UC RFP Template Sample
Contents
1. 2007 UniComm Consulting UNLICENSED SAMPLE Page 20 of 20 Unified Communications Capabilities and Applications Updated Sept 28 2007 Capabilities Note This form is produced from the Excel UC RFP Workbook that is part of the UC RFP Template Toolkit The Workbook determines which technology elements are required for the specific UC Application for which you are issuing the RFP You can see a diagram of how this works at UCStrategies com Mandatory Solution If Applic Custom Explantions or Category or Desired Provides able ization Exceptions or Scope of Category Capability Mor D YorN Quantity Required Customization Enterprise Instant Messaging M BasicIMFunctionaity __ fathered Users Cane ie 7 send Mi Users 8 TIPA Receive iio Users M gt IM Conversation proceeds in separate window IM Conversation is secured by appropriate IP protcol indicate protocol s included eee ee before sending User can paste objects files and URLs into IM message before sending User can set preferences for IM messages font color etc User can establish an IM name that is shown2. 2007 UniComm Consulting UNLICENSED SAMPLE Page 7 of 20 3 Enterprise Overview 3 1 Objectives of this RFP 3 1 1 Purpose The Sample Company seeks to achieve the following business benefits and outcomes as a result of implementing the products and solutions requested in this RFP Business Benefit 1 Business Benefit 2 Business Benefit 3 Business Benefit 4 To achieve these purposes Sample Company requires owing Capabilities and Applications as described in the followi ions 3 1 2 and 3 1 3 3 1 2 Capabilities Sample Company requires the fol written responses and detailed your firm will be asked to in the configuration pr Communications Capabilities In the r plications worksheets in Sections 4 10 at your solution can and will perform these functions 3 1 2 1 Enterprise Presence The ability for authorized users to visually observe the status of another person on the network is ory
3. Please confirm that your Proposed Solution will meet these targets Please indicate the Service Level Agreements by type of event that y roposing for this solution in terms of the elapsed time from notification of a service event automatic or via alert from Sample Company for engineer to the reported WI The assignment of a qualified service repre problem E The arrival on site if required of a qualified se epresentative E The resolution of the service event by restoration of service or implementation of a viable work around 8 4 2 Liquidated Da Please indicate the liquidated da y payments maintenance charge credits or other compensation that your firm will provide to Sample Company in the case that the Service Level Agreem t met 8 4 3 T n ewal Please indicate the proposed maintenance agreement and the conditions for renewal Please indicate if other maintenance agreement terms are available and if so what dif ces in maintenance pricing are associated with those alternate terms 9 Customer Responsibilities 9 1 Prerequisite Systems Infrastructure Environment Specify the prerequisite environment for the Propos
4. n d for the Supplier s implementation or maintenance Facilities for Solution personnel if requi 10 Produc olution Detail Responses Refer to attached Excel Workbook d to each requirement stated in the attached Excel workbook If prompted e Links when you open the workbook select No all the information in the workbook is already updated Now please proceed through each worksheet tab in the document and respond to each question or requirement with Y or N Yes or No plus the answers as to quantity customization and explanation if appropriate for each row For any answer that is not a complete Yes response to the requirement please mark that answer as No and indicate in the comments section whether your solution provides partial compliance as is or could provide complete responsiveness with specific workarounds with integrations to other software or systems or with the addition of some custom software 2007 UniComm Consulting UNLICENSED SAMPLE Page 17 of 20 Please be sure to save the workbook each time you update it and to save it before you submit it as part of your RFP response Please send BOTH the updated Workbook as well as your written responses and other materials as instructed in Section 2 of this RFP 11 Pricing Please provide a table or document in editable electronic format with all pricing info
5. 1on between the modules equisite system elements etwork Diagrams re as needed illustrations showing the network topology and conn i the Solution showing ific network elements included in the Proposal E Interoperation with existing or pre requisite network elements E Interoperation with external networks PSTN Internet Cellular Wireless LAN WAN etc 6 1 3 Protocol Diagrams Provide one or more as needed diagrams possibly as overlays to the Software Module diagrams and or Network diagrams that define the protocols that will be used by the 2007 UniComm Consulting UNLICENSED SAMPLE Page 13 of 20 Solution Where appropriate provide a reference to documentation public or proprietary that defines each protocol used If selected as a finalist the Supplier will be required to provide additional information defining the Internet Protocol port assignments for each protocol used with each software module provided in the Solution 7 Implementation Summary 7 1 Phases and Timelines Describe the implementation plan for the proposed solution with the associated timeline and resource requirements for each Phase 7 1 1 Timeline Show the total elapsed time for the Implementation expressed i f we ks elapsed from the approved and funded start date following a contr War ing Segmen
6. adj le user name or nickname displayed with the presence indication Ability sence status to be rich in capabilities including at least the following r of modes of status sufficient to support optimal work habits such as on off line do not disturb on a call conference busy limited availability etc W Manual adjustment of Presence status B Automatic adjustment of Presence status based on calendar information communication mode device type network connectivity status location type of activity identity of other parties in communication etc W Establishment of at least four 4 categories of presence that can be assigned to any other authorized user manual setting Mandatory automatic setting 2007 UniComm Consulting UNLICENSED SAMPLE Page 8 of 20 Desirable and that will determine what Presence information is provided to that other user E Ability for Sample Company to define and create other Presence indications including a unique color or symbol based on any determinable state e g entering and order talking to a person known to be a customer etc is Desirable Ability for presence to be viewed in lists or groups based on user admin or software assignments of groups Ability for presence to be determined across groups of persons based on the highest level of availability for one or more members of that group Ability for initiation of any mode of communication from th
