REQUEST FOR PROPOSAL (RFP)

Tanana Chiefs Conference (TCC) Information Technology is seeking proposals from qualified vendors for the replacement of its enterprise Unified Communications (UC) / telephone system. The incumbent ShoreTel/Mitel platform (version 14.2) has reached functional end-of-life, with manufacturer end-of-support announced for December 2029. TCC seeks a modern, reliable UC platform serving approximately 1,200 employees across more than 30 locations, including headquarters facilities in Fairbanks, two subregional clinics, and 22 remote village clinics across Interior Alaska.

Please download and read fully the attached RFP for the full scope of work.

This RFP does not prescribe a specific manufacturer or deployment model; on-premises, cloud-hosted, and hybrid architectures will all be considered, provided the proposed solution satisfies the requirements in Section III, Scope of Work.

Questions regarding this solicitation and/or proposal submissions shall be emailed to aaron.gibson@tananachiefs.org.

Proposal Submission Deadline:
Proposals are required to be submitted no later than 10/14/2026.
Proposals received after the time announced will not be considered.

Project: Enterprise Unified Communications / Telephone System Replacement
Each bidder shall thoroughly examine the contract documents. The failure or neglect of a bidder to receive or examine any contract document or any part thereof shall in no way relieve it from any obligations with respect to its quote or to the service contract. No claim for additional compensation shall be allowed which is based upon a lack of knowledge of any contract document.

1. When is the questions deadline?
   10/14/2026
2. Do we submit proposals by emailing them to you?
   Email to aaron.gibson@tananachiefs.org
3. When is the desired implementation completion date?
   We would like to be completed with this migration by 9/30/2027
4. How many agents and supervisors do you need for the call/contact center?

Supervisors 139 and contact center agents 336

1. How many users do you need all-time recording for (not ad-hoc recording)?

100 users

1. How many DIDs need to be ported?

There is no plan or intention of porting any DIDs, currently in the Fairbanks area there is no number portability.

1. For the purpose of a price quote, how many total users (1,479 or 1,183)? How many physical phones (1,229)?

1479 extensions and for 700 physical phones

1. Do you need virtual faxing licenses and how many? Do you need connections to physical fax machines and how many?

None we currently utilize a digital faxing solution.

1. Also confirming that all appx. 1200 users have M365 E5?

Yes all end users receive an E5 License.