Unified Communications Services LCOG RFP Final.pdf

Request for Quotation

Voice Services Technology Replacement

For The:

Lane Council of Governments

(LCOG)

Submissions Due: August 21, 2026 12PM PST

INVITATION TO SUBMIT QUOTATIONS

Lane Council of Governments, an intergovernmental entity established pursuant to ORS 190.010 (“LCOG”) is soliciting quotations for a qualified voice services technology firm to provide hosted unified communications services, including UCaaS/CloudPBX, Microsoft Teams integration, SIP trunking, Emulated PRI service, electronic fax solutions, cellular (dual SIM), and optional POTS line replacement solutions, as described in the Request for Quotations.

Quotations will be received by David Grabicki, Assistant Finance and Budget Director, until the time of proposal closing by electronic submission in accordance with the following instructions:

1. Must be submitted as an attachment to an email message sent to the following email address:

dgrabicki@lcog-or.gov,

2. Must clearly identify, in the subject line of the email, that the email is a proposal sent in response to this Request for Quotations (RFQ), and

3. Must contain all completed forms and responses requested in the RFQ document, and

4. Must be entirely in the form of one or more PDF documents.

RFQ documents. Interested parties may download a complete set of RFQ documents from the LCOG website at: https://www.lcog-or.gov/rfps.

Pre-Submission Vendor Conference Call (non-mandatory). LCOG will hold a conference call for vendors who wish to ask questions or seek clarification regarding this RFQ. Participation is not required and absence from the call will not affect eligibility or scoring. Statements made by LCOG representatives during the conference are not binding on LCOG unless confirmed in writing by a formal addendum.

Date: August 3, 2026 Time: 11:00am PST Format: Microsoft Teams Meeting Meeting Link: https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTVkMGFlMWUtMGFmZC00YzIwLWI2ODAtMjVkNzA5YzBiMWNh%40thre ad.v2/0?context=%7b%22Tid%22%3a%229a80ddb7-1790-4782-a634-ef32f273169c%22%2c%22Oid%22%3a%228cd4a619-a138-447c-a6f8-19556bd6aefb%22%7d

A summary of questions and answers from the call will be documented and shared with all known RFQ recipients.

Questions. If a proposer has any additional questions regarding this RFQ or the services to be provided, such questions must be submitted in writing to dgrabicki@lcog-or.gov.

All questions received will be answered in writing and posted publicly in an addendum so that all vendors receive the same information. LCOG will not provide individual or private interpretations of the RFQ.

Quotations submitted in response to this RFQ become public records under Oregon law and may be subject to disclosure, except for information legitimately exempt from disclosure under ORS 192.311–

192.478. Vendors must clearly mark any information claimed as exempt.

https://www.lcog-or.gov/rfps https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTVkMGFlMWUtMGFmZC00YzIwLWI2ODAtMjVkNzA5YzBiMWNh%40thread.v2/0?context=%7b%22Tid%22%3a%229a80ddb7-1790-4782-a634-ef32f273169c%22%2c%22Oid%22%3a%228cd4a619-a138-447c-a6f8-19556bd6aefb%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTVkMGFlMWUtMGFmZC00YzIwLWI2ODAtMjVkNzA5YzBiMWNh%40thread.v2/0?context=%7b%22Tid%22%3a%229a80ddb7-1790-4782-a634-ef32f273169c%22%2c%22Oid%22%3a%228cd4a619-a138-447c-a6f8-19556bd6aefb%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTVkMGFlMWUtMGFmZC00YzIwLWI2ODAtMjVkNzA5YzBiMWNh%40thread.v2/0?context=%7b%22Tid%22%3a%229a80ddb7-1790-4782-a634-ef32f273169c%22%2c%22Oid%22%3a%228cd4a619-a138-447c-a6f8-19556bd6aefb%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTVkMGFlMWUtMGFmZC00YzIwLWI2ODAtMjVkNzA5YzBiMWNh%40thread.v2/0?context=%7b%22Tid%22%3a%229a80ddb7-1790-4782-a634-ef32f273169c%22%2c%22Oid%22%3a%228cd4a619-a138-447c-a6f8-19556bd6aefb%22%7d mailto:dgrabicki@lcog-or.gov