7. WI Authorizations e g distribution rights from Producers 0f Supplier firm E Total staff of Supplier firm B Number of staff relevant to the Solution B Number of staff contributing to Proposed E Certifications of Staff contributing to Proposed Solution B Number of similar Solution installations by W At least three relevant reference enterprises that have been installed and maintained by Supplier firm 14 Producing Compe ground Provide the background infe roducer enterprise complete for each Producer representing e of total software and hardware price including B Type of entity B Year i orate E Li sults for entire firm for current and two prior years a ts for relevant unit or division for current and two prior years ions at which Producer operates Locations that will contribute to the Solution rtifications of Producer firm e g ISO certifications Staff of Producer firm assigned to relevant Proposed Solution elements Number of staff contributing to Proposed Solution Number of similar Solution installations by Producer firm At least three relevant reference enterprises that have been installed and maintained by Producer firm 2007 UniComm Consulting UNLICENSED SAMPLE Page 19 of 20 15 Miscellaneous xxx Use this section to add any additional instructions or requests
8. cost of managing a Windows based Server including administration monitoring updates patches security management and maintenance Provide other relevant information as appropriate 2007 UniComm Consulting UNLICENSED SAMPLE Page 10 of 20 3 3 3 3 Admin Methods Describe the administrative environment in which the proposed systems must operate such as directories and databases used interfaces used remote access methods and policies reporting and dashboard practices in place or planned the degree and methods for user self service the help desk methods and tools etc 3 3 3 4 System Management Methods Describe the system management methods in which the proposed systems must operate such as monitoring software and protocols used alarming and rep and methods security interfaces or methods to which the systems must interfa Note This information is of course sensitive so perhaps can be held fe ion only with the finalist s 3 4 Current Enterprise Technology Environment 3 4 1 Relevant software hardware net omizations integrations Provide descriptions and diagrams of the current relevant s are hardware networks customizations etc to which the proposed systems must interface For example provide a list in text or as an attachment o endix of the PBXs to which the proposed UC solution must interface with ither or both of a stand
9. i Custom Explantions or Category ization Exceptions or Scope of Category Capability i ired Customization Route incoming calls to alternate numbers under user or administrator control Route incoming calls to varying other numbers based on situation busy no answer caller identity presence status etc Route incoming calls under software control e g based on business processes rules Call Escalation and De Escalation D Ability to move a call from one state to another see cases below as supported by the end points without ending the call or session E ES ie el Voice or Video Call to Web Conference IM to Video Call IM to Web Conference Ability to revert to prior call levels without ending the call or session retain voice or video call voice call but retain IM session retain IM Session ar eee c 2007 UniComm Consulting UNLICENSED SAMPLE Page 10 of 19 Mandatory Solution If Applic Custom Explantions or Category or Desired Provides able ization Exceptions or Scope of Category Capability MorD YorN Quantity Required Customization Ability to purchase end points PCs Phones Wireless Devices from any qualified source Please provide list or URL to list of qualified suppliers of end points for the proposed system Please provide specific ations of minimum end point requirements for the proposed syst
10. of Ownership and ROI Calculation Please provide a quantitative estimate of the ROI of your proposed solution for a three 3 year pe ollowing installation Please indicate the assumptions made regarding current costs and expenses Please indicate the logic and assumptions on which the saving or benefits are estimated and calculated Please show the payback period ROI and the IRR for the estimated benefits Please include a summary of the total costs of ownership for the Proposed Solution including purchase licensing and implementation costs as well as estimated annual costs for operation during the thee 3 year period 2007 UniComm Consulting UNLICENSED SAMPLE Page 18 of 20 13 Proposing Company Background Provide the background information for the Supplier enterprise including B Type of entity E Year incorporated E Financial results for entire firm for current and two prior years W Financial results for relevant unit or division for current and two prior years B Locations at which Supplier operates a E Locations that will contribute to the Solution Dp W Certifications of Supplier firm
11. of your Enterprise Enter text describing your Company mission customers products services industry sector etc in the UC RFP workbook and it will be linked here Information about Sample Company can be found at our site eb Site URL 3 3 1 2 Numbers of Personnel a Sample Company employs approximately 6 500 perso that at least 4 000 of our personnel will be able to us the Communications base solution i e Presence and Instant Company network Of this number we require oposed Unified Messaging within the Sample 3 3 2 ROI Methods and Information 3 3 2 1 Pre e and Approaches TF your Enterprise has guidelines as to ROI calculations and methods please include Ol to a web site that provides guidelines acceptable to your rchcio techtarget com sDefinition 0 sid19_gci214270 00 html 3 3 3 1 eferred TCO Model or Forms d prise has guidelines as to TCO calculations and methods please include them here Tf you could link to a web site that provides guidelines acceptable to your 3 3 3 2 Budgetary Cost per Server Sample Company uses a budgetary cost of 15 000 for the cost of acquiring and installing a Windows based Server and a budgetary cost of 25 000 per year as the
