considered. The prevailing clock will be the City Department’s clock.

Offers should be submitted electronically via the City’s e-Procurement Portal by clicking on

“Draft Response” via https://procurement.opengov.com/portal/phoenix/projects/268525. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any Offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s e-Procurement Portal will provide proof of submission and verification whether the Response was received on or prior to the exact time and date indicated in the Schedule of Events.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

4.3. WITHDRAWAL OF SUBMITTAL

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s e-Procurement Portal.

4.4. INQUIRIES

All questions that arise relating to this solicitation should be directed via City’s OpenGov e-

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline. All questions concerning or issues related to this solicitation must be presented in writing.

https://procurement.opengov.com/portal/phoenix/projects/268525 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov e-Procurement Portal.

4.5. PUBLIC RECORD

All submittals in response to this RFI shall become the property of the City and become a matter of public record available for review pursuant to Arizona State law.

If a vendor believes that a specific section of its response is confidential, the vendor shall isolate the pages marked confidential in a specific and clearly labeled section of its response. The vendor shall include a written statement as to the basis for considering the marked pages confidential including the specific harm or prejudice if disclosed and the Procurement Officer will review and make a determination.

4.6. DEMONSTRATIONS

A. Vendors may be invited to construct a hands-on demonstration or presentation of their solution at the City of Phoenix.

B. The City does not reimburse the cost of developing, presenting, or demonstrating a solution, and the vendor is responsible for all costs incurred.

5. Vendor Questionnaire

1. One-Page Cover Letter - Contractor Summary* Upload per submittal requirements.

*Response required

2. Contractor Responses to Question Statements* Please download the list document below, complete responses, and upload.

• Contractor_Questions.pdf

*Response required https://government-project.s3.us-west-2.amazonaws.com/268525/0a47d77d-3b83-461b-b17a-16697ea03b1b_Contractor_Questions.pdf