UNIFIED COMMUNICATIONS AND TELECOMMUNICATIONS SYSTEM

RFP #IT-2026-001 May 2026

REQUEST FOR PROPOSALS

FOR

UNIFIED COMMUNICATIONS AND

TELECOMMUNICATIONS SYSTEM

FOR THE

CITY OF KERRVILLE

Project #IT26-001

Issued by: City of Kerrville

Issue Date: Wednesday – May 20th , 2026

Due Date: Friday – June 26th , 2026

RFP #IT-2026-001 May 2026

Table of Contents

SECTION 1. INTRODUCTION

1.1 Request Summary

1.2 Community Profile

1.3 Background

1.4 Delivery of Proposals and Procurement Schedule

1.5 Point of Contact

SECTION 2. SCOPE OF SERVICES

2.1 Project Scope of Work

2.2 Implementation and Support

SECTION 3. INSTRUCTIONS FOR PROPOSERS

3.1 Defined Terms

3.2 RFP

3.3 Proposal Submittal

3.4 Interviews

3.5 Withdrawal of Proposal

3.6 Opening of Proposals

3.7 Evaluation of Proposals

3.8 Requirements for Professional Services

3.9 Validity of Proposals

3.10 Responsiveness

3.11 City Not Responsible for Assumptions by Proposers

3.12 Rights and Reservations of the City

3.13 Requirements to Keep Team Intact

SECTION 4. PROPOSAL

4.1 Proposal Submission

4.2 Requirements for the Proposal

4.3 Proposal Format

Attachment A - Proposal Transmittal Letter

Attachment B – Proposer Data Sheet

Attachment C – Reference Data Sheet

Exhibit A – Insurance Requirements and Indemnity

Exhibit B – Conflict of Interest Questionnaire

RFP #IT-2026-001 May 2026

SECTION 1. INTRODUCTION

1.1 REQUEST SUMMARY

1.1.1 The City of Kerrville (“City”) extends this Request for Proposals (“RFP”) to solicit a proposal (“Proposal”) from qualified vendors to provide a modern Unified Communications (UC) telecommunications solution for municipal operations. The proposed solution shall provide a secure, scalable platform supporting voice communications, messaging, collaboration and citizen interaction across City departments.

The solution may be:

• Cloud-hosted (UCaaS)

• Hybrid cloud / on-premise

• Premise-based with SIP services

The selected vendor shall provide:

• System design

• Implementation

• Integration services

• Training

• Ongoing maintenance and support

The City seeks a future-ready platform with a minimum expected lifespan of ten (10) years.

1.2 COMMUNITY PROFILE

1.2.1 Kerrville is a vibrant community focused on creating opportunities for families and individuals of all ages. The City of Kerrville, Texas, has a population of 25,000 residents and serves as the County Seat for Kerr County, which has a total population of 50,000. Located in the heart of the Texas Hill Country, Kerrville is just 45 miles from San Antonio, the 7th largest city in the United States.

The city is a hub for tourism, commerce, and entertainment, serving numerous smaller Hill Country communities. Positioned along the Interstate 10 corridor, which spans from Florida to California, Kerrville offers both connectivity and a welcoming environment for growth and

RFP #IT-2026-001 May 2026 innovation. City departments include Police, Fire/EMS, Public Works, Parks and Recreation, Library, Municipal Court, Development Services, Finance, and Administrative departments.

The City operates multiple facilities including City Hall, public safety facilities, fire stations, public works locations, and other operational buildings.

The City intends to transition from its current legacy telephony environment to a modern unified communications platform that improves operational efficiency, enhances communication with citizens, and provides reliable emergency communications.

1.3 BACKGROUND

1.3.1 The City currently operates an existing enterprise telephony environment that supports voice communications across multiple municipal facilities and departments. The current environment includes a combination of on-premises voice infrastructure, SIP and/or traditional carrier connectivity, IP-based desk phones, collaboration services, and analog device support for specialty applications.

The City’s telephony environment is configured to support business continuity and resiliency through redundant or failover-capable architecture across multiple locations.

Current environment characteristics include:

• Enterprise voice platform supporting approximately 350 users

• Redundant or highly available telephony infrastructure

• PSTN connectivity through carrier-provided voice circuits and/or SIP services

• IP desk phones deployed throughout City facilities

• Support for analog devices and specialty lines

• Unified communications and collaboration capabilities

• Digital faxing services currently utilized for departmental operations

The proposed solution must support digital fax functionality either through integration with the City’s existing fax workflows or through a modern cloud or hybrid fax solution.

RFP #IT-2026-001 May 2026

1.4 DELIVERY OF PROPOSALS AND PROCUREMENT SCHEDULE

1.4.1 For the Proposal to be accepted, deliver the entire proposal as set forth and required in this RFP to the City Secretary’s Office no later than 3:00 P.M. on Friday, June 26, 2026. Proposals received after this time will be rejected.

1.4.2 Procurement Schedule

Activity Date RFP Issuance May 20, 2026 Deadline for Submission of Written Questions June 13, 2026 @ 5 P.M.

Deadline for Submission of Proposals June 26, 2026 @ 3 P.M.

Anticipated City Council Consideration September 2026 Anticipated Notice to Proceed October 2026

1.4.3 The City assumes no obligations, responsibilities and liabilities, fiscal or otherwise, to reimburse all or part of the costs incurred or alleged to have been incurred by parties considering a response to and/or responding to this RFP. All such costs shall be borne solely by each Proposer.

