NCSS_RFI_Telcosystem.pdf

NEWTON COUNTY SCHOOLS

REQUEST FOR INFORMATION

VoIP Telco System

RFI No.: NCS-RFI-VoIP Phone System-2025

Date Issued: October 22, 2025

Responses Due: December 10, 2025, by 5:00 PM EST

Contact:

Cory Craver, CPPB

Procurement Director

Newton County Schools

Email: craver.cory@newton.k12.ga.us mailto:craver.cory@newton.k12.ga.us

SECTION I: INTRODUCTION

Purpose of the RFI

Newton County Schools is issuing this Request for Information (RFI) to gather information from vendors about available VOIP enterprise phone systems.

This is a non-binding request for information only. No award will be made based on this RFI. The information provided shall be used for the purpose of education on providers, their capabilities, pricing, and other items that might warrant the issuance of a formal Request for Proposals (RFP) if deemed necessary by Newton County Schools. There is no guarantee that an RFP will be issued.

No firm will be bound by any pricing quoted in response to this Request for Information (RFI).

Pricing shall be provided for information and budgetary purposes only. Information submitted in response to this RFI will not be used to pre-qualify prospective vendors or plans.

Background Information Newton County Schools operates 27 sites with approximately 1,300 phone extensions on Cisco Unified Communications Manager (CUCM) version 12.5 with Cisco Unity voicemail. We are evaluating migration options to either a cloud-hosted or a hybrid solution.

Technical requirements for the migration include:

• Support for a phased transition strategy, allowing sites to be migrated individually while maintaining interoperability with the legacy CUCM environment during the transition period.

• Seamless call routing and extension dialing between the legacy CUCM system and the new platform throughout the migration.

• Minimal disruption to end users, with voicemail, call forwarding, and directory services continuing to function during the transition phase.

• Clear migration path for Unity voicemail services or an equivalent feature set within the new environment.

SECTION II: SCOPE OF REQUESTED INFORMATION

Newton County Schools invites qualified vendors to submit information regarding Voice over IP (VoIP) solutions, with consideration for both cloud-hosted and hybrid on-premises deployments.

The district seeks a comprehensive, enterprise-class system capable of supporting approximately 1,300 extensions across 27 sites.

Specifically, NCS is requesting information on the following capabilities and services:

• Number Porting & Inventory: Conduct a complete inventory of existing telephone numbers and provide a plan to port them to the cloud or hybrid system.

• Network & Gateway Integration: Design and implement SIP gateway connectivity to the cloud, including a review of all sites, WAN topology, and voice VLANs.

• Handset Assessment & Replacement: Evaluate existing handsets to identify models that can be reused (e.g., Cisco 9800 series) and propose replacement options for legacy Cisco devices (e.g., 7945, 8800, 9951).

• Data Migration & Configuration: Export and migrate existing CUCM/Unity data and provide programming and setup for new devices, auto-attendants (AA), hunt groups, video-enabled phones used for door access control, cafeteria bell/buzzer systems, fax services, and Infomcast third-party intercom integration.

• Unified Messaging: Configure voicemail-to-email functionality with audio file attachments.

• Training & Support: Provide on-site setup, user training, and advanced technical training for district IT staff, including documentation.

• Turnkey Site Activation: Deliver turnkey installation and configuration for each site during the migration, ensuring minimal downtime and seamless user adoption.

Vendors are asked to include the following in their response:

A. Company and Contact Information

• Company name, mailing address, primary contact, phone number, email

• Website and vendor awarded cooperative contracts, if applicable

B. System Overview

• Dashboard control hub, GUI

• System options and monitoring tool features.

• Provide options to migrate the old system to the new.

C. Compatibility

• Documentation showing compatibility with Cisco handsets.

• Intercom paging for two sites (BOE, service center)

• Currently using on-site AT&T SIP, looking for a suggested alternative for SIP

D. Instructional Approach

• Provide training to add change-update handset extensions, VM, AA, line groups, etc.

• Provide troubleshooting training, tracing calls through the system, etc.

• End-user support with length of support (i.e., 1 year, 2 years, etc.)

E. Technology Features

• Platform requirements

• Switch/router configuration changes per site.

• Admin features and end user features.

• Provide a solution for our existing Multi Tech Fax Finder.

• Provide a solution for video phones used for Access Control.

• Provide a solution for the Café bell buzzer when the phone rings.

F. Assessments and Data

• Types of reporting provided (HW inventory, usage, call logs, diagnostic)

• Templates and importing tools for phones, etc.

• Exporting and cleaning up old data to the new system

G. Professional Learning

• Overview of initial and ongoing training opportunities

H. Sample Access

• Digital access to demo accounts or trials

I. Information on sample print materials (PDF of specs, features, tools)

J. Pricing Estimates (Non-Binding)

• Phone number porting.

• Price per month for the service SIP trunk.

• Price per end user or addon features.

• License cost (permanent and recurring)

• Labor/setup install configuration cost

• Warranty coverage and configuration changes after installation.

SECTION III: REQUESTED INFORMATION FROM VENDORS

Newton County Schools is seeking detailed responses from qualified vendors regarding their ability to meet the needs outlined in Section II. Vendors are asked to respond thoroughly and clearly to each item listed and should provide detailed descriptions of how these requirements would be met, including methodologies, implementation timelines, and recommended best practices. Responses should reflect the vendor’s current products, alignment, technology integration, assessments, professional learning, and pricing estimates. Include supporting documentation such as product brochures, samples, and references where applicable. The information provided will help the district assess available resources and determine potential next steps.

SECTION IV: TIMELINE

The following timeline outlines the key dates and deadlines associated with this Request for

Information (RFI) process. These dates are provided to ensure transparency and to assist vendors in planning and preparing their responses. While Newton County Schools reserves the right to adjust the schedule as necessary, any changes will be communicated promptly to all participating vendors. Vendors are encouraged to adhere closely to the timeline to ensure full consideration of their submissions.

Date Event

October 22, 2025 RFI Issued

November 17, 2025 Questions Due

December 10, 2025 (by 5:00 PM

EST)

RFI Responses Due

Questions or comments may be sent to Cory Craver at craver.cory@newton.k12.ga.us

SECTION V: SUBMISSION DETAILS

Responses to this Request for Information (RFI) must be submitted electronically through the Newton County Schools e-bidding platform at https://ncssebid.ionwave.net/Login.aspx . All responses should be uploaded to that platform in PDF format. Vendors are responsible for ensuring all documents are complete and submitted by the specified due date and time listed in the RFI timeline.

SECTION VI: DISCLAIMER

This RFI is for information-gathering purposes only and does not constitute a solicitation, bid, or request for proposal. NCSS is not obligated to move forward with any procurement as a result of this RFI. Vendors will not be compensated for their submissions, and materials submitted will not be returned.

Responses will not be read publicly and will only be distributed to staff at Newton County Schools.

All responses and other material submitted become the property of Newton County Schools.

Even though the distribution of the responses will be limited, responders who submit proprietary information must put all proprietary information in a separate document marked “Proprietary

Information.” Responses marked entirely as “Proprietary” will be rejected.

mailto:craver.cory@newton.k12.ga.us https://ncssebid.ionwave.net/Login.aspx