Addenda. LCOG may issue an addendum to modify or add to the terms of the RFQ, or to change the time or date for submission of proposals. Any such addendum will be posted and may be downloaded from the same location on the LCOG website where the RFQ is posted (www.lcog-or.gov/telecomrfq). Each proposer is responsible for verifying for itself if any addendum has been issued prior to submission of its proposal; LCOG is not responsible to notify individual prospective proposers of the issuance of an addendum. The requirements or clarifications contained in any addendum issued must be included in the proposals received and will become part of any resulting contract.

Prequalification. No prequalification of proposers is required.

Cooperative Purchasing. This RFQ is issued as a permissive cooperative procurement under ORS 279A.210. Additional details about cooperative participation and use of the resulting Master Services Agreement are provided in Section 6.

Section 1 - Introduction

Lane Council of Governments (LCOG), an ORS 190 intergovernmental entity, is issuing this Request for Quotation (RFQ) to obtain competitive pricing for:

A. Hosted Voice / Unified Communications as a Service (UCaaS – hostedPBX)

(REQUIRED — vendors must bid)

B. Microsoft Teams Integration Operator Connect

(REQUIRED — vendors must bid)

C. Microsoft Teams Integration Direct Route

(REQUIRED — vendors must bid)

D. SIP Trunking

(REQUIRED — vendors must bid)

F. Electronic Fax Solutions

(REQUIRED — vendors must bid)

E. Emulated PRI Service

(OPTIONAL — vendors may submit pricing)

G. Cellular (dual SIM)

(OPTIONAL)

H. POTs (Plain Old Telephone Service) Line Replacement Solutions

(OPTIONAL — vendors may submit pricing)

The purpose of this RFQ is to identify competitively priced options to replace existing UCaaS and POTs services, providing LCOG and participating members with flexible, modern, and reliable alternatives that can be adopted as their operational needs evolve. The pricing and service information collected through this RFQ will be used to establish a cooperatively purchasable contract available to other Oregon public bodies under ORS 190 and ORS 279A.210.

Section 2 - Background

LCOG and multiple member agencies currently rely on a mix of hosted voice services and traditional POTs lines for operational needs including elevators, fire panels, alarms, infrastructure monitoring, fax services and mission-critical communications. Some participating agencies may require emulated PRI or POTs line replacement solutions; however, these services are optional within this RFQ.

This RFQ is designed to formalize competitive pricing options for voice services technology for LCOG and its members across the State. Volume pricing should be calculated to provide services to LCOG and any of its 35 Member agencies, and additional local government agencies, that may elect to participate.

Section 3 - Scope of Services

3A — Hosted Voice / UCaaS-hostedPBX (REQUIRED)

Vendors must submit pricing for a cloud-based hosted phone system. Solutions must be facilities-based and not resold hosted PBX services from an outside service provider.

UCaaS-hosted PBX Pricing Requirements

Provide unit pricing for:

Licenses & Seats

• Standard/Basic user license (include description of features and limitations)

• Premium/Advanced user license (include description of features and limitations)

• Basic contact center/ACD seat (if available and include description of features and limitations)

• Softphone-only license

• Mobile-only license (if available)

• Additional DID monthly charge

• 911 address records (if applicable)

• Outbound domestic long distance rate (if applicable)

• Outbound long distance rates to Alaska and/or Hawaii (if applicable)

• Outbound long distance rate(s) to Canada and Mexico (if applicable)

• URL link or appendix to international outbound long distance rates

• Toll free (inbound) long distance rates

• Toll free number charge (if applicable)

• Metered usage rates for local (if applicable)

• Unused/unassigned DID (reserve) charge

• SMS / MMS per DID

• Directory listing per DID (if applicable either monthly charge or one-time charge)

Hardware (if applicable)

• Desk phone models (wired network and power brick) + unit pricing (four most common devices if there are multiple options)

• Desk phone models (wireless network and power brick) + unit pricing (four most common devices if there are multiple options)

• Conference bridge(s)

