1. Introduction
The City of Moberly, Missouri is soliciting proposals from qualified vendors to provide a hosted Voice Over IP (VoIP) telephone system to replace the current legacy PBX system used across its municipal facilities. The objective is to implement a modern, scalable, and reliable communications system that enhances productivity, reduces costs, and improves service delivery to all City of Moberly facilities.
2. Background
The current PBX system, installed in the mid 1990’s, is no longer meeting the communication needs of the municipality and is approaching end-of-life. The municipality operates from numerous facilities located in and around the Moberly area, with approximately 63 total phone users. A new hosted VoIP solution is needed to support both current and future communication demands.
3. Consulting Services
The City of Moberly has retained a consultant, TeamKC Telecom, to assist with evaluating the RFP. The consultant has vendor compensation agreements in place with multiple vendors that will be bidding on this RFP. If a bidder does not have an existing vendor compensation agreement with the consultant, a compensation plan to the consultant to cover all current and recurring consultant fees must be submitted as part of the bid.
4. Scope of Work
The selected vendor will be responsible for meeting the detailed scope of work included in this RFP as Schedule A, generally described as follows:
a) System Design and Implementation
• Provide a cloud-based/hosted VoIP telephone system to replace the existing PBX.
• Include all hardware, software, licenses, installation, and configuration.
• Migrate all existing phone numbers.
• Integrate voicemail, auto attendant, call routing, and other key features.
b) User and Site Requirements
• Approximately 63 users across 11 locations.
• Include desk phones, softphones, mobile apps (if applicable).
• Provide service to all listed City of Moberly facilities.
c) Training and Support
• Provide user and administrator training.
• Provide technical support, both during and post-installation.
• Provide user manuals and documentation.
d) Project Management
• Assign a dedicated project manager.
• Provide a project timeline and key milestones.
• Coordinate all implementation activities.
e) Maintenance and Service Level Agreement (SLA)
• Provide details on system maintenance, updates, and support services.
• Provide SLA terms including uptime, response time, and escalation procedures.
5. Minimum Requirements
Vendors must meet the following requirements:
• Minimum 5 years of experience providing hosted VoIP solutions.
• Must provide 24/7/365 support services.
• Demonstrated experience working with municipal or public-sector clients.
• Solution must comply with E-911 regulations.
• Must support number portability and include failover/continuity options.
• Must be compatible with existing network infrastructure or include upgrades.
6. Proposal Requirements
Proposals must include:
a) Company Information
o Company name, address, years in business, point of contact.
b) Technical Solution
o Description of proposed VoIP system, features, architecture, and scalability.
c) Implementation Plan
o Project schedule, resources, and phases.
d) Training and Support
o Training plan, documentation, helpdesk procedures.
e) Pricing
o Breakdown of all costs (setup, equipment, licensing, ongoing fees).
f) References
o Minimum of three references from similar municipalities.
g) Contract Terms
o Sample contract or service agreement.
Submission Instructions
Deadline: 12:00 PM, September 8, 2025
Delivery Method: E-mail only
Submit To: Cynthia Ferrell
TeamKC Telecom 11184 Antioch Road, #256
Overland Park, KS 66210
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Late submissions will not be considered.
