Information Systems: Telephone System
| Location: | New Hampshire |
|---|---|
| Posted: | Nov 7, 2025 |
| Due: | Dec 17, 2025 |
| Agency: | City of Manchester |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | FY26-130-19 |
| Publication URL: | To access bid details, please log in. |
| Bid # | Description | Download PDF | Bid Opening | Addenda | Results |
| FY26-130-19 |
Information Systems: Telephone System Questions: jfortier@manchesternh.gov |
RFP |
Proposals Due: December 17, 2025 by 2:00pm |
Attachment Preview
CITY OF MANCHESTER
NEW HAMPSHIRE 03101
November 07, 2025
SEALED PROPOSAL INVITATION
FY26-130-19
NOTICE is hereby given that the City of Manchester will receive sealed proposals in the Office of the
Information Systems Department, City of Manchester, State of New Hampshire until two o'clock p.m.
(2:00 PM) on Wednesday, December 17, 2025 for the furnishing of the supplies, materials, equipment,
or services, as indicated by the items hereunder listed in accordance with the applicable specifications:
Telephone System
The right is reserved to accept any proposal or any part or parts thereof, or to reject any or all proposals.
Any name appearing on the Comptroller General's list of ineligible contractors for Federally-financed
and assisted work is not an eligible Bidder. In addition, thereto, a proposal based upon the furnishing of
equipment or components thereof, manufactured by such an ineligible contractor, will be ineligible for
consideration.
The Contractor will be required to comply with all applicable Equal Employment Opportunity Laws and
Regulations.
All proposals are subject to the terms and conditions and specifications set forth in this Sealed Proposal
Invitation.
BY: Jean Fortier
Director, Information Services
I. GENERAL TERMS AND CONDITIONS .................................................................................................. 5
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BIDDER'S CONFERENCE .......................................................................................................................... 5
PROPOSALS - WHERE RECEIVED ............................................................................................................ 5
DEFINITIONS ........................................................................................................................................... 5
CONTRACT AGREEMENT ........................................................................................................................ 6
SUBMISSION OF PROPOSAL..................................................................................................................... 6
SIGNATURES ON PROPOSAL FORMS ....................................................................................................... 6
SEALED AND MARKED ........................................................................................................................... 6
INDEMNIFICATION AND INSURANCE....................................................................................................... 6
EQUAL OPPORTUNITY - AFFIRMATIVE ACTION ..................................................................................... 7
INTERPRETATIONS .................................................................................................................................. 7
INCOMPLETE PROPOSALS ....................................................................................................................... 7
CONDITIONAL PROPOSALS ..................................................................................................................... 7
ALTERNATIVE PROPOSALS ..................................................................................................................... 7
WITHDRAWAL OF PROPOSAL ................................................................................................................. 8
DEFAULT ................................................................................................................................................ 8
GUARANTEES.......................................................................................................................................... 8
TRANSPORTATION, INSTALLATION, RELOCATION, AND RETURN OF EQUIPMENT ................................. 8
DELIVERY ............................................................................................................................................. 10
DELIVERY FAILURE .............................................................................................................................. 10
PROPOSAL PRICES................................................................................................................................. 10
UNIT PRICING ....................................................................................................................................... 10
PRICE REDUCTIONS .............................................................................................................................. 10
METHOD OF PAYMENT ......................................................................................................................... 10
TAXES ................................................................................................................................................... 11
OWNERSHIP OF INFORMATION ............................................................................................................. 11
RIGHTS TO SUBMITTED MATERIAL ...................................................................................................... 11
COMPLIANCE WITH SPECIFICATIONS.................................................................................................... 11
ASSIGNMENT OF WORK ........................................................................................................................ 12
NON-COLLUSION .................................................................................................................................. 12
BASIS OF AWARD OF CONTRACT................................................................................................. 12
GOVERNING LAW ................................................................................................................................. 13
STATUES AND ORDINANCES ................................................................................................................. 13
DISPUTES .............................................................................................................................................. 13
NONAPPROPRIATION OF FUNDS............................................................................................................ 13
INTERPRETATIONS ................................................................................................................................ 13
SURVIVAL BEYOND COMPLETION........................................................................................................ 13
HEADINGS NOT CONTROLLING ............................................................................................................ 14
SUCCESSORS AND ASSIGNS .................................................................................................................. 14
SEVERABILITY ...................................................................................................................................... 15
NONPERFORMANCE .............................................................................................................................. 15
TERM OF LICENSE................................................................................................................................. 15
FUTURE DOCUMENTATION ................................................................................................................... 15
RIGHTS TO FUTURE OPTIONS ............................................................................................................... 15
RIGHT TO MODIFY ................................................................................................................................ 15
NONTAXABLE AS PROPERTY ................................................................................................................ 15
QUIET ENJOYMENT............................................................................................................................... 16
RIGHTS UPON BUSINESS TERMINATION ............................................................................................... 16
VV.
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INSTALLATION AND SUPPORT .............................................................................................................. 16
RIGHT TO REPRODUCE DOCUMENTATION............................................................................................ 16
GUARANTEE OF OWNERSHIP ................................................................................................................ 16
INFRINGEMENT ..................................................................................................................................... 16
COPYING ............................................................................................................................................... 17
II. SCOPE OF SERVICES............................................................................................................................ 18
A.
PROJECT GENERAL DESCRIPTION......................................................................................................... 18
B.
CURRENT CITY ENVIRONMENT ............................................................................................................ 18
C.