• Headset options (both wired and wireless if available)

• Sidecars or expansion modules

• FAX solution(s) (ATA options)

Services & Setup

• Number porting fee (if applicable)

• Per-seat provisioning fee (if applicable)

• Per-site onboarding/cutover fee(s) (if applicable)

• Installation (remote or in-person) pricing (if applicable)

Provide brief descriptions in the Narrative Statements section of Appendix A for:

Support & SLAs

• Standard support and account management (8×5)

• Enhanced support (24×7)

• Response time tiers

• Escalation process

• Uptime SLA guarantees (if available)

• Uptime service targets (if applicable)

Optional UCaaS Add-ons

• Call recording / WFO (include descriptions and limitations of storage)

• Analytics & dashboards (include description of customer access and most commonly used reports)

• IVR/menu design (include description of customer access if available)

• CRM integration/API (include description if available)

3B — Microsoft Teams Integration Operator Connect

Vendors must submit pricing for Teams integration as a Microsoft Certified Operator Connect partner.

Solutions must be facilities based and not resold Teams integration with Operator Connect services from another service provider.

Microsoft Teams Operator Connect Pricing Requirements

Provide unit pricing for:

Licenses & Seats

• Teams Operator Connect charge per seat per month (do not include Microsoft Phone Standard license pricing)

• Teams Operator Connect DID charge (if applicable)

• Directory listing per DID (if applicable either monthly charge or one-time charge)

• Outbound domestic long distance rate (if applicable)

• Outbound long distance rates to Alaska and/or Hawaii (if applicable)

• Outbound long distance rate(s) to Canada and Mexico (if applicable)

• URL link or appendix to international outbound long distance rates

• Toll free (inbound) long distance rates

• Toll free number charge (if applicable)

• Unused/unassigned DID (reserve) charge

Hardware (if applicable)

• Microsoft Teams Desktop phone models (wired network and power brick) + unit pricing (four most common devices if there are multiple options)

• Microsoft Teams Desktop phone models (wireless network and power brick) + unit pricing (four most common devices if there are multiple options)

• FAX solution(s) (ATA options)

Services & Setup

• Number porting fee (if applicable)

• Per-seat provisioning fee (if applicable)

• Per-seat onboarding/cutover fee(s) (if applicable)

Provide brief descriptions in the Narrative Statements section of Appendix A for:

Support & SLAs

• Standard support and account management (8×5)

• Enhanced support (24×7)

• Response time tiers

• Escalation process

• Uptime SLA guarantees (if available)

• Uptime service targets (if applicable)

Optional Add-ons

• Call recording / WFO (include descriptions and limitations of storage)

• Analytics & dashboards (include description of customer access and most commonly used reports)

3C — Microsoft Teams Integration Direct Routing

Vendors must submit pricing for Teams integration as a Microsoft Direct Routing partner. Solutions must be facilities based and not resold Teams integration services from another service provider.

Microsoft Teams Direct Routing Pricing Requirements

Provide unit pricing for:

Licenses & Seats

• Teams Direct Routing charge per seat per month (do not include Microsoft Phone Standard license pricing)

• Teams Direct Routing charge per concurrent call path (if applicable; do not include Microsoft Phone Standard license pricing)

• Teams Direct Routing DID charge (if applicable)

• Directory listing per DID (if applicable either monthly charge or one-time charge)

• Outbound domestic long distance rate (if applicable)

• Outbound long distance rates to Alaska and/or Hawaii (if applicable)

• Outbound long distance rate(s) to Canada and Mexico (if applicable)

• URL link or appendix to international outbound long distance rates

• Toll free (inbound) long distance rates

• Toll free number charge (if applicable)

• Unused/unassigned DID (reserve) charge

Hardware (if applicable)

• Microsoft Teams Desktop phone models (wired network and power brick) + unit pricing (four most common devices if there are multiple options)

• Microsoft Teams Desktop phone models (wireless network and power brick) + unit pricing (four most common devices if there are multiple options)

• FAX solution(s) (ATA options)

Services & Setup

• Number porting fee (if applicable)

• Per-seat provisioning fee (if applicable)

• Per-seat onboarding/cutover fee(s) (if applicable)

Provide brief descriptions in the Narratives Section of Appendix A for:

Support & SLAs

• Standard support and account management (8×5)

• Enhanced support (24×7)

• Response time tiers

• Escalation process

• Uptime SLA guarantees (if available)

• Uptime service targets (if applicable)

Optional Add-ons

• Analytics & dashboards (include description of customer access and most used reports)

3D — SIP Trunking

Vendors must submit pricing for a SIP trunking as a facilities-based service provider.

