RFQ-P Cloud-based Unified Communications as a Service

Location:	Kansas
Posted:	Apr 6, 2026
Due:	May 8, 2026
Agency:	City of Manhattan
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services
Publication URL:	To access bid details, please log in.

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Statement of Qualifications & Request for

Proposals

Cloud-based Unified Communications as a Service

CITY OF MANHATTAN, KANSAS

Request for Qualifications/Proposals

I. PROJECT DESCRIPTION AND OBJECTIVES:

The City of Manhattan, Kansas (the “City”) is soliciting proposals from qualified vendors to

provide a cloud-based Unified Communications as a Service (“UCaaS”) solution to replace the

current on‑premises Cisco Unified Communications Manager system. The City seeks a modern,

resilient voice platform supporting a mix of hard desk phones, stand‑alone softphones, and

Microsoft Teams options.

II. INTRODUCTION/BACKGROUND:

The City employs approximately 400 staff across multiple facilities. Remote sites connect to City

Hall as the central hub via private fiber or VPN. Workstations are connected over Cat5e or Cat6

cabling. User desktops and servers run Microsoft Windows and use Microsoft 365 and Microsoft

Teams; all email mailboxes are hosted in Exchange Online.

III. SUMMARY SCOPE OF SERVICES:

The selected vendor shall provide a complete UCaaS solution that meets certain functional

requirements, as well as provide implementation, training, and ongoing support services. The

City expects vendor-led planning, configuration, testing, deployment, and knowledge

transfer/training.

Functional Requirements

• Device options: hard desk phones, common area and lobby phones, conference phones;

stand‑alone softphone clients (Windows/macOS); mobile app; Microsoft Teams

integration.

• Call handling: inbound/outbound calling, transfer, hold, consult and blind transfer,

conference, park/pickup, hunt groups and call queues, shared line appearance, caller

ID/control, blocked number handling.

• Auto attendants and call flows for 10-15 departments/facilities: multi‑level menus,

hours/holiday routing, recorded greetings, directory, and menu-based transfers.

• Voicemail: user mailboxes, PIN policies, optional transcription, message notification;

configurable retention.

• Deliver analytics and reporting for call volumes, queue performance, and service levels

per-user or by department or facility with dashboards and reports, queue analytics

(service level, ASA, abandon rate), export/API access.

• Faxing: options for eFax and/or analog adapters for legacy devices.

• Elevator/emergency phones: support via approved analog gateways/adapters as needed.

• Directory and identity: ability to align with City’s Microsoft 365 environment (e.g., Entra

ID/SSO) for user provisioning and authentication where applicable.

• System support for the creation/sync of external contacts (name, title, department,

location, mobile number) representing City-issued FirstNet mobile numbers without

requiring a UCaaS seat or DID for those contacts. Users shall be able to perform both

blind and consultative transfers to external contacts from desk phones, softphones, and

Microsoft Teams clients. The global directory (search/auto-complete) shall surface

external contacts alongside UCaaS users. Proposer shall describe available methods to

bulk import/synchronize external contacts from Microsoft Entra ID (Azure AD),

HRIS/CSV, or M365 GAL.

• System must meet all E-911 regulations.

Implementation Services

• Develop a detailed implementation plan and schedule covering requirements,

configuration, testing, documentation, training, and go‑live in September 2026.

• Manage provisioning of new DIDs and porting of existing phone numbers; coordinate

with carriers.

• Pre‑stage all end‑user devices: firmware updated, extensions configured/assigned, and

devices placed at desks prior to cutover.

• Test inbound and outbound calling using temporary DIDs by building/site; validate auto

attendants and queues prior to setting the port date.

• Staffing: provide vendor personnel to perform implementation and deployment (no

subcontractor requirement from City is specified in this RFP; vendor shall describe

staffing model).

Training Services

• Provide user-facing training materials (video and text-based).

• Pre‑cutover user tasks: accessing accounts, password/PIN setup, voicemail greeting

recording.

• End‑user training on: call answering, placing calls, transfer, conference, voicemail, and

softphone/desktop app basics.

• Provide admin/IT training for City telecom administrators and help desk.

Ongoing Support Services

• Provide options for business hours technical support and 24x7 technical support with

defined service level.

