Telecommunication Services 3 documents

Charter Township of Orion
County of Oakland, Michigan
REQUEST FOR PROPOSALS
TELECOMMUNICATIONS SERVICES
FOR
THE CHARTER TOWNSHIP OF ORION
LAKE ORION, MICHIGAN
July 30, 2026
The Charter Township of Orion is issuing a Request for Proposals (RFP) for interested and
qualified telecommunications service providers to furnish internet connectivity, voice
communications, and/or related network services for Township facilities.
Sealed Quotes: Bidders will submit one (1) original and two (2) copies to the following
address:
The Charter Township of Orion
Clerk's Office
2323 Joslyn Rd.
Lake Orion, MI 48360
By 2:00 p.m. Wednesday, August 26, 2026
Quotes received after the above cited time will be considered a late submittal and are
not acceptable.
* The envelope should be clearly marked "SEALED RFP - TELECOMMUNICATIONS
SERVICES"
* Please direct procedural questions regarding this RFP to the Clerk's Office 248-
391-0304 ext. 4000
* Please direct technical questions regarding this RFP to Samantha Timko 248-391-
0304 ext. 1002 or stimko@oriontownship.org.
Thank you for your interest.
Charter Township of Orion - Telecommunication Services RFP
Page 1 of 15

I. PROPOSAL INFORMATION
Definitions "Bidder/Proposer" An individual or business submitting a proposal to the
Charter Township of Orion
"Contractor" A person or company that provides good or services
to a business
"Township" The Charter Township of Orion
II. PROPOSAL TERMS
The Charter Township of Orion reserves the right to reject any and all proposals received
as a result of this RFP. If a proposal is selected, it will be the most advantageous regarding
price, quality of service, the contractor's qualifications and capabilities to provide the
specified service, and other factors that the Charter Township of Orion may consider. The
Township does not intend to award a contract fully based on any response made to the
proposal; the Township reserves the right to consider proposals for modifications at any
time before a contract would be awarded, and negotiations would be undertaken with
that contractor whose proposal is deemed to best meet the Township's specifications
and needs.
The Township reserves the right to reject any or all proposals, to waive or not waive
informalities or irregularities in proposals or bidding procedures, and to accept or further
negotiate cost, terms, or conditions of any proposal determined by the Township to be in
the best interests of the Township even though not the lowest bid.
Proposals must be signed by an official authorized to bind the contractor to its provisions
for at least a period of 90 days. Failure of the successful bidder to accept the obligation
of the contract may result in the cancellation of any award.
In the event it becomes necessary to revise any part of the RFP, an addendum will be
provided. Deadlines for submission of RFPs may be adjusted to allow for revisions. To be
considered, three (3) packets, the original and two (2) copies, must be at the Township
on or before the date specified.
Proposals should be prepared simply and economically providing a straightforward,
concise description of the contractor's ability to meet the requirements of the RFP.
Proposals shall be typewritten. No erasures are permitted. Mistakes may be crossed out
and corrected and must be initialed in ink by the person signing the proposal.
Charter Township of Orion - Telecommunication Services RFP
Page 2 of 15

III. PROPOSAL SPECIFICATIONS
OVERVIEW
The Charter Township of Orion (population of approximately 37,945 residents) located in
northern Oakland County in southeast Michigan is issuing a Request for Proposals (RFP)
seeking proposals from qualified telecommunications service providers to furnish one or
more of the following: internet connectivity, voice communications, and/or related
network services for Township facilities.
The Township relies on telecommunications infrastructure to support daily governmental
operations, emergency response coordination, public services, administrative functions,
recreational services, and public communications. The Township seeks a solution that
provides reliable, secure, scalable, and cost-effective services throughout the contract
term.
The Township's objective is to evaluate available market solutions for wide-area
networking, internet connectivity, hosted or cloud-based voice services, and related
telecommunications infrastructure. Proposers may submit solutions utilizing fiber-optic,
Ethernet, SIP, UCaaS, managed network, or other technologies that meet the
requirements of this RFP.
The selected provider(s) shall demonstrate the ability to support municipal operations
through highly available services, proactive monitoring, responsive customer support,
robust cybersecurity protections, and a clear migration strategy that minimizes
disruption to Township operations.
The Township encourages innovative approaches that improve performance, resiliency,
and long-term value while maintaining compatibility with existing operations and
preserving critical business functions.
Service providers may submit proposals for one or more of the requested services and
are not required to submit a proposal for all services included in this RFP. The Township
reserves the right to award services to more than one provider and may split the award
by service category, facility, or other basis determined to be in the Township's best
interests.
GOALS
The Township seeks proposals that accomplish the following objectives:
1. IMPROVE RELIABILITY AND RESILIENCY
o Provide highly available internet and voice services.
o Minimize single points of failure.
o Support business continuity and disaster recovery requirements.
2. MODERNIZE TELECOMMUNICATIONS INFRASTRUCTURE
o Leverage current-generation networking and communications
technologies.
o Support cloud applications, video conferencing, public safety systems,
and future municipal technology initiatives.
Charter Township of Orion - Telecommunication Services RFP
Page 3 of 15