SIP Trunking Pricing Requirements

Provide unit pricing for:

Call paths, DIDs & Usage

• SIP Trunks (call paths)

• DID charge

• 911 Address records

• Directory listing per DID (if applicable either monthly charge or one-time charge)

• Outbound domestic long distance rate (if applicable)

• Outbound long distance rates to Alaska and/or Hawaii (if applicable)

• Outbound long distance rate(s) to Canada and Mexico (if applicable)

• URL link or appendix to international outbound long distance rates

• Toll free (inbound) long distance rates

• Toll free number charge (if applicable)

• Unused/unassigned DID (reserve) charge

Hardware (if applicable)

• FAX solution(s) (ATA options)

Services & Setup

• Number porting fee (if applicable)

• SIP trunk group provisioning fee (if applicable)

• Per-seat onboarding/cutover fee(s) (if applicable)

Provide brief descriptions in the Narrative Statements section Appendix A for:

Support & SLAs

• Standard support and account management (8×5)

• Enhanced support (24×7)

• Response time tiers

• Escalation process

• Uptime SLA guarantees (if available)

• Uptime service targets (if applicable)

Optional SIP service(s)

• Call recording / WFO (include descriptions and limitations of storage)

• Analytics & dashboards (include description of customer access and most commonly used reports)

• SMS/MMS per DID

3E — Emulated PRI Service (OPTIONAL)

Vendors may submit pricing for a voice telephony solution that delivers emulated PRI signaling (23 B channels + 1 D channel) to customer premise equipment. Solution needs to be facilities-based and not resold through another service provider.

Emulated PRI Service Pricing

Provide unit pricing for:

Equipment, channels, usage & DIDs

• PRI charge per month

• DID charge

• 911 Address records

• Directory listing per DID (if applicable either monthly charge or one-time charge)

• Outbound domestic long distance rate (if applicable)

• Outbound long distance rates to Alaska and/or Hawaii (if applicable)

• Outbound long distance rate(s) to Canada and Mexico (if applicable)

• URL link or appendix to international outbound long distance rates

• Toll free (inbound) long distance rates

• Toll free number charge (if applicable)

• Unused/unassigned DID (reserve) charge

Hardware (if applicable)

• Customer premise device(s) for PRI emulation

• FAX solution(s) (ATA options)

Services & Setup

• Number porting fee (if applicable)

• PRI trunk group provisioning fee (if applicable)

• On site equipment installation fee(s) (if applicable)

Provide brief descriptions in the Narrative Statements section of Appendix A for:

Support & SLAs

• Standard support and account management (8×5)

• Enhanced support (24×7)

• Response time tiers

• Escalation process

• Uptime SLA guarantees (if available)

• Uptime service targets (if applicable)

• Visibility to health metrics of premise device (if available)

• Customer access to change management of premise device (if available)

Optional Emulated PRI Add-ons

• Call recording / WFO (include descriptions and limitations of storage)

• Analytics & dashboards (include description of customer access and most commonly used reports)

• Emergency call forwarding/rerouting

3F — Electronic Fax Solutions

Vendors must submit pricing for a cloud-based electronic fax solution.

