Telecommunications System

The City of Palm Desert is requesting proposals for a cloud-based VoIP/UCaaS telecommunications system to replace its current Mitel/ShoreTel on-premise platform under RFP #2026-RFP-047, with proposals due August 10, 2026 at 1:00 p.m. and a questions deadline of July 21, 2026. This is classified as a public works project under California Labor Code 1720(a).

The scope encompasses delivery, staging, installation, programming, and testing of all phone hardware and system components across three locations: City Hall (73510 Fred Waring Drive), Corporation Yard (74705 42nd Avenue), and City Library (73300 Fred Waring Drive). The system must support approximately 210 basic telephone sets, 1 WiFi cordless phone, 1 attendant console, 2 elevator lines, 2 external analog paging access points, and 3 analog devices. Required features include 250 direct inward dial numbers with porting of existing numbers, 2,000 domestic calling minutes monthly, automated attendant with day/night and holiday routing, unified messaging and voicemail, SMS/MMS texting, multi-line conferencing, call accounting reports, and E-911 compliance under Kari's Law and Ray Baum Act. The solution must integrate with Microsoft Office 365, Microsoft Teams (directory access, calendaring, Outlook integration), Zoom (public meetings and live streaming), and the City's Revolution Activate ENS mass-notification system for real-time alerts across voice, SMS, and email with bi-directional communication and continuity of existing emergency workflows. Proposals must address implementation approach, training (remote and onsite options), moves/adds/changes services, and end-user administrative portal.

The anticipated contract value is $250,000 with a contract term of September 1, 2026 through February 26, 2027, though the attached Professional Services Agreement template specifies a term through June 30, 2029 with optional renewal for up to two additional one-year terms. Evaluation is weighted: technical solution and scope compliance (30 points), Microsoft Office 365/Teams and Revolution Activate integration (15 points), implementation and project management (20 points), vendor qualifications and experience (15 points), training and support (10 points), and cost (10 points). Pricing validity is 90 days from proposal due date. Proposers are encouraged to visit City facilities for site examination. The City reserves the right to reject all proposals, negotiate with multiple vendors concurrently, or cancel the RFP without obligation.