Contracts are negotiated only every two to three years making it unproductive for staff to remain current with the rapidly changing market. Staff is rightly focused on maintaining operational integrity and has little time to optimize costs. If time can be made, implementing a proven methodology will exploit the competitive marketplace.
Information is the key ingredient in successfully negotiating lower long distance costs.
You need complete arid accurate written documentation of all services your organization is utilizing or planning to install including vendors, locations and usage. Then, to be in a power position, you must have knowledge of current market prices and conditions for services and familiarity with the vendors who can verifiably supply your organizations needs. Armed with information, prepare a detailed RFP to be sent to at least three service providers. Many organizations err by merely accepting offers from soliciting vendors that are impossible to decipher much less compare. Keep the RFP succinct.