Springfield R-XII School District - Telephone System Replacement and Support - RFP 27-017 (2026)
Springfield R-XII School DistrictSchool · Springfield, MO- Due
- Oct 6, 2026
- Deadline passed
- Posted
- Aug 17, 2026
- Contract term
- 3 years
- Primary contact
- Michelle Bentley
- (417) 523-0071
The 30-second brief
Springfield R-XII School District is requesting proposals for a comprehensive telephone system replacement including the purchase of required equipment, installation services, and ongoing support. The scope covers approximately 1,929 classroom phones (NEC ITK 6D), 899 office phones (NEC 8LCX), and 112 reception phones (NEC ITK 24), alongside software, licensing, training, and 4 call centers with 4-8 agents each. The contract period shall commence upon Board approval on December 15, 2026, for an initial three (3) years with an option to renew for two (2) additional one-year periods. Responses are due by October 6, 2026, at 2:00 PM (CT), submitted online via the e-bid system. Mandatory vendor requirements include E-Verify enrollment, federal work authorization affidavit, felony conviction notification, substitute W-9 plus form, and specific general liability, automobile, and workers' compensation insurance coverage.
Classroom phones (Quantity: 1929), Office phones (Quantity: 899), Reception phones (Quantity: 112), Software for new phone system, Licensing for new phone system, Training, Labor and Installation
Price, Experience, Approach, References
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Summary
Springfield R-XII School District is requesting proposals for a comprehensive telephone system replacement including the purchase of required equipment, installation services, and ongoing support.
The scope covers approximately 1,929 classroom phones (NEC ITK 6D), 899 office phones (NEC 8LCX), and 112 reception phones (NEC ITK 24), alongside software, licensing, training, and 4 call centers with 4-8 agents each. The contract period shall commence upon Board approval on December 15, 2026, for an initial three (3) years with an option to renew for two (2) additional one-year periods. Responses are due by October 6, 2026, at 2:00 PM (CT), submitted online via the e-bid system. Mandatory vendor requirements include E-Verify enrollment, federal work authorization affidavit, felony conviction notification, substitute W-9 plus form, and specific general liability, automobile, and workers' compensation insurance coverage.
EVALUATION CRITERIA
4- Price
- Experience
- Approach
- References
REQUIRED DELIVERABLES
7- Classroom phones (Quantity: 1929)
- Office phones (Quantity: 899)
- Reception phones (Quantity: 112)
- Software for new phone system
- Licensing for new phone system
- Training
- Labor and Installation
REQUIRED ATTACHMENTS
9- Federal Work Authorization Program Affidavit
- Felony Conviction Notification Form
- Substitute W-9 Plus
- 5 Year Total Cost of Ownership
- Requirements Spreadsheet
- Implementation Plan
- Company Qualifications
- References
- System White Papers
- Submit to
- https://spsebids.ionwave.net/PublicDetail.aspx?bidID=1751&SourceType=2
- Duration
- 60 months
- Scope location
- Springfield, MO
Questions about this RFP
How do I respond to this RFP from Springfield R-XII School District?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 6, 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. Submissions should be delivered to: https://spsebids.ionwave.net/PublicDetail.aspx?bidID=1751&SourceType=2. For questions, contact Michelle Bentley.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Springfield R-XII School District in MO, 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 Michelle Bentley at (417) 523-0071. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Classroom phones (Quantity: 1929), Office phones (Quantity: 899), Reception phones (Quantity: 112), Software for new phone system, Licensing for new phone system, Training, Labor and Installation. Proposals should clearly address how each deliverable will be met.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Price, Experience, Approach, References" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Springfield R-XII School District?
All active and historical solicitations from Springfield R-XII School District are tracked and searchable. As a school agency, Springfield R-XII 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 3 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: Federal Work Authorization Program Affidavit, Felony Conviction Notification Form, Substitute W-9 Plus, 5 Year Total Cost of Ownership, Requirements Spreadsheet, Implementation Plan, Company Qualifica. Review the full document from Springfield R-XII 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: Springfield, MO. Review the full solicitation for detailed scope requirements.