Countywide Unified Phone System & Desktop Application

Burnet County, Texas is requesting proposals for the design, supply, installation, and support of a countywide Unified Phone System with integrated desktop and mobile application capability under RFP 26-4090-09, with proposals due October 7, 2026 at 10:00 AM CT and a mandatory pre-proposal conference on September 23, 2026 at 10:00 AM CT. The County encourages Historically Underutilized Businesses (HUBs), minority-owned, women-owned, and veteran-owned enterprises to submit proposals, though no formal set-aside or preference program is stated.

The scope covers design, implementation, and ongoing support of a modern cloud-based or hybrid VoIP unified communications platform replacing legacy premise-based PBX and analog POTS service. The system must serve approximately 262 users across multiple County facilities (Courthouse, Sheriff's Office, Jail, libraries, and administrative annexes) and support approximately 50 analog lines. Core deliverables include system design with geographic redundancy; desktop and mobile softphone applications integrated with Microsoft 365 and Teams; E911 compliance; number porting; call recording with 180-day retention; end-user and administrator training; and ongoing maintenance and remote support. Optional value-add items include contact center modules, extended call recording retention, SMS/MMS capabilities, analog gateway support, and paging integration. Vendors must provide a five-year Total Cost of Ownership breakdown with annual recurring charges remaining fixed during the initial contract term.

Vendors must demonstrate a minimum of five years' experience with cloud-based VoIP/UC systems, three references from comparable government implementations within the past five years, and relevant manufacturer certifications. Required insurance includes $1 million Commercial General Liability, $1 million Professional Liability, and $5 million Cyber Liability.

Evaluation criteria are weighted at 100 points: firm experience (20 points), prior work performance and references (20 points), capacity to perform and technical solution compliance (25 points), implementation plan (10 points), support and SLAs (10 points), and proposed cost (15 points). Written questions are due September 25, 2026 at 12:00 PM CT, with County responses by September 30. Proposals remain irrevocable for 120 calendar days. Potential vendor interviews are scheduled October 15–21, 2026, with a recommendation to Commissioners Court on October 27.