4.1.1 Core Features • Cloud-Based Solution: A fully cloud-based solution to suit the City's infrastructure and security requirements. • Unified Communications: Integration of voice, video, messaging, and collaboration tools. • Mobile Support: Access to the phone system from mobile devices with full functionality. • Scalability: Ability to scale the system up or down based on the City's changing needs. • Reliability: High availability and disaster recovery features to ensure continuous operation. 4.1.2 Call Management • Auto-Attendant: Automated call routing based on customizable menus and options. • Call Queues: Manage incoming calls efficiently with call queue features. • Call Recording: Record calls for training, quality assurance, and legal purposes. • Voicemail to Email: Transcription of voicemails and delivery to email. • Call Analytics: Detailed reporting and analytics on call volumes, durations, and patterns. 4.1.3 Collaboration Tools • Video Conferencing: High-definition video conferencing capabilities for meetings and remote work. • Team Messaging: Secure instant messaging and chat features for teams. • File Sharing: Secure sharing and collaboration on documents and files. • Integration with Productivity Tools: Seamless integration with Microsoft Office 365 4.1.4 Security • Encryption: End-to-end encryption for all communications to ensure data security and privacy. • Compliance: Adherence to industry standards and regulations, such as GDPR, HIPAA, and others as applicable. • User Authentication: Multi-factor authentication and secure login processes. 4.1.5 Hardware Requirements • 200 Hard Phones: Supply and configure 200 hard phones compatible with the cloudbased VoIP system. These phones should support the full feature set of the VoIP system, including but not limited to call management, voicemail, and integration with collaboration tools. 4.1.6 Phone Number Porting • Phone Number Porting: The vendor must manage and execute the porting of all existing phone numbers to the new system. This includes coordination with the current provider to ensure a seamless transition with minimal downtime.
