RFP_8100_JNH3000_ATT_1_v7.pdf
PDF 181 KB Posted
- Attached to
- Aviation Telephone System & Services
- Solicitation number
- RFP 8100 JNH3000
- Issued by
- Texas
About this file
This is a Request for Proposals (RFP) solicitation cover sheet from the City of Austin, Texas, seeking enterprise telephony and unified communications system replacement and support services for Austin-Bergstrom International Airport (AUS). The City is requesting a premises-based telephony solution to consolidate existing Cisco Unified Communications Manager and NEC SV8500 PBX systems into a single VoIP or converged voice platform supporting voice, voicemail, unified messaging, collaboration, automatic call distribution, and call recording integration. Proposals are due Thursday, August 27, 2026, at 2:00 PM CT, with offer opening at 3:00 PM CT the same day. A non-mandatory pre-offer conference is scheduled for Thursday, July 30, 2026, at 9:00 AM CT at 3011 Employee Ave., Austin, TX 78719, Conference Room #139, with virtual attendance available via Microsoft Teams. A site visit will occur immediately following the pre-offer conference. Authorized attendee names for in-person attendance must be submitted by 12:00 PM on Wednesday, July 29, 2026. The initial contract term is 48 months with two optional 36-month extension periods. Questions are due five business days prior to the proposal due date.
Pricing must be firm for the first 12 months, with subsequent adjustments capped at the Employment Cost Index. Payment is milestone-based across ten phases, with percentages ranging from 5% to 15%, released only upon written acceptance of deliverables. The contractor must meet the City's Living Wage Program requirement of $22.05 per hour minimum for all directly assigned employees. Offerors must demonstrate a minimum of seven years of experience designing, installing, and maintaining enterprise-grade telephony systems and must have completed at least three comparable implementations. The contractor must provide a dedicated on-site lead or senior technician at no additional cost and maintain 99.9% availability during operational hours with monthly SLA penalties of $200–$2,500 per incident. Insurance requirements include Commercial General Liability ($2 million per occurrence, $5 million for Air Operations Area work), Workers' Compensation, Business Automobile Liability, and Technology Errors and Omissions Insurance ($5 million per claim). Data centers must be located solely within the contiguous United States with encryption of non-public data at rest and in transit. The contract includes a 12-month warranty and 24/7/365 maintenance and support with on-site technician availability Monday–Friday 8:00 AM–5:00 PM. Evaluation criteria include company experience (30 points), project concept and strategy (20 points), project management and organization structure (15 points), and price (15 points), with optional local and small business preference points of up to 10 each.
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Other files
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| RFP_8100_JNH3000_ATT_12_v1.pdf | ||
| RFP_8100_JNH3000_ATT_4_v1.pdf | ||
| RFP_8100_JNH3000_ATT_3_v1.pdf | ||
| RFP_8100_JNH3000_ATT_1_v1.pdf | ||
| RFP_8100_JNH3000_ATT_6_v1.pdf | ||
| RFP_8100_JNH3000_ATT_14_v1.pdf | ||
| RFP_8100_JNH3000_ADD_4_v1.pdf | ||
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| RFP_8100_JNH3000_ADD_3_v1.pdf | ||
| RFP_8100_JNH3000_ADD_5_v1.pdf | ||
| RFP_8100_JNH3000_ATT_13_v1.xlsx | XLSX spreadsheet | |
| RFP_8100_JNH3000_ATT_8_v1.pdf | ||
| RFP_8100_JNH3000_ATT_10_v1.xlsx | XLSX spreadsheet | |
| IFB_2200_CSH1061_ATT_10_v1.docx | DOCX document | |
| RFP_8100_JNH3000_ATT_9_v1.xlsx | XLSX spreadsheet | |
| RFP_8100_JNH3000_ADD_2_v1.pdf | ||
| RFP_8100_JNH3000_ATT_15_v1.pdf | ||
| RFP_8100_JNH3000_ADD_1_v1.pdf | ||
| RFP_8100_JNH3000_ATT_2_v2.pdf | ||
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| RFP_8100_JNH3000_ATT_5_v1.pdf | ||
| RFP_8100_JNH3000_ATT_7_v1.pdf | ||
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| RFP_8100_JNH3000_ATT_11_v1.xlsx | XLSX spreadsheet |
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Text version
Solicitation
COVER SHEET RFP
(061720)
Revised 10/26/2023
IDENTIFICATION
Number RFP 8100 JNH3000
Title Enterprise Telephony and Unified Communications System Replacement and Support Services
Summary
The City of Austin is seeking a premises-based telephony solution that will provide additional capacity and enhance the capabilities of the existing voice platforms currently in use at the Austin-Bergstrom International Airport (AUS).