GENERAL SYSTEM REQUIRMENTS.............................................................................................. 19
III. PROPOSAL DESCRIPTION .................................................................................................................. 20
A.
GENERAL INSTRUCTION ON VENDOR RESPONSES ............................................................................... 20
B.
SUMMARY DESCRIPTION ...................................................................................................................... 20
C.
PROJECT MANAGEMENT....................................................................................................................... 20
D.
TRAINING AND SUPPORT...................................................................................................................... 21
E.
SYSTEM FEATURES ............................................................................................................................... 21
IV. TELEPHONE SYSTEM FEATURE SUMMARY ................................................................................ 26
A.
SYSTEM MANAGEMENT........................................................................................................................ 32
B.
INSTALLATION SERVICE AND MAINTENANCE ...................................................................................... 33
C.
SYSTEM INFORMATION......................................................................................................................... 34
D.
NETWORKING ....................................................................................................................................... 35
E.
TELEPHONE EQUIPMENT ...................................................................................................................... 36
F.
IP-PBX TELEPHONE SYSTEM FEATURES ............................................................................................. 37
G.
AUTOMATIC CALL DISTRIBUTION (ACD) FEATURES .......................................................................... 44
H.
AUTOMATED ATTENDANT FEATURES .................................................................................................. 45
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VOICE MAIL FEATURES ........................................................................................................................ 45
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INTERACTIVE VOICE RESPONSE (IVR) FEATURES ............................................................................... 49
V. SOFTWARE PRICING ........................................................................................................................... 50
VI. CITY PROVIDED EQUIPMENT AND SERVICES ............................................................................ 51
VII. VENDOR INFORMATION .................................................................................................................... 52
VIII. VENDOR REFERENCES ....................................................................................................................... 53
IX. ACCEPTANCE CRITERIA.................................................................................................................... 54
A.
STANDARD OF PERFORMANCE AND ACCEPTANCE OF THE SYSTEM..................................................... 54
X. PRICE DATA EXHIBITS ....................................................................................................................... 56
A.
PRICE DATA FORMAT FOR PURCHASE.................................................................................................. 56
B.
PRICE DATA SHEET - WESTSIDE LIBRARY, SENIOR CENTER AND OFFICE OF YOUTH SERVICES
57
C.
PRICE DATA SHEET – CITY HALL
57
D.
PRICE DATA SHEET –COST PER USER AND HANDSET ..................................................................... 59
E.
PRICE DATA SHEET – SUMMARY DOCUMENT .......................................................................... 60
F.
PRICE DATA SHEET – COST PER INDIVIDUAL COMPONENTS ............................................... 61
G.
PRICE DATA SHEET OPTIONAL HARDWARE, SOFTWARE, AND SERVICES ......................... 60
XI. PRICE DATA MAINTENANCE ............................................................................................................ 63
A.
PRICE DATA FORMAT ........................................................................................................................... 63
XII. PRICE DATA – TEN YEAR SYSTEM COST ...................................................................................... 64
XIII. ADDITIONAL COSTS ............................................................................................................................ 65
XIV. PROPOSAL FORMAT ............................................................................................................................ 66
XV. PROPOSAL FORM.................................................................................................................................. 67
XVI. SAMPLE CONTRACT ............................................................................................................................ 69
XVII CURRENT TELEPHONE SYSTEM LOCATIONS
70
I. GENERAL TERMS AND CONDITIONS
A. Bidder's Conference
Date:
Time:
Location:
Contact:
Email:
Phone #:
Fax #:
Wednesday, November 19, 2025
1:00 PM
Central Fire Station, 100 Merrimack St
Jean Fortier, Director, Information Services
JFortier@ManchesterNH.gov
(603) 624-6577 Ext 3955
(603) 624-6320
Attendance is mandatory.
So that we may be prepared with answers at the Bidder's Conference, please submit your
questions pertaining to the Request for Proposal to the contact person listed above so that they
are received at least two business days prior to the conference. Questions that are emailed
should have “Sealed Proposal FY26-130-19” in their subject line. If any questions cannot be
answered then, or if changes to the Request for Proposal are required, they will be contained in
an addendum to be issued as soon as possible following the conference. Verbal questions will
also be discussed at this conference. There is no intention to write and issue minutes of the
Bidder's Conference. Written questions concerning the meaning of the specifications or terms
and conditions of the Invitation may be submitted as specified in Section I. GENERAL TERMS
AND CONDITIONS J.. Interpretations.
B. Proposals - Where Received
Proposals will be received by the Information Systems Department, City of Manchester, State of
New Hampshire, at the place and until the time specified in the Notice and then publicly read
aloud for the information of persons submitting proposal and others properly interested who may
be present either in person or by representative. NO PROPOSAL WILL BE ACCEPTED
AFTER THE TIME AND DATE SPECIFIED.
C. Definitions
The following meanings are attached to the defined words when used herein:
1. The word "Department" means the City of Manchester Information Systems Department.
2. The word "City" means the City of Manchester, New Hampshire.
3. The word "Bidder" means the person, firm, or corporation with whom the Contract is
made by carrying out the provisions of this Sealed Invitation and the Contract.
4. The word "Contractor" means the person, firm, or corporation with whom the Contract is
made by carrying out the provisions of this Sealed Invitation and the Contract.
5. The words "firm price" shall mean a guarantee against price increase during the life of the
Contract.
6. The word “System” includes all of the components, software and hardware, with the
configuration setup that is required for a functioning telephone system with all of the
purchased features.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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