1.5 POINT OF CONTACT

1.5.1 To ensure fairness during the procurement process, until the Agreement is executed, each of the Proposers and their employees, representatives and agents shall not contact any City staff, member of selection committee, Board member, or any other official, employee, representative of the City involved with this procurement process other than the Point of Contact identified in this RFP.

Point of Contact: Charvy Tork, Director of Innovation and Technology – charvy.tork@kerrvilletx.gov

1.5.2 All direct questions about the meaning or intent regarding this RFP and Project shall be submitted through email. The City of Kerrville shall not be responsible for any communication between any employee of the City, City Official, or any potential Team Member.

1.5.3 All communications are subject to distribution to all the potential Proposers except that City will endeavor to prevent disclosure to other Proposers’ information unique to a particular Proposer or otherwise identified as proprietary or confidential by a Proposer. The City will share with all Proposers all Addenda to this RFP including any revisions based on its review of Proposer comment and questions concerning this RFP. The City disclaims the accuracy of information derived from any source other than the City’s Point of Contact identified above, and the use of any such information is at the sole risk of the Proposer. Only answers and responses issued by formal Addenda shall be final and binding upon the City. Oral and other interpretations shall be without legal effect and Proposer shall not rely on such oral and other interpretations.

mailto:charvy.tork@kerrvilletx.gov

RFP #IT-2026-001 May 2026

SECTION 2. SCOPE OF SERVICES

The City intends to obtain the solutions and services of a qualified company to provide the solution and services outlined below. Best industry practices and/or best management practices may require additional services not explicitly enumerated below. Each company responding should identify any additional services required (if any) along with their cost and descriptions.

2.1 PROJECT SCOPE OF WORK

2.1.1 The City seeks a telecommunications system that will:

• Provide reliable voice communications across City facilities

• Enable modern communication methods including SMS messaging

• Provide each employee with a single direct phone number

• Improve citizen access to City staff

• Support mobile and remote work capabilities

• Integrate with Microsoft 365

• Provide operational reporting and analytics

• Ensure compliance with federal emergency communication laws

• Provide a secure and resilient communications platform

The City prefers solutions that minimize reliance on specialized hardware and leverage modern cloud or hybrid communications platforms.

2.1.2 The selected vendor shall provide a complete telecommunications solution including:

• System architecture and design

• Implementation and configuration

• Device deployment

• Number porting

RFP #IT-2026-001 May 2026

• Migration from existing infrastructure

• Training and documentation

• Ongoing maintenance and support

2.1.3 The proposed solution shall provide a secure, resilient, enterprise unified communications platform supporting voice, messaging, mobility, collaboration, contact center operations, reporting, and public sector compliance requirements for approximately 350 users across multiple facilities.

The solution should include:

• Enterprise VoIP and carrier connectivity

• Call routing, queues, IVR, voicemail, and recording capabilities

• Desktop, mobile, and softphone support

• Voice, voicemail, SMS, and collaboration functionality

• Support for IP, wireless, and headset-compatible devices

• Contact center and administrative reporting capabilities

• Communication archiving, retention, search, and export functionality

• Integration with Microsoft 365, Teams, Outlook, and Active Directory/Entra ID

• Standards-based interoperability with third-party systems, including logging and recording platforms

• High availability, failover, disaster recovery, and geographic resiliency capabilities

• Role-based administration, encryption, audit logging, and multi-factor authentication support

• Compliance with applicable public safety and telecommunications regulations, including Kari’s Law and RAY BAUM’S Act

Vendors are encouraged to describe available artificial intelligence and automation capabilities, including transcription, summarization, intelligent routing, analytics, and natural

RFP #IT-2026-001 May 2026 language search features. All AI-related functionality must comply with applicable security, privacy, and records retention requirements.

2.2 IMPLEMENTATION AND SUPPORT

2.2.1 The implementation and support of the proposed Unified Communications and Telecommunications System are critical to ensuring its successful deployment, seamless integration, and long-term sustainability. The following requirements outline the expectations for project management, training, testing, and ongoing maintenance to support the City of Kerrville’s evolving public safety needs effectively. These structured guidelines aim to minimize operational disruptions, maximize user adoption, and future-proof the system for scalability and technological advancements.

2.2.2 Project Management

A. Detailed Project Plan

The vendor must deliver a comprehensive project plan that includes timelines, milestones, resource allocation, and risk management strategies.

B. Phased Implementation

The system must be implemented in phases to minimize disruption to ongoing operations, with critical functionalities prioritized in the initial phase.

C. Change Management

The vendor must provide a robust change management plan to ensure smooth adoption of the new system by all stakeholders

2.2.3 Training and Documentation

A. User Training

The vendor shall provide comprehensive training for system administrators, supervisors, end users, and other designated personnel appropriate to their roles and responsibilities. Training shall include:

• System administration and configuration

• User functionality and workflows

RFP #IT-2026-001 May 2026

• Mobile and softphone functionality

• Reporting and analytics features

• System customization and feature management

• AI-assisted and automation features, where applicable

Training related to AI-enabled functionality shall include appropriate use, administrative controls, configuration options, audit capabilities, and known limitations of AI-generated outputs and recommendations.