Type Request for Proposals (RFP) Version (Addenda) 6
AUTHORIZED CONTRACT PERSONS
Primary Julia Herrera, Procurement Specialist III; (512) 972- 6149;
julia.herrera@austintexas.gov
Secondary Julia Finn, Procurement Supervisor; (512) 974-2835;
julia.finn@austintexas.gov
Tertiary Keyanna Evans, Procurement Specialist III; (512) 972-2810;
keyanna.evans@austintexas.gov
Subcontractor Questions Austin Small Minority Business Resources; (512) 974-7600;
SMBRComplianceDocuments@austintexas.gov
Notes See Solicitation Instructions, 3.1 Authorized Contact Persons.
IMPORTANT DATES
OFFERS DUE:
Date and Time Thursday, August 27, 2026
2:00 PM CT
Notes See Solicitation Instructions, 5 Offer Submission.
OFFER OPENING:
Date and Time Thursday, August 27, 2026
3:00 PM CT
Notes See Solicitation Instructions, 5 Offer Submission.
QUESTIONS DUE:
Date and Time Five (5) business days prior to Offer Due date.
Submission Method Email Only
Notes See Solicitation Instructions, 3.2 Questions.
CITY OF AUSTIN Solicitation Cover Sheet
PRE-OFFER
CONFERENCE:
Conference (Yes/No) Yes
Mandatory (Yes/No) No
Date and Time Thursday, July 30, 2026, 9:00 AM CT
Location
3011 Employee Ave., Austin, TX 78719; Conference Room #139 Microsoft Teams Meeting Meeting ID: 292 415 234 107 225 Passcode: jY7on7Kh
Notes
The pre-offer conference will be held in person, with a TEAMS option available for those who prefer to attend virtually. Please note: Due to security requirements at AUS, only one authorized representative from each company may attend in person.
A site visit will take place immediately following the pre-offer conference.
Please send the name of the person attending in person to the authorized contract persons listed in this Solicitation Cover Sheet by 12PM on Wednesday, July 29.
PUBLISHED:
Date Monday, July 20, 2026
Available Online https://www.austintexas.gov/page/solicitations
Available Hardcopy Austin Financial Services-Central Procurement, 721 Barton Springs Road, Austin, TX 78704
SOLICITATION DOCUMENTS
Document name Pages Date Solicitation Packet – RFP 8100 JNH3000 Includes the following:
Solicitation Cover Sheet 3 August 21, 2026 Solicitation Instructions 14 August 14, 2026
Terms and Conditions 32 July 20, 2026 Scope of Work 45 July 20, 2026
Exhibit A – Current Configuration 1 July 20, 2026 Exhibit B—Testing, Commissioning, and Acceptance Criteria 5 July 20, 2026
Exhibit C – Austin Aviation NDA Form 3 July 20, 2026 Exhibit D – Airport VPN Request Form 2 July 20, 2026
Exhibit E – Milestone Payments 2 July 20, 2026 Attachment A – Personnel List—Complete and Return 1 July 20, 2026 https://teams.microsoft.com/meet/292415234107225?p=9iVSDJ54gMDI1KJgbw https://www.austintexas.gov/page/solicitations
CITY OF AUSTIN Solicitation Cover Sheet
Attachment B—Feature Compliance Matrix – Complete and Return 1 July 20, 2026 Attachment C—Pre Offer Conference Directions 2 July 20, 2026
Pricing Submittal – Complete and Return 1 July 20, 2026 Exceptions Form–Complete and Return 2 July 20, 2026
Offer and Certifications – Complete and Return 13 July 20, 2026 Addendum 1 – Complete and Return 5 August 4, 2026 Addendum 2 – Complete and Return 5 August 7, 2026 Addendum 3 – Complete and Return 4 August 11, 2026 Addendum 4 – Complete and Return 4 August 14, 2026 Addendum 5 – Complete and Return 2 August 19, 2026 Addendum 6 – Complete and Return 3 August 21, 2026
NIGP CODES
COMMODITY CODES:
Code Description 91579 Telecommunication Services
| Enterprise Telephony and Unified Communications System |
| Replacement and Support Services |
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