RFP-Cloud-Based Phone System

Wharton County Junior College is seeking a qualified vendor to migrate its entire on-premises phone system to a fully integrated cloud-based telecommunications solution across all campus locations. The contract requires the vendor to deliver a complete end-to-end service including system analysis of the current Mitel infrastructure, provision of hardware and software such as Microsoft Teams soft phones and wireless phone solutions, implementation of an auto-attendant system and Unity with single dial reachability, and full compliance with Kari’s Law and Ray Baum’s Act E911 requirements, ensuring direct 911 dialing without prefixes and emergency calling capability beyond physical handsets. The solution must achieve 99.9% system uptime, provide 24/7 support for critical outages, and include detailed Service Level Agreements covering response and resolution times. The vendor must also conduct a feasibility analysis to reduce the existing block of 1,000 DIDs for potential cost savings, provide comprehensive training for users and administrators, and offer ongoing maintenance, upgrades, and support throughout the contract term. The procurement is structured as a competitive sealed proposal with a deadline of July 8, 2026, and follows a best value evaluation approach weighted by technical solution (25%), price (25%), vendor experience (20%), implementation and support approach (15%), cybersecurity and compliance (10%), and references (5%). Proposals must be submitted in three hard copies and one USB electronic copy, clearly marked with the solicitation number and delivered to the specified Wharton, Texas address. Mandatory compliance includes TX-RAMP certification, SOC 2 Type II evidence, MFA, data encryption, incident response plans, data residency disclosures, and adherence to the Texas Public Information Act. Insurance requirements demand a $2 million Technology E&O/Cyber Liability policy, $1 million Commercial General Liability, $1 million Automobile Liability if applicable, and Workers’ Compensation as mandated by Texas law. The initial contract term is three years with one-year renewal options at the college’s sole discretion, and either party may terminate with 90 days’ written notice. All data remains the property of WCJC, and vendors must submit required forms including Certification of Compliance (GA-48), Conflict of Interest Questionnaire, Certificate of Interested Parties, W-9, and proof of insurance before contract execution, which is contingent upon final approval by the WCJC Board of Trustees and the President’s signature.