If you're seeking a new phone system for your nonprofit, you should clearly define your needs and familiarize yourself with the terminology the phone system industry uses. I wrote a request for proposals (RFP) for a client a couple years ago and they ended up with a phone system that is very robust and they are very happy with it.

I've posted the entire RFP here for you all to use as an example to edit as you see fit. I've removed the client's name so you can juust put in your own details. Please remember this was tailored for the specific needs of my client and you should edit them for your own needs and dates.

SAMPLE RFP

TITLE PAGE
Request for Proposal for Telephone System
Responses Due October 9, 2006
Your company name, full address, contact name here
 
PAGE BREAK

Purpose
The purpose for this Request for Proposal (RFP) is to evaluate business phone system firms which provide custom solutions and might be requested to provide <Your company> with such services.

Vendor(s) selected will be evaluated in part on the ability to deliver products on time and within budget, and their demonstrated understanding of the solution required based on their responses and subsequent interviews.

Background
<Give some background information on your organization here, like when it was started, your target service needs, perhaps a mission statement.>

Services to be Provided
The major components of the project (as identified by <Your company>) are detailed below. Vendors responding should be prepared to provide a solution to the specified areas, and if after review and questions add any additional components deemed necessary to successfully complete the project. 

Have you encountered a friend, coworker, colleague, or client that has a different version of Microsoft Office than you do?

For example, maybe your lawyer purchased a brand new computer and it came with Word 2007, but you're still using Word 2003.  Maybe she sends you a document you should really be able to read, but you can't because your version of Word won't open it. 

Groupware is software that allows people to work together from various locations, useful for nonprofits where staff works remotely. Collaboration features offered by groupware can include email, scheduling, discussion groups, group folders, and more.

One benefit of groupware tools such as Microsoft Exchange (available at a discount from TechSoup Stock) is that you can sync them up to your PDA, allowing you to receive up-to-the-moment information even when you are working out in the field.

Microsoft Windows SteadyState is a free program for Windows XP and Vista that allows public access lab managers to administer program restrictions, user management, and even disk protection, protecting your organization's network or lab setup from unwanted user changes.

I personally see a lot of value with the SteadyState system. I recently listened to recording about SteadyState on the podcast Security Now! by Steve Gibson and Leo Laporte. Episode #129 — Windows SteadyState — is available in many formats right from the page.

What does Outlook's Search Folders tool do for you? To quote Microsoft:

Search Folders display the results of previously defined search queries. The email messages shown remain stored in one or more Outlook folders.

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How might Google Apps benefit your nonprofit?

• It's free.

"Wait!" you protest. "That's it? It's free? That's all you have to say about it?" The simple answer is yes. Here's why:

• Unlimited email accounts.
• Absolutely fantastic anti-spam technology.
• Available anywhere you can get access to the Internet and a Web browser.
• Easy calendar-sharing with others at your organization.
  
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