12. to others other than corporate or e mail addr User can provide picture or other graphic that is seen by others during IM session User can establish multiple IM names and assign them to specific uses User can select and assign a specific picture or graphic to each other IM user IM messages are time M stamped c 2007 UniComm Consulting UNLICENSED SAMPLE Page 1 of 19 Custom Explantions or or Desired Provides ization Exceptions or Scope of Quantity Required Customization Sending IM to Group opens IM conversation window containing Users New incoming IM provides visual flashing and audio tone alert Clicking on visual alert accesses conversation conversation to file not using copy paste Conversation window shows name of other user who is typing a response IM message can be at least 256 characters in length At least fifteen 15 active IM Conversations IM can be initiated from Presence indicator in IM buddy list IM can be initiated from Presence indicator in e mail message E mail subject is added to IM Conversation window if IM session started from e mail message IM can be initiated from Presence indicator in Microsoft Office documents or applications c 2007 UniComm Consulting UNLICENSED SAMPLE Page 2 of 19 Mandatory Solution If Applic Custom Explantions or Category or Desired Provides able ization Exceptions or Scope of Category Capability Mor D YorN Qu
13. A controls Provide specifications or URL to specifications of PBX models supported with CSTA interfacing and the gateways needed for those protocols at least for all protocols and devices proposed Ability as an alternative to the options above to integrate with the PBX systems used in our Company and or with the PSTN using Session Initiation Protocol SIP Provide specifications or URL to specifications of PBX models supported with SIP Also indicate if SIP interfaces to the PSTN are supported at least for all protocols and devices proposed c 2007 UniComm Consulting UNLICENSED SAMPLE Page 12 of 19 Mandatory Solution If Applic Custom Category or Desired Provides able ization Category Capability MorD YorN Quantity Required Ability using CSTA or SIP to provide the following Control of desktop phone TDM or IP from UC System software Client e g to launch calls from the software client yet have the voice link through the PBX phone Ability for incoming calls to ring on the desk phone as well as the PC Client and be anwered on either device with voice link through the PBX phone Presence integration to provide presence status updates to the UC System Client based on phone status on the PBX system the user and allow the call to be answered on any end point and terminate ringing on other devices Ability to encryptrall communications between user end points onthe UC System fo
14. Unified Communications Request for Proposal For Basic UC Productivity Tools At Sample Company Updated 9 25 2007 Introduction d This RFP Toolkit is designed to assist in buying the right components and services to match your business needs for a specific Unified Communic 1sApplication area This is a sample of the end product for c one of eight U C Applications The actual Toolkit ri that customizes both a Word Q ature response matrix The Word document and Excel workbook can be editedas you please and then issued to the Suppliers for their responses eT You can review all eight of the UC Applications as well as a diagram how the various elements of the toolkit work by visiting the REP sit at UCStrategies com rvice support is available at discounted e UC RFP Template Toolkit s Finally please note that expert U prices when purchased in c Thank you for considerir g these UC RF Template Toolkits to support your investments in Unified Communicat or tions and the related significant benefits Paragraphs arked with are to be customized to your Enterprise needs You can can for those sections or can use Edit Find with Deletes
15. ailable for IM Presence controls and applications Zen ee ll IM Presence Federation IM Presence system can link with other IM systems known as Federation Standards based IM Presence link is supported with Microsoft Live Communications Server 2005 and Office Communications Server 2007 IBM Lotus SameTime Release 7 5 or higher AOL Instant Messaging Yahoo Instant Messaging Google IM Presence DW A Others e g Jabber IP Telephony provider IM products Describe in Explanations column Users of Federated sytems can be included in Users buddy list Presence of Users on Federated Systems can be seen and is up to date within one minute interval User can conduct separate IM conversations with multiple other Federated IM system users Po Po D 4 Microsoft Live Messenger E N c 2007 UniComm Consulting UNLICENSED SAMPLE Explantions or Exceptions or Scope of Customization Page 7 of 19 Mandatory Solution If Applic Custom Explantions or Category or Desired Provides able ization Exceptions or Scope of Category Capability MorD YorN Quantity Required Customization User can include IM users from own IM system and more than one Federated IM system in a single conversation Client interface on PC Web Interface and Mobile wireless device E g UC client softphone etc If Communcations Client is not capable of VoIP then provide control of alternate end poin
16. and ROI Calculation eese 18 13 Proposing Company Background eese 19 14 Producing Company Background ies tre tet or be trie des ue ERE E IRR 19 15 Miscellaneous doa eese racha octets ijet i cantate S bon alae Saget 20 2007 UniComm Consulting UNLICENSED SAMPLE Page 3 of 20 1 Purpose of this RFP The purpose of this RFP is to solicit bids for implementation and maintenance of Unified Communications UC capabilities in Sample Company These capabilities will be applied to specific business processes and to the related employee contractor supplier and or customer roles also known as jobs or communities in order to improve or optimize those business processes significantly This RFP includes sections and requirements for the following UC Capabiliti s Basic Unified Communications E Enterprise Presence E Enterprise IM p 2007 UniComm Consulting UNLICENSED SAMPLE Page 4 of 20 1 1 Supplier Selection Guidelines Supplier selection will be based on the exten