Electronic Faxing Pricing Requirements

Provide unit pricing for:

Packages or quantities

• Package 1 (identify quantity of pages included)

• Package 2 (identify quantity of pages included)

• Package 3 (identify quantity of pages included)

• Package 4 (identify quantity of pages included)

• Cost per DID (if applicable)

• Cost per email (if applicable)

• Cost per additional DID (if applicable)

• Cost per additional email (if applicable)

• No package cost per page (if applicable)

• Rate for domestic long distance

• Rate for Alaska and/or Hawaii (if applicable)

• Rate for Toll Free number

• Rate for Toll Free (inbound) long distance

• Storage rate(s) (if applicable)

Hardware (if applicable)

• Cost to port DIDs

• Cost to install service

Provide brief descriptions in the Narrative Statements section of Appendix A for:

Support & SLAs

• Enhanced support (24×7)

• Response time tiers

• Escalation process

• Uptime SLA guarantees (if available)

• Uptime service targets (if applicable)

Optional eFAX Add-ons

• FAX blast or multi-FAX capabilities

• Portal allowing changes, reporting, transit confirmation, and potential storage

3G — Cellular Service (dual SIM)

Vendors may submit pricing for cellular service that includes dual SIM/dual service providers. Service must be fully managed with seamless national coverage and include unlimited voice and data service(s).

Cellular Service (dual SIM) Pricing Requirements

Provide unit pricing for:

Cellular service package

• Monthly charge for dual cellular with customer provided smart phone

• Package 1 monthly charge for dual cellular with smart phone subsidy (if applicable and with description)

• Package 2 monthly charge for dual cellular with smart phone subsidy (if applicable and with description)

Hardware (if applicable)

• Include attachment or link for current device charges (Apple and Android)

• Number porting fee (if applicable)

• New account setup fee (if applicable)

Provide brief descriptions in the Narrative Statements section of Appendix A for:

Support & SLAs

• Standard support and account management (8×5)

• Enhanced support (24×7)

• Response time tiers

• Escalation process

• Uptime SLA guarantees (if available)

• Uptime service targets (if applicable)

• Visibility to mobile device management (if available)

• Customer access to lock down lost or stolen cellular device or device data (if available)

Optional Cell Service (dual SIM) Add-ons

• Analytics & dashboards (include description of customer access and most commonly used reports)

• Loss or theft: customer access to lockdown cellular device or device data

3H — POTs (Plain Old Telephone Service) Line Replacement Solutions

Vendors may submit pricing for a voice and data telephony solution that delivers emulated POTs functionality. The service should support voice, alarm, elevator and FAX. A premise device should include diverse network connections and power backup in case of utility power outage. The solution must be facilities based and not resold through another service provider.

POTs Line Replacement Solutions Pricing (Optional)

Provide unit pricing for:

Equipment, lines, usage & DIDs

• Pricing per voice line for up to 2 lines per site

• Pricing per voice line for up to 4 lines per site

• Pricing per voice line for up to 6 lines per site

• Pricing per alarm line for up to 2 lines per site (if applicable)

• Pricing per alarm line for up to 4 lines per site (if applicable)

• Pricing per FAX line for up to 2 lines per site (if applicable)

• Pricing per FAX line for up to 4 lines per site (if applicable)

• Pricing per FAX line for up to 6 lines per site (if applicable)

• 911 Address records

• Directory listing per number (if applicable either monthly charge or one-time charge)

• Outbound domestic long distance rate (if applicable)

• Outbound long distance rates to Alaska and/or Hawaii (if applicable)

• Outbound long distance rate(s) to Canada and Mexico (if applicable)

• URL link or appendix to international outbound long distance rates

• Toll free (inbound) long distance rates

• Toll free number charge (if applicable)

Hardware (if applicable)

• Up to 2 line premise device (if applicable)

• Up to 4 line premise device (if applicable)

• Up to 6 line premise device (if applicable)

• External or extended antenna (if applicable)

Services & Setup

• Number porting fee (if applicable)

• Per site provisioning fee (if applicable)

• On site equipment installation fee(s) (if applicable)

Provide brief descriptions in the Narrative Statements section of Appendix A for:

Support & SLAs

• Standard support and account management (8×5)

• Enhanced support (24×7)

• Response time tiers

• Escalation process

• Uptime SLA guarantees (if available)

• Uptime service targets (if applicable)

• Visibility to health metrics of premise device (if available)

• Verify the premise device is powered by batteries in the event of commercial power failure

• Verify the premise device is connected to multiple diverse networks

• Customer access to change management of premise device (if available)

