VOIP TELEPHONY SYSTEM

The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to supply an IP Telephony solution to the City of Conroe. The RFP provides vendors with the relevant operational, performance, application, and architectural requirements of the system.

Project Details

• Reference ID: 2026-0521
• Department: IT
• Department Head: Wesley Bachmeyer (Interim Assistant Director of IT)

Important Dates

• Questions Due: 2026-05-15T19:00:00.000Z

Evaluation Criteria

• System Reliability, Service, and Support (25 pts)
• Integration and Technical Capabilities (Referenced in Excel documentation) (1 pts)
• Vendor qualifications, references, and certifications/attestations (1 pts)
• Security, Compliance, and other technical capabilities (25 pts)
• Cost and length of contract (20 pts)

Submission Requirements

• Pricing Proposal (required)
• Certificate of Insurance (required) —

  Please upload insurance documents here.

• Non-Disclosure-Agreement (required) —

  Please download the below documents, complete, and return to sramirez@cityofconroe.org in order to receive the technical specifications that are not included in the RFP.

• VOIP RFP Vendor Compliance Matrix Split (required) —

  Please download VOIP RFP Vendor Compliance Matrix Split file from the Attachments, complete, and upload here.

• Sam.gov (required) —

  Please upload documents here.

• Form 1295 (required) —

  Please upload documents here.

• Agreement and Certification (required) —

  The Undersigned Agrees That:

  1. No Federal, State, County or Municipal taxes have been included in the RFP prices and none will be added.
  2. Prices in this proposal have not knowingly been disclosed with any other provider and will not be prior to award.
  3. Prices in this proposal have been arrived at independently, without consultation, communication or agreement for the purpose of restricting competition.
  4. No attempt has been made nor will be to induce any other person or firm to submit a proposal for the purpose of restricting competition.
  5. The individual signing this proposal certifies that he/she is a legal agent of the bidder, authorized to represent the bidder and is legally responsible for the offer with regard to supporting documentation and prices provided. 
• Acknowledgement of Terms & Conditions (required) —

  Please download the below document, complete, and upload.

• I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company. (required)
• Brief Description of Service(s)/Product(s) (required)
• Options for renewals
• Start Date and End Date for Contract Term —

  Answer format: Month DD, YYYY to Month DD, YYYY

• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.