3. INCREASE NETWORK CAPACITY
o Provide scalable bandwidth capable of supporting current and future
operational needs.
o Allow bandwidth increases without significant infrastructure changes.
4. SIMPLIFY OPERATIONS
o Reduce administrative complexity through consolidated management,
monitoring, support, and billing.
o Provide centralized reporting and account management.
5. SUPPORT MULTI-SITE CONNECTIVITY
o Ensure reliable communications among Township facilities.
o Maintain efficient inter-office voice and data communications.
6. ENHANCE WIRELESS CONNECTIVITY
o Provide secure and reliable Wi-Fi coverage at all Township facilities and
parks.
o Support staff mobility, municipal operations, public access requirements,
and future wireless technology needs.
7. ENHANCE CYBERSECURITY
o Protect Township data and communications through secure network
architecture and industry-standard security controls.
8. CONTROL LONG-TERM COSTS
o Deliver best value over the life of the contract.
o Minimize capital expenditures where possible.
o Provide transparent pricing for future service additions, modifications, and
upgrades.
9. PRESERVE OPERATIONAL CONTINUITY
o Facilitate migration from existing services with minimal downtime.
o Support telephone number portability and retention of existing business
functions.
CURRENT CONFIGURATION
The Township currently operates voice and internet services across multiple facilities
utilizing a combination of Grid4 Communications fiber and voice services and Comcast
internet services. The environment includes cloud-hosted voice services, dedicated
fiber internet connections, business internet services, managed network equipment,
and telephone handsets.
Current telecommunications features include:
* Hosted/cloud-based voice services.
* Direct inward dial (DID) telephone numbers.
* Auto attendants and hunt groups.
* Voicemail-to-email functionality.
* Mobile and desktop softphone capabilities.
* Conferencing services.
* Managed PoE switching equipment.
Charter Township of Orion - Telecommunication Services RFP
Page 4 of 15

* Public IP addressing.
* Fiber-based internet connectivity at key facilities.
* Centralized monthly billing.
The Township's current internet environment includes:
* 250 Mbps fiber service at Township Hall.
* 100 Mbps fiber service at Orion Recreation Center.
* Additional Comcast Internet at various locations.
The Township seeks proposals that maintain all essential functions while providing
opportunities for improved performance, resiliency, manageability, and cost efficiency.
Proposals are not required to replicate the Township's current configuration on a one-
for-one basis. The Township welcomes recommendations that modify, modernize, or
enhance current operations, provided the proposed approach clearly explains the
operational benefits, transition requirements, dependencies, and any impacts to
existing Township infrastructure or business functions.
(continued on next page)
Charter Township of Orion - Telecommunication Services RFP
Page 5 of 15

