2025-01 Unified Communications as a Solution (UCaas) RFP

Background
The Rappahannock-Rapidan Community Services, doing business as Encompass Community Supports (ECS), is seeking proposals for a Unified Communications as a Solution (UCaaS) system. Established in 1972, ECS aims to enhance the quality of life in Culpeper, Fauquier, Madison, Orange, and Rappahannock counties by providing comprehensive services in mental health, substance use, developmental disabilities, housing, and more.

The goal of this contract is to modernize ECS's communication systems across its multiple locations to improve operational efficiency and service delivery.

Work Details
The selected contractor will provide a cloud-based UCaaS solution that includes:
- Deployment of the UCaaS system initially at the Thrift Road site with 13 handsets and an integrated PA system.
- Future deployments may include additional sites with varying requirements such as:
- Bradford Road: 100 handsets, PA system, 20 concurrent calls.
- FBHC: 35 handsets, PA system.
- CBHC: 40 handsets with up to 8 simultaneous incoming calls.
- Crisis/CIT: 3 handsets.
- Laurel Street: 30 handsets.
- Bridges: 30 handsets.
- Boxwood Recovery Center: 20 handsets with PA integration.

Features required include call forwarding, voicemail solutions, call queues, music on hold, central call reception capabilities, and integration with Microsoft Teams. The solution must be HIPAA compliant and support eFax services.

Period of Performance
The contract will commence upon award and will last for one calendar year from August 2024 to July 31, 2025. There are options for three one-year renewals based on performance and mutual agreement.

Place of Performance
The primary location for the initial deployment will be at Encompass Community Supports' Thrift Road site located at 302 Thrift Road, Madison, VA 22727. Additional sites across Culpeper, Fauquier, Madison, Orange, and Rappahannock counties may also be included in future deployments.