Request for Proposal

Jackson County School System in Jefferson, Georgia has issued a Request for Proposal for the replacement of its existing on-premise Mitel phone system with a cloud-hosted, turnkey Voice over Internet Protocol (VoIP) solution. The procurement requires vendors to port 228 Direct Inward Dialing (DID) phone numbers, procure 1,370 new phones equivalent to Mitel 6930 or Yealink T-44U models, implement hearing-impaired phone options, provide unlimited mobile app access, establish E-911 services, configure a minimum of 20 auto attendants, deliver three 60-minute live training sessions, and support future system expansion. Proposals must include detailed cost breakdowns identifying one-time implementation costs, hardware costs, licensing costs, recurring monthly costs, and total cost of ownership over a five-year period, along with project timelines, cutover strategies, training details for both end users and technology staff, support hours, failover and redundancy options, response time service level agreements, and escalation procedures. Three references describing comparable project experience are mandatory, with failure to provide these documents constituting grounds for disqualification. Evaluation criteria consist of vendor quote compliance with minimum specifications (20 points), total cost of ownership (20 points), support and service levels (20 points), capabilities for future growth and expansion (20 points), implementation approach (10 points), and references (10 points). The Request for Proposals was issued on March 6, 2026, with a requests for information deadline of March 20, 2026, and a proposal submission deadline of April 6, 2026, with a project start date scheduled for May 1, 2026.

The RFP documents do not specify set-aside designations or restrictions limiting participation to specific types of organizations, including disadvantaged enterprises, suggesting the opportunity is open to qualified vendors regardless of business classification. The current environment consists of 1,370 desk phones and extensions, 228 DID numbers, no POTS or analog lines, approximately 35 Analog Telephone Adapters (ATAs), all WAN links operating at 10 gigabits per second, current internet bandwidth of 9.4 gigabits per second, and phones connected to Meraki or Aruba switches utilizing Power over Ethernet (POE), all of which require integration with the proposed solution. No incumbent vendors or current contractors are identified in the available documentation. The District reserves the right to reject any or all proposals, award to some or all vendors, or decline to fund the project; however, no specific budget range or award value is disclosed in the RFP summary.