B. Documentation

The vendor shall provide complete documentation for system administration, configuration, operations, troubleshooting, integrations, and end-user functionality.

Documentation shall include:

• User and administrator guides

• Configuration and integration documentation

• Troubleshooting procedures

• Security and access control documentation

• Documentation for AI-enabled features, including functionality, configuration options, administrative controls, audit capabilities, data usage considerations and known limitations.

2.2.4 Testing and Quality Assurance

A. System Testing

The vendor must conduct thorough testing of all system components, ensuring performance, reliability, and security under various operational conditions.

B. User Acceptance Testing (UAT)

End-users must be involved in the testing process to validate that the system meets operational requirements and aligns with workflows.

RFP #IT-2026-001 May 2026

2.2.5 Maintenance and Support

A. 24/7 Support

The vendor must offer round-the-clock technical support, including system updates and troubleshooting assistance.

B. Ongoing Maintenance

Regular maintenance must include software updates, security patches, and enhancements to ensure optimal system performance.

SECTION 3. INSTRUCTIONS FOR PROPOSERS

3.1 DEFINED TERMS

3.1.1 Terms used in the RFP will have the meanings indicated in this RFP.

3.1.2 For purposes of this RFP and when used elsewhere in this RFP the following definitions shall apply:

A. Addenda means written modifications to the RFP.

B. Proposer means the corporate entity or firm that submits the Proposal in response to this RFP and seeks to be awarded the Agreement with the City for the Project and if selected for the Project will execute the Agreement.

C. Services means those services provided by the Proposer described in this RFP and the Draft Agreement.

D. Subconsultant means an individual or entity having a direct contract with the Proposer or with any other Subconsultant for the performance of part of the Services.

E. Subcontractor means an individual or entity having a direct contract with the Proposer or with any other Subcontractor for the performance of part of the work on the Project.

3.2 RFP

3.2.1 The RFP and any other RFP information may be downloaded or viewed at the following website:

https://kerrvilletx.gov/Bids.aspx

3.2.2 It is the downloader’s responsibility to determine that a complete set of documents, as defined in the Instructions for Proposers are received.

https://kerrvilletx.gov/Bids.aspx

RFP #IT-2026-001 May 2026

3.2.3 This website will be updated periodically with revisions, modifications, and clarifications to the RFP (“Addenda”), procurement and RFP information, responses to questions asked by Proposers and additional information relevant to the procurement of the Project. Proposers are encouraged to routinely monitor the website.

3.2.4 Neither City nor City’s Representatives, and Advisors assumes any responsibility for errors or misinterpretations resulting from the use of an incomplete RFP.

3.2.5 Prior to the Proposal submission deadline stated in this RFP, submit all questions about the meaning or intent of the RFP, Addenda and the related supplemental information to the Point of Contact as indicated in the RFP. Modifications to the RFP considered necessary by the City in response to questions will be issued by Addenda. Addenda will be transmitted through https://kerrvilletx.gov/Bids.aspx where questions asked will be responded to and the questions and the responses will be posted on the web site. Questions received after the identified Deadline for Submission of Written Questions may not be answered.

3.2.6 City will make copies of RFP available on the above terms only for the purpose of obtaining Proposals to determine the Proposer that offers the best value for this Project and does not confer a license or grant permission or authorization for any other use. The ranking will be in accordance with the evaluation criteria described in the RFP.

3.3 PROPOSAL SUBMITTAL

3.3.1 Proposers are required to submit a Proposal for consideration for the award of the Agreement for the Services.

3.3.2 The Proposal shall be completed and submitted in accordance with Section 4 of the RFP.

3.3.3 Before submitting a Proposal:

A. Examine and carefully study the RFP, including any Addenda and the related supplemental information identified in the RFP.

B. Become familiar and satisfied with all federal, state, and local laws and regulations that may affect cost, progress, or the provisions of the Services.

C. Carefully study and correlate the information known to Proposer with the RFP, Addenda and the related supplemental information identified in the RFP.

D. Promptly give City’s Point of Contact written notice of all conflicts, errors, ambiguities, or discrepancies that Proposer discovers in the RFP, Addenda and the related supplemental information. Determine that the RFP, Addenda and the related supplemental information are generally sufficient to indicate and convey understanding of all terms and conditions for completion of the Services.

https://kerrvilletx.gov/Bids.aspx

RFP #IT-2026-001 May 2026

3.3.4 All materials submitted to the City become public property and are subject to the Texas Public Information Act (“Act”), Texas Government Code Chapter 552. If the Proposal contains proprietary information that the Proposer does not want disclosed and is exempt for the disclosure requirement of the Act, each page containing such information must be identified and marked “PROPRIETARY” at the time of submittal. City will, to the extent provided by law, endeavor to protect such information from disclosure. Proposers will be notified in writing by City if proprietary information is requested and Proposer will be given an opportunity to request from the Texas Attorney General that the information be withheld. The final decision as to what information must be disclosed, however, lies with the Texas Attorney General. Failure to identify proprietary information will result in all unmarked sections being deemed non-proprietary and available upon public request. Proposers shall not be permitted to mark their entire Proposal as proprietary.

3.4 INTERVIEWS

3.4.1 The City may elect to conduct interviews with Proposers to provide Proposers a better opportunity to demonstrate how they can provide the best value to the City for this Project.