CURRENT CONFIGURATION - INTERNET SERVICE BY FACILITY
Location Address Current Internet Service
Township Offices 2323 Joslyn Road, Lake * 250 Mbps Fiber Internet
Orion, MI * IP Block/29 (useable IPs)
* 24 Port Managed Gigabit
PoE Switch Lease
* 48 Port Managed Gigabit
PoE Switch Lease
Orion Recreation Center 3800 South Baldwin * 100 Mbps Fiber Internet
Road, Orion Township, * IP Block/29 (useable IPs)
MI * (2) 24 Port Managed
Gigabyt PoE Switch Lease
* 48 Port Managed Gigabit
PoE Switch Lease
* (2) Fax, Credit Card,
Modem Line
* Analog Adapter Lease (8
port)
Department of Public 2685 Joslyn Road, Lake 100 Mbps / 15 Mbps Internet
Works Orion, MI
Fire Station #3, Fire 3365 Gregory Road, 35 Mbps / 5 Mbps Internet
Administration Lake Orion, MI
Fire Station #1 93 S. Anderson Street, 35 Mbps / 5 Mbps Internet
Lake Orion, MI
Fire Station #2 3801 Giddings Road, 35 Mbps / 5 Mbps Internet
Lake Orion, MI
Fire Station #4 465 South Baldwin 35 Mbps / 5 Mbps Internet
Road, Lake Orion, MI
Friendship Park 3380 Clarkston Road, None currently
Lake Orion, MI
Wildwood Amphitheater 2700 Joslyn Court, Orion None currently
Township, MI
Camp Agawam 1301 Clarkston Road, 300 Mbps / 35 Mbps Internet,
Lake Orion, MI Voice
Civic Center Park 2525 Joslyn Road, Lake None currently
Orion, MI
Friendship Park Pump 789 South Baldwin 75 Mbps / 15 Mbps Internet
House Road, Clarkston, MI
Charter Township of Orion - Telecommunication Services RFP
Page 6 of 15

CURRENT CONFIGURATION - PHONE SERVICE BY FACILITY
Location Address Current Phone Service
Township Offices 2323 Joslyn Road, UCaaS Cloud Phone System, VoIP Call
Lake Orion, MI Path, approximately 61 user licenses
* (3) Yealink CP920 Conference Phone
Lease
* (3) Yealink T53W Lease
* (32) Yealink T54W Lease
* (12) Yealink T57W Lease
Orion Recreation 3800 South Baldwin UCaaS Cloud Phone System, VoIP Call
Center Road, Orion Path, approximately 36 user licenses,
Township, MI Incoming Call Manager
* (2) Yealink Expansion Module Lease
* (9) Yealink T53W Lease
* (23) Yealink T54W Lease
* (3) Yealink T57W Lease
Department of 2685 Joslyn Road, UCaaS Cloud Phone System,
Public Works Lake Orion, MI approximately 5 user licenses
* (4) Yealink T54W Lease
Fire Station #3, Fire 3365 Gregory Road, UCaaS Cloud Phone System,
Administration Lake Orion, MI approximately 8 user licenses
* (8) Yealink T54W Lease
* (4) Yealink W56 Wireless Handset w/
Basic Unit Lease
TOWNSHIP-OWNED INFRASTRUCTURE
The Township has made significant investments in its information technology
infrastructure, including firewalls, network switches, wireless infrastructure, virtual local
area networks (VLANs), routing configurations, and associated network management
systems.
The successful proposer shall utilize and integrate with the Township's existing network
infrastructure wherever technically feasible. The proposer shall not require the
replacement of Township-owned firewalls, switches, VLAN architecture, or core network
infrastructure as a condition of providing service unless specifically approved in writing
by the Township.
Proposed solutions shall:
* Support integration with Township-owned firewalls, switches, and network
equipment.
* Utilize existing VLAN segmentation and network architecture established by the
Township and its Information Technology Managed Services Provider.
Charter Township of Orion - Telecommunication Services RFP
Page 7 of 15

* Provide all required handoff connections in a manner compatible with existing
Township infrastructure.
* Coordinate all network configuration requirements with Township IT personnel.
* Document any required configuration changes prior to implementation.
* Clearly identify any infrastructure dependencies, limitations, or recommended
improvements.
The Township reserves sole authority over all internal network design, firewall policies,
switching infrastructure, VLAN assignments, IP addressing schemes, cybersecurity
controls, and network management functions.
Providers shall furnish telecommunications services to the designated demarcation
point and shall work collaboratively with the Township's IT Managed Service Provider to
integrate services within the existing environment.
Proposals that require the replacement of Township-owned network infrastructure or
that limit the Township's ability to independently manage its internal network may be
considered less favorable during evaluation.
CURRENT CONTRACTS AND TRANSITION REQUIREMENTS
The Township currently receives telecommunications services under existing agreements
that expire at different times for various facilities. Proposers should consider these dates
when developing implementation schedules, transition plans, and pricing proposals.
Existing contract expiration dates are as follows:
* Orion Recreation Center: May 29, 2027
* Department of Public Works: September 13, 2027
* Fire Station #3: September 13, 2027
* Township Hall: October 30, 2027
The Township intends to transition services in a manner that minimizes operational
disruption and avoids unnecessary overlap of service costs. Proposers should provide a
detailed migration and implementation plan that aligns with the expiration of existing
agreements and ensures continuity of internet, telephone, and wireless services.
Transition plans should include:
* Project kickoff and discovery activities.
* Network design and implementation schedule.
* Equipment installation and testing.
* Telephone number porting procedures.
* Cutover and acceptance testing.
* Staff training, if applicable.
* Post-implementation support.
* Identification of any required overlap periods between existing and proposed
services.
The successful proposer will be expected to coordinate closely with Township staff
throughout the transition process to maintain uninterrupted communications services for
Township operations and the public.
Charter Township of Orion - Telecommunication Services RFP
Page 8 of 15

