ESBD_524993_1781010829729_RFP-Cloud-Based Phone System 2026.pdf

REQUEST FOR COMPETITIVE SEALED PROPOSALS (RFP)

for

Cloud-Based Phone System

Title: WCJC-RFP Cloud-Based Phone System Solicitation ID: 26_00002

Issue Date: Saturday, June 13th 2026 Proposal Due Date & Time: Wednesday, July 8th 2026 at 3:00 p.m.

Contact:

Clarissa Bueno

Director of Purchasing Wharton County Junior College

WHARTON COUNTY JUNIOR COLLEGE

REQUEST FOR COMPETITIVE SEALED PROPOSAL (RFP)

CLOUD-BASED PHONE SYSTEM

TABLE OF CONTENTS

CONTENTS PAGE NUMBER

Section 1 – Introduction 4

Section 2 – Background 4

Section 3 – Scope of Work 5

Section 4 – Proposal Requirements 6

Section 5 – Evaluation Criteria (Best Value) 7

Section 6 – Submission Instructions 8

Section 7 – Questions and Addenda 8

Section 8 – Contract Terms 9

Section 9 – Reservation of Rights 10

Section 10 – Public Information 10

Section 11 – Addendum 10

ATTACHMENTS:

Attachment A – Certification of Compliance 12

Attachment B – Conflict of Interest Questionnaire 13

Attachment C – Certificate of Interested Parties 14

Vendor Submission Checklist 15

KEY DATES/MILESTONES AND CONTACT INFO:

RFP RELEASE DATE: Saturday, June 13th 2026

WRITTEN QUESTIONS DEADLINE: Wednesday, June 24th 2026

PROPOSAL SUBMITTAL DEADLINE:

Wednesday, July 8th 2026 at 3:00 p.m.

PROPOSAL DELIVERY LOCATION:

911 Boling Highway, A-107A Wharton, Texas 77488

AWARD BY BOARD OF TRUSTEES: TBD

REVIEWING & EXECUTION OF

CONTRACT: TBD

ON-SITE START OF SERVICE: TBD

Dates outlined are subject to change.

All Questions/Clarifications related to this RFP are to be directed via email to:

buenoc@wcjc.edu mailto:buenoc@wcjc.edu

1. Introduction

Wharton County Junior College (“WCJC” or “College”) is soliciting sealed proposals from qualified vendors to provide a comprehensive migration from the College’s existing traditional on-premises phone system to a modern cloud-based telecommunications solution for all WCJC campus locations. The selected vendor will provide all necessary system design, hardware, software, implementation, configuration, training, support, maintenance, and related telecommunications services required for a successful transition.

The purpose of this Request for Proposals (RFP) is to solicit a complete cloud-based phone solution and migration plan. WCJC makes no assumptions regarding the overall scope or workplan required and expects respondents to provide a comprehensive proposal that includes all variables, services, equipment, licensing, implementation requirements, and anticipated costs necessary for the successful migration to a cloud-based environment.

The selected vendor will serve as the College’s primary telecommunications provider and will be responsible for providing:

• Business telephone system hardware, software, and voicemail services

• Installation and configuration services

• User and administrator training

• Ongoing maintenance and support services

• System upgrades, as necessary

• Coordination of all related systems and services

• Identification of all anticipated project costs with no undisclosed ancillary fees

WCJC seeks a secure, reliable, and scalable cloud-based solution capable of supporting faculty, staff, and students while ensuring business continuity and alignment with the College’s operational and technological standards. The proposed solution must enhance communication capabilities, support remote and hybrid work environments, and strengthen campus safety and emergency communications.

Services under this contract will be required at all WCJC campus locations. WCJC intends to award a contract to the proposer whose submission provides the best overall value to the College.

2. Background Wharton County Junior College (WCJC) is a public, two-year, comprehensive community college. The college offers courses at four campuses in Wharton, Sugar Land, Richmond, and Bay City. In addition, the college offers classes in El Campo. We serve a diverse population with a variety of post-secondary educational programs and services, including associate degrees, certificates, workforce training, cultural affairs, and leisure-time activities. The college's tax district encompasses Wharton County and the Needville Independent School District located in

Fort Bend County. WCJC has a service area that includes Wharton, Matagorda, and Colorado counties, as well as parts of Fort Bend, Jackson, and Austin counties. Our goal is to help all of our students reach their goals.

