RFP #2026-002 VoIP Telephone System

The City of Thomasville, Georgia, located in Terrell County, has issued Request for Proposals (RFP) #2026-002 for the replacement of its existing Siemens PBX telephone system with a Voice over Internet Protocol (VoIP) telephone system. The procurement encompasses approximately 400 VoIP telephones, 400 10-foot Cat6 patch cables, enterprise licensing for VoIP software, complete installation labor across 19 municipal buildings interconnected via fiber with minimum 1 Gbps symmetrical capacity, and all necessary equipment, materials, labor, and services required for system completion. Key deliverables include upgrading all existing Siemens PBX components to VoIP equivalents with the latest software versions, implementing call management features such as auto-attendant, call routing, call recording, call queuing, voicemail, and conference calling, system testing, and comprehensive documentation with warranties. Proposers must demonstrate sufficient qualified and experienced staff and provide at least two references. The evaluation criteria are weighted as follows: Experience/Performance (35%), Staffing (25%), Implementation & Support Approach (20%), Availability (10%), and Cost including support fees (10%). Key deadlines include site visits scheduled for the week of February 23, 2026, a question submission deadline of March 11, 2026 at 2:00 PM EST, final answers due March 13, 2026 at 4:00 PM EST, and proposals due March 18, 2026 at 11:00 AM EST. Proposal submission requires one signed original without pricing, one digital copy on USB drive without pricing, and one separately sealed paper copy containing pricing. Award is anticipated within 45-60 days of the proposal opening, with the City Council making the final determination.

The City of Thomasville is exempt from federal excise taxes and Georgia sales taxes under United States Code Title 26 and Georgia Exemption Certificate Number 3-465-686-300-1, meaning vendor pricing should exclude these taxes. No specific set-aside designations or restrictions on organization types are noted in the RFP. Contractors must comply with O.C.G.A. 13-10-91 requirements regarding E-Verify federal work authorization program usage and must maintain an active business license or professional license if applicable. Required insurance includes Workers' Compensation with $1,000,000 employers liability, General Liability ($2,000,000 aggregate/$1,000,000 per occurrence), Professional Liability ($2,000,000 per occurrence/aggregate), and Vehicle Liability ($1,000,000 combined single limit). Payment terms are net 30 days from invoice date following acceptance of work. The RFP does not specify a budget range or award value, though the project scope—involving approximately 400 VoIP systems, extensive infrastructure upgrades, enterprise licensing, and comprehensive support—indicates a substantial procurement. The City reserves the right to reject any or all proposals and to make changes to the RFP at its sole discretion.