Project Information

Bid Title

Cloud-Based Unified Communications System and Implementation Services

Issuing Agency

Temple Terrace city

Location

Florida

Published Date

Feb 16, 2026

Closing Date

Mar 25, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-002

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	26-002
Bid Title:	Cloud-Based Unified Communications System and Implementation Services
Category:	26-002 Request for Proposal Cloud-Based Unified Communications System and Implementation Services
Status:	Open

Description: Cloud-Based Unified Communications System and Implementation Services to replace our current on premise system. Publication Date/Time: 2/9/2026 12:00 AM Closing Date/Time: 3/25/2026 11:59 PM Contact Person: Sally Cabrera Special Requirements: Bids must include physical phones, separate internet connection for system. Related Documents: 26-002 Unified Communication System Bid Document

Attachment Preview

RELEASE DATE

February 10,

2026

Due Date

March 25,

2026

Request for Proposal

Cloud-Based Unified

Communications System and

Implementation Services

As Governed by Florida Statute §287.057

RFP Number 26-002_

Request for Proposal Cloud-Based Unified Communications System

Table of Contents

1 Section: RFP Introduction ...................................................................................................... 4

1.1 Definitions ................................................................................................................................. 4

1.2 Purpose of the RFP ……………………………………………………………………………4

1.3 About the City............................................................................................................................ 5

1.4 Project Background.................................................................................................................... 5

1.5 Notice to Proposers .................................................................................................................... 6

1.6 Conditions:................................................................................................................................. 7

1.7 City’s Rights Reserved............................................................................................................... 9

1.8 Compliance Requirements ....................................................................................................... 11

1.9 Communication Regarding the RFP......................................................................................... 13

1.10 Inquiries and Requests for Clarification ................................................................................... 14

1.11 Evaluation Criteria............................................................................................................... 15

1.12 RFP Timeline ...................................................................................................................... 16

1.13 Software Demonstrations……...…………………………………………………………..16

1.14 Discovery ............................................................................................................................ 17

1.15 Proposal Submission Instructions........................................................................................ 17

1.16 Organization of Proposal ..................................................................................................... 19

1.17 Electronic Submission Format............................................................................................. 20

2 Section: Project Scope .......................................................................................................... 21

2.1 Project Goals ........................................................................................................................... 21

2.2 Project Scope Overview .......................................................................................................... 22

2.3 Project Timeline....................................................................................................................... 22

2.4 Implementation Approach ...................................................................................................... ..23

2.5 Project Management………………………………………………………………………….23

2.6 Knowledge Transfer……………………………………………………………………….....24

2.7 System Design………………………………………………………………………………..24

2.8 Configuration…………………………………………………………………………………24

2.9 Migration……………………………………………………………………………………..25

2.10 Testing ..................................................................................................................................... 25

2.11 Go-Live Support...................................................................................................................... 26

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Request for Proposal Cloud-Based Unified Communications System

2.5 Integrations and Interfaces ....................................................................................................... 26

2.6 Migration and Data Retention ................................................................................................. 27

2.7 Project Staffing ........................................................................................................................ 28

2.8 Statement of Work (SOW) ....................................................................................................... 28

2.9 User Access and Department Participation ............................................................................. 29

3 Section: Detailed Submittal Requirements ........................................................................... 30

3.1 Summary and Overall Scope.................................................................................................... 30

3.2 Software and System Proposal ................................................................................................... 33

3.3 Professional Service Proposal .................................................................................................. 37

3.4 Price Proposal .......................................................................................................................... 41

3.5 Essay Response........................................................................................................................ 43

4 Section: Attachments ............................................................................................................ 45

4.1 Attachment 1 – RFP Submittal Checklist ................................................................................. 45

4.2 Attachment 2 – Signature Page ................................................................................................ 45

4.3 Attachment 3 – Proposer Statement ......................................................................................... 45

4.4 Attachment 4 – SaaS Description............................................................................................. 45

4.5 Attachment 5 – Professional Services Background.................................................................. 45

4.6 Attachment 6 – Reference Form .............................................................................................. 46

4.7 Attachment 7—Level of Effort ................................................................................................ 46

4.8 Attachment 8 – Functional Requirements ................................................................................ 46

4.9 Attachment 9 – Cost................................................................................................................. 46

