Voice Over IP (VOIP) Phone Purchase and Installation

Mattawan Consolidated School District is procuring Voice Over IP (VOIP) phone equipment purchase and installation services for the Early Childhood Education Center (ECEC) and Team Room facilities located at 56720 Murray Street, Mattawan, Michigan 49071. The procurement encompasses all equipment, labor, installation, configuration, training, testing, cabling, and licensing necessary to deploy a complete VOIP telephone system. Required equipment includes Cisco 8861 desktop phones, Cisco 8865 video phones, Cisco 8831 speaker phones, compatible key expansion modules, ten Plantronics Voyager 5200 CD wireless headsets, and all associated cabling and software licensing. The project must achieve 100 percent completion by August 1, 2020, with work access restricted to 7:00 AM to 5:00 PM Monday through Friday. The contractor must submit a comprehensive project schedule upon award detailing start date, installation phases, punch list completion, substantial completion, and final completion following thirty days of system operation without outages or failures. Evaluation criteria include bid price (25 percent), prior experience (20 percent), personnel qualifications (10 percent), long-term total cost of ownership (5 percent), understanding of needs, financial stability, technology plan compliance, hardware compatibility, upgradability, completeness, implementation summary, and successful completion history (5 percent each). The bid submission deadline was initially March 27, 2020, but was subsequently postponed to May 22, 2020 at 2:00 PM EST due to COVID-19 pandemic-related district closures. A non-mandatory pre-bid meeting was scheduled for March 17, 2020 at 2:00 PM EST, and questions were required to be submitted by March 26, 2020 to Tony Nuismer at tnuismer@mattawanschools.org.

No set-aside designations or restrictions limiting response to specific organization types, such as disadvantaged enterprises or minority-owned businesses, are identified in the procurement documentation. No incumbent vendor or current contractor information is specified in the available solicitation materials. All personnel assigned to the project must be manufacturer-certified, licensed, and insured, and are subject to Michigan State Police background checks. All bidders must submit a 5 percent bid bond, and successful bidders with contracts valued at $50,000 or more must secure performance, labor, and material bonds equal to 100 percent of contract value from a Michigan-licensed surety with an A.M. Best rating of A- or better. Required insurance includes workers compensation ($500,000 limits), general liability ($1,000,000 combined single limits), automobile liability ($500,000 limits), and umbrella insurance ($2,000,000 limits). The contractor must provide one year of warranty coverage beginning upon project completion, including all parts, cables, software systems, and required software upgrades. The exact contract award value or budget range is not disclosed in the procurement documents; however, the evaluation criteria and bonding requirements suggest a substantial project valued at a minimum of $50,000.