17. antity Required Customization IM can be initiated from Presence indicator in Microsoft SharePoint Lotus Quickr or other collaborative workspace List those supported File Name or Workspace Name is added to IM Conversation Window if IM session is started from those environments Incoming IM can be blocked by User s admin settings Incoming IM can be blocked at least one of User s Presence settings User is provided with reports of numbers of IM s per day User is provided with a report or estimate of the time spent on IM for period of time The status of each user is shown by a presence symbol to other system users or buddies V for multiple states TIENDEN CENE RENNES BeRghtBak M J Other indications list in Explanations field T E Advanced Presence Functionality l y c 2007 UniComm Consulting UNLICENSED SAMPLE Page 3 of 19 Custom Explantions or ization Exceptions or Scope of Customization Presence symbol shows additional user status Statusinfo provided is NA 1 We Textversion of status M 3 J J en J Calendar Status M TT INextAvailableTime M T T j J jl zone m I oA Click on Presence Symbol shows available communication options User can click on available option to launch communication Communication options provided if shown are IM Session M pJ File o
18. ard telephony to route and receive calls to the PBX s CSTA integration to allow call control presence status dial plan integration etc ocation deployment provide diagrams of the networks betweensthe sites ications of the number of planned UC users at each site and the UC ions that those personnel are expected to use THIS CONCLUDES CTION DESCRIBING OUR ENTERPRISE S REQUIREME LLOWING SECTIONS SECTIONS 4 THROUGH 14 ARE BE TED BY EACH SUPPLIER WHO RESPONDS TO THIS RFP 2007 UniComm Consulting UNLICENSED SAMPLE Page 11 of 20 4 Executive Summary Please provide a three page summary of the Solution Proposal preferably in complete sentences rather than bulleted lists Please include the following sections W Solution Description What the solution does and how it does this E Benefits Costs and ROI from the Solution Describe the benefits in precise quantified terms describe the prices and expected operational costs indicate the expected ROI Benefits vs costs for the Solution B Implementation and Maintenance Describe the methods and timeline for implementation describe maintenance methods terms and conditions B References Summarize at le
19. ast three other enterprises of similar siz cases who have successfully implemented this Solutio W Miscellaneous Include other information of interest ine Or Sample Company executives 5 Solution Description 5 1 Capabilities of the Propose System Describe the user interfaces and the of thidse interfaces to provide a productive user experience If possible in sen i es flash demos links to web demonstrations or other tools to illustrate thesespoints 5 1 3 Management and Administrative Functionality Describe the methods and tools proposed for the Solution 5 2 ion Use Cases Proposed er Categories Indi of Sample Company roles jobs employees customers prospects and or busines ers will use or interact with the Solution Specifically state if this does not include all of the roles jobs defined in our requirements and or if it includes additional roles jobs whi 5 2 2 Use Cases Describe the primary use cases for each role job and indicate how that use case will improve the associated business process es Please be as specific as possible as to the improvement or optimization of the processes since this will be the basis for y
20. e business processes or applications from the communication functions comprising the UC System Ability to control the business processes or applications from the UC System user interface client Availability of prepared and pre tested interface modules between the UC System and the business applications at Compan Availability of tools toolkits SDKs and APIs for use in the integration of communications functions of the UC system to business processes c 2007 UniComm Consulting UNLICENSED SAMPLE Page 17 of 19 Custom Explantions or Category ization Exceptions or Scope of Capability i ired Customization Availability of training for Company personnel in use of the Tool Toolkits SDKs and APIs Availability of a community or VARs Integrators and Developers to assist Company with integrating communications into business processes and applications Ability to establish software based rules for communications functions Ability of rules to be managed dynamically by software programs Ability of rules to be established by administrators via configurable templates Ability of rules to manage real time events calls session lengths conferencing etc Ability of rules to manage non real time events message queues alerts auto replies etc Provide telephone call answering equivalent to or better than our Company s current system Provide voice messaging functionality equivalent to or better tha
21. e presence mdi including IM e mail calling conferencing collaboration etc Ability to escalate from one mode to another as appropriate during a session Ability to limit the communication modes based on the presence t lected user e g call user is not presented or active if the user is ode Ability for software applications to inquire on view atus of user or across a group of users and to assign link or route communication a selected user under software control with supporting interfaces and or toolkits is Desirable Messa IM system to send and receive Instant Messages IM to other authorized users Messages can be sent to a single individual u to a group of users Groups of users can be created dynamically b di sers to an existing IM session or can be defined in advance as a list or gro of existing group definitions such as in a directory e g ad 3 pecific enterprises or systems i e provide secure IM Active Directory or in ystem e g Microsoft Exchange is Desirable functionality between Sample Company systems and other companies IM systems Ability to Federate IM public IM services or systems i e provide IM functionality between Samp systems and public services including at least MSN Live d Google IM Th
