Cisco PBX Phone System to Microsoft Teams

Clean Water Services is seeking qualified vendors to migrate its existing Cisco Call Manager 14.5 phone system to a Microsoft Teams Phone solution, encompassing the replacement of voice, voicemail, and CTI infrastructure with a cloud-based Microsoft Teams platform. The solicitation, issued under number 5851, requires proposers to submit detailed, fully compliant proposals via Equity Hub’s Bid Locker by 4:00 p.m. Pacific Time on Monday, August 17, 2026; submissions by mail, email, or fax are prohibited, and no late submissions will be accepted. Proposers must register with Bid Locker prior to submission and are solely responsible for monitoring the site for amendments, addenda, or updates, as the District will not issue notifications. A voluntary pre-proposal meeting is scheduled for July 30, 2026, via Microsoft Teams, and all relevant documents are available for download on the Bid Locker portal. The project mandate includes conducting onsite audits at all locations, migrating existing phone numbers and PRI DIDs, providing solutions for analog lines, ensuring E911 compliance, and delivering comprehensive training for both IT staff and end users, alongside detailed documentation for user provisioning and configuration management. The solution must adhere to industry standards for PII and HIPAA compliance, utilize HTTPS SSL/TLS 1.3 or higher, and prohibit the use of secondary software to enable Teams calling. Proposals will be evaluated on a 100-point scale with weighted factors: Approach and Methods (40 points), which emphasizes technical expertise in Cisco-to-Teams migration and project management; Proposed Pricing (30 points); Experience and Key Personnel (10 points); Previous Related Projects (10 points); Corporate Responsibility (5 points); and Proposal Completeness (5 points). The contract will be awarded on a fixed-price basis up to a not-to-exceed amount to be determined, with payment triggered upon completion and acceptance of each milestone described in Exhibit D, and a 30-day payment term from invoice receipt. The selected vendor must provide a detailed project plan, full insurance coverage including cyber liability of $1–2 million per occurrence and professional liability, and must possess at least three years of specific experience deploying Microsoft Teams Phone via Operator Connect or hybrid models while migrating from Cisco Call Manager. The contractor assumes full responsibility for goods and services until final acceptance, with F.O.B. destination terms applying. All work is subject to the District’s Purchasing Rules and Oregon Revised Statutes, including