REQUEST FOR INFORMATION C-915-01 (VoIP Telco System)

Newton County Schools has issued a Request for Information (RFI) C-915-01 seeking comprehensive proposals for a Voice over IP (VoIP) enterprise phone system to replace their current Cisco Unified Communications Manager (CUCM) environment. The RFI targets a VoIP solution for 27 sites with approximately 1,300 phone extensions, with flexibility for cloud-hosted or hybrid deployment options. Vendors are required to provide detailed information on critical aspects including number porting, network integration, handset assessment and replacement, data migration, configuration, unified messaging, training, support, and site activation strategies. The procurement seeks a migration path that allows phased transitioning with minimal service disruption, specifically targeting vendors who can demonstrate compatibility with the district's existing Cisco Unified Communications Manager version 12.5 and Cisco Unity voicemail system. The RFI is non-binding and scheduled for response submission by December 10, 2025, at 5:00 PM EST, with the primary goal of gathering market intelligence to potentially inform a future formal Request for Proposals (RFP).

While no specific set-aside designations are mentioned, the RFI indicates a preference for vendors capable of comprehensive integration with the existing Cisco infrastructure, including support for specialized systems like fax services and access control phones. The current environment utilizes Cisco Unified Communications Manager version 12.5, suggesting potential preference for vendors with strong Cisco ecosystem expertise. Vendors are expected to submit non-binding pricing estimates covering multiple components, including phone number porting, monthly SIP trunk service, per-user and add-on features, license costs, installation labor, and warranty coverage. Though no specific budget range is explicitly stated, the scope suggests a substantial technology investment covering 27 sites and 1,300 phone extensions. The RFI emphasizes the importance of comprehensive training for district IT staff and end-users, indicating a holistic approach to system implementation beyond mere technical deployment.