RFP 005-26 Hosted Voice and Fax Services

Clayton County Public Schools (CCPS) in Georgia is issuing RFP 005-26 to procure comprehensive hosted voice and fax services to replace its current telecommunications infrastructure serving over 50,000 students across 67 schools. The procurement seeks a fully cloud-based solution supporting approximately 1,879 voicemail users, 300 call handlers, 1,300 translation patterns, and 900 translated telephone numbers, with required deliverables including integration of existing phone numbers and extensions, enhanced 911 (E911) services, centralized voicemail, call forwarding, conference calling, and six-digit internal dialing capabilities. Proposers must provide pricing for two options: fully hosted voice and fax services utilizing the vendor's equipment or utilizing CCPS's existing equipment, with all costs submitted through the Bonfire portal and inclusive of labor and materials with F.O.B. destination terms. Required qualifications include a minimum of five years of experience providing hosted voice and fax services for K-12 or similar public-sector organizations, 24-hour technical support with English-speaking U.S.-based staff, defined service level agreements addressing system availability and incident response, and comprehensive training for administrators and end-users. Evaluation criteria consist of 25 percent weight for cost, 25 percent for methodology and technical ability, 15 percent for experience and qualifications of key staff, 15 percent for experience and performance on other projects, 15 percent for organization and financial capability, 5 percent for executive summary, and 5 percent for Small Local Business Enterprise (SLBE) compliance, with an additional 10 percent possible from oral presentations. The deadline for submitting questions is March 4, 2026, at 3:00 p.m. EST with answers posted by March 11, 2026, a non-mandatory pre-proposal conference is scheduled for February 25, 2026, at 10:00 a.m. EST via Zoom, proposals are due March 18, 2026, at 3:00 p.m. EST through the Bonfire portal, and oral presentations and interviews are anticipated for April 1-2, 2026, with services required to be operational by July 1, 2026.

CCPS intends to make one award but reserves the right to make multiple awards or no award, and the initial contract term is one year with automatic renewal for up to four additional one-year terms. The procurement includes a Small Local Business Enterprise (SLBE) set-aside designation, requiring all proposers to demonstrate compliance with SLBE program requirements and make reasonable efforts to support Small Local Business Enterprises consistent with efficient and economical contract performance, with material breaches of these commitments subject to contract termination and debarment from future CCPS awards for one year. All contractors must provide proof of E-Verify participation, maintain current business licenses and professional certifications, and carry comprehensive general liability insurance of at least $1,000,000. Proposed solutions must comply with all federal and state data privacy laws, including HIPAA if applicable, and provide encryption of voice and fax data in transit and at rest. No incumbent vendor, current contractor information, or specific budget range is disclosed in the available documentation; however, the RFP requires all costs to be submitted on a completed Cost Proposal Form with monthly cost specifications for each service option to allow CCPS to evaluate both equipment scenarios for contract award consideration.