Pricing_Proposal_REVISED.xlsx

XLSX spreadsheet 46 KB Posted Jul 31, 2026

Attached to: Telecommunications System
Solicitation number: 2026-RFP-047
Issued by: Riverside County, California

About this file

Written by GovTribe AI · Aug 17, 2026

This is a Pricing Proposal document for a hosted VoIP telephone system serving the City of Palm Desert, California, in response to RFP #2026-RFP-047. The City seeks to replace its existing Mitel/ShoreTel on-premise platform with a cloud-based VoIP/UCaaS telecommunications solution across three locations: City Hall, Corporation Yard, and City Library. The proposed system must support approximately 210 basic telephone sets, 1 WiFi cordless phone, 1 attendant console, 2 elevator lines, 2 external analog paging access points, and 3 analog devices. The system requires 250 direct inward dial (DID) numbers with porting of existing numbers, 2,000 domestic calling minutes monthly, and 15 automated attendant configurations capable of day/night and holiday routing. Proposals were due August 10, 2026 at 1:00 p.m., with a questions deadline of July 21, 2026. The contract term runs from September 1, 2026 through February 26, 2027, with a Professional Services Agreement template specifying terms through June 30, 2029 and optional renewal for up to two additional one-year terms. The anticipated contract value is $250,000.

The pricing proposal template presents two alternatives: monthly rental of telephone sets and one-time purchase of telephone sets. Vendors must provide detailed component-level pricing including one-time costs and monthly recurring costs for hosted carrier service, DID numbers, calling minutes, user licenses, endpoints, E-911 station locator (compliant with Kari's Law and Ray Baum Act), and integration with the existing Revolution Activate ENS mass-notification system. All pricing must include carrier transport circuits that do not utilize the City's current internet connection, along with system design, installation, training, and project management costs. The document requires vendors to indicate feature compliance and installation/support requirements across training, administrative functions, moves/adds/changes services, and system testing. Vendors must also provide pricing for alternate telephone sets and accessories including WLAN extenders, wall mounts, and wireless conference phones. Pricing validity is 90 days from the proposal due date.

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Other files

File	Type	Posted
Telecommunications_System_(Addendum_#2_Revision).pdf	PDF	Aug 14, 2026
Intake_Form_-_Solicitations.pdf	PDF	Jul 13, 2026
Telecommunications_System.pdf	PDF	Jul 8, 2026
Pricing_Proposal.xlsx	XLSX spreadsheet	Jul 2, 2026
Professional-Services-Agreement_FOR_OPENGOV.docx	DOCX document	Jul 2, 2026
Scope_Compliance_Matrix.xlsx	XLSX spreadsheet	Jul 2, 2026

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VoiP Telephone System City of Palm Desert - VoIP Solution Pricing and Compliance

City of Palm Desert seeks proposals for a hosted VoIP telephone system. The proposed solution will be evaluated based on the ability to meet all requirements contained in the RFQ and this pricing document.

General Instructions:

1. Descriptons must be included and identifiable. Proposer should add rows as necessary to list all components, including any "bundled" offerings

2. Proposer should utilize the "Vendor Notes" column to include any clarifications, exceptions, or any other information useful to the evaluator(s) for each component.

3. For Optional features and functions, pricing for Optional Components should include any One Time costs to install as well as Monthly Recurring Costs.

4. Any Feature that is not available on the proposed system should be listed as Not Available. Any Feature that is standard and included should be listed as Included.

5. The proposed solutions should include pricing for the Carrier transport to deliver service to the location.

6. Components should be listed separately in your proposal showing individual equipment, services and costs

Hosted Solution - Provide Platform: <<insert here>>

Alternative One: MONTHLY RENTAL OF TELEPHONE SETS
Telephone System Cost Components
			One-Time Cost			Year 1 - Monthly Recurring Costs
Core Components	Description of Proposed Component	Vendor Notes - provide short description with clarifications or exceptions	Quantity	Unit Cost	Extended Cost	Quantity	Unit Cost	Extended Monthly Cost	Extended Year One Cost
Hosted Carrier Service Transport Circuit NOT REQUIRED	Service must not use current internet connection for transport		1	$ - 0	$ - 0	1	$ - 0	$ - 0	$ - 0
Recurring costs for 250 DID telephone numbers	Existing DID telephone numbers to be ported to new service		250	$ - 0	$ - 0	250	$ - 0	$ - 0	$ - 0
Recurring Cost for 10,000 minutes of Domestic Calling			1	$ - 0	$ - 0	1	$ - 0	$ - 0	$ - 0

