Hosted/Cloud UnifiedCommunications and Collaboration Solution Author COMgroup, Inc. is@comgroup-inc.com March 2013 i...Hosted/Cloud Unified Communications and Collaboration Solution Instruction Sheet 1. There ere instuctions within the RFP that provde guidance for that specie section orare marked with and use lacs print style. after each section is completed accordingly, these insructons statements should be removed, Using a global “find and replace,” insert the name ofthe organization submiting the RFP wherever the RFP uses Other unique details that need tobe replaced with specif information are also shown witin breckets and italicized \Within re RFP document are a wide range of potential features and functions that may be needed. If such an item ‘does net apply to your specific needs and requirements, it can be removed or defined diferently if reeded Section 6.1 and 6.2 are intended o provide the size for inital quote and the planned deployment of services. These ‘quantities should refeet actual nasds berause i wil rive the pricing ‘After cempleting the RFP, nght button ois on the Table of Contents and upcate the entire table to introduce any changes te section tiles and page numtoring, About the Author LR, Simmons is President and Principal Corsutani of COMgroup, inc, and an executive board member of the Society ‘of Teleccmmunicasons Consultants. with 37 years of experience, inusing 28 years as an independent consutart, ne provides @ broad range of in-deoth telecommuncatons expeence. JR. Is tecognized as an industty expert wi special ‘hills in both premises solutions and cloud commuricaiions. You can reach WLR. a rs@corngroupine.com or 425.204.6500, ‘COMgroup, ne. fe an indopendont conouting frm providing etratoge: panning, requirements definition, eysiom design, business process ansiysie, procurement, and projact management services forall types cf voice, data, and vvideo communications terhnologies. We focus on engaging and educaiing our cients wile we analyze workflow and ‘communications, with a goal of improving performance regardless cf the undertyin technical componerts. You can learn more about COMgroup at Copyright ©2018, comoup, We. A Rights Reserved. Request for Proposal Template Hosted/Cloud Unified Communications and Collaboration Solution Date Due: at - ‘group?Hosted/Cloud Unified Communications wenen and Collaboration Solution Table of Contents - ‘group?Hosted/Cloud Unified Communications wenen and Collaboration Solution - ‘group?Hosted/Cloud Unified Communications and Collaboration Solution Section 1 — Project Overview 1.4 Introduction to “Typically used to provide baclsgrauné information on the nature of he business ans the overall size (numberof leeatione, number of employees, geographic footprint, ete). May also inelue anything that makes the organization diferent, euch as ‘specie business philosophy > 1.2 Project Description - is soliciting proposals fora hosted or clout-based unified communications and ecllaboration solution to.. Fr purposes of this Request for Proposal (RFP!, the terms “Communications as a Service’ (CaaS), “hosted” and “cloue- bese” may be used interchangeably. Note thatthe RFP includes collaboration, and the use of CaaS is notintended io ‘exclude any functionaity Upon completion ofthe RFP process, intends to contract with the selected ender that best meets its needs. Vendor proposals must include application software; professional services, inluding implementation and training: ‘and any required on-premises equipment. Vendor proposals must aso include ongoing management, montoring, and ‘suppor, ané must also meet the tezhnical and funcional requirerients described onthe folowing pages. 1.3 Terms ana Demnitions Fr the purposes ofthis RFP, the following terms and definitions are used to help define the rles involved in producing the ‘luton: Vendor: The proposing fim thats responsible for the solution. For purposes of this RFP, the terms Vendor, Proposer, and Contractor may be used interchangeably, athough Propeser s imited to referencing potential ‘Vendors (pre-award) and Contractor is specfcaly referencing the awarded Vendor. Manufacturer(s) The company or companies that make the solution components and provide the Vendo: wih ‘technical support and upgrades ‘othe underying systems. ‘Service provider: The frm suopling the carrier services elements, atthough this may be the same company that is ‘the Vendor in seme sitsatons " x ‘group? Copyright ©2018, comoup, We. A Rights Reserved.Hosted/Cloud Unified Communications and Collaboration Solution 1.4 Minimum Requirements - requites, at ine me of submission, tna tte proposing Vendor ard the proposed produe's meet the minimum requitements listed in Section 1.4.1. Proposels may be rejected by if these requirements ‘re nat met. 1.4.4 Vendor Reguirements 1. Vendor has been an authorized distibutor of te prozosed cloud-based solutions fora minimum of six months and, preferably one year or more. The Vendor must have fullauthorzation and supportfrom the manufacturer of the core soluton 2. Vendor mustemploy (have on