Communication System - Digital or email responses not accept

Portage Public Schools, located in Kalamazoo County, Michigan, issued a Request for Proposal (RFP #10697) for a replacement communication system to modernize its existing Cisco-based phone infrastructure. The district seeks to procure a comprehensive communications platform capable of supporting 1,100 extensions, 2,000 direct inward dial (DID) numbers, and 19 physical sites across the district. Required system features include voicemail with multiple greetings, a user self-service web portal, softphone support with mobile applications for Android and iOS, call management capabilities such as call parking and queues, and automated attendants with dial-by-name functionality. The district intends to transition from existing PRI connections to SIP trunk connectivity as part of this modernization effort. The RFP also includes separate pricing sections for end-user equipment (entry-level and full-featured SIP-compliant phones for approximately 1,100 devices) and connectivity pricing for SIP trunk migration of 2,000 DIDs. Proposals must include detailed installation timelines accommodating summer facility access, with particular attention to potential construction impacts at Portage Central Middle School and Portage West Middle School. The original proposal deadline was October 21, 2021, at 11:00 a.m., but an addendum extended this deadline to October 28, 2021, at 11:00 a.m. The district projects an award date of December 1, 2021, with a project go-live deadline of June 30, 2022. The contract term is three years with options for two additional one-year renewals upon mutual agreement.

Pricing must be submitted on a per-extension basis for the core system, including one-time installation fees and any additional costs, with proposers required to provide pricing for years four and five if seeking contract extension consideration and to clearly identify any applicable discounts such as MiDEAL or US Commodities. The RFP does not specify explicit set-aside designations or restrictions limiting eligible respondents based on disadvantaged enterprise status. Proposers must submit the Iran Economic Sanctions Act certification, a familial relationship disclosure statement with notarization, a legal status certification regarding debarment and suspension, company background information, and at least five references with comparable installations along with detailed hardware and software specifications. Proposals must be submitted in two hard copies and one PDF format on a USB device in a sealed envelope and will be considered public documents. The district holds tax-exempt status and will not include taxes in final proposals, with all shipping and handling charges required to be included in submitted pricing. No specific budget range or award value is disclosed in the available RFP documentation.