City of Conroe VOIP Telephony System RFP 2026-0521 - IP Telephony Solution
- Due
- Jun 4, 2026
- Deadline passed
- Posted
- Apr 23, 2026
- Contract term
- 5 years
- Primary contact
- Westley Bachmeyer
- (936) 522-3487
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THE 30-SECOND BRIEF
The City of Conroe is seeking proposals from qualified vendors to supply a fully managed cloud telephony solution, leveraging either Operator Connect or Direct Routing as a Service, to replace its existing Mitel premise-based system across 40 municipal locations. The scope encompasses 350 Teams Phone users, 350 desk phones, 300 common area phones, 20 expansion modules, ATAs for analog devices, approximately 1,500 DIDs, 72 auto attendants, 77 call queues, SMS integration, HIPAA and CJIS-compliant e-fax, paging system integration for Fleet, Warehouse, Parks, and Fire departments, and advanced automatic call recording with unlimited retention. The project requires a minimum 5-year support term, 24x7 managed services covering moves, adds, and changes, 99.99% uptime SLA, and rigorous security standards including end-to-end encryption, Azure AD/MFA access controls, and U.S. data residency. Submissions are due by June 4, 2026, with technical inquiries due by May 15, 2026. Evaluation criteria include system reliability, integration capabilities, vendor qualifications, security, and cost.
System Reliability Service and Support, Integration and Technical Capabilities, Vendor qualifications references and certifications attestations, Security Compliance and other technical capabilities, Cost and length of contract
SUMMARY
The City of Conroe is seeking proposals from qualified vendors to supply a fully managed cloud telephony solution, leveraging either Operator Connect or Direct Routing as a Service, to replace its existing Mitel premise-based system across 40 municipal locations.
The scope encompasses 350 Teams Phone users, 350 desk phones, 300 common area phones, 20 expansion modules, ATAs for analog devices, approximately 1,500 DIDs, 72 auto attendants, 77 call queues, SMS integration, HIPAA and CJIS-compliant e-fax, paging system integration for Fleet, Warehouse, Parks, and Fire departments, and advanced automatic call recording with unlimited retention. The project requires a minimum 5-year support term, 24x7 managed services covering moves, adds, and changes, 99.99% uptime SLA, and rigorous security standards including end-to-end encryption, Azure AD/MFA access controls, and U.S. data residency. Submissions are due by June 4, 2026, with technical inquiries due by May 15, 2026. Evaluation criteria include system reliability, integration capabilities, vendor qualifications, security, and cost.
EVALUATION CRITERIA
5- System Reliability Service and Support
- Integration and Technical Capabilities
- Vendor qualifications references and certifications attestations
- Security Compliance and other technical capabilities
- Cost and length of contract
REQUIRED ATTACHMENTS
7- Certificate of Insurance
- Non-Disclosure Agreement
- VOIP RFP Vendor Compliance Matrix Split
- Sam.gov
- Form 1295
- Agreement and Certification
- Acknowledgement of Terms & Conditions
- Submit to
- https://procurement.opengov.com/portal/cityofconroe
- Scope location
- Conroe, TX
Questions about this RFP
How do I respond to this RFP from City of Conroe?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is June 4, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://procurement.opengov.com/portal/cityofconroe. For questions, contact Westley Bachmeyer.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Conroe in TX, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Westley Bachmeyer at (936) 522-3487. Questions and answers are typically shared with all prospective bidders.
Can I search RFPs like this in ChatGPT or Claude?
Yes. Civic IQ has an MCP server that connects ChatGPT, Claude and other AI assistants to live Civic IQ data: open RFPs, pre-RFP signals from public meetings, awarded contracts and agency decision-makers across 100,000+ US public agencies. Add https://beta.mcp.civiciq.com/mcp as a connector (in ChatGPT under Settings > Apps & Connectors, in Claude under Settings > Connectors) and sign in with a free Civic IQ account at civiciq.com/mcp.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "System Reliability Service and Support, Integration and Technical Capabilities, Vendor qualifications references and certifications attestations, Security Compliance and other technical capabilities,..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Conroe?
All active and historical solicitations from City of Conroe are tracked and searchable. As a city agency, City of Conroe regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 5 years. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Certificate of Insurance, Non-Disclosure Agreement, VOIP RFP Vendor Compliance Matrix Split, Sam.gov, Form 1295, Agreement and Certification, Acknowledgement of Terms & Conditions. Review the full document from City of Conroe for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Conroe, TX. Review the full solicitation for detailed scope requirements.