Unified Communications Integration

The purpose of this document is to invite tenders for a single contract to design, implement and support to adoption an integrated unified communications (UC) solution. The solution will include integration with Microsoft 365 Teams, Outlook and SharePoint, but other elements may be included. The solution will include a call time package of international, national and internal VoIP telephony, as well as supporting video meetings/conferencing, SMS messaging and internal messaging 'chat'.

The objectives of the contract are:

 To design and implement a cost effective unified communication environment suitable for a wide range of complex business needs

 To provide training and support for both a small group of administrators and the Horniman Staff body such that the Horniman gets best use of the environment as built.

Applicants should provide, and will be scored on:

Finance (40% of score)

Applicants should provide clear costings for:

1. The initial and annual cost of all licencing, including any additional Microsoft licences,
2. A bundle/package of telephony minutes, international and national
3. Horniman Admin/IT team training
4. End User training
5. Design and implementation costs

User Experience (40% of score)

6. Applications should include a description of the role that Microsoft 365 tools, especially Teams, Outlook, and SharePoint will play in their solution.

7. Applicants should provide descriptions of how the Telephony Use Case Scenarios will be serviced. See Appendix 1
8. Applicants should describe how they will ensure the optimum quality for voice and video calls,
9. Applicants should state where handsets, headphones or other peripherals fit in their solution, including whether they will use the Horniman's holding of VVX300 handsets.

Training (20% of score)

• 10.Applications should describe a training approach for training:
• a.system admins
• b.end users
• 11.The training plans should include:
• a.The degree to which the training will be bespoke to the Horniman, which is preferred if it can be offered at a reasonable cost
• b.The types of learning to be offered
• c.The retention and re-usability of the training materials

Formal tender submissions must be received by 12:00 (noon) Friday 2nd June 2023. Tender submissions should be made electronically to Jonathan Whitson Cloud (jwhitsoncloud@horniman.ac.uk). We do not expect hardcopy submissions.

Documents may be sent in MS Word or PDF format. Video presentations of under 5 minutes in duration are also welcome, but are not essential.