Automated Attendant
	Must be capable of providing Day/Night and Holiday Routing Options	15	$ - 0	$ - 0	15	$ - 0	$ - 0	$ - 0
User Licenses
Voicemail Only	This will be used for shared department lines	0	$ - 0	$ - 0	0	$ - 0	$ - 0	$ - 0
phone user - no voicemail	Conference rooms, public spaces, doorphone, external paging	7	$ - 0	$ - 0	7	$ - 0	$ - 0	$ - 0
phone user that supports multiple line appearances with voicemail, softphone and mobility app for smartphone	Standard users	202	$ - 0	$ - 0	202	$ - 0	$ - 0	$ - 0
Attendant Console User	City main answering position	1	$ - 0	$ - 0	1	$ - 0	$ - 0	$ - 0
Elevator Line	Compliant 24/7 emergency communication	2	$ - 0	$ - 0	2	$ - 0	$ - 0	$ - 0
User Endpoints - provide Monthly Rental Option
Type 1 - Analog User (existing FAX)	used for Fax Machines and Elevators	2	$ - 0	$ - 0	3	$ - 0	$ - 0	$ - 0
Type 2- Standard Administrative Endpoint	Six or more programmable buttons; capable of supporting 2 or more shared line appearances; softkeys and multiline display	202	$ - 0	$ - 0	156	$ - 0	$ - 0	$ - 0
Type 3 - WiFi Enabled Cordless Phone	Provide maximum recommended distance from charging station	1	$ - 0	$ - 0	1	$ - 0	$ - 0	$ - 0
Type 4 - Attendant Answering Position	City main answering position	1	$ - 0	$ - 0	1	$ - 0	$ - 0	$ - 0
External Paging Connection -	Analog - existing paging	2	$ - 0	$ - 0	2	$ - 0	$ - 0	$ - 0
Elevator Line Devices	Compliant Elevator Analog	2	$ - 0	$ - 0	2	$ - 0	$ - 0	$ - 0
E-911 Station Locator (all users)
	Must be fully compliant with Kari's Law and Ray Baum Act. Describe compliance.			$ - 0		$ - 0	$ - 0	$ - 0
	Integration with existing Revolution Activate ENS system			$ - 0		$ - 0	$ - 0	$ - 0

Additional / Other Recommended Options
		$ - 0	$ - 0	$ - 0	$ - 0
		$ - 0	$ - 0	$ - 0	$ - 0
		$ - 0	$ - 0	$ - 0	$ - 0
Taxes, Fees, Surcharges
	Include all RECURRING estimated taxes, fees, surcharges associated with the proposed service	$ - 0	$ - 0	$ - 0	$ - 0
	Include all ONE TIME taxes and fees associated with the proposed equipment	$ - 0	$ - 0	$ - 0	$ - 0
		$ - 0	$ - 0	$ - 0	$ - 0
System Design, Department Station Review Meetings, Implementation
	Installation	$ - 0
	Project Management	$ - 0
	Training	$ - 0
	Shipping	$ - 0

One-Time Cost Total - Phone Rental	$ - 0
Monthly Recurring Taxes and Fees
Year One Recurring Cost Total - Phone Rental		$ - 0	$ - 0
Year One Total Cost - Phone Rental	$ - 0
5 Year Total Cost - Phone Rental	$ - 0

