Updated PWS.pdf

USADF MICROSOFT TEAMS TELEPHONE INTEGRATION

Microsoft Teams voice Telephone Integration and Unified Messaging Communication

1.0 SUMMARY

The United States African Development Foundation (ADF) has an existing deployment of Microsoft Teams through an E5 Office 365 Subscription as its internal communication solution coupled with a Cisco Unified Communications voice solution utilizing PRI services from Verizon for local calling over a single PRI and AT&T for long distance & International dialing. The agency is seeking a Microsoft certified vendor to perform the migration from Cisco UM and the implementation of Microsoft Teams for external calling, and the required migration of all external lines and automated assistants to facilitate this functionality. In addition, ADF is seeking the deployment of Microsoft Teams softphone solution for 100 users located in the United States and 20+ Countries in Africa, 8 physical conference & board room phones with expanded microphones, 25 additional physical phones are to be included for those on staff in the United States who require physical phones with built in speaker phone and multi-line use, and a physical phone for our front desk switchboard/customer experience workstations.

2.0 PROJECT OVERVIEW

2.1 The ADF has currently deployed Microsoft Teams as an internal communication application for voice, video, screen sharing, and other collaboration within the organization. ADF is seeking a single partner to facilitate the external telephone expansion/configuration of our Teams platform. This will include the migration of our existing telephone lines to the ADF Teams Tenant to allow for full external calling functionality. In addition, ADF will require configuration of automated calling assistants, conference call configuration for meeting rooms, and to specify and/or provide Teams compatible telephony hardware as needed.

2.2 Assumptions – ADF will be responsible for developing an internet failover solution in the case of primary internet provider outage. ADF will also be responsible for establishing required Office 365 Licensing prior to project commencement.

3.0 PROJECT SITE

1400 I Street NW Suite 1000 Washington DC 20005

4.0 SCOPE

4.1 The ADF requirement is that the contractor shall complete the following:

a) Establishing a detailed implementation and deployment plan which will identify and limit impact to both external agency services and internal operational productivity.

b) Completing the necessary configuration of our Teams tenant to facilitate call routing for incoming and outgoing voice calls using a to be installed Session Border Gateway for PRI and SIP converged calling to both calls made to United States endpoints and 20 plus operational countries located on the continent of Africa.

c) Provisioning and executing the migration of existing United States African Development Foundation phone line extensions from current voice provider to Teams tenant, maintaining all current DIDs provided from Verizon and augmenting DIDs in each country of operation where supported to reduce operational endpoint expenses for the staff located in operational countries on the continent of Africa.

d) Configuration / migration of voicemail boxes for all user accounts. New voice mail accounts will be created for those without voice mail accounts currently.

e) Conference call configuration including the provisioning of localized external call-in numbers for conference calls

f) Configuration and implementation of calling trees (automated assistants) as defined by the United States African Development Foundation

g) Work with the United States African Development Foundation to Identify and provision an emergency failover solution to facilitate e911 calling in the case of a network outage, including but not limited to a traditional phone line to facilitate 911 calling in the case of full internet outage.

The contractor may opt to support the project on location and/or remotely, as agreed by the Proponent and the United States African Development Foundation.

h) The contractor shall appropriately populate a 911 Private Switch/Automatic Location Identification (PS/ALI) database with the government’s profile which shall include all the users’ telephone numbers, station locations, building location, building address, building floor, and room number during service implementation.

The contractor shall provide secure remote access to the government via a client or a web browser to allow the government to maintain the government’s profile on an ongoing basis (e.g., to account for moves, adds, deletions, or other changes). The contractor shall ensure these government profile updates are reflected in the PS/ALI database.

i) Produce user and administrator’s how-to-guides documentations upon completing the project. Make available at a minimum 8 hours available for user training and questions/answers response session to USADF personnel and IT staff.

4.2 Telephony Deliverables

a) Specify and procure Microsoft Teams compatible hardware phones to replace current voice/telephony hardware as required

b) Provide a written plan/assessment to determine if Microsoft Teams compatibility for USADF existing telephony hardware for all workstations and customer experience points (approximately 100 existing workstations) Expect 100 soft phone license and 25 physical phone and 8 conference room phones with external mics to cover the larger spaces of the conference rooms. Phone hardware should be accompanied with licenses and with a replacement warranty for a term no less than one year per device in case of failure.

c) Replace the incompatible office (25 units) and (8 units) conference room with physical telephone units that are fully compatible with Microsoft Teams.

d) Provide hands-on training so that staff can understand and perform administrative tasks such as ADD, MOVE, CHANGE, DELETE for desk, soft and conference room phones. Hands on training could be a short form step by step procedure and or an electronic visual CBT or other approved training offering to ensure the staff of USADF are able to fulfill operational duties after the completion of the installation and before final handover occurs.

e) Installation of the Session Border Gateway and back up all required configurations to a USADF provided onsite SFTP or FTP location. Any required maintenance for the new system should be communicated to the USADF IT staff prior to handover to ensure they can perform any backups required for onsite devices.

f) Provide how-to-guides for ADF users and administrator’s manual for USADF system administrators

5.0 PERIOD OF PERFORMANCE

Date of Award to September 30, 2024

6.0 EXISTING PHONE SOFTWARE/HARDWARE INVENTORY

6.1 Cisco Unified Communications phone system includes 50 desk phones and current 4 conference phones. Cisco 8841 IPhones (21) at CPC locations in Africa

6.2 Verizon single PRI 24 channel 23/1

6.3 AT&T International Long distance service

6.4 Verizon 100 mb MTIPS Internet services as primary

6.5 Comcast 100 FE as backup Internet Service.

6.6 Microsoft Office 365 G5 Licenses (100)