3.4.2 If elected, the City will conduct interviews prior to City Council consideration in accordance with the procurement schedule outlined in Section 1.4.2.

3.4.3 Prior to the interviews Proposers will be notified of the time and place for the interview;

interview format and agenda, and individuals that are expected to participate in the interview.

3.4.4 Failure to participate in the interview may result in disqualification from consideration for the Project.

3.5 WITHDRAWAL OF PROPOSAL

3.5.1 Proposers may withdraw a Proposal by providing a written request, duly executed by an authorized representative, and delivered to the City at any time prior to the Proposal submittal deadline or within 24 hours after Proposals are opened. If withdrawal is after Proposals are opened, the written request shall demonstrate to the reasonable satisfaction of the City that there was a material and substantial mistake in the preparation of its Proposal. Individuals making the withdrawal will be required to provide evidence of serving as an authorized representative of the Proposer.

3.6 OPENING OF PROPOSALS

3.6.1 Proposals will not be publicly opened. There will be no further discussion of the Proposals or the procurement process and no questions or comments will be received. The final rankings will be made public no later than the seventh business day following City Council consideration.

RFP #IT-2026-001 May 2026

3.7 EVALUATION OF PROPOSALS

3.7.1 Within 45 days after the date of opening the Proposals, an Evaluation Committee (“Committee”) will review all proposals to determine which proposers have qualified for consideration according to the criteria stated herein. The Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. In evaluating Proposals, the Committee will also consider whether or not the Proposals fully comply with the RFP submittal requirements.

3.7.2 In considering Proposals, City will evaluate, score and rank the Proposals in accordance with the evaluation criteria and weighting set forth in this RFP to determine the Proposal that offers the best value to the City.

RFP #IT-2026-001 May 2026

3.7.3 The Proposals will be evaluated using the criteria and weighting indicated in the table below.

Evaluation Criteria Weight

Proposal Transmittal Letter (Attachment ‘A’) Pass/Fail

Proposer’s Qualification and Experience & Demonstrated Qualifications of Key Personnel and Team including Past Performance & References 15

System Design, Architecture and Capabilities 30

Customer Support, Warranty and Maintenance 20

Delivery Schedule and Timeline 15

Price Proposal 20

Total 100

3.7.4 Material misstatements and/or inaccuracies in the information submitted in the Proposals that was a basis for evaluation, scoring and ranking may be grounds for rejection of the Proposal for this Project. Any material misstatements and/or inaccuracies, if discovered after award of the Agreement may be grounds for immediate termination of the Agreement, at the City’s sole discretion. Additionally, the Proposer will be liable to the City for any additional costs or damages to the City resulting from such misstatements and/or inaccuracies, including costs and attorney’s fees for collecting such costs and damages.

3.7.5 Submission of a Proposal indicates Proposer’s acceptance of the evaluation criteria and weighting contained in the RFP as well as Proposer’s recognition and acknowledgement that subjective judgments must be made by the selection committee during the evaluation.

3.8 REQUIREMENTS FOR PROFESSIONAL SERVICES

3.8.1 Proposer shall secure any required services for the Project that are defined as professional services under the Professional Services Procurement Act, Chapter 2254 of the Texas Government Code (for example, registered professional land surveyors, professional architects and professional engineers using the qualifications-based selection process prescribed by that Chapter). Each architect or engineer or other provider of professional services that is a member of a Proposer’s team must be selected in this manner.

3.9 VALIDITY OF PROPOSALS

3.9.1 The Proposal will remain in full force and effect for ninety (180) days after the Proposal submission date.

RFP #IT-2026-001 May 2026

3.10 RESPONSIVENESS

3.10.1 To be deemed responsive, Proposals must be prepared thoroughly; be responsive to the requirements and criteria contained in the RFP; demonstrate an ability to meet the requirements of the RFP and conform to the material terms and/or conditions of the RFP, all as determined solely by the City. The City will reject a Proposal if it is materially incomplete, takes excessive exceptions to material terms and/or conditions of the RFP or contains information that does not appear to demonstrate an ability to meet the RFP requirements, all as determined solely by the City. The City will apply reasonable judgment, balance and discretion in deciding whether a Proposal is responsive.

3.11 CITY NOT RESPONSIBLE FOR ASSUMPTIONS BY PROPOSERS

3.11.1 Each Proposal shall present the assumptions that the Proposer has incorporated into its Proposal. Neither the acceptance by the City of a Proposal, nor the participation of the City at any interview with the Proposer, nor the decision of the City to enter into the Agreement, shall in any way be interpreted as an agreement or approval by the City that the assumptions are reasonable or correct or that the City accepts any liability for the Proposer’s Proposal. The City specifically disclaims responsibility or liability for any Proposer’s assumptions in developing its Proposal.

3.12 RIGHTS AND RESERVATIONS OF THE CITY

3.12.1 In connection with this procurement process, including Proposals and their evaluation, the City reserves to itself all rights (which rights shall be exercisable by the City at its sole discretion) available to it under applicable law, including without limitation, the following with or without cause and with or without notice:

A. The right to cancel, withdraw, postpone, or extend RFP in whole or in part at any time prior to the award of the Agreement without incurring any obligations or liabilities.