Alternative Two: ONE TIME PURCHASE OF TELEPHONE SETS
Telephone System Cost Components
			One-Time Cost			Year 1 - Monthly Recurring Costs
Core Components	Description of Proposed Component	Vendor Notes - provide short description with clarifications or exceptions	Quantity	Unit Cost	Extended Cost	Quantity	Unit Cost	Extended Monthly Cost	Extended Year One Cost
Hosted Carrier Service Transport Circuit	Service must not use current internet connection for transport		1	$ - 0	$ - 0	1	$ - 0	$ - 0	$ - 0
Recurring costs for 100 DID telephone numbers	Existing DID telephone numbers to be ported to new service		250	$ - 0	$ - 0	250	$ - 0	$ - 0	$ - 0
Recurring Cost for 2,000 minutes of Domestic Calling			1	$ - 0	$ - 0		$ - 0	$ - 0	$ - 0

Automated Attendant
	Must be capable of providing Day/Night and Holiday Routing Options	15	$ - 0	$ - 0	15	$ - 0	$ - 0	$ - 0
User Licenses
Voicemail Only	This will be used for shared department lines	0	$ - 0	$ - 0	0	$ - 0	$ - 0	$ - 0
phone user - no voicemail	Conference rooms, public spaces, doorphone, external paging	7	$ - 0	$ - 0	7	$ - 0	$ - 0	$ - 0
phone user that supports multiple line appearances with voicemail, softphone and mobility app for smartphone	Standard users	202	$ - 0	$ - 0	202	$ - 0	$ - 0	$ - 0
Attendant Console User	City main answering position	1	$ - 0	$ - 0	1	$ - 0	$ - 0	$ - 0
Elevator Line	Compliant 24/7 emergency communication	2	$ - 0	$ - 0	2	$ - 0	$ - 0	$ - 0
User Endpoints - provide One-Time Purchase Option
Type 1 - Analog User	Fax Machines and Elevators	3	$ - 0	$ - 0	0	$ - 0	$ - 0	$ - 0
Type 2- Standard Endpoint	Six or more programmable buttons; capable of supporting 2 or more shared line appearances; softkeys and multiline display	202	$ - 0	$ - 0	202	$ - 0	$ - 0	$ - 0
Type 3 - WiFi Enabled Cordless Phone	Provide maximum recommended distance from charging station	1	$ - 0	$ - 0		$ - 0	$ - 0	$ - 0
Type 3 - Attendant Answering Position	City main answering position	1	$ - 0	$ - 0	1	$ - 0	$ - 0	$ - 0
External Paging Connection -	Analog - existing paging	2	$ - 0	$ - 0	2	$ - 0	$ - 0	$ - 0
Elevator Line Devices	Compliant Elevator Analog	2	$ - 0	$ - 0	2	$ - 0	$ - 0	$ - 0
E-911 Station Locator (all users)
	Must be fully compliant with Kari's Law and Ray Baum Act. Describe compliance.			$ - 0		$ - 0	$ - 0	$ - 0
	Integration with existing Revolution Activate ENS system			$ - 0		$ - 0	$ - 0	$ - 0

Additional / Other Recommended Options
		$ - 0	$ - 0	$ - 0	$ - 0
		$ - 0	$ - 0	$ - 0	$ - 0
		$ - 0	$ - 0	$ - 0	$ - 0
Taxes, Fees, Surcharges
	Include all RECURRING estimated taxes, fees, surcharges associated with the proposed service	$ - 0	$ - 0	$ - 0	$ - 0
	Include all ONE TIME taxes and fees associated with the proposed equipment	$ - 0	$ - 0	$ - 0	$ - 0
		$ - 0	$ - 0	$ - 0	$ - 0
System Design, Department Station Review Meetings, Implementation
	Installation	$ - 0
	Project Management	$ - 0
	Training	$ - 0
	Shipping	$ - 0
	Taxes	$ - 0

One-Time Cost Total - Phone Purchase	$ - 0
Monthly Recurring Taxes and Fees
Year One Recurring Cost Total - Phone Purchase		$ - 0	$ - 0
Year One Total Cost - Phone Purchase	$ - 0
5 Year Total Cost - Phone Purchase	$ - 0