22. ed Solution Please specify all required elements such as B Network capacity B Network connectivity 2007 UniComm Consulting UNLICENSED SAMPLE Page 16 of 20 Network protocols Network bandwidth Network latency Firewalls security devices software gateways etc PBX or other communication system capabilities E mail or other messaging system capabilities Directory and or database system capabilities End User Devices PCs Cell phones wireless devices capabilities Environmental attributes and associated Solution characteristics Space and Floor Loadings Other as may be required 9 2 Customer provided Solution Elemen Specify the elements of the Proposed Solution to besp as y Sample Company such Staffing during implementation indicating numbers 2 evels by implementation phase showing expected person days for each staff position or skill level Staffing during the operation and maint c life cycle phase indicating numbers and skill levels showing expected person days calf month for each staff position or skill level Equipment and Software such a operating systems routers gateways monitors keyboards maintenance software reporting software or other similar elements
23. em Availability of IP Telephony end point with traditional telephone format 12 key pad multiple line appearance and function buttons with visual IP programmable IP display Please provide list or URL to list of supported IP Telephony end points for system Ability to purchase communication accessories such as headsets USB handsets speakerphones etc from any qualified source Please provide list or URL to list of qualified suppliers of end points for the proposed system Please provide specific ations of minimum end point requirements protocols qualification etc for the proposed system Indicate availability of API and or Toolkits for application use of IP Telephony end points for display and or input c 2007 UniComm Consulting UNLICENSED SAMPLE Page 11 of 19 Mandatory Solution If Applic Custom Explantions or Category or Desired Provides able ization Exceptions or Scope of EE E EE MorD YorN Quantity e eH Customization Ability to receive and place calls from the proposed UC solution into the Public Switched telephone network or to a PBX system through standard interfaces Provide specifications or URL to specifications of supported interface protocols and gateway devices needed for those protocols at least for all protocols and devices proposed Ability in addition to placing and receiving calls as above to integrate with the PBX systems used in our Company using CST
24. g Project mf enn 10 3 3 Relevant Enterprise Background 4 ene enne enne ennt 10 3 3 1 1 Description of your ESS A T E Mr cates tans 10 So Numbers of onnel aneeNgieers soe edi gea eps 10 3 32 ROI Metho forimatioft eee 10 3 3 2 1 Prefer ulae and Approaches e eere 10 3 3 3 TCO Me angh nformation sessseeeessesessssessessserrersesssssressessseseesseesee 10 3 3 3 1 Preferred TCO Model or Forms eene nnn 10 3 3 e Cost Per Server 12 ovo ETE n ai 10 3 91 o Methods gt DP cent ci hie a ae eee tae 11 3 3 3 4 System Management Methods seen 11 3 Current Enterprise Technology Environment eene 11 3 4 Relevant software hardware networks customizations integrations 11 4 Executive Summary ionic eet ek e eei WEN MR ER sh en NN E REX Saa eA pe conden regne eh 12 5 Solution DSSCPIDIOR s n eet Son II nave cedi sen aes cna Dr Tulsa Fir Made TUE Oo eee aue De aUas 12 5 1 Capabilities of the Proposed Systema done it DEP ie t eden e Res 12 5 1 1 Application E nctonality 35e cep qesiutcas RE k 12 5 1 2 User Experience Description and Illustrations eese 12 5 1 3 Management and Administrative Functionality sess 12 2007 UniComm Consu
25. idation uthorization for installation on the proposed systems Indicate if the installation ches or updates can be performed by Sample Company staff mem Indicate any required remote network access by Suppliers or Providers personnel to the Solutio ents during implementation and maintenance If such is required please indicate the methods provided to assure security and network integrity for Sample Company 8 3 Maintenance Plan Options Please present any options that your wish Sample Company to consider for maintenance as alternatives or additions to the Proposed Solution These might include variations in hours of coverage inclusion of software upgrades in the maintenance contract if not 2007 UniComm Consulting UNLICENSED SAMPLE Page 15 of 20 already proposed managed or hosted service options etc Please include any options you believe to be pertinent to Sample Company though response to this item is optional 8 4 Terms and Conditions of Proposed Plan 8 4 1 Service Level Agreements Sample Company requires that this Solution will not be out of service to 100 of the users for more than lt one 1 two hour 2 hour duration during normal business hours in any 6 month calendar period gt We also require that the Solution will not be significantly degraded to lt 100 of the users or unavailable to 20 or fewer users for more than two 2 eight hour 8 hour periods in any 6 month calendar period gt
26. is must be as secure as is possible with each Abilitysto ini Ability fordogging and archiving of the communications in all IM sessions for records management or regulatory compliance is Mandatory Logging of IM sessions for only specific pre identified users is Desirable Logging of IM sessions under user control if not specified is Desirable e IM to a specific user from within any Microsoft Office application Ability for visual and audible alerts to the intended recipient upon arrival of an IM message is Mandatory Mode s of alerts under user control Ability to create send and receive IM from software applications with supporting interfaces and or toolkits is Desirable 2007 UniComm Consulting UNLICENSED SAMPLE Page 9 of 20 3 2 Timeline for Resulting Project Sample Company desires to begin implementation within one 1 month following the award of the RFP to Supplier It is our objective to have a pilot group operational within lt two 2 months or less gt following the start of implementation and to have the UC Application available to all relevant roles jobs within lt five 5 months gt following the start of implementation Supplier should address the ability to meet or improve on those targets in the Implementation section of the Response 3 3 Relevant Enterprise Background 3 3 1 1 Description