B. The right to issue a new RFP or to revise and modify, at any time prior to the Proposal submittal date, information included in the RFP including but not limited to the dates set or projected and factors to be considered in evaluating Proposals and the responsibilities of the Proposers.

C. The right to modify the procurement schedule.

D. The right to waive deficiencies, informalities and irregularities in a Proposal and accept and review a non-conforming Proposal.

E. The right to suspend and terminate the procurement process or to terminate evaluations of Proposals received at any time.

RFP #IT-2026-001 May 2026

F. The right to correspondence with the Proposers to seek an improved understanding of Proposals at any time.

G. The right to seek or obtain data and information from any source that has the potential to improve the understanding and evaluation of the Proposals.

H. The right to appoint and change appointees of any selection committee.

I. The right to use assistance of outside technical and legal experts and consultants in the evaluation process.

J. The right to respond to all, some, or none of the inquiries, questions and/or requests for clarification received relative to this RFP.

K. The right to seek clarifications from any Proposer to fully understand information provided in the Proposal.

L. The right to request additional information from a Proposer during the evaluation of Proposals.

M. The right to reject a Proposal containing exceptions, additions, qualifications, or conditions not called for in the RFP.

N. The right to conduct an independent investigation of any information, including prior experience identified in a Proposal by contacting project references, accessing public information, contacting independent parties or any other means.

3.13 REQUIREMENTS TO KEEP TEAM INTACT

3.13.1 The team proposed by Proposer, including but not limited to the Key Personnel identified in the Proposal, shall remain on Proposer’s Team for the duration of the procurement process and, if the Proposer is awarded the Agreement, the duration of the Project. If circumstances require a proposed change to a Team Member, it must be submitted in writing to the City’s Point of Contact. The City, in its sole discretion, will determine whether to authorize the change.

Unauthorized changes to the Proposer’s Team at any time during the procurement process may result in the elimination of the Proposer from further consideration. If a Key Personnel is no longer an employee of the Proposer or Team Member, the Proposer shall notify the City’s Point of Contact as soon as this is known and propose an alternate Key Personnel better or as qualified and experienced.

RFP #IT-2026-001 May 2026

SECTION 4. PROPOSAL

4.1 PROPOSAL SUBMISSION

4.1.1 Proposer shall complete and deliver the proposal in sealed package, with the submittal clearly marked on the front of the package “RFP: Computer Aided Dispatch, Mobile Data System, Law Enforcement Records Management and Property Evidence Management System”. Proposals received through the City of Kerrville’s website, by facsimile, or email will not be accepted.

4.1.2 Proposals shall be delivered to the following address by the date and time prescribed. All proposals shall be received in the City Secretary’s Office no later than 3:00PM CST on Friday, June 26, 2026.

Physical Address:

City Secretary’s Office City of Kerrville 701 Main Street Kerrville, Texas 78028

4.1.3 Proposals shall be delivered in the following quantities:

a. One (1) original unbound proposal signed in ink

b. Five (5) bound copies of the proposal

c. One (1) electronic copy of the entire proposal in Adobe PDF format on a flash drive

4.1.4 Three-ring binders are not permitted. With regards to other types of binding, plastic (not metal) spiral or comb binding is highly recommended.

4.1.5 Unnecessarily elaborate brochures, artwork, bindings, visual aids, expensive paper or other material beyond which is sufficient to present a complete and effective submission are discouraged.

4.1.6 The electronic proposal file is to be a single file. Confidential information may be provided in a separate file, provided that the file is referenced in the proposal. The City assumes no liability for differences in information contained in the digital copy.

4.1.7 The Proposer assumes full responsibility for ensuring that the Proposal is delivered before the prescribed time.

4.2 REQUIREMENTS FOR THE PROPOSAL

4.2.1 The Proposal must include, as a minimum, the information described in this Section. Failure to submit the required information in the Proposal may result in the City considering the Proposal as non-responsive and may result in rejection of the Proposal by the City.

RFP #IT-2026-001 May 2026

4.2.2 Except for charts, schedules, exhibits and other illustrative and graphical information, all information shall be prepared on 8.5” x 11” paper size, unless where specifically designated in this RFP. Charts, schedules, exhibits and other illustrative and graphical information may be on 11” x 17”. The front cover of the Proposal and any appendices must be a font of not less than 11-point. Audio visual materials including audio tapes, video tapes and CD Rom material will not be accepted.

4.2.3 Proposers are instructed to limit the information included in the Proposal to the information necessary to demonstrate the technical, financial and other qualifications and experience for the Project and any other information specifically requested in this RFP. Proposals should be prepared in a straightforward and concise manner. The City is not interested in receiving marketing brochures, promotional material, generic narratives, elaborate binding, colored displays, etc. in the Proposals. Emphasis should be placed on clarity and completeness of content and responsiveness to the RFP requirements.

4.2.4 Proposers must provide the information requested in the RFP. Failure to include the information completely and clearly may result in lower scores in the evaluations.

4.2.5 Proposal Format. The proposal shall be submitted in the following format as indicated below:

A. Cover Letter

B. Table of Contents

C. Attachment A - Proposal Transmittal Letter

Attachment B – Proposer Data Sheet

Attachment C – Reference Data Sheet

Exhibit A – Insurance Requirements and Indemnity

Exhibit B – Conflict of Interest Questionnaire

D. Executive Summary

Provide a brief summary describing the company’s ability to perform the work requested, a history of the company’s background and experience providing the services, the qualifications of the company’s staff to be assigned to this project, any subcontractor, subconsultants, and/or suppliers and a brief history of their background and experience, and any other information called for by this request for proposal which the company deems relevant, including restating any exceptions to this request for proposal. This summary should be brief and concise to apprise the reader of the basic services offered, experience and qualifications of the company, staff, subcontractors, and/or suppliers.

