RFP PBX 2026.docx

REQUEST FOR PROPOSAL (RFP)

VoIP/PBX Telephone System Replacement and Implementation Services Issuing Organization Negaunee Public Schools 500 W. Arch Street Negaunee, MI 49866

INTRODUCTION

Negaunee Public Schools (NPS) is soliciting proposals from qualified telecommunications vendors to provide a complete Voice over IP (VoIP) Private Branch Exchange (PBX) telephone system solution for approximately 160 users throughout the District.

The District seeks a modern, scalable, reliable, and feature-rich communications platform that will enhance communications between staff, students, families, and community stakeholders while reducing administrative complexity and ongoing maintenance requirements.

The selected vendor shall provide all labor, equipment, software licensing, implementation services, testing, training, documentation, and support necessary to deliver a fully operational telephone system.

DISTRICT ENVIRONMENT

Negaunee Public Schools currently maintains network infrastructure capable of supporting a VoIP deployment.

The District will provide:

· Existing Category cabling infrastructure

· Existing telecommunications closets

· Power over Ethernet (PoE) network switches

· Internet connectivity

· Access to network resources necessary for deployment The District does not require replacement of existing structured cabling or network switching equipment as part of this project. Vendors should assume all endpoint locations are adequately cabled and powered through District-provided PoE switches.

PROJECT OBJECTIVES

The District seeks a solution that:

· Supports approximately 160 users/extensions

· Supports multiple school and administrative locations

· Provides reliable and high-quality voice communications

· Includes modern unified communications capabilities

· Provides E911 compliance and emergency notification capabilities

· Allows centralized administration and management

· Supports future growth and expansion

· Minimizes downtime during implementation and migration

· Includes comprehensive administrator and end-user training

SCOPE OF WORK

The selected vendor shall provide all services necessary for a turnkey implementation, including but not limited to:

4.1 System Design and Planning

· Review current telecommunications environment

· Conduct project kickoff meeting

· Develop implementation plan

· Design call flow architecture

· Design extension numbering plan

· Coordinate number porting activities

4.2 Hardware

Provide and install all required equipment including:

· Approximately 160 VoIP desk phones

· Receptionist/attendant console phones as required

· Administrative office phones

· Optional conference room phones

· Any required gateways, controllers, appliances, or SBCs All equipment shall be new, manufacturer-supported, and suitable for educational environments.

4.3 Software and Licensing

Provide all necessary software and licensing including:

· User licenses

· Voicemail licenses

· Unified communications licenses

· Administrative portal access

· Mobile application access

· Desktop softphone access

· Reporting and analytics tools Vendors shall clearly identify recurring subscription or maintenance costs.

4.4 Installation and Configuration

Vendor shall:

· Configure all phone handsets

· Configure user extensions

· Configure auto attendants

· Configure voicemail

· Configure hunt groups

· Configure call queues

· Configure call routing

· Configure holiday schedules

· Configure emergency dialing and E911 services

· Configure caller ID services

· Test all functionality prior to cutover

4.5 Number Porting and Cutover

Vendor shall:

· Coordinate with current telecommunications providers

· Port all existing District telephone numbers

· Develop a migration plan minimizing disruption to District operations

· Provide on-site or remote support during cutover

4.6 Documentation

Provide complete documentation including:

· System architecture diagrams

· Administrative guides

· User guides

· Emergency procedures

· Configuration documentation

· Warranty and support information

TRAINING REQUIREMENTS

Training is a required component of this project.

Administrator Training Provide comprehensive training for District technology staff covering:

· System administration

· User management

· Phone provisioning

· Voicemail administration

· Reporting and analytics

· Troubleshooting procedures

· Backup and recovery procedures End User Training Provide comprehensive end-user training for District employees including:

· Phone operation

· Voicemail functionality

· Call transfers

· Conference calling

· Directory access

· Mobile and desktop application usage Minimum Requirements:

· On-site or virtual training sessions

· User training materials

· Quick reference guides for each phone model

· Recorded training materials preferred Go-Live Support Vendor shall provide support during implementation and cutover including:

· Go-live assistance

· User issue resolution

· Initial post-deployment support

REQUIRED FEATURES

The proposed solution shall include, at a minimum:

Core Telephony

· Caller ID

· Call hold

· Call transfer

· Call forwarding

· Call park

· Call pickup

· Speed dialing

· Three-way conferencing

· Voicemail Unified Communications

· Voicemail-to-email

· Mobile applications

· Desktop softphone

· Presence indication

· Corporate directory Call Routing

· Auto attendants

· Hunt groups

· Call queues

· Time-of-day routing

· Holiday scheduling Administrative Features

· Web-based administration portal

· User management

· Reporting and analytics

· Role-based access controls Emergency Services

· E911 compliance

· Emergency location reporting

· Emergency notification capabilities Reliability

· Redundancy options

· Disaster recovery capabilities

· System monitoring

SUPPORT AND WARRANTY

Vendor shall provide:

· Minimum one-year manufacturer warranty

· Software updates

· Security updates

· Technical support services

· Escalation procedures

· Service level agreements (SLAs) Vendors shall clearly identify support hours, response times, and resolution targets.

VENDOR QUALIFICATIONS

Vendors shall provide:

· Years in business

· Experience supporting K-12 educational institutions

· Relevant certifications

· Manufacturer partnerships

· Three references from K-12 school districts

PROPOSAL REQUIREMENTS

Proposals shall include:

Executive Summary Overview of proposed solution.

Technical Proposal Detailed description of:

· System architecture

· Hardware

· Software

· Licensing

· Features and capabilities Implementation Plan Include:

· Project schedule

· Milestones

· Staffing assignments

· Migration and cutover strategy Training Plan Detailed training approach for:

· Technology staff

· End users Pricing Proposal Itemized pricing for:

One-Time Costs

· Hardware

· Installation

· Configuration

· Number porting

· Training

· Project management Recurring Costs

· Licensing

· Maintenance

· Hosted services

· Support agreements Optional pricing should be provided for:

· Additional handsets

· Conference phones

· Paging integration

· Call recording

· Contact center functionality

EVALUATION CRITERIA

Proposals will be evaluated based on:

· Compliance with specifications

· System functionality

· School safety features

· Vendor qualifications, experience, and accessibility for support

· References

· Warranty and support

· Total cost of ownership The District reserves the right to reject any or all proposals and to award the contract in the best interest of Negaunee Public Schools.

DISTRICT RESERVATIONS

Negaunee Public Schools reserves the right to:

· Reject any or all proposals

· Waive informalities or irregularities

· Request additional information

· Negotiate pricing and terms

· Award all or portions of the project

· Cancel this RFP without obligation

SUBMISSION REQUIREMENTS

Proposals shall be submitted electronically in PDF format.

Questions regarding this RFP shall be directed to:

Cory Richards Technology Director Negaunee Public Schools cory.richards@negauneeschools.org 500 W Arch St Negaunee, MI 49866

TIMELINE

RFP Issued: 06/03/2026 Questions Due: 06/10/2026 Proposal Due Date: 06/17/2026 Project Completion Target: 08/17/2026

END OF RFP