Phone Recording Solution

Hudson Valley Community College (HVCC) in Troy, New York, is issuing Request for Proposals (RFP) No. 26-545 for a comprehensive phone recording solution to support its Public Safety Office. The procurement seeks a unified software solution capable of recording both SIP-Microsoft Teams communications and 8-channel analog handheld radio transmissions on a Linux-based platform. Vendors must provide all necessary hardware, infrastructure, onsite installation, programming, and basic operational training, with a minimum one-year warranty required following installation. Proposals must be submitted by June 11, 2026, at 2:00 PM through the Bonfire online application system, by mail, or by hand delivery to the Procurement Director at the Administration Building. The successful respondent will be notified within 30 working days after the RFP opening. Evaluation of proposals will be weighted as follows: cost (50 percent), functional compliance (40 percent), and vendor support (10 percent). Vendors must demonstrate local on-site installation capability, provide required training services, and ensure their pricing is equal to or lower than any cooperative and state contract pricing they may offer.

The RFP does not identify any set-aside designations or restrictions limiting eligible respondents to specific enterprise categories, indicating this procurement is open to all qualified vendors. No incumbent vendor or current contractor information is referenced in the available documentation. There is no specified funding amount or budget range disclosed in the RFP materials. Vendors must submit proposals on official HVCC forms in duplicate, signed by the respondee's designated representative, and include a signed Statement of Non-Collusion, a Certificate of Insurance naming HVCC, Rensselaer County, and the State University of New York as additional insureds, and vendor references preferably from educational institutions. Successful vendors must comply with New York State prevailing wage requirements, non-discrimination and equal opportunity provisions, and Workers' Compensation coverage. All merchandise must be shipped prepaid and delivered F.O.B. to HVCC's Central Receiving, with deliveries accepted between 9:00 AM and 3:30 PM, Monday through Friday, excluding official holidays and snow days.