Lumenus is seeking proposals from qualified vendors to supply a fully integrated Phone System with all installation, configuration, user training (and User Guide documentation) and annual support services.
Lumenus has identified three (3) possible solution streams. Vendors can submit a quote, for any or all 3 streams, or any combination of, and including any new streams, but each Vendor must have a single recommended solution stream.
Stream # 1: A cloud-based PaaS system
Stream # 2: A hosted PBX Solution
Stream # 3: Utilize current IP Office systems, where possible
The scope of services will include but not be limited to:
All Lumenus locations and its remote work force are to be fully, and transparently integrated with a single voice dial plan. This includes configuring incoming voice call destinations (with an AutoAttendant), internal call routings and voicemail services, with each Lumenus employee having the ability to have a dedicated, unique 4-digit extension with voicemail. Each employee must have internal (to Lumenus) and external (outside Lumenus) dial capabilities.
All costs must be identified as capital, one-time or annual recurring, operational expenses. A summary of the most important requirements is:
- A well-devised and documented implementation plan, with major milestones identified.
- By December 31, 2022, Lumenus requires a fully integrated and secure voice system, with all Endpoints manageable, and all software, firmware, Operating System maintained under a support contract. This includes all vulnerability remediation, as defined by a Service Level Agreement.
- Ability to use existing extensions numbers, same or better Call Routings, existing Hunt Groups, and voicemail services as is currently in production
- Ability to route or transfer any incoming call to any of the 4-digit extensions
- Ability to set time profiles for call routing and extension availability
- Includes all per user licensing fees, broken out by each application
- Self Service capabilities to forward phones, record greetings and/or change greetings
- Seamless implementation, with limited (ideally none) interruption to daily business
- Defined Support procedures with SLAs.
- Annual support and maintenance contract for all software and hardware, excluding phones (a small subset of each model of phone may be included in the maintenance contract for ongoing compatibility support).
- A defined single point of contact for ALL issues, extending throughout the project and for 30 days past the final implementation date.
- Softphone or dialer capabilities on laptops or desktop PCs is required. However, extending this capability to cell phones is an optional add-on and should be included with costs for this component broken out.
Please see the attached Excel spreadsheet for more clarifications on the User Requirements.
Lumenus can provide current configuration details of the 4 key Location’s phone systems.
As an optional breakout addendum, we ask for budgetary costs for a (1) standard boardroom. This room would be able to hold 12-20 people with a size of 540 sq feet (18 x 30). Our Year Two goal is to complete the rollout of the integrated 4-digit dial plan to all Locations, and provide Unified Communications resources, with the Microsoft Office 365 suite of programs with common resource sharing to all Lumenus locations. This budgetary quote would include hardware, software costs and type / model determination only.
Note: Lumenus can determine Microsoft licensing costs as long as the quantity and exact Microsoft license type is detailed. Lumenus will procure the Microsoft licenses as needed.
We also ask the proposal to include recommendations for a cost-effective, forward thinking, fully integrated and redundant external voice/data network between for the 4 key locations. e.g., migrate from PRI to SIP, or configure secondary routes for failover. Although not in this scope of this RFP, a future phase will be to have all Lumenus locations fully integrated with voice, video and data communications with common file sharing, and access to all resources with an availability of greater than 98%.