27. line for questions and for RFP response o Methods for submitting questions o Methods for response to questions from Suppliers g post to all Suppliers e o Methods for submitting RFP response This shoul ci ch items a snumbers of copies in each media digital p as you prefer types of file formats that are acceptab yilbyou accept Visio files Microsoft Project files etc d o Format for the responses e g uestions to be submitted in a separate single with each response labeled with the m the RFP and with the question or Textual Responses Microsoft Word appropriate sectio request from the RF o Gu re ownership of responses e g responses are property of mple Company for Sample Company s use or evaluation and award imeline for implementation if selected Non Disclosure and Confidentiality Conditions Statement re No obligation to award o Requirements for demos if selected o Requirements for executive presentations if selected as finalist or for contract award 2007 UniComm Consulting UNLICENSED SAMPLE Page 6 of 20 2 2 Definitions Throughout the document the following terms are used shown with Initial Caps Mandatory This require
28. lting UNLICENSED SAMPLE Page 2 of 20 242 Sol tion Use Cases Praposee ss uso er no Les et po pec oN ade alae at eos 12 S2 MISE ae POLOS o neos ex debut quemque LUC ces E desi 12 3 25 NYSE 69 P Dans iige tiete state a aii Guat South e gia 12 3 2 3 Elements Of the SOLutOn iaii eei poteit Ee ce deeds 13 System Desisn Summary e ey dos E petals E E E pick teneur 13 6 1 Solution SChemateso eee eee ose E A Res 13 6 1 1 Software Module Diagrams and Interoperability B o 13 6 1 2 Network Dig Grannis cisci a in n RUE FU I Qe ce Ida dun EE 13 6 1 3 Protocol Diagrams ca c anui aod a hse use Sa ie ice 13 Implementation Summary ssec hd 7 Phases and Timelines 7 1 1 Wimleline 3i e tete terit eie ee 7 1 2 ROSOUICES 2o deest d edo d e ii Maintenance Summary sese 8 1 Proposed Maintenance Plan 8 2 Maintenance Plan Details 8 3 Maintenance Plan Options 8 4 Terms and Conditions 8 4 1 Service Leve 8 4 2 Liquidat 8 4 3 Term an 9 Customer 9 1 9 2 10 TOT 11 12 ROI and Cost of Ownership
29. ment term or feature must be provided in the Solution in order for the Supplier to be considered for an award If not specified as either Mandatory or Desirable then Mandatory requirement is assumed i e Mandatory is the default state Desirable This requirement term or feature is requested for inclusion in the Solution but is not Mandatory Completeness functionality and effectiveness of the Desirable items for Sample Company purposes will be the primary basis for evaluation Wine Solution and Supplier for potential contract award conditioned on meetin Mandatory requirements Supplier The firm that is responding to this RFP and that will Have the contractual obligation to deliver the Solution Producer The firm s that produce the software and hard ats of this Solution Solution The combination of software products hardware pi PAN customer software network equipment devices services licenses documentation methods procedures or other elements that are required for complete imple the UC Application requested in this Proposal p Proposed Proposal or Proposed Solution The elements of the Solution that are proposed by the Supplier Solution elem at ar not Proposed must be shown as prerequisite or customer provided elements Add definitions if you wi
30. n our Company s current system Provide option to store messages in Enterprise e mail store Exchange Domino if desired c 2007 UniComm Consulting UNLICENSED SAMPLE Page 18 of 19 Custom Explantions or Category ization Exceptions or Scope of Capability Customization Provide option to store messages in independent message store if desired Option to intermix e mail or independent store on user or class basis Message Headers can be displayed on visual devices PC browser mobile device User can click on message header to hear voice message via phone or PC based device Option for speech command interface for mobile users Speech interface has access to other information such as Presence indication can be determined for any other system user calendar apppointments messages Engage in an Instant Messaging chat via speech interface Listen create and adjust Tasks Change user settings End of Speech Features Find Me option for callers who land on UMpsystem ring no answer Presence indication of user is adjusted when logged in to UC system c 2007 UniComm Consulting UNLICENSED SAMPLE Page 19 of 19
31. our ROI calculations and representations that we use in our selection 2007 UniComm Consulting UNLICENSED SAMPLE Page 12 of 20 5 2 3 Elements of the Solution Provide a brief description of each element of the proposed Solution Where appropriate please refer to supporting documentation and either attach those documents or provide the URL for those resources on your web sites with passwords if required Categories for inclusion in this section as appropriate W Software Packages Products or Modules Customization of Software Packages Products or Modules Supporting Hardware included and priced in the Proposal d System Integration services required and included in the Proposal Implementation Methods Scope and Duration Training and Change Management services included in the Proposal Metric Tracking and Reporting tools included in the Proposal Customer provided Solution Elements e g server deyices facilities integration tasks etc ON Prerequisite Software Infrastructure Systems WP 6 System Design Summary 6 1 Solution Schema 6 1 1 Software Mod Provide one or more as nee needed for the Solution showing and Interoperability howing all software packages and modules
32. p of users will show best availability of any one member of the group c 2007 UniComm Consulting UNLICENSED SAMPLE Basic IM Presence Functionality il ah Explantions or Exceptions or Scope of Customization Page 5 of 19 Custom Explantions or ization Exceptions or Scope of Customization Membership in an Alias group can be maintained automatically by the system eo asas g all Sales Ability to control logging only by administrator to assure full compliance Ability to specify which users will be logged and archived Ability to search and retreive content from archive based on date sender recipient or content accessed by a software interface Presence status can be adjusted via a software interface e g set a user to busy while working on an application alert Software can make structured inquiries against profile information e g find available service rep in Topeka Software can initiate and manage an IM session to any user local or Federated Software can manage communications actions see below Presence and IM functions can be embedded in other Windows based programs or browser interfaces c 2007 UniComm Consulting UNLICENSED SAMPLE Page 6 of 19 Mandatory Solution If Applic Custom Category or Desired Provides able ization Category Capability Mor D Y orN Quantity Required Toolkit is available for control of IM Presence functions Sample Functions are av