WCJC currently operates a legacy on-premises Mitel/Shoretel phone environment consisting of approximately 550 physical phones of varying models, including Shoretel 230 and 655 devices and Mitel IP420(g) and IP480 phones, along with fewer than ten fax lines. As part of this project, the College intends to evaluate opportunities to reduce the number of physical handsets based on operational needs and user feedback while maintaining reliable communication capabilities across all campuses.

The College is pursuing this strategic migration to modernize its telecommunications infrastructure and achieve the following objectives:

• Improve reliability and scalability

• Support remote and hybrid work environments

• Enhance campus safety and emergency communications

• Reduce reliance on physical infrastructure

• Optimize long-term operational costs

As a higher education institution, WCJC requires reliable emergency communication capabilities throughout its campuses, including classroom access to emergency calling functionality without reliance solely on physical handsets. The College also desires implementation of an auto-attendant system and requires compliance with Ray Baum’s Act E911 requirements and Kari’s Law, including the ability to dial 911 directly without requiring a prefix to reach emergency services.

3. Scope of Work The selected vendor will provide the following, but not limited to:

• Analysis of current phone system environment that may include and not be limited to the assessment of existing On-premise Mitel System; an evaluation of approximately 550 physical phone models and their configurations and the identification of areas where physical phones can be replaced with alternative solutions.

• Propose a cloud-based solution for our phone system migration.

• Implement a means for classrooms to make emergency calls without physical phones.

• Implement an auto-attendant system.

• Ensure the ability to reach on-campus emergency services by dialing 911 without a prefix and complying with Ray Baum’s E911/Kari’s Law.

• Explore cost-saving opportunities regarding our block of 1000 DIDs.

• Investigate the feasibility of utilizing wireless phones for areas where multiple phones are installed.

• Implement Unity and single dial reachability for users.

• Provide soft phone solutions utilizing Teams for remote associates.

Proposal and Quote:

• Detailed narrative and diagram proposal for migrating to a cloud-based phone system.

• Comprehensive quote covering all aspects of the migration project.

• Classroom Emergency Calling Solution: Provide options for emergency calling systems in classrooms without physical phones.

• Auto-Attendant System: Implementation of an auto-attendant system for call routing.

• On-Campus Emergency Services: Ensure the capability to reach on-campus emergency services by dialing 911 without a prefix.

• Cost Savings Analysis: Analyze the feasibility of reducing the block of 1000 DIDs for potential cost savings.

• Wireless Phone Implementation: Investigate and propose wireless phone solutions for areas with multiple phone installations.

• Unity and Single Dial Reachability: Implement Unity and single dial reachability features for users.

• Soft Phone Solutions: Provide soft phone solutions utilizing Teams for remote associates.

• Post Warranty 3-year maintenance proposal.

Compliance Requirements:

All proposed solutions must be TX-RAMP (Texas Risk and Information Management Program) certified.

4. Proposal Requirements Proposals cannot be altered after the proposal submittal deadline and must be firm for up to 90 days from the submittal deadline.

Proposals must include:

1. Cover Letter

2. Executive Summary

3. Company Qualifications and Experience

4. Technical Approach describing how services will be performed

5. Implementation Plan

• Vendor shall provide a detailed implementation timeline including discovery, configuration, testing, training, pilot deployment, number porting, cutover activities, and post-implementation support.

6. Staffing and Training Plan

7. Equipment

• Fully hosted/leased equipment

• Purchased handsets

• Hybrid model

• BYOD softphone model

Clearly distinguish the following:

• recurring monthly costs

• one-time implementation costs

• optional costs

• licensing costs

• taxes/fees/surcharges

8. Support & SLA

9. Cybersecurity & TX-RAMP Compliance

• SOC 2 Type II

• TX-RAMP certification evidence

• Data encryption standards

• MFA capabilities

• Incident response procedures

• Data retention/destruction policies

• Geographic location of hosted data

• Subprocessor disclosures

10. References for similar contracts (preferably educational or governmental)

11. Pricing Proposal (monthly or per service cycle pricing)

12. Required forms (W-9, insurance certificate, disclosures)

5. Evaluation Criteria (Best Value) In accordance with applicable public purchasing laws and regulations, proposals will be evaluated by a WCJC Evaluation Committee, and award will be made to the responsible proposer whose proposal provides the best value to WCJC. Only proposals received by the stated deadline and meeting the mandatory requirements of this RFP will be considered.

The Evaluation Committee will review all proposals and make a recommendation to the WCJC Board of Trustees based on the evaluation criteria set forth below and in accordance with Texas Education Code §44.031.

