Hosted Voice Over Internet Protocol (VOIP)

The Bemidji Area Indian Health Service is procuring a Hosted Voice Over Internet Protocol (VOIP) and Voicemail system to replace their current telecommunications infrastructure across seven locations in north central Minnesota. The solicitation seeks a comprehensive telecommunications solution that includes 919 total phones with Direct Inward Dialing capabilities, four-digit dialing, call forwarding, Enhanced 911 services, centralized voicemail, analog ports for various devices, and 508c3 compliant phone instruments that must function as a standalone system without interfacing with the Indian Health Service data network. The evaluation criteria weighs the ability to deliver services within the desired timeframe at 40%, price at 40%, and references at 20%, with the government intending to award a single firm-fixed price contract to the offeror providing the best value. Proposals must be submitted electronically to Karen.mcdonald@ihs.gov by July 18, 2025, at 4:00 PM CST, with Amendment One extending the original deadline and providing additional technical clarifications through a detailed Q&A document.

This procurement is designated as a Total Small Business Set-aside under NAICS code 517111 (Wired Telecommunications Carriers) with a size standard of 1,500 employees, and the current incumbent is identified as Paul Bunyan Communications from Bemidji, Minnesota. The contract structure includes a base year with four one-year option periods, covering multiple healthcare facilities including Cass Lake Indian Hospital, Bemidji Area Office, Red Lake Indian Health Service, White Earth Indian Health Service, and additional sites in Ponemah, Naytahwaush, and Pine Point. The vendor must provide all necessary hardware including POE switches, maintain a maximum 2-hour response time for major problems, and offer 24/7 support specifically for the Cass Lake and Red Lake hospital sites. Performance will take place across these facilities located on Indian reservations in north central Minnesota, with the primary location being Bemidji, MN 56601. The successful contractor must also comply with various federal security requirements including Business Associate Agreements for HIPAA compliance and Interconnection Security Agreements for data protection.