Waterville Public Schools VoIP PBX Phone System RFP 2025
Waterville Public SchoolsSchool · Waterville, ME- Due
- Dec 30, 2025
- Deadline passed
- Posted
- Nov 24, 2025
The 30-second brief
Waterville Public Schools is seeking proposals to replace its current Mitel phone system with a new VoIP PBX system. The project includes installation in summer 2026 and requires 310 handsets/extensions plus spares.
Cost, Functionality to meet needs, System growth and expansion capabilities, Ease of use, Call quality and performance, Product quality, reliability, and warranty, Industry reputation, Service and support resources, Enhanced 911 location services features
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Summary
Waterville Public Schools is seeking proposals to replace its current Mitel phone system with a new VoIP PBX system. The project includes installation in summer 2026 and requires 310 handsets/extensions plus spares.
EVALUATION CRITERIA
11- Cost
- Functionality to meet needs
- System growth and expansion capabilities
- Ease of use
- Call quality and performance
- Product quality
- Reliability
- Warranty
- Industry reputation
- Service and support resources
- Enhanced 911 location services features
REQUIRED ATTACHMENTS
5- IRS W-9 Form
- Vendor References
- Proposed Solution
- Product Literature/Media
- Responses to Required Questions
- Scope location
- Waterville, Maine
Questions about this RFP
How do I respond to this RFP from Waterville Public Schools?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 30, 2025. 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 Waterville Public Schools in ME, 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.
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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: "Cost, Functionality to meet needs, System growth and expansion capabilities, Ease of use, Call quality and performance, Product quality, reliability, and warranty, Industry reputation, Service and sup..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Waterville Public Schools?
All active and historical solicitations from Waterville Public Schools are tracked and searchable. As a school agency, Waterville Public Schools regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
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: IRS W-9 Form, Vendor References, Proposed Solution, Product Literature/Media, Responses to Required Questions. Review the full document from Waterville Public Schools for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Waterville, Maine. Review the full solicitation for detailed scope requirements.