4.10 Attachment 10—Software Product Scope............................................................................ 46

4.11 Attachment 11—Drug-Free Workplace Certificate .............................................................. 46

4.12 Attachment 12—Sworn Statement on Public Entity Crimes ............................................... 46

4.13 Attachment 13—Non-Collusion Affidavit ........................................................................... 46

4.14 Attachment 14—Anti-Human Trafficking Affidavit ............................................................ 46

4.15 Attachment 15—Conflict of Interest Affidavit .................................................................... 46

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Request for Proposal Cloud-Based Unified Communications System

1 RFP Introduction

1.1 Definitions

The terms used in this RFP, unless the context clearly requires a different construction and

interpretation, have the following meanings:

a. Breach of Contract: A failure of the Contractor to perform services or provide

commodities in accordance with the terms and conditions of any contract which may

result from this RFP.

b. Business Day and Business Hours: Monday through Friday from 8:00 a.m. to 5:00 p.m.,

Local Time, excluding City holidays or other official closures.

c. City: The City of Temple of Terrace in Hillsborough County, Florida.

d. Contract: The written Contract between the City and the successful Vendor, that results

from this RFP to include its attachments, modifications/amendments, addenda and/or

renewals.

e. Contract Manager: The City employee, or designee, who will serve as a liaison between

the Contractor and City under the Contract and will monitor the Contractor’s progress and

Contract performance to ensure the procured services conform to the Contract’s

requirements.

f. Contractor: The organization or individual providing services to the City, in accordance

with the terms of any Contract which may result from this RFP.

g. Day: A calendar day, unless otherwise noted.

h. Evaluation Committee: A group of City representatives to review, evaluate, and score

proposals in accordance with the criteria set forth in this RFP and applicable procurement

requirements.

i. Holidays: Refers to City Holidays or other official closures.

j. Hour(s): Includes all hours between 12:00 a.m. through 11:59 p.m. unless otherwise noted.

k. Proposal: A Vendor’s response to this Request for Proposal.

l. Responsible Vendor: A Vendor who has the capability in all respects to fully perform the

Contract requirements and the integrity and reliability that will assure good faith

performance.

m. Responsive Proposal: A Proposal submitted by a Responsible Vendor, which conforms

to all material aspects of this RFP.

n. Specifications: The detailed conditions of the Contract, including technical specifications,

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Request for Proposal Cloud-Based Unified Communications System

design specifications and other descriptions of the work as outlined in the Contract

documents.

o. State: State of Florida.

p. Subcontract: An agreement between the Vendor and any other person or organization

wherein that person or organization agrees to perform any requirement(s) for the Vendor,

specifically related to securing or fulfilling the Vendor’s obligations to the City under the

terms of any Contract which may result from this RFP.

q. Subcontractor: An individual, firm, or corporation that holds a Contract with the

Contractor or any other Subcontractor to perform any obligation or duty on behalf of the

Vendor, specifically related to securing or fulfilling the Vendor’s obligations to the City

under the terms of the Contract resulting from this RFP.

r. Vendor: A legally qualified corporation, partnership, or other business entity submitting a

Proposal to the City in response to this RFP.

1.2 Purpose of the RFP

The City of Temple Terrace (“City”), located in Hillsborough County Florida, is issuing this Request for

Proposal (“RFP”) to solicit sealed Proposals from experienced and qualified Vendors for the provision,

implementation, and support of a Cloud-Based Unified Communications (“UC”) telephone system

solution.

The City seeks a modern, scalable, secure, and fully hosted Unified Communications as a Service (UCaaS)

solution that delivers:

• Voice calling and call control

• Hosted call center/contact center capabilities

• Messaging and collaboration features

• Mobile and remote connectivity

• Full administrative and reporting tools

• High availability and disaster recovery

• Strong security and regulatory compliance

As part of this RFP, the City requires physical communication devices including standard desk phones,

administrative/executive desk phones, cordless/portable phones for field personnel, and conference room

devices. Proposers must include all required hardware, associated licensing, provisioning, and

implementation services as part of their proposal.

The selected Proposer will deliver a turnkey solution, including system design, configuration, migration,

training, documentation, and post-implementation support.

All proposed platforms must be vendor-neutral, widely supported, and compliant with public-sector

standards for security, retention and accessibility.

The RFP permits the City to conduct negotiations, request Best and Final Offers (BAFO), and evaluate

solutions based on overall value, not solely cost.

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Commodity Codes

• NAICS 518210Data Processing, Hosting, and Related Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541513Computer Facilities Management Services
• NAICS 541519Other Computer Related Services

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