District VoIP and Paging Upgrade

Request for Proposal
BID NO. 7-29500001
TITLE: District VoIP and Paging Upgrade
PROCUREMENT
LEAD: Lynn Elms
307 E. Jefferson Street
Monroe, NC 28173
UCPS Purchasing Department
Lynn.Elms@ucps.k12.nc.us
PROJECT Christopher Conway
LEAD 721 Brewer Drive
Monroe, NC 28112
Union County Public Schools (UCPS) seeks a qualified vendor to provide a complete turnkey solution for the
replacement, implementation, integration, and support of a cloud-hosted Voice over Internet Protocol (VoIP)
telephone system and associated paging system upgrades across approximately 53 schools and other district
facilities. The project shall provide a modern, reliable, scalable, and fully integrated communications platform
that supports district operations, emergency communications, and future growth.
SCOPE OF WORK
The awarded vendor shall provide all labor, supervision, materials, equipment, software, licensing, transporta-
tion, tools, testing, training, documentation, and related services necessary to design, furnish, install, configure,
integrate, test, commission, and support the proposed VoIP and paging solution.
Scope/Specifications, vendor questions and answers provided by Architect are described in Exhibit 1. Any
applicable plans and specifications are referenced therein.
INSTRUCTIONS
Instructions are as follows.
BID SUBMITTAL
Bids will be received no later than: Tuesday, August 11, 2026, by 2pm.
Refer to Bidder's Checklist for documents required for bid submittal. Bid shall be submitted in the manner
indicated below:

Sealed Proposals will be received no later than 2:00 pm on Tuesday, August 11, 2026, at Union County
Public Schools, Technology Services, 721 Brewer Drive, Monroe, North Carolina 28112. All sealed Proposals
must be in an envelope marked with the Proposal No.7-29500001 Attention Lynn Elms.
MANDATORY PREBID MEETING
Monday, July 27, 2026 @ 10:00 am
Front entrance of Central Academy of Technology of Arts, 600 Brewer Drive, Monroe, NC 28112
COMMUNICATIONS
During the Proposal process, all communication shall be directed to the Procurement Lead identified above.
Failure to meet the requirement may consider your bid non-responsible.
All questions related to this project shall be submitted via email to the Procurement Lead identified
above no later than 2:00 p.m. on Thursday, July 30, 2026. Please include "RFP #7-29500001" in the
subject line of your email. An addendum will be issued to address submitted questions, and responses
will be posted Tuesday, August 4, 2026 no later than 4:00 PM on UCPS website
https://www.ucpsnc.org/about/purchasing-and-contracts and NC States website
https://evp.nc.gov/solicitations/?status=0
AWARD
UCPS desires to promptly approve and sign a contract after a decision has been made to award. Company
awarded the contract is expected to promptly sign the contract in the form attached hereto as Exhibit A. Any
requested changes to this contract form should be provided with your response.
UCPS reserves the right to award this project in a method considered to be most advantageous. This includes
the right to issue single award, multiple awards, or reject all proposals. UCPS is not required to award a
contract. UCPS reserves the right to waive any informality in proposals. If a Supplier wants to protest a
contract awarded by the Union County Public Schools resulting from this solicitation, then they must submit a
written request to the UCPS Purchasing and Contract Division, 400 N Church Street, Monroe NC 28112. This
request must be received in the UCPS Purchase and Contract Division within five (5) consecutive calendar days
from the date of the contract award. Protest letters must contain specific reasons and any supporting
documentation for the protest.
Evaluation and Scoring
Responses to this RFP will be evaluated using a scoring rubric. Evaluation criteria and their respective weights
are provided below. Each proposal will be scored against the established criteria, and the proposal receiving the
highest total score may be selected for award.

PROPOSAL REQUIREMENTS
Executed Cost Proposal Form & Unit Price Sheet
Supporting Documentation
o E-Verify Affidavit
o Iran Divestment Act Certification
o Onsite Support Agreements
Offeror Information (Experience, Business Ratings, Etc.)
Product Literature (Manufacturer, Parts Availability, Warranty, Etc.)
Purchase Information (Maintenance Schedule, Replacement Parts)