33. r Presentation Sharing web conference File or Document Editing Presence Status is presented with User name in the following Microsoft Office Progams Word Excel PowerPoint SharePoint Project E mail Client via PC client or browser list those supported Common view client e g Microsoft Communicator Lotus SameTime in PC Web and Mobile versions User can have four 4 or more settings for level of info and comm n options shown to others User can assign any other User to one of the info and communication settings c 2007 UniComm Consulting UNLICENSED SAMPLE Page 4 of 19 Custom Category i ides ization Capability Setting will control the information shown to other users including removing selected types of communications and blocking all communication Report is available to user on time spent in each of the Presence states by type of setting if used Enterprise IM Presence Combined Functions An integrated client for IM and Presence for PC Web and mobile devices is provided The integrated client includes display access and control of e mail messaging calendar and tasks The User Profile for IM and Presence is maintained in a common Enterprise directory such as Microsoft Active Directory or LDAP Directory User Profile can include other attributes such as skill organization team s location etc created using aliases for a group of users Presence for Alias for grou
34. r capable end points Ability to support encrypted communications from authorized users on qualified devices that are outside our Company firewall Ability to control the PBX and the interface to the PSTN so that incoming calls can ring simultaneously on multiple end points as specified by Po E i PO c 2007 UniComm Consulting UNLICENSED SAMPLE Explantions or Exceptions or Scope of Customization Page 13 of 19 Mandatory Solution If Applic Custom Explantions or Category or Desired Provides able ization Exceptions or Scope of Category Capability MorD YorN Quantity Required Customization Ability to support secure encrypted communications as above without requiring separate VPN technology Provide a list or URL to a list of end point types that can be secured as above at least as proposed Logging and Reporting Ability to log communication events and related details including duration participants subject links to documents media invoked methods of call initiation etc Ability to provide reports on the usage of the system for users at their request self service preferred and for system administrators Provide reporting on time based periods weeks months for trend analysis Ability to provide custom reporting with graphical interface report definition against any data logged as Server Based On Premise Voice Video and Web Conferencing Confe
35. re outside the enterprise firewall are not part of the UC System but are known to the enterprise directory such as Active Directory or LDAP Directory Ability to include VoIP participants that are outside the enterprise firewall are not part of the UC System and are not known to he enterprise directory such as Active Directory Ability to manage permissions and roles in conference under meeting organizer s control Ability to restrict roles in conference based on participant s status relative to firewall position and identity status Ability to include standard PSTN and PBX users in voice portion of conferences collaboration workspace system such as SharePoint IBM Quickr etc during conference Ability to integrate with existing conferencing systems at Company see Ability to log conferencing activity for billing and usage analysis purposes c 2007 UniComm Consulting UNLICENSED SAMPLE Page 16 of 19 Custom Explantions or Category ization Exceptions or Scope of Capability Customization Ability to report on conferencing system usage for User feedback trend analysis and ROI calculation Ability to access any of the communication functions of the UC System from software based business processes and applications Ability to control communication functions as part of business processes or applications preferably from the user interface of that process or application Ability to access or invok
36. rencing Capabilties ee ee ART 1 Availability of a VoIP capable conferencing client for both PC and Web interfaces c 2007 UniComm Consulting UNLICENSED SAMPLE Page 14 of 19 Custom Explantions or Category ization Exceptions or Scope of Capability i ired Customization Availability of a Web based VoIP conferencing client that can be used or published to invitees that are not administered users of the conferencing system whether inside or outside the firewall and known or not known to the system or enterprise directory Ability of Web Conferencing system to be on premises or hosted and for web client to work seamlessly with both premise based and hosted version of the conferencing system Ability to form a voice video or web conference by adding users to a 2 party call or session Ability to add modes to a multi party conference i e to add video into a voice call or voice into a web session without dropping and restarting the session Ability to schedule a conference in advance and send invitations to all participants through standard calendar Microsoft Outlook Lotus Notes etc functions Ability for users to access the conference using VoIP through a secure web client URL included in the invitation c 2007 UniComm Consulting UNLICENSED SAMPLE Page 15 of 19 Custom Explantions or ization Exceptions or Scope of Customization Ability to include VoIP and Video participants that a
37. rmation for a period commencing with the implementation phase and continuing for a period of three 3 years following acceptance of the implementation Pricing must show line item detail for any item that has a separate price even if sold as a bundle Include all of the following as applicable W Software licensing indicate if perpetual or annual license Software upgrades or software assurance program Software maintenance or software assurance program Hardware gateways network upgrades and associ User devices and appliances e g USB phone evices etc Hardware and device maintenance agreements Professional services required for your Proposal such as o Implementation o Training o Support if separate o Customization o Customiza ified Communication Applications B Miscellaneous ents required for the Solution that are not listed above B Note Fo items above that must be customer provided or purchased from a ase provide an estimate of that cost price and provide valid names ation for at least two 2 suppliers that would offer such items the costs prices you indicate 10 is acceptable range 1 d Cost