• Automated alerting (if available)

• Certification and compliance for fire alarm (if available)

• Certification and compliance for elevator code (if available)

• Certification and compatibility for alarm system(s) (if available)

Optional POTs Lines Replacement Solutions Add-ons

• Analytics & dashboards (include description of customer access and most commonly used reports)

• Emergency call forwarding/rerouting

• Voice mail for voice lines

• Voice line simple calling tree or IVR

Section 4 – Pricing Format

Vendors must provide:

• Unit pricing in attached spreadsheet for all required services (for both monthly recurring charges and non-recurring charges)

• Unit pricing in attached spreadsheet for any optional services (for both monthly recurring charges and non-recurring charges)

• Term options: 3 year purchase vehicle with a 1 year minimum service term for new services and subsequent options to renew the purchase vehicle in 1 year increments.

Hardware component pricing must remain valid for at least 90 days. Thereafter, vendor agrees to update hardware pricing upon request.

Vendor agrees to include interagency language (provided and approved by LCOG) allowing separate public agencies, as defined in ORS 174.109, to “opt into” the master service agreement as approved and allowed by LCOG. Vendor and LCOG agree that amendments to the master service agreement shall only be allowed if both parties agree to any changes.

Section 5 – Vendor Qualifications

Vendors must simply check “Yes/No”:

• □ Yes / □ No — Vendor has formal project management resources for onboarding that shall include a dedicated project management resource, a published project plan, and a regular cadence of communication during implementation and up to the first correct invoice.

• □ Yes / □ No — Vendor has 24/7 NOC, capable of providing Tier 2 / Tier 3 support

• □ Yes / □ No — Vendor has account management team dedicated to state and local government

• □ Yes / □ No — Vendor owns and operates its own softswitches

• □ Yes / □ No — Vendor’s softswitches and network elements are geo-redundant

• □ Yes / □ No — In the event of a core router or softswitch outage, vendor can redirect and support all customer traffic with redundant core routers and/or softswitches

• □ Yes / □ No — Vendor maintains sufficient network bandwidth to accommodate the loss of a core router and/or softswitch without impacting the remainder of the network

• □ Yes / □ No — Vendor has a web portal providing access to trouble tickets

• □ Yes / □ No — Vendor has a web portal providing access to customer invoices

• □ Yes / □ No — Vendor has a web portal providing access to call records from the prior 6 months

• □ Yes / □ No — Vendor has a system, process, or archive to store call records older than 6 months

• □ Yes / □ No — Vendor has web portal for POTs Replacement Service showing network health

• □ Yes / □ No — Vendor has web portal for POTs Replacement Service showing battery health

(voltage)

• □ Yes / □ No — Vendor has web portal allowing customers to search for and block numbers associated with harassing phone calls

• □ Yes / □ No — Vendor has a chief security officer

• □ Yes / □ No — Vendor has implemented services and/or protocols that achieve the core components of the NIST framework (identify, protect, detect, respond, and recover)

• □ Yes / □ No — Vendor has experienced a network data breach that impacted customers

• □ Yes / □ No — Vendor provides service(s) to other public agencies

• □ Yes / □ No — Vendor will provide name and contact information for public agency reference customers

• □ Yes / □ No — Vendor is able to meet LCOG’s security standards (CJIS, HIPAA, PCI as applicable)

• □ Yes / □ No — Provides voice service(s) to Public Safety Answering Point (PSAP)

• □ Yes / □ No — Will extend the same pricing/terms to other Oregon public bodies

• □ Yes / □ No — Participates in a formal agent or channel partner program

• □ Yes / □ No — Vendor maintains cyber-liability insurance (including coverage for security incidents, data breaches, incident response, notification, and restoration). Vendor will provide proof of coverage upon request.

Vendor Stability & Continuity Disclosures (for scoring)

Vendors must simply check “Yes/No”:

• □ Yes / □ No — Vendor has been in operation for at least 5 years

• □ Yes / □ No — The UCaaS cloudPBX service has been available for at least 3 years

• □ Yes / □ No — Vendor has been acquired within the past 5 years.

