Any request-for-proposal document should clearly state all of the components and expectations of your cloud unified...
communications system. If you are not sure of the features your organization needs, you should first issue a request for information, which lets you gather information on vendors' systems and capabilities.
As you start the request-for-proposal process, you should list all the features you'll need. If the request-for-proposal document includes an "or equal" clause for features and performance, make sure someone knows how to evaluate "or equal."
Make sure the vendor clearly stipulates minimum hardware requirements versus optimal hardware requirements. Sometimes, running a UC cloud service with the minimum requirements is painful in operation. Make sure the vendor includes time and materials for knowledge transfer and training.
Make sure the request-for-proposal document lists how many patches have been applied to a vendor's system in the last year and the time required to implement patches. This will give you an idea of the time needed for maintenance and any potential downtime.
The document should require customer references for three-year, two-year and one-year installations, so you can check customer experiences with longer-term problems, upgrades and maintenance. If you're doing a request for information, ask references what features they wish they included in their proposal. Some references may even share their request-for-proposal document with you.
If your organization is evaluating a turnkey UC cloud service, find out how many hours of maintenance are included and if there's an upcharge for extra time. Also, ask about the financial stability of the company.
Include any requirements from your compliance and legal departments, as well as network requirements. For a UC cloud service, include in the request-for-proposal document whether a vendor supports its own hardware in-house or if it uses a colocation provider. If the vendor is in someone else's facility, find out the service-level agreement with that facility and what its SLA will be with your organization.
Do you have a question for Carrie Higbie or any other experts? Ask your enterprise-specific questions today! All questions are treated anonymously.
How to evaluate UC cloud services
Five guidelines for a request for proposal document
Three key criteria to evaluate UCaaS providers
Dig Deeper on Unified Communications ROI
Related Q&A from Carrie Higbie Goetz
Security is a priority when moving communications to the cloud. Organizations must do their due diligence when evaluating cloud providers' UC ...continue reading
Video quality can suffer if the network can't meet its high bandwidth needs. Networking expert Carrie Higbie Goetz explains how SD-WAN supports video...continue reading
When a unified communications platform lacks up-to-date functionalities or reaches its end of life, enterprises need to research other vendors and ...continue reading
Have a question for an expert?
Please add a title for your question
Get answers from a TechTarget expert on whatever's puzzling you.