Feature Compliance
Feature/ Function	Vendor Notes	Included	Not Available	Optional One Time Cost	Optional Monthly Recurring Cost
Supports ability to assign outgoing caller ID individually by station or by Library Main Listed Number		FALSE	FALSE
Suports Variable Ringtones on Telephone Sets		FALSE	FALSE
Supports multi-line devices		FALSE	FALSE
Supports shared line on multiple phone		FALSE	FALSE
Supports Central Answering Position		FALSE	FALSE
Supports Mobile App for IOS and Android Devices		FALSE	FALSE
Supports existing Overhead Paging		FALSE	FALSE
Supports Page through Telephone Set		FALSE	FALSE
Supports Combined Overhead and Telephone Set Paging		FALSE	FALSE
Supports Call Park/ Call Pick Up		FALSE	FALSE
Supports multi-line conference calling (state maximum number of parties)		FALSE	FALSE
Supports multi-level Automated Attendant		FALSE	FALSE
Automated Attendant capable of providing Day/Night and Holiday Routing Options by Telephone Number		FALSE	FALSE
Provides Key Stroke metrics from Automated Attendants		FALSE	FALSE
Supports shared Department Voicemail boxes		FALSE	FALSE
Supports Unified Messaging using Microsoft O365		FALSE	FALSE
How many messages can be stored per mailbox?		FALSE	FALSE
Supports integration of Outlook contacts (click to dial)		FALSE	FALSE
Supports Call History and Redial		FALSE	FALSE
Supports Customized Music On Hold		FALSE	FALSE
Supports interface with existing Revolution Mass Notification System (include details of vendor and customer requirements)		FALSE	FALSE
Supports SMS/MMS texting		FALSE	FALSE
Includes standard AI Tools (describe available tools)		FALSE	FALSE
Supports Call Detail/Call Accounting Reports		FALSE	FALSE
Supports internal e911 notification to email, phone, and text		FALSE	FALSE
Supports end-user administration for simple changes, such as password reset, names, button changes		FALSE	FALSE
Supports multi-tiered administrative roles		FALSE	FALSE

Installation and Support Requirements
Implementation Tasks	Vendor Notes	Included	Not Available	Optional One Time Cost	Optional Monthly Recurring Cost
Training		FALSE	FALSE
User Training - Remote		FALSE	FALSE
User Training - Onsite		FALSE	FALSE
Administrator Training		FALSE	FALSE
Digital / Online training materials		FALSE	FALSE

Conduct regular project status reviews, including calls or meetings with stakeholders	FALSE	FALSE
Conduct a thorough and complete on-site station review	FALSE	FALSE
Telephone station programming by user, including, but not limited to, telephone numbering, programmed features, call flow, recordings, detailed automated attendant operation, and voice mail capability	FALSE	FALSE
Detailed voice system security plan that addresses the liabilities of the proposed system.	FALSE	FALSE
Detailed E911 plan with calling party location information and notification information	FALSE	FALSE
Database documentation with sign-off prior to implementation	FALSE	FALSE

Onsite placement and activation of Telephone Sets	FALSE	FALSE
System Testing	FALSE	FALSE
All phones installed and working; line ringing and button assignments correct	FALSE	FALSE
Automated Attendant routing and schedules	FALSE	FALSE
E911 location information	FALSE	FALSE
Paging	FALSE	FALSE
Revolution Activate ENS operability	FALSE	FALSE

System Support	FALSE	FALSE
End User Administrative Portal	FALSE	FALSE
Vendor provided Moves, Adds, Changes (describe process to initiate and any limitations on included requests as well as lead time required)	FALSE	FALSE
Major Move, Add, Change (describe process to initiate and any limitations on included requests as well as lead time required)	FALSE	FALSE
Any Licenses or services added after installation must have a contract end date that is coterminous with the originally installed components.	FALSE	FALSE

Alternate Telephone Sets and Headsets (Provide pricing for other devices available but not proposed)
Components	Vendor Notes - provide short description	Unit Cost - One Time Purchase	Unit Cost - Monthly Rental	Extended Year One Cost
WLAN Extender (To be used in locations where data network connection is not available.)				$ - 0
Wall Mounts (Used for Standard Administrative or Excecutive Endponts - This is the wallmount only.)				$ - 0
Wireless Conference Phone -				$ - 0
				$ - 0
				$ - 0
				$ - 0
				$ - 0
				$ - 0
				$ - 0
				$ - 0

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File details come from the government source that posted it. Updated Aug 17, 2026.