Active SLED Opportunity · MASSACHUSETTS · TOWN AND COUNTY OF NANTUCKET
AI Summary
The Town of Nantucket seeks proposals for a town-wide VoIP phone system including multi-site deployment and Microsoft 365 integration. The project requires experienced vendors with municipal VoIP implementation expertise. Proposals are due by August 12, 2026.
The Town of Nantucket, through its Information Technology & GIS Department, invites qualified responders to submit proposals for Town-Wide Voice over IP (VoIP) Phone System. This Request for Proposals is made in accordance with Massachusetts General Laws, Ch. 30B §6.
The Town of Nantucket is located within the County of Nantucket. The Town functions under a Town Manager/Select Board form of government. The Select Board operates under a Charter and enacts policies intended to promote and enhance the general welfare of the Town. In addition to customary municipal operations, the Town operates a skilled nursing facility, a public school system, two wastewater treatment facilities, a housing department, and a solid waste facility.
The Town of Nantucket is located 30 miles off the south coast of Cape Cod. It was settled in 1659 and incorporated in 1671. The Town has an annual year-round population of approximately 18,000 and up to 65,000 seasonal residents. The island is 14 miles in length and 3 1/2 miles wide. Nantucket is comprised of residential, commercial, and large tracts of undeveloped land, including a state forest. Transportation routes include a busy airport, a thriving seaport, and a locally maintained road system which includes urban, suburban and rural road systems.
Ability of the organization to complete this project on time (personnel abilities, size, resources)
Plan to complete project on schedule (timeline, time on island, methodology, etc.)
Experience with municipalities comparable to Nantucket or larger
Provide proof that the business or members of the business, as currently constituted, has been regularly and actively engaged on a full-time basis in the type of work described in the section of this RFP entitled “SCOPE OF WORK” for a minimum of the past three (3) years. Such proof must include contact information for all businesses or entities for whom the offeror has performed services over the past three (3) years.
o Highly Advantageous:
The Proposer demonstrates an exceptionally thorough understanding of the Town's existing telecommunications environment, including the current Mitel MiVoice Connect system, the multi-site infrastructure across thirteen (13) locations, the Microsoft 365 integration requirements, and the operational constraints of transitioning a municipal phone system while maintaining continuity of service. The proposal clearly identifies and addresses key risks and complexities with no gaps.
o Advantageous:
The Proposer demonstrates a solid understanding of the Town's project objectives, scope of work, and the general challenges of a multi-site VoIP transition. The proposal addresses the primary requirements and constraints with only minor gaps that do not materially affect the response.
o Not advantageous:
The Proposer demonstrates a partial understanding of the project. The proposal addresses some requirements but contains gaps or ambiguities regarding the Town's existing environment, integration needs, or transition complexity. Clarification would be required before the response could be considered further.
o Unacceptable:
The Proposer does not demonstrate an adequate understanding of the project scope, objectives, or the Town's telecommunications environment.
o Highly Advantageous:
The Proposer provides strong evidence of more than three (3) successful VoIP implementations for municipalities or public sector organizations of comparable or greater size and complexity, including multi-site deployments and Microsoft 365 integrations. References provided are verifiable and clearly demonstrate a consistent record of successful project delivery with measurable outcomes.
o Advantageous:
The Proposer demonstrates relevant experience with at least three (3) comparable VoIP implementations in a municipal or public sector context. References are provided and support the Proposer's claimed qualifications. Minor gaps in similarity to the Town's environment do not significantly diminish the quality of the response.
o Not advantageous:
The Proposer's experience is limited [two (2) or less] comparable VoIP implementations in a municipal or public sector context or experience is not clearly comparable to the scope of this project. Fewer than three (3) references are provided, or the references provided do not adequately demonstrate relevant public sector VoIP experience. Weaknesses may be addressable through clarification.
o Unacceptable:
The Proposer does not provide sufficient evidence of relevant experience or references to support their qualifications for this engagement.
o Highly Advantageous:
The Proposer identifies a clearly defined project team with exceptional qualifications and directly relevant experience in municipal VoIP implementations, Microsoft 365 integration, and multi-site deployments. Key personnel are named, their roles are clearly defined, and the team's availability and capacity to meet the FY27 deadline is convincingly demonstrated with no concerns.
o Advantageous:
The Proposer identifies a qualified project team with relevant experience for the scope of work. Key personnel are named and their roles described. The team's capacity to deliver within the FY27 timeline is adequately supported, with only minor gaps that are not material to the response.
o Not advantageous:
The Proposer's project team is not fully defined, or the qualifications and experience of key personnel are not clearly demonstrated as relevant to this engagement. Concerns exist regarding team capacity or availability that may pose a risk to timely delivery.
o Unacceptable:
The Proposer does not adequately identify a project team or provide sufficient information regarding the qualifications and availability of key personnel.
o Highly Advantageous:
The Proposer provides a comprehensive, well-structured response that fully addresses all technical requirements and tasks outlined in this RFP, including system design, Microsoft 365 and Teams integration, hardware procurement and deployment, analog line assessment, auto-attendant configuration, UAT, phased rollout with interoperability planning, IT administrator training, and ongoing maintenance and support with defined SLAs. The proposed approach demonstrates clear added value with no weaknesses.
o Advantageous:
The Proposer's response addresses all major technical requirements and tasks with a generally sound approach. Any gaps or weaknesses are minor and not material to the overall quality of the proposal. The proposed solution is feasible and adequately demonstrates the ability to meet the Town's requirements within the FY27 timeline.
o Not advantageous:
The Proposer's response addresses some but not all of the technical requirements and tasks. Gaps exist in areas such as integration, deployment approach, training, or support that represent a level of risk to the Town. Weaknesses may be correctable through requests for clarification.
o Unacceptable:
The Proposer's response fails to adequately address the technical requirements and tasks outlined in this RFP.
Provide proof that the business or members of the business, as currently constituted, has been regularly and actively engaged on a full-time basis in the type of work described in the section of this RFP entitled “Scope of Work” for a minimum of the past three (3) years. Such proof must include contact information for all owners for whom the offeror has performed services over the past three (3) years.
Please upload the complete Technical Proposal for this project as described in the Section "Proposal Submission" and "Proposal Evaluation Criteria - Minimum Quality Requirements"
DO NOT INCLUDE ANY PRICING INFORMATION. Please complete the "Price Proposal" section of the RFP.
The Responder must complete the pricing table in the "Price Proposal" section. Please upload the complete Price Proposal with a breakdown of services for this project as described in Section 3 of the RFP.
Please upload the complete Price Proposal with a breakdown of services for this project as described in Section 3 of the RFP.
Please download the below documents, complete, and upload. FAILURE TO SIGN AND UPLOAD BOTH FORMS WILL DISQUALIFY THE SUBMISSION PER MASSACHUSETTS GENERAL LAWS.
Proof of financial stability shall be in the form of a bank reference or audited financial statements of the business entity.
Insurance Required: Proposers shall obtain and maintain at its expense and from insurance companies of a Best Rating of A or better, which are licensed to do business in the Commonwealth of Massachusetts, insurance as set forth below.
Please upload your proof of insurance.
Signature page from the Town's contract, signed by an authorized individual as a good faith statement that the Contractor is willing to enter into the Town's standard contract form. Please see Sample Agreement in ATTACHMENT A.
Please upload a completed W-9 Form if you have not worked with the Town of Nantucket in the past. The W-9 will be used to set up the Contractor as a Vendor for the Town of Nantucket.
Contract Start Date
Contract End Date
Award will be made within
Number of Months
Years
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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