SCOPE OF WORK
The selected proposer shall provide all labor, materials, software, equipment,
connectivity, project management, testing, implementation, documentation, and
ongoing support necessary to furnish internet and telephone services for Orion
Township.
INTERNET SERVICES
Proposals shall include:
* Dedicated business-class Internet connectivity.
* Fiber-based solutions where available.
* Scalable bandwidth options.
* Service level agreements (SLAs) for uptime and performance.
* Public IP addressing requirements.
* Network monitoring and reporting capabilities.
* Managed router and edge equipment options.
* Future bandwidth expansion processes and pricing.
The Township encourages designs that provide redundancy and failover capabilities
between critical locations.
VOICE SERVICES
Proposals shall provide a modern business telephone solution, including:
* Hosted VoIP, UCaaS, SIP, or equivalent services.
* Telephone number porting and retention.
* Auto attendants.
* Hunt groups.
* Voicemail and voicemail-to-email.
* Mobile and desktop applications.
* Direct inward dial (DID) functionality.
* Conference calling capabilities.
* E911 compliance.
* Administrative portal access.
* Reporting and call analytics.
The proposed solution must support existing and future Township staffing needs and
allow for the addition or removal of users without significant service interruption.
NETWORK AND FACILITY CONNECTIVITY
Proposers may submit solutions that include:
* Interconnection of Township facilities through private networking services.
* SD-WAN, Ethernet WAN, MPLS, or comparable technologies.
* Secure communications between facilities.
* Quality-of-service controls for voice traffic.
* Network segmentation capabilities.
Alternative architectures are encouraged if they provide improved performance,
resilience, security, and cost effectiveness.
Charter Township of Orion - Telecommunication Services RFP
Page 9 of 15

WIRELESS NETWORK SERVICES (WI-FI)
The Township desires secure, reliable, and centrally managed wireless network services
at all Township-owned facilities included in this RFP.
Proposers shall provide a wireless networking solution that supports administrative
operations, staff mobility, public access needs (where applicable), and future growth
requirements.
At a minimum, proposals should:
* Provide Wi-Fi coverage throughout all occupied areas of Township facilities and
Township parks.
* Support separate wireless networks (SSIDs) for Township staff, Township-owned
devices, and public/guest access where required.
* Integrate with the Township's existing network infrastructure, including Township-
owned firewalls, switches, and VLAN configurations.
* Support VLAN segmentation and security policies established by Township
Information Technology staff.
* Provide secure authentication and encryption consistent with current industry
standards.
* Support centralized monitoring, management, and reporting.
* Allow for future expansion of wireless coverage and capacity.
* Include site surveys, wireless design, installation, testing, optimization, and
documentation.
The successful proposer may provide wireless access points and associated licensing as
part of its solution; however, proposals should maximize the use of existing Township-
owned infrastructure whenever feasible.
Proposers shall clearly identify:
* The number and type of wireless access points proposed at each location.
* Coverage assumptions and design methodology.
* Management platform requirements.
* Ongoing licensing, maintenance, and support costs.
* Any recommended improvements necessary to achieve reliable wireless
coverage.
IMPLEMENTATION SERVICES
The selected provider shall:
* Conduct discovery and design meetings.
* Provide implementation and migration plans.
* Coordinate service installation and testing.
* Manage number porting activities.
* Coordinate cutover activities.
* Provide administrator training and documentation.
* Minimize operational disruption during transition.
SUPPORT AND SERVICE LEVELS
The proposer shall provide:
* 24x7 network monitoring.
* 24x7 technical support.
Charter Township of Orion - Telecommunication Services RFP
Page 10 of 15