VoIP System Replacement or Upgrade: Cloud-Hosted UCaaS or Modernized On-Premises Solution

Background
Durham Public Schools (DPS) is seeking proposals for the replacement and/or upgrade of its existing on-premises Cisco Voice over IP (VoIP) system. The goal is to implement a Cloud-Hosted Unified Communications as a Service (UCaaS) solution or a comparable modernized on-premises VoIP solution to enhance communication capabilities across its 62 sites.

Work Details
The selected vendor will provide a comprehensive solution that includes:

1. Fulfillment of all requirements outlined in the RFP Requirements Document.
2. Porting of all existing Durham Public Schools-owned Direct Inward Dial (DID) numbers, voicemails, and all existing configurations to the proposed telecommunications platform.
3. Provisioning of end-user licenses for all applicable users.
4. Support for business readiness activities, including network readiness assessments, documentation updates, end-user training materials, and deployment communications.
5. Implementation of internal extension-to-extension dialing with 911 failover capabilities.
6. Defined procedures for ordering and provisioning new VoIP phones and lines of service at both existing and new locations.
7. “White glove” handset provisioning, including pre-programming and delivery of devices ready for deployment by Technology Services.
8. Support for conference phones, audio conferencing capabilities, and call recording solutions for site-based users.
9. Installation and deployment of handset devices, including distribution planning and device programming.

Period of Performance
The contract will have an initial term of five years starting from the date of contract award, with an option to renew for two additional one-year terms.

Place of Performance
The services will be performed across Durham Public Schools' network spanning 62 sites in Durham, North Carolina.

Bidder Requirements
Vendors must provide a detailed cost breakdown for implementation and ongoing delivery over five years, including any additional costs such as travel expenses. Vendors must also demonstrate experience with similar projects and provide at least three references.