Evaluation Factor Weight Technical Solution & Functionality 25 Vendor Experience & Qualifications 20 Implementation & Support Approach 15 Cybersecurity & Compliance 10 References and past performance on similar projects. 5 Price 25 Total 100

WCJC may, at its discretion, conduct interviews or request clarifications from proposers. WCJC reserves the right to negotiate pricing and terms with the proposer(s) determined to be in the best interest of the College.

6. Submission Instructions Proposal must be enclosed in a sealed envelope (box or container) addressed as described below. The envelope must clearly identify the RFP number, submittal deadline, and the name and return address of the Respondent. Sealed proposals must be clearly marked:

“26_00002 WCJC-RFP Cloud-Based Phone System”

And delivered to:

Clarissa Bueno

Director of Purchasing

911 E. Boling Hwy, Suite A107-A

Wharton, Texas 77488

No later than: Wednesday, July 8th 2026 at 3:00 p.m.

Submit (3) hard copies of the proposal along with (1) USB electronic copy.

It is the responsibility of the Vendor to ensure that the proposal is received by the date and time specified above. Late proposals will not be considered.

7. Questions and Addenda Questions must be submitted in writing to:

Clarissa Bueno Director of Purchasing buenoc@wcjc.edu

Responses will be issued through addendum and posted on the Texas Electronic State Business Daily (ESBD) website at:

https://www.txsmartbuy.gov/esbd under Solicitation ID: 26_00002.

Vendors are solely responsible for monitoring the ESBD website for all addenda, updates, and related solicitation information.

mailto:Buenoc@wcjc.edu https://www.txsmartbuy.gov/esbd

8. Contract Information A response to this solicitation is an offer to contract with WCJC based upon the terms, conditions, scope of work, and specifications contained in this procurement of solicitation. A solicitation/proposal does not become a contract unless and until it is accepted by WCJC after approval by the WCJC Board of Trustees. A contract is formed when WCJC’s President signs the Execution of Offer form. The proposer must submit a signed Execution of Offer Form in the proposal response.

The contract will include:

Term and Renewal Options

• Initial term: One (3) year term from contract execution

• Renewal options: Additional one-year terms at the sole discretion of the College

• Either party may terminate the agreement with ninety (90) days written notice without cause

• The College reserves the right to terminate the contract immediately for cause, including but not limited to failure to meet service levels, security requirements, or performance standards

Service Level & Performance Expectations

• Vendor shall provide defined Service Level Agreements (SLAs), including system uptime, response times, and resolution times

• Expected system availability should meet or exceed 99.9% uptime

• Vendor must provide 24/7 support for critical system outages

• Performance metrics and reporting must be made available to the College

Insurance Requirements

The selected vendor shall maintain the insurance coverage types and minimum limits specified in this RFP throughout the term of the contract. Vendors are not required to submit a Certificate of Insurance with their proposal; however, vendors must include a statement confirming their ability to meet the insurance requirements identified in this solicitation. The awarded vendor shall provide proof of insurance in the form of a Certificate of Insurance prior to contract execution and/or commencement of services.

Failure to provide acceptable proof of insurance may result in withdrawal of the award recommendation.

The selected vendor must maintain the following minimum insurance coverage:

• Technology Errors & Omissions (E&O) / Cyber Liability Insurance: Minimum of $2,000,000 per occurrence (to include coverage for data breaches, network security, and privacy liability)

• Commercial General Liability Insurance: Minimum of $1,000,000 per occurrence

• Workers’ Compensation Insurance: As required by the laws of the State of Texas

• Automobile Liability Insurance (if applicable): Minimum of $1,000,000 combined single limit

Mandatory Requirements

• Data Security & Compliance: Vendor must comply with applicable data protection standards and TX-RAMP requirements

• E911 Compliance: Vendor must ensure compliance with all emergency calling regulations

• Data Ownership: All data remains the property of WCJC

• Business Continuity & Disaster Recovery: Vendor must maintain and document redundancy and recovery capabilities

• Implementation & Transition: Vendor must support a smooth transition with minimal service disruption

9. Reservation of Rights WCJC reserves the right to:

• Reject any or all proposals

• Waive minor informalities

• Negotiate with proposers

• Award a contract in whole or in part

• Cancel this RFP at any time if in the best interest of the College

10. Public Information Proposals are subject to the Texas Public Information Act after award. Confidential information must be clearly marked.

