Waterville Public Schools VoIP PBX Phone System RFP FY 2026
Waterville Public SchoolsSchool · Waterville, ME- Due
- Dec 30, 2025
- Deadline passed
- Posted
- Nov 1, 2025
- Primary contact
- Will Backman
The 30-second brief
Waterville Public Schools is soliciting proposals to replace its Mitel phone system with a new VoIP PBX system including 310 handsets and 2 spares across five district locations. Proposals are due by December 30, 2025.
Vendor Overview, Vendor W-9 Form, Vendor Qualifications, Vendor Experience, Vendor References, Proposed Solution, Product Literature/Media, Responses to Required Questions
Cost, Functionality to meet needs, System growth and expansion capabilities, Ease of use, Product quality, reliability, and warranty, Call quality and performance, Industry reputation, Service and support resources, Enhanced 911 location services features
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Summary
Waterville Public Schools is soliciting proposals to replace its Mitel phone system with a new VoIP PBX system including 310 handsets and 2 spares across five district locations. Proposals are due by December 30, 2025.
EVALUATION CRITERIA
11- Cost
- Functionality to meet needs
- System growth and expansion capabilities
- Ease of use
- Product quality
- Reliability
- Warranty
- Call quality and performance
- Industry reputation
- Service and support resources
- Enhanced 911 location services features
REQUIRED DELIVERABLES
8- Vendor Overview
- Vendor W-9 Form
- Vendor Qualifications
- Vendor Experience
- Vendor References
- Proposed Solution
- Product Literature/Media
- Responses to Required Questions
- Submit to
- 25 Messalonskee Avenue, Waterville, Maine 04901-5437
- Scope location
- Waterville, ME
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. The solicitation specifies required deliverables that must be addressed in your response. Submissions should be delivered to: 25 Messalonskee Avenue, Waterville, Maine 04901-5437. For questions, contact Will Backman.
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.
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 Will Backman. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Vendor Overview, Vendor W-9 Form, Vendor Qualifications, Vendor Experience, Vendor References, Proposed Solution, Product Literature/Media, Responses to Required Questions. 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: "Cost, Functionality to meet needs, System growth and expansion capabilities, Ease of use, Product quality, reliability, and warranty, Call quality and performance, 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. 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, ME. Review the full solicitation for detailed scope requirements.