New Phone System

• Deadline: September 30, 2024 at 12:00 p.m.

Introduction

The Collins-Maxwell Community School District is seeking proposals from qualified vendors for a new phone system (RFP #250001). The district operates three buildings, and the new system should support communication needs effectively across all locations.

Scope of Work

The selected vendor will be responsible for supplying, installing, and configuring a new phone system for the following buildings:

• Building 1: 400 Metcalf St, Maxwell, IA 50161
  • Handsets Required
    • 4 - Enhanced Function Phones
    • 38 - Basic Function Phones
  • 2 Elevator Lines
    • 1 Fax Line (Prefer fax to Email)
    • 1 Paging System Integration
       
• Building 2: 216 Fourth Ave, Collins, IA 50055
  • Handset Required
    • 4 - Enhanced Function Phones
    • 24 - Basic Function Phones
    • 1 Paging System Integration
       
• Building 3: 200 Railway St, Collins, IA 50055
  • Handsets Required
    • 1- Basic Function Phone

The phone system should include:

1. Voice over IP (VoIP) capability
2. Support for both analog and digital phones
3. Integration with existing district software and systems
4. Scalability for future expansion
5. Advanced features such as caller id, voicemail, call forwarding, and conferencing
6. User-friendly interface and management tools

Requirements

Technical Specifications:

• System Capacity: Must support 100 extensions and concurrent lines on enhanced handsets.
• Network Compatibility: Must be compatible with the district’s existing network infrastructure.
• Features: Call forwarding, voicemail, voicemail-to-email, automated attendants, conference calling, and caller id.
• Support & Maintenance: Provide details on support and maintenance services, including response times and availability.

Vendor Qualifications:

• Proven experience in installing and maintaining phone systems for educational institutions.
• Positive references from previous clients, preferably in the education sector.

Proposal Submission

Proposals must include the following:

1. Executive Summary: Overview of the proposed system and vendor qualifications.
2. Technical Proposal: Detailed description of the phone system, including specifications and features.
3. Implementation Plan: Project timeline, including key milestones and installation schedule.
4. Cost Proposal: Detailed pricing for equipment, installation, training, and ongoing support.
5. References: At least three references from similar projects.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

1. Compliance with Technical Specifications
2. Vendor Experience and Qualifications
3. Cost-Effectiveness
4. Implementation Plan and Timeline
5. Support and Maintenance Services

Contact & Submission Instructions

Submit proposals by 09/30/2024 by 11:59 am to:

Collins-Maxwell CSD
Attn: RFP-250001
400 Metcalf St
Maxwell, IA 50161

For any questions or clarifications, please contact Brett Fricke at bfricke@collins-maxwell.k12.ia.us or 515-387-1115.

Thank you for your interest in this project. 

Sincerely, 
Brette Fricke
Technology Director
Collins-Maxwell Community School District

Additional Information

The Collins-Maxwell Community School District reserves the right to reject any or all proposals, negotiate with the selected vendor(s), and make a final decision that best meets the needs of the district.