E. Bid Form

RFP #IT-2026-001 May 2026

Each company shall provide pricing to fully satisfy each item in the Bid Form.

4.3 PROPOSAL FORMAT

4.3.1 Cover Letter

A. Proposers are free to submit a cover letter of their choice.

B. Briefly introduce your Team, providing a summary of the administration, organization, and staffing of your Firm, including multiple offices, if applicable.

4.3.2 Proposal Transmittal Letter

A. Proposer shall complete all blanks, type or print the required information and execute as indicated the Proposal Transmittal Letter. Include all required attachments, as appropriate.

4.3.3 Qualification and Experience

A. Firm’s Qualification and Experience & Demonstrated Qualifications of Key Personnel and Team including Past Performance & References

a. Describe your company’s history and organizational structure. Include the size of the company, location of offices, years in business, organizational chart, name(s) of owner(s) and principal parties, and number and position titles of staff.

b. What is the primary business of the parent company and/or affiliates?

c. Which office(s) of your organization will have primary responsibility for managing this account? List the members of your team who will be responsible for providing the services and for ongoing support.

d. Describe the qualifications of staff proposed for the assignment, position(s) in the company, and types and amount of equivalent experience. A description of how overall supervision will be provided should be included.

e. Identify and provide the resume(s) of the staff who will be assigned to this project.

4.3.4 References

a. What is your company’s experience performing the services requested? Describe comparable projects performed by your company in the last five years, including the number of projects, scope of work, and status of projects.

b. List the name, address and telephone number of references from at least three (3) recent similar projects. Include a brief description of the work provided for each reference. Texas municipal or county projects are preferred. You may offer more than

RFP #IT-2026-001 May 2026 three (3) recent similar projects if desired. The references should include the start date of the project and the date of completion for each project.

4.3.5 Delivery Schedule and Timeline

A. Include a detailed implementation schedule with an estimated project start date on or before October 5, 2026 and a completion date of January 29, 2027 and note key project milestones and timelines for deliverables. Identify any assumptions used in developing the schedule.

4.3.6 Price Proposal

A. Instructions

a. Proposer shall provide a complete and detailed pricing proposal for all software, hardware, implementation services, training, integrations, support, maintenance, subscriptions, licensing, and any other costs necessary to provide a fully operational turnkey solution as described in this RFP. Pricing shall include all costs associated with delivering, configuring, implementing, testing, training, supporting, and maintaining the proposed solution. All pricing shall be clearly itemized and separated by category.

Costs associated with subcontractors, third-party products, integrations, or optional services shall be identified separately. The City expects pricing to remain valid for a minimum of one hundred eighty (180) days from the proposal submission deadline.

B. Total Cost

Provide a total turnkey cost for the proposed solution, including all required components identified within the Scope of Services.

The Total Cost shall include, at a minimum:

• Software licensing or subscription costs

• Unified communications, contact center, SMS, AI, analytics and other module costs

• Hardware and endpoint costs (if applicable)

• Implementation and project management costs

• Data migration and conversion costs

• Integration and interface costs

• Training costs

• Travel expenses

• Testing and go-live support

• Annual maintenance and support costs

RFP #IT-2026-001 May 2026

• Hosting or cloud service fees

• CJIS compliance-related costs

• Any recurring costs

• Any optional or recommended services

C. Detailed Pricing Schedule

Provide an itemized pricing schedule including:

• Software, subscription, and licensing costs

• User, decice, mobile, contact center, and third-party licensing structures

• Implementation and project management services

• Configuration, migration, and integration services

• Training and documentation services

• Hardware, endpoints, and infrastructure costs (if applicable)

• Annual maintenance, support, hosting and renewal costs

• Optional services, modules, and enhancements

• Pricing asummptions, exclusions, dependencies, contract terms and escalation rates

D. Five-Year Cost Summary

Provide a five-year total cost of ownership (TCO) summary identifying:

• Initial implementation costs

• Annual recurring costs by year

• Optional costs

• Estimated escalation rates

• Total five-year cost

E. Price Escalation

Identify any proposed annual price increases for maintenance, subscription, hosting, support, or other recurring services. The City prefers fixed pricing for as long as possible and requests proposers clearly identify any escalation methodology.

RFP #IT-2026-001 May 2026

F. Invoicing: The City pays its invoices within 30 days of their receipt. If your billing and payment expectations differ, outline what those differences are.

4.3.7 Workload and Availability

A. Proposer shall identify availability and workload of personnel to complete the Project within the designated Term identified in this RFP.

Attachment A Proposal Transmittal Letter

City of Kerrville Proposal Transmittal Letter

(To be on Proposer Letterhead)

Date:

Charvy Tork – Director of Innovation and Technology City of Kerrville 701 Main Street Kerrville, Texas 78028

(“Proposer) hereby submits its Proposal for the Unified Communications and Telecommunication System (“Project”).

