Phone System Replacement

PROCUREMENT OVERVIEW

The City of Temecula is seeking proposals for a comprehensive phone system replacement. The project aims to enhance communication capabilities within the organization by providing a robust, secure, and scalable phone system. The solution must include features such as call management, auto-attendant, voicemail, conference calling, call recording, IVR, and integration with CRM systems, among others. A critical requirement is that the solution must not be multi-tenant or leverage shared private cloud services.

ISSUING ORGANIZATION

Organization: City of Temecula
Location: Temecula, California, US
Primary Contact: Jayme Fox
Email: [email protected]

KEY DATES

• Posted Date: April 1, 2026
• Proposal Due Date: April 22, 2026
• QA Deadline: April 14, 2026, 5:00 PM (PDT)
• Anticipated Start Delivery Date: June 9, 2026

MANDATORY REQUIREMENTS

Bidders must meet the following criteria:

• The solution must be a dedicated system, not multi-tenant or shared.
• Must provide local control and management of the phone system.
• Must include specific features such as call management, auto-attendant, voicemail, IVR, call recording, and integration with Microsoft Teams and Zoom.
• Must support Bluetooth 5.0 or greater and have disaster recovery capabilities.
• Must include hardware specifications: 400 desk phones with 1 Gb NICs and 5 wireless handsets.
• Must have the capability to port existing DIDs from the current provider.

TECHNICAL CAPABILITIES

Bidders should demonstrate expertise in:

• Telecommunications systems and architecture.
• Integration with CRM systems and other communication platforms (Microsoft Teams, Zoom).
• Disaster recovery solutions and security features (encryption, fraud detection).
• API access for custom integrations.
• Configuration and setup of complex telecommunication systems.

DELIVERABLES AND PERFORMANCE STANDARDS

Key deliverables include:

• Configuration of new hardware and software solutions.
• Porting of existing DIDs.
• Setup of extensions, call routing, voicemail, and redundancy systems.
• Provision of call analytics and reporting for a minimum retention of 2 years.

EVALUATION CRITERIA

Proposals will be evaluated based on:

• Technical approach and compliance with mandatory features.
• Past performance and experience in similar projects.
• Pricing, with a focus on best-value rather than lowest price.

PREFERRED QUALIFICATIONS

While not mandatory, bidders with the following qualifications will have a competitive advantage:

• Experience with similar municipal or government projects.
• Preferred certifications in telecommunications or IT security.
• Proven track record of successful implementations of large-scale phone systems.

This summary provides a comprehensive overview of the RFP for potential bidders to assess their fit for the City of Temecula's phone system replacement project.