• □ Yes / □ No — Vendor has acquired or merged with another company within the past 5 years.

• □ Yes / □ No — Vendor provides documented long-term product lifecycle support

• □ Yes / □ No — Vendor has a published business continuity plan

• □ Yes / □ No — Vendor acknowledges the responses to this RFQ will be incorporated into a

Vendor representation section of any future master services agreement, and any patently false or materially misleading responses to this RFQ will be cause for breach of terms and allow termination for cause, at LCOG’s discretion without penalty to LCOG.

• □ Yes / □ No — Vendor acknowledges it will not include a URL in its master services agreement, except that it may identify, incorporate, and memorialize the language behind the URL in a separate Addendum at the end of the master services agreement

Complete the Narrative Statements worksheet in Appendix A.

Section 6 — Cooperative Procurement Language (ORS 190 + ORS 279A.210)

Section 6 – Cooperative Procurement Language (ORS 190 + ORS 279A.210) This contract is issued by Lane Council of Governments (LCOG), an intergovernmental entity organized under ORS 190. This procurement is a Permissive Cooperative Procurement under ORS 279A.200–225, and other Oregon public bodies, as defined in ORS 174.109, may use the procurement materials and the resulting Master Services Agreement (MSA) if they choose.

Participating public agencies may join the cooperative contract at any time. For agencies that elect to use the LCOG-negotiated MSA, LCOG will issue an Authorization to Activate. This one-page Authorized Interagency Purchaser (AIP) confirms that the agency is approved to begin service under the MSA and is eligible for first-year onboarding services and any volume-based pricing included in the contract. Each participating agency will contract separately with the Vendor under the cooperative procurement terms.

This requirement applies only to agencies choosing to use the LCOG MSA and does not restrict the Vendor from entering into separate, direct contracts with other public bodies outside the LCOG MSA.

Section 7 – Evaluation Criteria

Evaluation will be based on objective scoring. Vendors must complete all required sections of the RFQ, including the pricing worksheets and the Narrative Statements tab of Appendix A. Narrative responses will be evaluated only as they relate to Pricing and Technical understanding and must not be inserted into the pricing tabs of Appendix A.

LCOG will evaluate submissions using the criteria detailed below. Cellular (dual SIM) pricing, if provided, is optional and will be evaluated separately and will not affect overall scoring or eligibility.

Pricing – HostedPBX, Teams Operator Connect, Team Direct Routing, SIP trunking, Electronic Fax (Primary) — 50 points

• POTs Line Replacement Solutions (Optional) evaluated separately and not required for award.

• Emulated PRI Service (Optional) evaluated separately and not required for award.

Pricing will be evaluated based on:

• Monthly recurring costs

• Required features

• Optional feature pricing

• Hardware pricing

• Installation/onboarding costs

• Contract term flexibility

• Narrative statements

B. Vendor Stability & Continuity — 20 points

Scored solely from the Vendor Stability & Continuity checkbox disclosures in Section 5.

(No narrative statements required.)

Points are assigned based on the vendor’s Yes/No responses to:

• At least 5 years in operation

• Continuity and maturity of the voice services technology platform

• Mergers/acquisitions disclosed

• Long-term product lifecycle support

• Business continuity planning

• Pricing stability

C. Support and SLA Capabilities — 20 points

Scored based on:

• 8×5 and 24×7 support availability

• Response/restoration commitments

• Escalation capabilities (checkbox)

• Availability of Tier 2 / Tier 3 resources

Scored from Yes/No qualifications.

No narrative required.

D. Agent/Channel Partner Program — 10 points

LCOG and participating ORS 190 agencies frequently coordinate telecom procurement and administration through a designated agent. This model reduces administrative overhead and ensures consistent support across multiple public entities.

Vendors with a formal agent or channel partner program receive higher points because this structure:

• Simplifies multi-agency contract administration

• Improves service consistency

• Speeds up provisioning

• Reduces operational friction across jurisdictions

Scoring is based on the checkbox in Section 5.

E. Optional Category: Cellular (dual SIM) Not Required for Award

If vendors submit Cellular (dual SIM) replacement pricing, it will be reviewed separately.

