Provide and Install Phone System

Negaunee Public Schools in Michigan is requesting proposals for provision and installation of a complete Voice over IP (VoIP) Private Branch Exchange (PBX) telephone system, with proposals due June 19, 2026.

The scope encompasses system design and planning, provision and installation of approximately 160 VoIP desk phones plus receptionist consoles and optional conference room phones, software and licensing for user accounts and unified communications capabilities, installation and configuration of all system components including auto attendants and voicemail, coordination of existing telephone number porting, comprehensive documentation, and complete training for both technology staff and end users. The system must support approximately 160 users across multiple school and administrative locations. Pricing proposals must itemize one-time costs including hardware, installation, configuration, number porting, training, and project management, as well as recurring costs for licensing, maintenance, hosted services, and support agreements. Optional pricing is available for additional handsets, conference phones, paging integration, call recording, and contact center functionality.

The vendor must provide a minimum one-year manufacturer warranty, software and security updates, technical support services with defined service level agreements, and demonstrate qualifications including years in business, experience supporting K-12 educational institutions, relevant certifications, manufacturer partnerships, and three references from K-12 school districts. The District will provide existing Category cabling infrastructure, telecommunications closets, Power over Ethernet network switches, internet connectivity, and network resources; vendors should not assume replacement of existing structured cabling or switching equipment is required.

Evaluation criteria include compliance with specifications, system functionality, school safety features, vendor qualifications and support accessibility, references, warranty and support terms, and total cost of ownership. Questions are due June 10, 2026. The project completion target is August 17, 2026. Proposals must be submitted electronically in PDF format to Cory Richards, Technology Director, at cory.richards@negauneeschools.org. The District reserves the right to reject any or all proposals, waive informalities, request additional information, negotiate pricing and terms, award all or portions of the project, or cancel the RFP without obligation.