City of Ashland, Oregon / RFPs

Purchasing Program (View All)

Posting Number:
RFP 12052018
Project Name:
Release Date:
Due Date:
Due Time:
2:00:00 PM
Requesting Proposals
Request for Proposal
Proposals are due by 2:00:00 PM (PST), Tuesday, January 15, 2019
The City of Ashland is requesting proposals for a comprehensive city-wide VoIP Phone System that delivers a manageable, secure, reliable and scalable system to replace the City's existing PBX telephone system. The City will consider both cloud hosted and on-premise VoIP Phone System solutions. The proposed solution must meet or exceed the City's security requirements and communication needs.

Project Deliverables
  • VoIP Phone System (manageable, secure, reliable and scalable)
  • IP Phones (basic, standard, conference and headsets)
  • Network Equipment (if specifically required by vendor)
  • IP Phone Services (mandatory/desired functionality)
  • Software (if any)
  • Training (City’s core project team)
  • Resiliency Options (for critical communications, including continuity-of-governance, during local and/or regional emergency operations activation)

The anticipated start date is March 1, 2019 and the preferred completion date for the new VoIP Phone System to be fully deployed, operational and tested complete is May 31, 2019.

The City’s intent is to enter into an agreement for services with the successful Proposer for a term of five (5) years with the option to extend the agreement for an additional five (5) years for a maximum term of ten (10) years.
This Request for Proposal (RFP) is intended to provide interested Proposers with sufficient information to prepare and submit a proposal for consideration by the City. 

The REQUEST FOR PROPOSAL is available by clicking on REQUEST BID PACKET (beneath this public notice) and logging into the system. You will need to log in to the system each time you would like to download the solicitation documents and any subsequently issued addenda.
In accordance with AMC Section 2.50.080, Competitive sealed proposals may be available online, but applicants will NOT be able to submit their proposals and/or responses online. Proposals must be delivered in hard copy form to the City in accordance with the requirements outlined in the RFP.  Individuals that obtain the solicitation materials electronically are responsible for regularly checking for instructions, addenda, and related materials.
Contract terms, conditions and specifications may be reviewed in the City of Ashland, Purchasing Office, located at 90 N. Mountain, Ashland, Oregon.
Deadline for submitting questions and requests for additional information: 5:00 PM (PST), Friday, January 4, 2019.
Sealed Proposals must be received by 2:00:00 PM (PST), Tuesday, January 15, 2019, by Kari Olson, Purchasing Representative in the City of Ashland, Purchasing Office located at 90 N. Mountain Avenue, Ashland OR 97520. The proposals will be opened at 2:00:00 PM (PST), Tuesday, January 15, 2019, and the City will record and make available the identities of the proposers. Proposals will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award has been issued.
Kari Olson
Purchasing Representative
City of Ashland, Oregon
Tel:  541-488-5354                                                                                          

Published: December 5, 2018


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