RFP for Phone System Upgrade

Anchor Bay School District (ABSD) in Michigan is soliciting proposals for a district-wide phone system and voicemail server upgrade through Request for Proposal #P523. The procurement requires vendors to replace the existing NEC SV8300 phone system with an NEC SV9300 or equivalent/compatible system, procure a new voicemail server based on NEC Express5800 specifications, provide call accounting software, and supply associated handsets. The project scope includes 42 SV93 IP extension migrations, 20 VoIP channels, 10 remote units, and comprehensive system configuration and installation. Deliverables encompass all design, system configuration costs, equipment delivery coordination, and on-site installation labor, with the selected vendor required to designate a single project manager to oversee implementation and coordinate system setup, configuration, migration, and testing. Proposals must be submitted in duplicate by 2:00 PM on Thursday, May 10, 2018, at the ABSD Administration Office in Casco, Michigan, with public bid opening at the same date and time. The award date is scheduled for May 23, 2018, with delivery and installation completion required by July 30, 2018. Vendors must provide unit pricing for every item specified, maintain proposals as firm for a minimum of 90 calendar days following proposal receipt, and include completed forms, bill of materials, technical specifications, system diagrams, and manufacturer documentation. Required qualifications include maintaining comprehensive insurance coverage with workers' compensation, commercial general liability ($2,000,000 minimum), and motor vehicle liability ($1,000,000 minimum), with ABSD named as additional insured, as well as providing a minimum three-year warranty on equipment and 90-day vendor warranty support post-sign-off, along with training on voicemail and call accounting server operations.

The RFP does not specify any set-aside designations or restrictions limiting responses to particular categories of organizations. No incumbent vendors or current contractors are identified in the procurement documents. The existing infrastructure requiring integration is the current NEC SV8300 phone system, which vendors must migrate or replace with the specified NEC SV9300 system. ABSD retains the right to reject any or all proposals, award to other than the lowest bidder, unbundle proposals to award multiple contracts, and purchase additional or fewer quantities at stated unit prices. While a specific budget or award value is not explicitly stated in the available documentation, the contract value will be determined by the final quantities ordered post-award, with ABSD retaining 10 percent of contract value until project completion and final acceptance.