38. s remedial patches or upgrades new release upgrades other factors provided B Coverage Hours for the maintenance coverage Indicate the scope of outside of Coverage Hours and indicate which scope elements are at a charge if any 8 2 Maintenance Plan Details Solution in terms of numbers of major e g outages or service effecting and minor d fled functionality service events per year and the typical durati b es or events Please indicate this for the entire Solution as well as f component elements if applicable Indicate the procedures for patches or upd mandatory and optional patches or upd updates is included in the proposed main installation of the patches or updates can b members to your ed software or firmware for icate if installation of those patches or ice or is chargeable Indicate if the ed by Sample Company staff Indicate the policies and pr es for patches and updates to your software or firmware related to security and vir Md ction for the proposed solution Indicate if your company monitors alerts ther notices form the producer of the software or firmware and indicate the targ maximum time periods for notifying Sample Company of the val
39. t cell phone PSTN or PBX phone User interface provides for easy display and control of communications Describe or provide collateral media to illustrate Provide all of the following NA call controls for Voice Video or Web sessions Note Call Session for this section duration NA Conference Others into Call N A Terminate hang up Call NA T A Place Call on Hold Divert Incoming Call if busy NA c 2007 UniComm Consulting UNLICENSED SAMPLE Page 8 of 19 Custom Explantions or ization Exceptions or Scope of Customization Divert Incoming Call if no answer Transmit Incoming Call information with Call if diverted to maximum extent possible Provide for connection to existing voice mail system with sufficient information to connect to correct mailbox and to allow transfer to Operator po ees ode et tet Launch a call to a group of NA persons Ability to initiate a call automatically from a calendar entry or scheduled task Provide indication if incoming call is a manual or software controlled transfer Provide indication if incoming call is from presence IM e mail or file sharing workspace of originating party Initiate a Call from any user identity format that is known to the enterprise directory e g Active Directory or personal contacts such as name phone numbers IM name e mail address or handle c 2007 UniComm Consulting UNLICENSED SAMPLE Page 9 of 19 i
40. t the Implementation into phases and indicate the el terms of weeks elapsed ed time for each phase in Indicate the total slack time in the pl oth n weeks or elapsed time and as a percent of the total Implementation plan Indicate which activities are critical of the proposed implementation plan 7 1 2 Reso For each phase please ibe the B Resource ired for each Phase showing quantity skills and duration for e resources included in this proposal o Resources that must be contracted separately Resources required from Sample Company B Completion or signoff criteria for each Phase E Test plans or other certification methods to validate the completion criteria It is acceptable but not required to submit the timeline and resource plan for the phases as some form of electronic planning tool such as Microsoft Project Sample Company typically uses Name of project planning tool should that be available to you 2007 UniComm Consulting UNLICENSED SAMPLE Page 14 of 20 8 Maintenance Summary 8 1 Proposed Maintenance Plan Describe your maintenance plan in terms of the following W Scope of maintenance coverage e g remote support on site support diagnosis repair software and or hardware fixe
41. t to which the Supplier s response demonstrates the ability for Sample Company to achieve these goals through implementation and reasonably effective and practical use of the proposed solution The evaluation will be based on solution completeness product capabilities Supplier capabilities and reputation and the forecasted financial results of implementing the requested solutions including TCO and ROI calculations Other criteria for Supplier selection include Selection Criteria 1 Selection Criteria 2 Selection Criteria 3 Selection Criteria 4 Selection Criteria 5 2007 UniComm Consulting UNLICENSED SAMPLE Page 5 of 20 2 Responder Potential Supplier Instructions This section will include the Enterprise s instructions to the respondents who are invited to respond to the RFP as the potential suppliers of the Solution 2 1 Instructions to Suppliers NOTE It is assumed that most Enterprises have standard language and processes they wish to use Please enter your enterprise s guidelines here These should include some or all of the following 4 o Time
42. th d the following paragraph and replace with any language as to confidenti it terms or use ownership etc Notice This Request for Proposal Template is provided for your company s use in solicitation of Unified Communications Request s for Proposal s RFP and is governed by the terms and conditions of the license agreement accepted at UCStrategies com This is aSAMPLE ONLY for evaluation prior to purchase of a licensed copy of the UC RFP Template Toolkit It is prohibited to copy or distribute this document outside of your enterprise and for other than evaluation purposes For more information please visit UCStrategies com 2007 UniComm Consulting UNLICENSED SAMPLE Page 1 of 20 RFP for Sample Company Table of Contents Purpose Of This REP uoo OI O SIE RUIN suntan es E E E aaa 4 Lik Suppuer Selection GuideHnesc esae nitentes sopa Dseui dali Dus 5 2 Responder Potential Supplier Instructions 6 2 Instructions to Suppliers 2 25 Definitions cocotte p a utin tton tol amm tro cA ted 3 Enterprise OVEEVIGW ies dte b t tvi da eie S ae Sch TOBIECU VES OF this REP sous attests a aA 3 1 1 Purpose suse pp E 3 1 2 Capabilities cete tene ttes netter rH ss 3 1 2 1 Enterprise Presence Sul Enterprise Instant Messaging IM 3 2 Timeline for Resultin
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