Hosted Voice and Fax Services

Clayton County Public Schools (CCPS), a Georgia public school district serving over 50,000 students across 67 schools, is soliciting proposals through Request for Proposals (RFP) 005-26 for comprehensive Hosted Voice and Fax Services infrastructure. The procurement requires qualified firms to provide fully hosted, cloud-based voice and fax services, implementation planning, connectivity, hardware monitoring, and support for approximately 1,879 voicemail users, 300 call handlers, 1,300 translation patterns, and 900 translated telephone numbers across multiple facility locations throughout the district. Proponents must demonstrate a minimum of five years of experience providing hosted voice and fax services for K-12 or similarly-sized public-sector organizations and must address 47 specific technical and operational requirements including voice features, fax capabilities, E911 emergency services compliance with Kari's Law and RAY BAUM's Act, 24-hour U.S.-based technical support, 99.9 percent annual uptime guarantee, security and encryption protocols, role-based administration, and detailed reporting and analytics. The pre-proposal conference is scheduled for February 25, 2026 at 10:00 a.m. EST via Zoom, with a question submission deadline of March 4, 2026 at 3:00 p.m. EST and answers posted by March 11, 2026. Proposals must be submitted by March 18, 2026 at 3:00 p.m. EST via the Bonfire portal, with proposal opening and potential oral presentations and interviews scheduled for April 1-2, 2026. Evaluation will be conducted on a 100-point scale encompassing executive summary (5 points), methodology and technical ability (25 points), experience and qualifications of key staff (15 points), experience and performance on other projects (15 points), organization and financial capability (15 points), cost proposal (25 points), and Small Local Business Enterprise (SLBE) participation (5 points). The initial contract term is one year with potential for four successive one-year renewal terms, with services commencing by July 1, 2026.

CCPS intends to make one award but reserves the right to make multiple awards or no award, and the procurement includes a Small Local Business Enterprise (SLBE) set-aside program requiring respondents to demonstrate reasonable efforts to support SLBE utilization consistent with efficient contract performance. All contractors and subcontractors must comply with federal work authorization requirements under O.C.G.A. 13-10-91 (E-Verify) and Georgia work authorization laws, and must provide notarized affidavits and certifications regarding debarment status, non-collusion, anti-lobbying compliance, and non-discrimination covenants. Proponents must provide financial statements demonstrating capability and maintain comprehensive insurance coverage including general liability ($1,000,000 combined single limit), worker's compensation, and automobile liability coverage with CCPS named as additional insured. The cost proposal must include pricing for hosted voice and fax services using either the proponent's equipment or CCPS's existing equipment, with all costs submitted on a monthly basis and inclusive of labor, travel, resources, materials, tools, equipment, and all services required on an F.O.B. Destination basis. No specific budget range or award value is disclosed in the RFP documentation, and no incumbent vendors or current contractors are identified in the available materials.