Proposer accepts all of the requirements, terms, and conditions of the RFP, including without limitation those dealing with the required insurance. The Proposal will remain subject to acceptance for ninety (180) days after the opening of Proposals.

In submitting this Proposal, Proposer certifies, represents and warrants, that:

A. The submittal of the Proposal has been duly authorized by, and in all respects binding upon, the Proposer.

B. The undersigned declares that it is the Proposer or by holding the position below indicated is authorized to execute this Proposer Transmittal Letter on behalf of the Proposer and that all representations made on this form are true and accurate.

C. Proposer has examined, carefully studied and understands and agrees to be bound by the requirements of the RFP, the other related information identified in the RFP, and the following Addenda, receipt of all of which is hereby acknowledged:

Addendum No. Addendum Date Signature Acknowledging Receipt

D. All information and statements contained in the Proposal, are current, correct and complete and are made with full knowledge that the City will rely on such information and statements in evaluating the Proposal.

E. The submission of this Proposal will constitute an incontrovertible representation by Proposer that Proposer has complied with every requirement of the RFP and Addenda without exception.

F. Proposer acknowledges that it is aware and understands the requirements of Chapter 176 of the Texas Local Government Code and Proposer is solely responsible for complying with such requirements.

G. Proposer acknowledges that it is aware and understands the requirements of Chapter

2252.908 of the Texas Local Government Code including but not limited to from 1295- Certificate of Interested Parties.

H. Texas Government Code Chapter 2271 requires that a governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it 1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. Proposer certifies that it does not boycott Israel and will not boycott Israel during the term of the Agreement/Contract should it be awarded to the Proposer.

I. If Proposer did not provide evidence of its authority to do business in the State of Texas and included such evidence in its SOQ, Proposer will covenant, with its execution of this Form, to obtain and submit evidence of such authority to the City not later than the date of its execution of the Agreement.

J. Proposer certifies that each architect or engineer that is a Team Member was selected based on demonstrated competence and qualifications, in the manner provided by the Texas Government Code Section 2254.004.

K. Proposer is familiar with and is satisfied as to all federal, state and local Laws and regulations that may affect furnishing the Services.

L. Proposer has given City’s Point of Contact written notice of all conflicts, errors, ambiguities, or discrepancies that Proposer has discovered in the RFP and the written resolution thereof by the City is acceptable to Proposer.

M. The RFP is generally sufficient to indicate and convey an understanding of the terms and conditions for the performance of the Services for which this Proposal is submitted.

N. Proposer further represents that this Proposal is genuine and not made in the interest of or on behalf of any undisclosed individual or entity and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; Proposer has not directly or indirectly induced or solicited any other Proposer to submit a false or sham Proposal; Proposer has not solicited or induced any individual or entity to refrain from making a Proposal; and Proposer has not sought by collusion to obtain for itself any advantage over any other Proposer or over the City.

The principal contact person who will serve as the interface between the City and the Proposer for all communications during the procurement period is:

Name:

Title:

Address:

Telephone:

Email:

The terms used in this letter have the meanings indicated in the RFP. The significance of terms with initial capital letters is described in the RFP.

Proposer agrees that venue shall lie exclusively in Kerr County, Texas for any legal action.

This Proposal is submitted by:

Name of Proposer and identification of Proposer (Individual; Corporation; Partnership;

Joint Venture; other-specify):

If a Joint Venture, the Proposal Transmittal Form must be signed by authorized representatives of all members of the Joint Venture.

For a corporation indicate the state of incorporation with the corporate address. For a limited liability company indicate the state in which company was formed with the company address.

(typed or printed)

By:

Title:

Proposer shall have this form notarized by a duly authorized notary public.

(Individual’s Signature)

Doing business as:

Business address:

Phone: E-mail:

Attachment B

UNIFIED COMMUNICATIONS AND TELECOMMUNICATION SYSTEM

May 2026

RFP #IT-2026-001

PROPOSER DATA SHEET

FIRM NAME:

ADDRESS:

CITY: _ STATE: _

FEDERAL EMPLOYER IDENTIFICATION NUMBER: OR SOCIAL SECURITY NUMBER

(if sole proprietorship):

CORPORATION: [ ] YES [ ] NO

PROPOSAL CONTACT PERSON:

TITLE: _________________________________ PHONE: ________________________________

FAX NUMBER: __________________________ EMAIL: _________________________________

MAILING ADDRESS WHERE REIMBURSEMENTS ARE TO BE MAILED AND NAME OF

BILLING CONTACT:

NAME:

TITLE: _________________________________ PHONE: ________________________________

FAX NUMBER: __________________________ EMAIL: _________________________________

IS THE FIRM SUBMITTING TIDS PROPOSAL AN INDIVIDUAL? [ ] YES [ ] NO

IF YES, HAS THE INDIVIDUAL BEEN EMPLOYED BY A STATE AGENCY AT ANY TIME

DURING THE PAST TWO (2) YEARS? [ ] YES [ ] NO

IF YES, IN COMPLIANCE WITH TEXAS GOVERNMENT CODE 2254.033, PLEASE ATTACH A

SEPARATE SHEET TO EXPLAIN:

- The nature of the previous employment with the State

- The date the employment terminated

- The annual rate of compensation for the employment at the time of termination

Attachment C

RFP #IT-2026-001

REFERENCE DATA SHEET

(Reproduce sheet as necessary)