11. Addenda: (if they apply) Bidder hereby acknowledges receipt of the following Addenda to the RFP, the provisions and requirements of which have been taken into consideration in the preparation of this proposal:

Addenda Numbers: # # # # #

Attachments

• Attachment A – Certification of Compliance (Ex Order GA-48)

• Attachment B – Conflict of Interest Questionnaire (Form CIQ)

• Attachment C – Certificate of Interested Parties (Form 1295)

• Vendor Checklist

Attachment A – Certification of Compliance

Certification of Compliance with Executive Order GA-48 Pursuant to Executive Order GA-48, issued by Governor Greg Abbott on November 19, 2024, the Supplier certifies that neither the company, nor any of its holding companies, subsidiaries, or affiliates, is:

A. Listed in Section 889 of the 2019 National Defense Authorization Act (NDAA); or B. Listed in Section 1260H of the 2021 National Defense Authorization Act (NDAA); or C. Owned by the government of a country on the U.S. Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4; or D. Controlled by any governing or regulatory body located in a country on the U.S.

Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4.

The Supplier further certifies that it does not engage in any contractual, business, or operational activities that would otherwise grant access, control, or influence to an entity meeting any of the above-listed criteria.

If at any time during the term of the contract, the Supplier becomes aware of any such affiliation or activity, it shall immediately notify Wharton County Junior College. The contract may be subject to termination, and the Supplier may face legal action as deemed necessary by the College.

By signing below, the Supplier acknowledges and certifies compliance with this requirement:

Company Name

Signature of Authorized Official

Title of Authorized Official Date https://www.congress.gov/115/bills/hr5515/BILLS-115hr5515enr.pdf https://media.defense.gov/2025/Jan/07/2003625471/-1/-1/1/ENTITIES-IDENTIFIED-AS-CHINESE-MILITARY-COMPANIES-OPERATING-IN-THE-UNITED-STATES.PDF https://www.ecfr.gov/current/title-15/subtitle-B/chapter-VII/subchapter-E/part-791/subpart-A/section-791.4 https://www.ecfr.gov/current/title-15/subtitle-B/chapter-VII/subchapter-E/part-791/subpart-A/section-791.4

Attachment B – Conflict of Interest Questionnaire (CIQ)

In accordance with Texas Local Government Code Chapter 176, vendors doing business with a local governmental entity are required to submit a Conflict of Interest Questionnaire (Form CIQ).

The law requires vendors to disclose certain relationships or communications with local government officers and employees that could create a conflict of interest. The disclosure requirements apply to vendors who contract with or seek to contract with a local governmental entity, including public junior colleges.

You can find the form here:

https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf

Attachment C – Certificate of Interested Parties (Form 1295)

In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million, or (3) is for services that would require a person to register as a lobbyist under Chapter 305 of the Government Code. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties form, and post a copy of the form on the commission's website. The commission adopted the Certificate of Interested Parties form (Form 1295) on October 5, 2015. The commission also adopted new rules (Chapter 46) on November 30, 2015, to implement the law. The commission does not have any additional authority to enforce or interpret House Bill 1295.

In accordance with Texas Government Code §2252.908, the awarded vendor may be required to submit a completed Certificate of Interested Parties (Form 1295) prior to contract execution.

The form must be filed electronically with the Texas Ethics Commission and submitted to WCJC as required by law.

Electronic filing application information can be found here:

https://www.ethics.state.tx.us/filinginfo/1295/

Initial here for acknowledgment _______________ https://www.legis.state.tx.us/tlodocs/84R/billtext/html/HB01295F.htm https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908.php https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908.php https://www.ethics.state.tx.us/filinginfo/1295/

WHARTON COUNTY JUNIOR COLLEGE

Vendor Submission Checklist

To be considered responsive, vendors must include ALL of the items below with their proposal submission.

☐ All requirements in the Scope of Work ☐ Proposal Requirements ☐ Evaluation Criteria ☐ Contract information ☐ Fee Proposal

Required Forms and Certifications

☐ Attachment A – Certification of Compliance (Executive Order GA-48) ☐ Attachment B – Conflict of Interest Questionnaire (Form CIQ), per Texas Local Government Code Chapter 176 ☐ Attachment C – Certificate of Interested Parties (Form 1295), if applicable ☐ Addenda acknowledgment page 10 (if any addenda were issued) ☐ Copy of current Certificate of Insurance or statement of ability to provide upon award

Vendor Certification:

I certify that this proposal includes all required documents listed above and that the information provided is true and correct.

Authorized Signature: ___________________________ Name / Title: _________________________________ Company Name: ________________________________ Date: _______________________________________