RFP for a cloud-hosted phone system (UCaaS) for the Town of Holden and member towns. Includes approximately 195 IP phones, 245 extensions, and 38 analog devices. Three-year contract term. Proposals due December 2, 2026, at 2:00 PM. Separate technical and price proposals required. No pre-bid conference or site visit. Questions due November 17, 2026. Target cutover March 20, 2027. Must comply with Kari's Law and Ray Baum's Act. Evaluation includes technical solution, implementation plan, AI features, and public-sector experience.
Proposals must be received by 2:00 p. m. Eastern time on Wednesday, December 2, 2026, at the Office of the Town Manager, **** Main Street, Holden, MA **** must be received at the office of the town manager. . . no later than 2:00 p. m. eastern time on wednesday, december 2, 2026.
Final payment of one-time charges is due only after system acceptance. Recurring charges begin on the go-live date of each site. final payment of onetime charges is due only after system acceptance and monthly recurring charges begin on the golive date of each site.
A full warranty of at least one year from system acceptance covers all hardware, software, and labor. a full warranty of at least one 1 year from system acceptance covering all hardware, software and labor, with warranty service available ****.
The contract is awarded to the responsive and responsible proposer offering the most advantageous proposal, considering all evaluation criteria and price. the contract will be awarded to the responsive and responsible proposer offering the most advantageous proposal, taking into consideration all evaluation criteria in this rfp and price.
Proposers must meet minimum criteria including a cloud-hosted platform with **** uptime SLA, compliance with all mandatory requirements, and submission of required forms. the proposed platform is cloudhosted, with core components redundant across at least two geographically separate data centers in the united states, and is backed by a **** uptime service level agreement.
There is no pre-proposal conference or site visit for this RFP. there is no preproposal conference or site visit for this rfp.
Questions or requests for clarification must be submitted in writing by email by Tuesday, November 17, 2026, by 4:00 p. m. deadline for written questions. . . tuesday, november 17, 2026, by 4:00 p. m.
Proposals may be disqualified for including pricing in the technical proposal, late submission, or failure to meet mandatory requirements. including a price proposal or any pricing information in the technical proposal envelope may result in immediate disqualification of the proposal.