Phone System RFP - City of Bath, Maine

City of Bath, Maine Request for Proposals (RFP): Phone Communication System RFP Release Date: December 4, 2025 Proposal Due Date: January 8, 2026 Point of Contact: Michael Bethea, Information Technology CoordinatorInformation Technology Department55 Front St Bath, Maine 04530[email protected]207-443-8372 1. Introduction and Background The City of Bath, Maine is soliciting proposals from qualified and experienced vendors for the provision and implementation of a Voice over IP (VoIP) phone system.  This system will support the City’s internal and external communication. 2. Purpose and Objectives The purpose it to replace the City’s current system that is approaching EOL (end of life). The City currently utilizes a Mitel Mi Voice Office 250 System and has phones at 11 different sites/addresses, utilizes 200+ extensions, has 48 public facing lines and 82 physical phones. 3. Scope of Services The selected vendor shall assess the City’s current telephony and network environment provide a fully functional communication solution that integrates with the existing network infrastructure and includes the following capabilities: 4. Qualifications Vendors must: 6. Proposal Submission Requirements Each proposal must include the following sections: 7. Evaluation Criteria Proposals will be evaluated based on the following criteria: 8. Timeline (Subject to Change) RFP Release:                          December 4, 2025 Deadline for Questions:        December 18, 2025 Proposals Due:                      January 8, 2025 Evaluation Period:                 TBD Vendor Selection:                  January 21, 2025 Implementation Start:                        TBD 9. Submission Instructions All proposals must be submitted no later than 5 p.m. on Thursday, January 8, 2026. Phone Number for questions:207-443-8372 Submissions may be delivered: By email (preferred):[email protected] By mail or in person (sealed): Michael Bethea, Information Technology CoordinatorInformation Technology Department55 Front Street, Bath, Maine 04530 10. Additional Information The City of Bath reserves the right to reject any or all proposals, in whole or in part. Late or incomplete proposals may not be considered. The City reserves the right to waive minor irregularities or request clarification. All submitted proposals are public records subject to Maine’s Freedom of Access Act. Vendors are responsible for all costs associated with preparing and submitting their proposal. The successful vendor will be required to enter into a written agreement with the City, subject to legal and insurance requirements.