911 Call Handling System Request For Proposal

White County Board of Commissioners is soliciting proposals for a Next Generation 911 (NG911) compliant call handling and telephone system for White County 911 Communications in Georgia, with a mandatory pre-bid meeting on November 12, 2026 at 2:00 p.m. EST. Attendance at that meeting is required for proposal eligibility, and sealed proposals are due December 4, 2026 at 5:00 p.m. EST under Project No. 2026-WC911-002.

The scope covers purchase, installation, implementation, configuration, training, testing, support, and ongoing maintenance of a platform that handles emergency and administrative calls, text-to-911, caller location information, and continuity of operations. The system must integrate with CentralSquare Computer Aided Dispatch (CAD). Vendors must itemize one-time implementation costs separately from annual subscription, maintenance, support, and hosting charges, and provide a five-year cost-of-ownership analysis. Any proposed annual price increase must be submitted in writing at least 180 days before renewal and remains subject to County approval. Vendors must identify all required components, third-party services, integration dependencies, exclusions, and assumptions. The initial contract period covers procurement through acceptance, after which the work converts to an annual subscription and maintenance agreement.

Evaluation uses a 100-point scale: system capabilities (30 points), implementation approach and project management (15 points), training and support (20 points), vendor experience and qualifications (15 points), pricing and five-year cost of ownership (15 points), and proposal organization and completeness (5 points). The County may request demonstrations, interviews, or clarifications and may reject any or all proposals.

Written questions are due November 17, 2026, with answers issued by November 20, 2026. Proposals are publicly opened and evaluated on December 8, 2026 at 2:00 p.m. EST. Submit one original and two copies to the White County Board of Commissioners Finance Department. No bonds are required. Payment terms are NET 30 with 10 percent retainage until project completion reaches 50 percent, then 5 percent retainage thereafter. White County is exempt from federal, state, local, and excise taxes.