• Include maintenance, updates, and incident management with clear escalation paths.

• Provide performance and usage reporting per Section 8.

IV. PROBABLE TIMETABLE:

The project shall proceed according to the following timeline:

• April 6, 2026

• April 17, 2026

• May 8, 2026

• Week of May 11, 2026

Statement of Qualifications (“SOQ”) & Request for

Proposals (“RFP”) issued

Questions due to Jared Wasinger by 3:00 PM

Proposals due by 12:00 PM (noon)

Selection Committee opens and reviews

• Week of May 18, 2026

• June 2, 2026

• June 3-17, 2026

• July 7, 2026

• September 2026

SOQs and selects proposers for formal interviewing

Selection Committee interviews and ranks selected

proposers

Selection Committee provides its recommendation

to the City Commission seeking authorization to

negotiate of agreement

City and Vendor will finalize scope of services and

quantity of lines/phones

City Commission approves agreement with vendor

Implementation complete

V. METHOD OF SOLICITATION:

Notice will be posted on the City of Manhattan website: https://manhattanks.gov/bids.aspx

VI. SELECTION PROCESS:

Potential proposers may submit written questions to Jared Wasinger, Director of Technology and

Communications, at wasinger@cityofmhk.com. All questions must be submitted by Friday, April

17, 2026, 3:00 PM. All questions and answers will be addressed in addenda added to the City’s

bid posting website page by no later than April 22, 2026, at 5:00 PM.

A Selection Committee will open and review the SOQs and proposals to determine which

proposers to formally interview. Based upon the quantity and quality of the SOQs, the City

reserves the right to short-list the proposers for formal interviewing. The Selection Committee

will then conduct formal interviews, rank the proposers, and recommend the highest-ranked

vendor to the City Commission for approval.

Throughout the process, the City reserves the right to initiate the process with the next highest-

ranked vendor, or to change or terminate the entire selection process at any time.

VII. DIRECTIONS FOR SUBMISSION:

All documents must be received by the City no later than 12:00 PM, on Friday, May 8, 2026,

at the City of Manhattan, City Clerk’s Office, 1101 Poyntz Ave., Manhattan, Kansas 66502. Any

proposals received after the specified due date and time will be rejected and returned unopened.

All expenses for preparing and delivering proposals, including subsequent interviews, will be

borne by the proposers.

VII. SUBMITTAL REQUIREMENTS:

The following information must be provided in the following sequence. Sections and subsections

should correspond with the sections and subsections identified below. Proposals are limited to 15

numbered, 8.5”x 11” pages, excluding cover, table of contents, cover letter, and dividers.

STATEMENT OF QUALIFICATIONS/PROPOSAL

One (1) electronic copy in a sealed envelope marked “Statement of Qualifications and

Proposal for City of Manhattan Cloud-based Unified Communications as a Service.”

A. Cover Letter

1. Provide a brief introduction and overview including history, background, and

mission and/or vision of the vendor

2. List all of the team members necessary to deliver the project, provide names

and proposed duties of individuals who will implement the project and describe

their qualifications

3. Identify and provide resume for the individual who will be the primary contact

and representative of the vendor throughout the term of the agreement

4. Include a table of contents to identify materials contained in the SOQ/proposal

by sections, subsections, and corresponding page numbers

B. Past Performance

1. Demonstrate past performance through contracts and/or other agreements

with government agencies or private industry.

2. Three relevant municipal references (prefer Kansas/Midwest where possible)

C. Scope of Services - Functional Requirements

1. Describe the vendor’s and vendor’s product’s ability to meet the functional

requirements outlined in this document.

D. Project Approach / Implementation

1. Describe implementation plan, staffing, schedule, risk management, and

cutover strategy.

E. Training & Support

F. Pricing Proposal

1. Provide a comprehensive written pricing proposal (no spreadsheet or

additional attachments) covering monthly subscription rates by seat/device

type, included features, one-time costs, and optional add-ons with unit pricing

and tiered/volume discounts or any additional discounts. Pricing shall be

scalable to the ranges in the City’s Exhibit A, with all assumptions and

exclusions explicitly identified. Company should describe proposed contract

terms, length, and proposed multi-year costs.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	RFQ-P Cloud-based Unified Communications as a Service
Category:	Bid Notifications
Status:	Open