Telecom Expense Management (TEM) System

Background
The West Virginia Office of Technology is seeking bids to establish a contract for a comprehensive Software-as-a-Service (SaaS) Telecom Expense Management (TEM) system. The goal of this system is to centralize, automate, and optimize the Agency’s fixed, mobile, and cloud communications inventory, invoice processing, auditing, and cost allocation. This will enhance the management of the State's telecommunications expenditures.

Work Details
The vendor shall provide and deliver a TEM system (Tangoe One or equal) that meets the following mandatory requirements:

1. System Architecture and Hosting:
- Fully hosted SaaS solution accessible via standard modern web browsers without requiring desktop client installations.
- Minimum uptime guarantee of 99.9%, excluding scheduled maintenance.
- Secure role-based access control (RBAC) for user permissions based on department or job function.

2. Centralized Inventory Management:
- Unified repository for tracking all telecom assets including fixed wireline circuits and POTS lines.
- Management of MACD orders with automatic updates to inventory.
- Linking physical assets to contracts and vendors.

3. Invoice Processing and Automation:
- Automated ingestion of electronic carrier invoices from major telecom providers and manual importation options.
- Normalization of billing data into a standardized format for review.
- Automation of cost allocation processes with predefined rules.

4. Auditing, Optimization, and Dispute Resolution:
- Automated audits of incoming invoices against inventory and contracted rates to identify anomalies.
- Flagging of zero-usage devices for potential disconnection.

5. Reporting and Analytics:
- Customizable dashboard presenting KPIs such as total spend by service type and identified savings.

6. Call Detail Record (CDR) Processing:
- Ingestion and processing of raw CDRs from various sources including PBX systems and mobile carriers.

7. Security Compliance:
- Proof of SOC 2 Type II compliance required; all data must be encrypted in transit and at rest.

Period of Performance
The contract will commence upon award and is expected to last for an initial term of one year with potential renewal options.

Place of Performance
Services will be performed primarily within the State of West Virginia.

Bidder Requirements
Vendors must be licensed in good standing with all state and local laws in West Virginia, including business licensing requirements. Vendors must also provide proof of insurance coverage as specified in the solicitation documents.