VoIP RFP How to Create and Issue a VoIP Telephony Service Request for Proposals

More and more VoIP RFP dispatches are taking place as business are seeking to enter contracts for their telephony services to be converted to Voice Over Internet Protocol Systems.

Eweek provides a very useful template for all those setting out to write their own VoIP RFP.

Their template suggests the following content for a repsonse to an RFP to start with, which we have amended to comply with the needs for a typical RFP notification letter, as follows:-

1. VoIP RFP Introduction Page.
A. Company name.
B. Proposal authors.
C. Date, company address and URL as it should appear in print.
D.Primary contact with phone number and e-mail address.

2. VoIP RFP Equipment list with version/model numbers and design description.
A. An itemized list of existing major equipment (gateways, systems, cards/components, handsets) for each site which will require replacing with VoIP equivalents
B. An itemized VoIP RFP list of needed software for each site.
C. An itemized VoIP RFP list of needed services for each site.
D. A summary of VoIP RFP requirements for your solution and what specific features you need.
E. Address(es) for installation of the VoIP service

3. Price list of required products and services.
A. An itemized list of major equipment for each site.
B. An itemized list of software for each site.
C. An itemized list of services for each site.

4.Ongoing costs. Summarize the likely ongoing subscription and service costs needed to maintain the system over a period of three years for the VoIP RFP.

5.VoIP RFP Product literature and documentation. Include product literature that describes the features and benefits of your equipment, software and services. Also include technical documentation for major components.

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All this and much detailed information can be found by searching for “Sample VOIP RFP” in your favorite search engine.

Plus and all the requirements listed below in the Eweek's Details section.

So, now you have prepared your VoIP RFP, who would you send it out to?

Well there are suggestions around and for large corporates for example. Organizers of the VoiceCon conference issued a request for proposals for a hypothetical VOIP installation and obtained bids from five vendors:
- Aastra Intecom,
- Alcatel,
- Avaya,
- Cisco and
- 3Com.

These are big players in VoIP and would be sound for inclusion for most organizations we consider.

The technologies offered by the vendors varied greatly, and so did their prices. Organizations across the globe have employed a wide variety of VoIP solutions, and the digital nature of the service allows many ways to improve customer service operations, delight callers, reduce expenses and create new revenue opportunities.

If you have not already considered setting out to install a VoIP Voice over Internet Protocol system within your business, we suggest that you do consider at least putting out a VoIP RFP. You will not thereafter be forced to award a VoIP contract, but you will certainly learn a lot about the technology and the savings it can provide your company.

VoIP is an emerging technology being implemented in industry generally. Traditionally, skills in data and voice have been separate, but the evolving information age increasingly requires people with skills in both to implement and administer converged systems for the VoIP RFP submission.

Voice over Internet protocol VoIP is fast becoming an extremely popular technology by small and large businesses alike. Procuring this technology can quickly become a substantial, resource-intensive project but when implemented this company development cost need never be spent again.

When issuing the RFP we suggest that it is good practise to include a statement that your company reserves the right, with sole discretion, to refuse to appoint a VoIP supplier.

The party issuing the VoIP RFP will also usually require that the successful tenderer and his representatives shall at all times follow all applicable Company regulations while on Company property, including all company rules and procedures, incuding observation of the no smoking, no weapons and drug-free policies of the Company.

Some organizations will issue a pre-RFP notice to notify vendors early on that an RFP is forthcoming, while others simply send their requests out to suitable service providers once they have created the RFP.
Steve Evans is a techno wizard, who is also an early adopter of VoIP . Visit his web site for the best analyses of making a phone call on the internet, and make up a VoIP requirements list.