Running Head: REQUEST FOR PROPSAL

Request for Proposal COMM/301 July 4, 2011

REQUEST FOR PROPOSAL

Request for Proposal ....................................................................................................................... 4 1. 2. 3. 4. 5. a. 6. 7. 8. Background ............................................................................................................................. 4 Purpose.................................................................................................................................... 4 Scope of Services..................................................................................................................... 5 Process of Evaluation ............................................................................................................. 6 Proposal Conditions................................................................................................................ 6 Budget .................................................................................................................................. 7 Selection criteria ..................................................................................................................... 7 Decision schedule ................................................................................................................... 8 Proposal Submittal.................................................................................................................. 8

b. Contract Time, Term, and Constraints ........................................................................... 7

REQUEST FOR PROPOSAL

August 15, 2011

PREPARED FOR: Manufacturing 2800 Bel Air Suite 250 Phoenix, AZ. 48082

PREPARED BY:

, System Analyst

SUBJECT:

REQUEST FOR PROPOSAL Upgrade of KS Law Firm Public Switch Telephone Network (PSTN) to Voice-over-Internet Protocol (VoIP)

KS Law Firm is pleased to submit the attached Request for Proposal to upgrade the current telephone system from a public switch telephone system to a cost effective and efficient solution such as voice-over-internet protocol. Applicants must submit responses by no later than August 31, 2011 at 11:59pm. Any response packaged received after the above deadline will be rejected. Please forward responses to: System Analyst 2800 Bel Air Suite 250 Phoenix, AZ. 48082

REQUEST FOR PROPOSAL

Request for Proposal 1. Background KS Manufacturing is a global manufacturing company specializing in variety of products from automobile parts to lawn care equipment. KS Manufacturing provides twenty-four hours a day phone and web support to customers. In addition, web conferences and interactive chat sessions with prospective clients and vendors throughout the world. K&S Law Firm is committed to providing an optimal level of services to both its staff and clients globally. The current communications system at KS has exceeded the capabilities of providing the service that KS clients are accustom. Many clients have placed calls to KS and received a busy signal or been placed on hold while the PBX operators try to answer other phone calls before transferring the call or taking a message this type of service is no longer acceptable at KS. The high level of service we guarantee our customers should be given to our customers placing a call to KS. Therefore, with the growth and expansion of K&S, management executives have made a unified business decision to enhance and use the emerging technology in the business industry of Voiceover-Internet-Protocol 2. Purpose The purpose of the project is to upgrade the current PSTN system to a VoIP phone system with enhanced features and scalability. Management executives have recognized that the success of the business and its expansion has generated a substantial influx of phone calls being placed and received. KS Manufacturing current Public Switch Telephone Network (PSTN) is incapable of increasing PBX land lines and extensions; therefore, the system is insufficient for their current business needs. Implementation of an emerging technology known as Voice-over-InternetProtocol or VoIP will enhance communications globally between KS Manufacturing and its

REQUEST FOR PROPOSAL

clients saving the organization money and providing a optimize phone system with growth potential. The ability to upgrade the quality and number of phone lines allows KS to add as many extensions within the company that is needed with minimal effort. Data and voice transfer capabilities will now be possible including real-time videoconferencing an option that did not exist with the current PSTN. VoIP will enable professional staff to receive phone messages that normally are recorded on answering machines rerouted to the e-mail system to handheld devices such as; PDAs and Smart phones with the proper interface technology. 3. Scope of Services Corporations are assertively adopting high-tech low cost solutions for communication purposes. The use of the Internet has enhanced these solutions giving choices to organizations corporations across the world. Business internet phones are gaining popularity amongst large offices. KS Manufacturing strives to ensure that reliable communications is provided to the clients that are serviced. Therefore, improving business communication is a major goal of KS Manufacturing. The focus of project is to use the existing network infrastructure and hardware of KS and implement VoIP using the current phone lines and handsets without interruption in service or communication. The project team assumes that the implementation of VoIP will work with existing wiring, hubs, switches, and bandwidth reducing the time and budget required for design and implementation. A comprehensive analysis of KS offices will be conducted to assess the networks infrastructure capability and stability. The adoption of VoIP does not come without complications a risk associated with VoIP is the lost of communications to the outside world if there is an electrical outage. Many corporations have disaster recovery plans in place for such a

REQUEST FOR PROPOSAL

disaster. The project team will analyze all disaster and recovery plans associated with the networks infrastructure and electrical systems. Each response must contain a detailed description of how the outside entity will provide the following services: 1. Create a cross organization project team. 2. Survey capabilities and applications. 3. Determine how to apply upgraded software and phone package 4. Audit existing infrastructure (LAN, WAN, and Hardware) 5. Develop a functional implementation pilot plan. 6. Testing of pilot plan 7. Obtain internal commitments and budget. 8. Implement word processing software plan 9. Track the benefits from implementation and expectations. 4. Process of Evaluation Proposals will be reviewed with the following criteria in mind. Vendor support, responsiveness and follow-up Execution plan and support Pricing Timeliness and comprehensive response to RFP Vendor client references Availability schedules

5. Proposal Conditions

REQUEST FOR PROPOSAL

All costs incurred in the development and submission of responses to the RFP will be at the cost of the respondents. KS Manufacturing is under no contract obligation nor will pay any monies to the preparation or submission of any proposal. KS Manufacturing will not be obligated to any respondent until the contract has been awarded in writing to the respondent that has successfully fulfilled the requirements outlined within the RFP. a. Budget KS Manufacturing has allocated $100,000 for the entire project. However, retains the right to decrease or increase the budget if the project plan submitted by the respondent benefits the organization or comes under the allocated budget suggested by the company.
b. Contract Time, Term, and Constraints This contract shall take effect on September 15, 2011 and terminate on April 30, 2012, unless terminated earlier in accordance with the terms of this contract. Contractor shall be required to begin operation no later than September 30, 2011 upon the awarding the contract to specified vendor. The project is estimated to require 6 months to develop and implement once the RFP has been awarded. The

project team should be aware of the following limitations constraints associated with project that potential vendors, suppliers, and consultants must abide by. Upgraded telephone system ware must be installed no later than March 31, 2012 due to peak season sales and orders in preparation for spring and summer clients. The quality and scope is to provide a reliable telephone system that meets the guidelines of quality of service and communication. 6. Selection criteria Projects must meet the following Selection Criteria:

REQUEST FOR PROPOSAL

Project explains how the work will considerably enhance and unify KS Manufacturing current phone system

Project meets the technical requirements and shows evidence that the project results will improve KS Manufacturing overall method of telephone communication using VoIP system.

Adequate research has been conducted and clearly defines needs for and timeliness of this project that can lead to quantifiable impacts.

All information within the proposal is complete and accurate.

7. Decision schedule
August 15, 2011 ...................Release of Request for Proposal August 31, 2011 ....................Proposal submission deadline September 1, 2011.............. Proposal review meeting and recommendation September 15, 2011........... Selection and notification of proposal award September 30, 2011........... Implementation begins

8.

Proposal Submittal Submit one (1) electronic copy of all required information to the following email address no

later than 11:59 p.m. EST, August 31, 2011. Proposals may not be transmitted using facsimile transmission or mailed. Late proposals will not be accepted and will be automatically ineligible from further consideration. Proposals and all documentation are the property of the KS Manufacturing and will not be returned. Email applications to [email protected].