Hosted Voice and Fax Services

Clayton County Public Schools (CCPS) in Georgia is soliciting proposals through RFP 005-26 for comprehensive Hosted Voice and Fax Services, which will serve the school district's 67 schools and over 50,000 students. The procurement encompasses voice and fax infrastructure, implementation planning, connectivity, hardware, and 24-hour monitoring capabilities supporting approximately 1,879 voicemail users, 300 call handlers, 1,300 translation patterns, and 900 translated telephone numbers across multiple school locations. Qualified proponents must demonstrate a minimum of five years of experience providing hosted voice and fax services to K-12 or similar public-sector organizations and must provide comprehensive technical capabilities including VoIP features, fax services, E911 capabilities with dynamic location identification, 99.9% minimum uptime guarantees, 24-hour U.S.-based technical support, and security measures including encryption for data in transit and at rest. The RFP requires proposals in two cost formats reflecting pricing for either proponent-provided equipment or utilization of CCPS's existing equipment inventory, with all pricing inclusive of labor, materials, installation, training, and support services. Critical deadlines include a non-mandatory pre-proposal conference on February 25, 2026 at 10:00 a.m. EST via Zoom, a question submission deadline of March 4, 2026 at 3:00 p.m. EST, and a proposal submission deadline of March 18, 2026 at 3:00 p.m. EST through the Clayton County Public Schools Bonfire portal, with potential oral presentations scheduled for April 1-2, 2026. The initial contract term is one year with options for up to four successive one-year renewal terms, and services must commence by July 1, 2026, with CCPS intending to make one award but reserving the right to make multiple awards or no award.

All responding firms must comply with Georgia's E-Verify Program and demonstrate proof of insurance including comprehensive general liability coverage of at least $1,000,000, along with submission of comprehensive financial statements (audited, reviewed, compiled, or unaudited with supporting documentation). CCPS's Inclusivity in Purchasing Policy and Small Local Business Enterprise (SLBE) Program participation are mandatory compliance requirements, with detailed SLBE certification and documentation standards outlined in Appendix D of the RFP. Proponents must submit multiple required certifications and affidavits covering E-Verify authorization, contractor and subcontractor affidavits, proof of non-debarment status, anti-discrimination covenants, independent price determination without collusion, anti-lobbying compliance, and at least four references with detailed contact information to verify experience and ability to perform services. While no specific budget range or award value is disclosed in the RFP documents, the scope of services encompasses a significant school district operation serving over 50,000 students across 67 locations. All proposal submissions must be made through the Bonfire portal as PDF files with a maximum upload file size of 1,000 MB per file, with CCPS strongly recommending that suppliers begin the upload process at least one day prior to the 3:00 p.m. EST closing deadline on March 18, 2026.