CCITC Phone Replacement for City of Wausau, Marathon County and NCHC

The City-County Information Technology Commission (CCITC) is seeking proposals from qualified vendors to replace its existing on-premises phone system with a modern, cloud-based Webex solution for Marathon County, the City of Wausau, and North Central Health Care. The procurement targets approximately 1,650 users and 1,215 phones, with the primary objectives of enhancing communication, collaboration, scalability, and reliability while reducing maintenance overhead. The comprehensive project scope includes system design, planning, user needs assessment, implementation, migration, training, and documentation. Proposals are due by 4:00 p.m. CDT on May 14th, 2025, with an anticipated contract signing on May 30th, 2025. The evaluation criteria will be weighted as follows: 38% fit with requirements, 30% cost, 15% record of performance, 15% prior experience with vendor, and 2% proposal quality. Vendors must provide line-item pricing for hardware, supplies, travel, training, maintenance, labor, licenses, and customizations, and demonstrate capability to migrate existing Cisco collaboration applications currently running versions 12.5 and 16.9.

The RFP does not explicitly mention set-aside designations or restrictions for specific types of organizations. The current infrastructure involves multiple Cisco collaboration applications and devices, which will require comprehensive integration and migration planning. The payment structure is structured with controlled disbursement, limiting upfront payment to no more than 20% and implementing a milestone-based retainage approach, with the final 30% payment contingent upon system acceptance. While a specific total contract value is not disclosed, the complexity of the project involving over 1,600 users suggests a significant investment in telecommunications infrastructure modernization. The successful vendor must provide a detailed implementation plan that ensures minimal disruption to daily operations and supports migration of existing third-party interfaces and legacy systems, indicating a sophisticated and complex technological transformation project for the participating government entities.