Denmark School District - Request for Proposals for Enterprise Phone System - 2026
Denmark School DistrictSchool · Denmark, WI- Due
- Nov 13, 2026
- 17 days left
- Posted
- Oct 15, 2026
- Contract term
- 5 years
The 30-second brief
The Denmark School District is seeking proposals from qualified vendors for the purchase and implementation of an enterprise-grade phone system to serve three buildings within the district. The project requires 180 physical phones for teacher classrooms, 10 phones with additional programmable buttons for front office staff, and 20 for non-teaching staff, along with optional softphone licenses for 220 users. System specifications include call handling with PSTN connectivity, redundancy site-level survival gateways, integration with Carehawk bell and paging systems, voicemail, softphone support, basic call accounting, and a 5-year licensing and maintenance plan. Bids are due by November 13, 2026, with vendor questions due October 30, 2026, and project completion required no later than July 2, 2027.
180 physical phones for teacher classrooms, 10 phones with additional programmable buttons for front office staff, 20 phones for non-teaching staff, Optional license for soft phones for 220 users, Installation plan for wall mount and/or desk setup, Wire/cord installation/management plan, Basic call accounting, System redundancy plan
Compliance with required specifications, Total cost (including price lock availability), Delivery and implementation timeframe, Vendor experience, qualifications, and references
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Summary
The Denmark School District is seeking proposals from qualified vendors for the purchase and implementation of an enterprise-grade phone system to serve three buildings within the district.
The project requires 180 physical phones for teacher classrooms, 10 phones with additional programmable buttons for front office staff, and 20 for non-teaching staff, along with optional softphone licenses for 220 users. System specifications include call handling with PSTN connectivity, redundancy site-level survival gateways, integration with Carehawk bell and paging systems, voicemail, softphone support, basic call accounting, and a 5-year licensing and maintenance plan. Bids are due by November 13, 2026, with vendor questions due October 30, 2026, and project completion required no later than July 2, 2027.
EVALUATION CRITERIA
6- Compliance with required specifications
- Total cost (including price lock availability)
- Delivery and implementation timeframe
- Vendor experience
- Qualifications
- References
REQUIRED DELIVERABLES
8- 180 physical phones for teacher classrooms
- 10 phones with additional programmable buttons for front office staff
- 20 phones for non-teaching staff
- Optional license for soft phones for 220 users
- Installation plan for wall mount and/or desk setup
- Wire/cord installation/management plan
- Basic call accounting
- System redundancy plan
REQUIRED ATTACHMENTS
Three recent references in the state of Wisconsin, itemized part numbers with costs and descriptions, all-inclusive implementation costs, confirmation that this is a tax-exempt project, address how products comply with applicable federal cybersecurity and supply-chain requirements, 5-year licensing and maintenance plan, commitment to complete the project no later than July 2, 2027
- Scope location
- Denmark, WI
Questions about this RFP
How do I respond to this RFP from Denmark School District?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 13, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Denmark School District in WI, 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.
What are the key deliverables?
The solicitation specifies the following deliverables: 180 physical phones for teacher classrooms, 10 phones with additional programmable buttons for front office staff, 20 phones for non-teaching staff, Optional license for soft phones for 220 users, Installation plan for wall mount and/or desk setup, Wire/cord installation/management plan, Basic call. Proposals should clearly address how each deliverable will be met.
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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: "Compliance with required specifications, Total cost (including price lock availability), Delivery and implementation timeframe, Vendor experience, qualifications, and references" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Denmark School District?
All active and historical solicitations from Denmark School District are tracked and searchable. As a school agency, Denmark School District 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.
Is this solicitation still open for submissions?
Based on the posted deadline of November 13, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
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: Three recent references in the state of Wisconsin, itemized part numbers with costs and descriptions, all-inclusive implementation costs, confirmation that this is a tax-exempt project, address how pr. Review the full document from Denmark School District for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Denmark, WI. Review the full solicitation for detailed scope requirements.