District VoIP and Paging Upgrade

Union County Public Schools is seeking a qualified vendor to deliver a comprehensive turnkey solution for replacing its existing telephone infrastructure with a modern, cloud-hosted Voice over Internet Protocol (VoIP) system and upgrading associated paging systems across approximately 53 schools and district facilities. The project requires full integration of the new communications platform to ensure reliability, scalability, and seamless support for daily operations and emergency notifications, with an emphasis on future growth and technological alignment. Proposals must be submitted by August 11, 2026, in sealed physical envelopes to the designated address, with electronic submissions explicitly prohibited. The solicitation, numbered 248-7-29500001, is open to all qualified vendors without set-aside restrictions and is governed by a best-value trade-off evaluation model prioritizing cost (up to 40%), project scope and functionality (up to 30%), timeline and implementation plan (up to 20%), and vendor experience (up to 10%). The vendor must provide all equipment, software, installation, integration, training, and ongoing support services under a firm fixed-price arrangement, with a one-year warranty required post-completion and risk of loss retained by the vendor until acceptance at the delivery site. The contractor must adhere to strict compliance requirements including E-Verify verification, certification under the Iran Divestment Act, and adherence to North Carolina’s anti-boycott laws. Background checks and drug testing may be required for personnel, and all employees must comply with student and employee privacy regulations under state law. The vendor is prohibited from assigning or subcontracting work without prior written approval, and substitution of key personnel is strictly controlled. Confidentiality of all district data is mandatory, with indemnification obligations covering intellectual property infringement claims and broader liability for performance failures. Insurance requirements include automobile liability coverage of at least $1 million and additional professional liability as applicable. Invoicing must follow a specified schedule and be submitted to the district’s accounts payable office, with no electronic invoicing systems mandated. The contract includes audit rights, financial solvency verification, and the authority to remove personnel or terminate the agreement if performance or compliance standards are not met. All deliverables must meet industry standards and be delivered in first-class condition, with acceptance occurring only upon inspection and formal approval at the site. No federal acquisition regulation clauses are explicitly cited; instead, internally defined contractual terms govern obligations, modifications, payment, and dispute resolution, including mediation as a required step before litigation.