diet payrol or contract) a minimum cf two software engineers certified on the prososed core products 3. Vendor ie authorized to de business in has establisned tne folowing anticipated sequence of events and tentative stnedule dates for ths procurement process, Al dates set fort in the lable below ate subject 10 modincation atthe sole aseretion of -, Time Reauest for Proposal distributed Deealne for submission of questions “Ansners postedlicleased ‘Vendor proposals due ‘Shortlisted finalists notified Vendor demosfinierviews completed “Apparent suecessful Proposer named Contract executed Projet startup “Anteipated project completion " Bh oun: Copyright ©2018, comoup, We. A Rights Reserved.Hosted/Cloud Unified Communications and Collaboration Solution Section 2 - Instructions and Procedures 2.4 Communication bo in writing and aubmttod through email Cory: - « - Proposers who contact any individuals representing , ofner than the above named designated individual, may be disqualified from consideration. Questions must be submitted by email ro later than , . - wil respond to all writen questions submited by this deadine. - will not conduct a preproposal conference for this procurement. To cbtain answers to any questions, ‘for furnerclaifications, submit all questions 28 roted above. may make changes to ths salictatin. Oral or other interpsetations, clarifications, or submital instructions willbe witout legal effect Any information modifying a soltitaion wl be furished to allknown proposers by a ‘formal, written addendum 2.3 Proposal Format tis essential that be able to easily mazch a Proposer's response win this RFP'S 1 ‘Therefore, al proposals must use His RFP to format the sctual response. Falure to follow this format wil be grounds for rection Where appropriate, indicate compliance endior note any exceptions to the requirements ard provide responses to all questions. Proposals should be elsar and economical, providing a straightforward and concise éestrpion of he Proposer's capabilities to ‘Salsfy the requirements ofthis Request for Preposal. Emphasis shoul be plared on ele of content 24 Proposal Pricing “The Proposer shal submit the proposed pricing onthe forms in Section 6.3 or provide # formatted pricing response that includes the identical infermation, ‘copyright ©2013, COMgroup, Inc. Al Rights Reserved, VF.Hosted/Cloud Unified Communications and Collaboration Solution 2.5 Proposal Submission Requirements “The Proposer shal submit one (1) electronic copy ofthe proposal, provided in uniocked Microsoft! Word format and ‘epreedehoois provided in unlocked MisrosoftExcol format. Proposals ehall bo delivered on or before times, ~ 2.6 RFP and Propesal Participation Requirements. 2.8.1 Righ! of SelectiontRejecion of Proposals ‘ reserves the right to selet a proposal fr telecommuniclions servzes and equipment through negotiators. reserves the extlusive ight to selector reject any o all roposas for any reason, ‘o waive any informally in te proposals receved, and io waive minor deviatons from the speifations.'s waiver ef any informality or immaterial deviation shal in no way meaify the RFP documents or excuse the YVerdior from full compliance wit the FFP requirements. Selecion ofa Vendor s the apparently successful Vendor shall note construed as an awara of @cortract but as ire commencement of conireeteraning, cascussiens, and negotations Organization Namme> may select an apparently successful Vendor on the basis ofinfrmaton in adi to that receed in 1 proposal Its emphasize tha al proposal responses should be complete and submitted wih the most favorable facial torre Organization Name> spezincaty reserves tne night 10 reject the proposal of ary Vendor wno submits 2 Tale, Incomplete, or noncompliant proposal response, or unresponsive statements ints proposal 2.622 Incorporation of RFP and Proposa in the Final Agreement This RFP anc the Vendor's propceal response, insluding all promises, warranties, commiments, and representations ‘made inthe successful proposal, shal be binding and be included in "s cantract with the Vendor 2.6.3 Erors in Proposals if discrepancies between sections or other errs are found in a propesal response, may reject the proposal; however, may, a its sole optien, corect any arithmetical eror i extended pice calculations or the addition of tne items. Vendors are resporsibe for all eos or omissiors in their proposal responses, and any such errors or omissions will not serve to diminish ther obigatons to . 2.6 4 Castof Development of Proposals [expenses incured by Vendors relatedio te proposal response or the selection process willbe born by the Vendor. No Claim for reimbursement me, rateal, or ravel expenses shal be made by he Vendor against ~Organizaion Name> or its agents, regardless ofthe results ofthe selection procese. Hit isin the best interests of -Orgarization Name's businere reels, reserves the right io cancel ie entre RFP process and assumes no responsibity for any assorted Vendor costs related to responding to the RFP ‘copyright ©2013, COMgroup, Inc. Al Rights Reserved, VF.