PROVIDE AT LEAST THREE REFERENCES (references should include):

■ Client Name

■ Location (city, state) – Contact Person – Telephone Number

■ Information on contracted services similar to this RFQ

CLIENT NAME:

CITY: _____________________________________ STATE:

CONTACT PERSON:________________________ TITLE:

PHONE NUMBER:

PROJECT NAME:

PROJECT START DATE: PROJECT END DATE:

SUMMARY OF CONTRACTED SERVICES (include project involvement, principal firm, multi-firm collaboration, sub-consultant(s):

Exhibit A

RFP #IT-2026-001

INSURANCE REQUIREMENTS AND INDEMNITY

The Vendor will procure and maintain at its expense insurance with insurance companies authorized to do business in the State of Texas, covering all operations under this Agreement, whether performed by the Vendor or its agents, subcontractors, or employees. Before commencing the work, the Vendor will furnish to the City an original certificate or certificates in a form satisfactory to the City, showing that Vendor has complied with this paragraph.

The Vendor shall not cause any insurance policy to be cancelled or permit it to lapse, and all insurance policies shall include an endorsement to the effect that the insurance policy shall not be subject to cancellation or to a reduction in the required limits of liability or amounts of insurance until notice has been mailed to the City of Kerrville, ATTN: Director of Engineering, 701 Main Street, Kerrville, TX 78028. The notice shall state the date when such cancellation or reduction shall be effective. The cancellation date shall not be less than thirty (30) days after such notice.

Commercial general liability insurance will be written with the City as an additional insured and will be endorsed to provide a waiver of the carrier's right of subrogation against the City. The types and amounts of insurance required are set forth below:

TYPE/ AMOUNTS

1. Workers Compensation Statutory

By signing a subsequent Agreement/Contract if selected by the City, the Vendor acknowledges its responsibility with compliance for state and federal laws regarding worker’s compensation. Providing false or misleading information may subject the Vendor to administrative penalties, criminal penalties, civil penalties, or other civil actions. The Vendor shall procure and shall maintain during the life of this Agreement/Contract Workers’ Compensation Insurance as required by the State of Texas for all of its employees to be engaged in work on the Project under the Agreement/Contract and, in case of any such work sublet, the Vendor shall require the subcontractor similarly to provide Workers’ Compensation Insurance for all of the employees to be engaged in such work unless such employees are covered by the protection afforded by the Vendor’s Worker’s Compensation Insurance.

Workers’ Compensation Insurance Coverage must meet the statutory requirements of Tex. Lab. Code, §401.011(44), and those specific to construction projects for public entities as required by Tex. Lab. Code, §406.096.

2. General Liability Insurance: on a per occurrence basis with limits of liability not less

RFP #IT-2026-001

than $1,000,000 for each occurrence and for fire damage and for Bodily Injury and Property Damage, no less than $1,000,000. As a minimum, coverage for Premises, Operations, Products, and Completed Operations shall be $2,000,000. This coverage must protect the public or any person from injury or property damages sustained by reason of CONSULTANT or its employees providing the Services. The general aggregate must be no less than $2,000,000.

3. Automobile Liability Insurance: with either a combined limit of at least $1,000,000 per occurrence for bodily injury and property damage or split limits of at least $1,000,000 for bodily injury per person per occurrence and $1,000,000 for property damage per occurrence. Coverage must include all owned, hired, and nonowned motor vehicles used in the performance of this Agreement by CONSULTANT or its employees.

4. Professional Liability Errors and Omissions Insurance: with limits of liability not less than $1,000,000 per occurrence covering all work performed by CONSULTANT, its employees, subcontractors, or independent contractors. If this coverage may only be obtained on a "claims made" basis, the certificate of insurance must clearly state coverage is on a "claims made" basis and coverage must remain in effect for at least two years after final payment with CONSULTANT continuing to furnish the City certificates of insurance.

5. Subcontractor: in the case of any work sublet, CONSULTANT shall require subcontractor and independent contractors working under the direction of either CONSULTANT or a subcontractor to carry and maintain the same workers compensation and liability insurance required of CONSULTANT.

6. Qualifying Insurance: the insurance required by this Agreement must be written by non-assessable insurance company licensed to do business in the State of Texas and currently rated "B" or better by the A.M. Best Companies. All policies must be written on a "per occurrence basis" and not a "claims made" form.

The stated limits of insurance are minimum only. They do not limit the Vendor's indemnity obligation, and it will be the Vendor's responsibility to determine what limits are adequate. These limits may be met by basic policy limits or any combination of basic limits and umbrella limits.

The City's acceptance of certificates of insurance that do not comply with these requirements in any respect does not release the Vendor from compliance with these requirements.

The Vendor will indemnify, hold harmless and defend the City and its employees, agents, officers and servants from any and all lawsuits, claims, demands and causes of action of any kind arising

RFP #IT-2026-001

from the negligent or intentional acts errors or omissions of the Vendor, its officers, employees or agents. This will include, but not be limited to, the amounts of judgments, penalties, interest, court costs, reasonable legal fees, and all other expenses incurred by the City arising in favor of any party, including the amounts of any damages or awards resulting from claims demands and causes of action for personal injuries, death or damages to property alleged or actual infringement of patents, copyrights, and trademarks and without limitation by enumeration, all other claims, demands, or…