Gartner Research

How to Develop an RFP for Unified Communications

Published: 24 March 2010

ID: G00174413

Analyst(s): Jay Lassman


Organizations considering the implementation of unified communications should create a comprehensive RFP with specific business and technical requirements that demand formal responses from prospective suppliers. We provide RFP guidelines/template to help you save time in the procurement process.

Table Of Contents
  • Overview


  • Introduction
  • Developing the Document
    • Understanding the Goals
    • Baseline Requirements
  • Surveying the Marketplace
  • Preparing the RFP Document
  • RFP Instructions
    • Executive Summary
    • Business Objectives
    • Overview of Present Communications Environment
    • Objectives/Scope of Work
    • Liability and Reserved Rights
    • Instructions to Vendors (i.e., Prospective Suppliers)
    • General Procedures
    • RFP Response Terminology
    • Preparation of Proposals
  • Voice Requirements
    • Voice UC Integration
    • System and User Features for Voice
    • System Features for Converged Networking
    • Telephones, Softphones and Features
    • Mobile Communications
    • Network Assessment and QoS Requirements
  • Voice Mail With Unified Messaging Requirements
    • Mobile Communications
  • E-Mail Messaging Requirements
    • Mobile Communications
  • Presence and IM Requirements
    • Enterprise Presence
    • Peer-to-Peer IP Communications
    • Mobile Communications
  • Audio, Video and Web-Based Conferencing
    • Mobile Communications
  • Desktop Clients
  • Communications-Enabled Business Processes (CEBPs)
  • System Redundancy, Reliability and Survivability
  • Standards
  • System Networking
  • System Security
  • System Management
  • Vendor Design Summary
    • Solution Architecture
    • Network Diagrams
  • Physical Requirements
  • Environmental Requirements
  • Power Requirements
  • Warranty, Maintenance and Training
    • Warranty
    • Maintenance
    • Training
  • Emergency Response
  • Implementation
  • System Pricing and Licensing
    • Incremental Costs
    • Finance
  • Vendor Qualifications
    • Company History
    • Responsibility for Proposed System Implementation
    • Vendor Support and Structure
  • Appendix A: Voice Features
  • Appendix B: Voice Mail Features

Recommended Reading

©2021 Gartner, Inc. and/or its affiliates. All rights reserved. Gartner is a registered trademark of Gartner, Inc. and its affiliates. This publication may not be reproduced or distributed in any form without Gartner’s prior written permission. It consists of the opinions of Gartner’s research organization, which should not be construed as statements of fact. While the information contained in this publication has been obtained from sources believed to be reliable, Gartner disclaims all warranties as to the accuracy, completeness or adequacy of such information. Although Gartner research may address legal and financial issues, Gartner does not provide legal or investment advice and its research should not be construed or used as such. Your access and use of this publication are governed by Gartner’s Usage Policy. Gartner prides itself on its reputation for independence and objectivity. Its research is produced independently by its research organization without input or influence from any third party. For further information, see Guiding Principles on Independence and Objectivity.

Already have a Gartner Account?

Purchase this Document

To purchase this document, you will need to register or sign in above

Become a client

Learn how to access this content as a Gartner client.