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Description:
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REQUEST FOR QUOTATION
Unified Communications & Microsoft Teams Phone System
Clear Creek County, Colorado
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Issuing Department:
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Clear Creek County IT Department
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RFQ Number:
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RFQ #IT-2026-002
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Issue Date:
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June 24, 2026
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Submission Deadline:
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July 8, 2026 at 5:00 PM MDT
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Submission Method:
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Email only -- see Section 5 for instructions
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Contact / Submit To:
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For security reasons, you must enable JavaScript to view this E-mail address.
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Award Basis:
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Best overall value -- price is one factor among several
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1. Purpose and Overview
Clear Creek County IT Department is soliciting competitive quotations from qualified Unified Communications as a Service (UCaaS) providers for a Microsoft Teams-integrated phone system serving Georgetown, Colorado. This is an open public request; any qualified vendor may respond.
The County operates an active Microsoft 365 tenant and seeks a provider to deliver Teams Operator Connect or Direct Routing-based telephony, cloud fax, call recording, SMS/text messaging, and associated hardware and implementation services.
This RFQ is not a contract or a commitment to purchase. The County reserves the right to accept or reject any or all quotations, to waive any informalities, and to award to the vendor deemed most advantageous to the County.
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IMPORTANT: Award Notice -- Value Over Price Alone
Vendors will NOT be selected solely on the basis of price. The County will evaluate proposals holistically, considering technical capability, service quality, implementation support, contract flexibility, references, and long-term value. Submitting the lowest price does not guarantee award.
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2. Current Environment & Context
Vendors should understand the County's existing environment when preparing proposals:
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Primary location: Georgetown, CO 80444
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Approximately 233 users / DID lines requiring telephony services
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Active Microsoft 365 tenant; Teams is the primary collaboration platform
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Approximately 50 mobile users requiring Teams mobile integration
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Fax requirements: approximately 10 cloud fax lines + 5 analog / MasterFax-style lines
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Call recording required for approximately 3 users (compliance-grade)
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SMS/text messaging required for approximately 20 Teams users
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2 conference / meeting room endpoints
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Number porting required for approximately 233 US/CAN DIDs
3. Scope of Services Required
Vendors must provide a complete solution covering all categories below. Partial proposals will not be considered unless the vendor clearly identifies which items involve third-party subcontracting and names the subcontractor.
3A. Teams Voice -- Operator Connect or Direct Routing
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MS Teams Operator Connect (preferred) or Direct Routing -- US/CAN unlimited calling plan
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Approximately 230 user seats, unlimited US/CAN inbound and outbound
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2 Resource Account Calling Plans (Auto Attendant / Call Queue)
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2 CT Cloud Voice / Basic SIP lines for non-Teams analog extensions
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3 active US DIDs (additional numbers beyond ported set)
3B. DID / Number Management & E911
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Porting of approximately 233 existing US/CAN telephone numbers
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E911 surcharge and dynamic E911 compliance for all active lines
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DID assignment professional services for MS Teams tenant configuration
3C. Cloud Fax
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10 cloud fax lines -- inbound and outbound, fax-to-email / email-to-fax
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5 analog / MasterFax-style unlimited lines with ATA adapters
3D. Call Recording
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Compliance-grade call recording for approximately 3 users
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Must include: unlimited audio retention, playback, tagging, AI transcription/summarization, and advanced admin licenses
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Must be compatible with Microsoft Teams Compliance Recording API or equivalent
3E. SMS / Text Messaging for Teams
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SMS/MMS standard license for approximately 20 Microsoft Teams users
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Must support individual and shared inboxes, group messaging, and Teams-native notifications
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10DLC SMS campaign registration required
3F. Mobile Integration
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Mobile background data or Teams mobile dialer solution for approximately 50 users
3G. Meeting Rooms & Webinar
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2 meeting room licenses (Zoom Rooms or Microsoft Teams Rooms equivalent)
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Webinar platform supporting up to 1,000 attendees (annual license)
3H. Paging / Overhead Integration
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1 POE multicast paging adapter (e.g., ALGO 8301 or equivalent) for overhead paging integration
3I. Implementation & Professional Services
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Full tenant setup, user provisioning, device configuration, and porting management
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Auto Attendant and Call Queue configuration
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Dedicated implementation project manager throughout deployment
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End-user training: minimum 1 live session + post-go-live Q&A + on-demand admin module
4. Evaluation Criteria
Proposals will be evaluated by a County review team using the following weighted criteria. Vendors are encouraged to address each area explicitly in their submission.
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Evaluation Category
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Weight
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Notes
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Technical capability and feature completeness
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25%
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Meets all scope requirements
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Implementation plan, timeline, and project management
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20%
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Dedicated PM, porting plan
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Ongoing support model and SLA (24/7 availability, response times)
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20%
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Escalation paths, SLA terms
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Total cost of ownership (MRC, NRC, equipment, 1-year term)
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20%
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Price is one factor among several
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References -- government / municipal client experience preferred
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10%
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Provide 2-3 references
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Contract flexibility, auto-renewal terms, early termination provisions
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5%
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5. Submission Instructions
Quotations must be submitted by email no later than July 6, 2026 at 5:00 PM MDT to:
For security reasons, you must enable JavaScript to view this E-mail address.
Email subject line must read: "RFQ #IT-2026-002 -- [Your Company Name]"
Submissions must include all of the following:
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Cover letter identifying your company, primary contact, and a brief overview of your proposed solution
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Itemized pricing broken out by: Monthly Recurring Charges (MRC), Annual Recurring Charges (ARC), Non-Recurring / One-Time Charges (NRC), and Equipment costs (purchase or rent-to-own, clearly labeled)
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Proposed 1-year contract term and any volume discount structures
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Implementation timeline and methodology -- include porting process and estimated go-live date
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Support model description: hours of availability, SLA response times, escalation paths, and dedicated account/success team details
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2-3 customer references -- preference given to government, county, or public-sector clients of comparable size
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Any assumptions, exclusions, or technical prerequisites (e.g., Microsoft license requirements, GDAP access, network readiness)
6. Terms and Conditions
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This RFQ is open for ten (10) calendar days from the issue date.
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All pricing must be held firm for a minimum of thirty (30) days from the submission deadline.
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The County is tax-exempt. A Colorado tax exemption certificate will be provided upon award.
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Service location: 405 Argentine Street, Georgetown, CO 80444.
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The County may negotiate with one or more vendors prior to award and reserves the right to request additional information, conduct demonstrations, or hold clarification interviews.
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The County reserves the right to reject any or all quotations and to award based on best overall value as determined by the County's evaluation criteria.
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Issuance of this RFQ does not obligate Clear Creek County to make a purchase or enter into a contract.
7. Questions
All questions must be submitted via email to For security reasons, you must enable JavaScript to view this E-mail address. with the subject line "RFQ #IT-2026-002 -- Question." Questions and answers of general interest will be shared with all known interested parties. No questions will be accepted after July 6, 2026 at 5:00 PM MDT (two business days prior to the deadline).
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Issued by: Clear Creek County IT Department
Contact: David Prows | 405 Argentine Street, Georgetown, CO 80444 | For security reasons, you must enable JavaScript to view this E-mail address.
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Publication Date/Time:
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6/24/2026 12:00 AM
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Closing Date/Time:
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7/8/2026 5:00 PM
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