Scoring (optional vendor category only):

• Cellular replacement pricing competitiveness

• Device/appliance cost

• Monitoring options

This section does not impact overall Request for Quotation scoring or eligibility.

Section 8 – Submission Instructions

All responses to this Request for Quotation (RFQ) must be submitted electronically.

Due Date: August 21, 2026, at 12:00 PM (PST) Late submissions cannot be accepted.

Submission Timeline

• August 10, 2026 – Solicitation protests due date

• August 21, 2026 – RFQ closes at 12:00 PM (PST)

• August 24-28, 2026 – LCOG evaluates submissions

• On or after August 31, 2026 – If applicable, Notice of Intent to Award issued

• 7 days after any Notice of Intent to Award – Protest period

• After conclusion of any protest period – Final award or next procurement step

• September 2026 – Anticipated MSA execution and onboarding kickoff (if award is made)

Protests

1. Solicitation Protests Any protest of the RFQ document, including specifications or requirements, must be submitted in writing and received by LCOG no later than ten (10) calendar days prior to the RFQ closing date.

LCOG will not consider solicitation protests received after this deadline.

2. Award Protests If LCOG issues a Notice of Intent to Award, any protest of the intended award must be submitted in writing and received by LCOG within seven (7) calendar days after the date the Notice of Intent to Award is issued.

Award protests received after this deadline will not be considered.

All protests must:

• Be submitted in writing

• State the grounds for the protest with sufficient detail

• Include supporting documentation

• Be submitted by an authorized representative of the protestor

LCOG will review timely protests and issue a written decision. LCOG’s decision will be final.

Submit to:

Name: David Grabicki Title: Assistant Finance and Budget Director Email: dgrabicki@lcog-or.gov

Optional Pre-Submission Vendor Conference Call (Not Mandatory)

LCOG will hold an optional vendor conference call for vendors who wish to ask questions or seek clarification regarding this RFQ. Participation is not required and absence from the call will not affect eligibility or scoring.

Please see information on page 1 about joining the conference call.

A summary of questions and answers from the call will be documented and shared with all known RFQ recipients.

Vendors may also submit written questions by email to: dgrabicki@lcog-or.gov

Required Format for Vendor Submittal

Vendors must submit the following materials as separate, clearly labeled documents:

1. Completed Pricing Sheets

• Populate pricing into included spreadsheet (required) mailto:dgrabicki@lcog-or.gov

• Cellular (dual SIM) replacement pricing (optional) All pricing must follow the format in the included spreadsheet (unless noted otherwise).

Hardware pricing shall remain valid for at least 90 days.

2. Completed Vendor Qualifications (Section 5)

• All Yes/No checkboxes must be completed.

No narrative responses are required in this section.

3. Completed Vendor Stability & Continuity Checklist (Section 5)

• All Yes/No disclosures must be completed.

No narrative responses are required in this section.

4. Appendix A – LCOG UCaaS RFQ Matrix (mandatory) Completion of Appendix A – LCOG UCaaS RFQ Matrix is required. Responses to this section will be scored and will help LCOG and participating agencies understand monthly costs, installation costs, notes for pricing components, and narrative responses for network/service descriptions.

Submission Requirements

• Submittals must be provided in PDF, Word, or Excel format.

• Vendors are responsible for ensuring their submission is received before the deadline.

• All questions regarding this RFQ must be submitted in writing via email to the contact listed above.

• LCOG may issue clarifications or addenda; it is the vendor’s responsibility to ensure they have the latest version of the RFQ.

Disclaimer and Reservation of Rights

This RFQ is not an offer to award a contract. LCOG may reject any or all submissions, may cancel this RFQ at any time, and is not obligated to award a contract as a result of this solicitation. LCOG may participate with more than one vendor in UCaaS and/or POTs categories. If a vendor is unable to participate in POTs Replacement Service(s), LCOG may elect to work with vendor for other required services. LCOG reserves the right to request clarifications from vendors after submission. No contract exists until LCOG issues a formal Notice of Intent to Award and a fully executed contract is in place.