REQUEST FOR PROPOSAL
PHONE & PAGING UPGRADE
BID # 7-29500001
COST PROPOSAL SHEET
By submitting this proposal, the potential contractor certifies the proposal is signed by an authorized representative of the
firm.
* The cost and availability of all equipment, materials, and supplies associated with performing the services described
herein have been determined and included in the proposed cost.
* All labor costs, direct and indirect, sales tax, etc. have been determined and included in the proposed cost.
* The offeror is aware of prevailing conditions associated with performing these services.
* The potential contractor has read and understands the conditions set forth in this bid and agrees to them with no ex-
ceptions.
Therefore, in compliance with this Request for Proposal, and subject to all conditions herein, the undersigned offers and
agrees, if this proposal is accepted within 60 days from the date of the opening, to furnish the subject services for a cost not to
exceed:
Base Bid:
Total Bid $ __________________________
Acknowledge Addenda: Addendum 1 ___ Addendum 2 ___ Addendum 3 ___ Addendum 4 ___ Not Applicable __
Project Schedule: Consecutive calendar days required to achieve Final Completion from issuance of Notice to
Notice to Pro- Proceed: ________ calendar days
ceed:
Substantial Com-
pletion:
Final Comple-
tion:
Unit Costs:
Unit Costs may be used to add or delete from the project.
1. List materials and expected cost per unit in the sheet provided below.
Execution:
Offeror: _________________________________________________________ Federal Tax ID No. ___________________
License Description: _______________________________________________ License No. _________________________
Address: _______________________________________________ City, State, Zip ______________________________
Telephone Number: ___________________________Mobile: _____________________ Email: ________________________
By: ______________________________ Date: ________________________ Title: _________________________________
(Typed or printed name)

Call Buttons Admin Phone Turnkey
School Speakers ($) Device ($) Software / Mo. VoIP / Mo. Total
($) ($) Upgrade
Antioch ES
Benton Heights
ES
CATA (HS)
East Union MS
Fairview ES
Hemby Bridge
ES
Indian Trail ES
Marshville ES
Marvin ES
Monroe HS
Monroe MS
New Salem ES
Parkwood HS
Parkwood MS
Piedmont HS
Piedmont MS
Porter Ridge ES
Prospect ES
Sardis ES
Shiloh Valley
ES
South
Providence
Sun Valley HS
Sun Valley MS
Union ES

Call Buttons Admin Phone Turnkey
School Speakers ($) Device ($) Software / Mo. VoIP / Mo. Total
($) ($) Upgrade
Unionville ES
Waxhaw ES
Wesley Chapel
ES
Wingate ES
Western Union
Weddington ES
Weddington
HS
Weddington
MS
WBEC/Cosmet
ology
Cuthbertson
HS
Cuthbertson
MS
Marvin Ridge
HS
Marvin Ridge
MS
New Town ES
Poplin ES
Porter Ridge
HS
Porter Ridge
MS
Rea View ES
Rock Rest ES
Sandy Ridge ES
Stallings ES
Shiloh Valley
Primary
East
Elementary
Forest Hills HS

Call Buttons Admin Phone Turnkey
School Speakers ($) Device ($) Software / Mo. VoIP / Mo. Total
($) ($) Upgrade
Kensington ES
Rocky River ES

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EXHIBIT 1
SCOPE/SPECIFICATIONS

Proposal Requirements
VoIP Requirements
Cloud hosted VoIP solution for 53 schools, and all other district locations that include but not
limited to the features below:
* Self-service admin portal
* Bulk provisioning
* Voicemail-to-email delivery
* Text to voice capabilities for menu customization
* Ensure clear audio quality across all devices
* E911 compliance
* Must be compatible with Yealink T34w SIP phones (currently owned by UCPS)
* Support analog devices already in use, including but not limited to elevators, alarms, and
paging systems
* Tiered Hardware for various use levels (classroom, reception, administrative, conference)
* Number Porting & DIDs: Seamless migration of existing DIDs and main directory numbers
from the current provider. Proposals must include costs for new DIDs, Toll-Free numbers,
and local/long-distance calls.
Certain school locations will need new paging head-units to integrate with submitted VoIP
proposal. See supplementary documentation for details.
Paging Requirements
* Fully integrate with existing intercom and paging infrastructure, including:
Valcom MultiPath systems
o
Valcom VEIP6K-1 interfaces
o
Bogen Nyquist systems
o
* Provide seamless interoperability between telephony and intercom systems for:
All-call paging
o
Zone paging
o
Emergency announcements
o
Bell scheduling, etc.
o
* Ensure compatibility without degradation of current intercom performance.
* Maintain or enhance current functionality
* Be fully compatible with the proposed phone system
* Support future scalability across the district
* Support district-wide reliability with minimal downtime