VOIP Phone System Replacement Service

Overview

IT Support, Hardware & Networking

Sherman, Texas, United StatesPosted 2 months agoDeadline: April 8th, 2026

Fit Score

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SUMMARY

Seeking a vendor to replace an existing VOIP phone system in Texas, including phased implementation, advanced reporting, Teams integration, and detailed technical support services.

KEY REQUIREMENTS

Provide a VoIP phone system to replace the existing system
Provide a turnkey solution for a VoIP system to replace all existing Mitel/Shoretel equipment
System shall include Unified Communications and integrate with the County's Exchange and Active Directory systems
Replace all existing telephones with equivalent IP physical or soft phone
Provide training for system administrators and end users of all phone types and features
Coordinate number retention with the current telco provider
Provide a detailed cutover and transition plan designed to minimize disruption to County operations
Provide a five-year warranty with and without phone support
Meet cybersecurity requirements

BUDGET

Estimate

$50,000 – $250,000

CONTRACT DURATION

60 months

TIMELINE

Issue Date: February 24, 2026

Virtual Pre Proposal Conference: March 11, 2026 at 10:00 AM CST

RSVP by: March 10, 2026 at 10:00 AM CST

Proposal Deadline: April 8, 2026 at 10:00 AM CST

QUESTION DEADLINE

March 13th, 2026

Issuing Agency

Grayson County

Organization overview and procurement intelligence available on paid plans.

See Issuer Research

DESCRIPTION

A vendor is sought to provide a comprehensive VOIP phone system replacement service. The project requires the replacement of all existing telephones with equivalent IP physical phones or soft phones. The implementation must follow a phased cutover plan organized by location or department, with clearly defined roles, rollback procedures for each phase, and close coordination with the County IT department for scheduling.

The contract will require detailed technical support services, including phone support options with specified hours of availability, contact methods (phone, email, web portal), defined response and resolution timeframes, escalation protocols, and support coverage for relevant issues and equipment. The new system must also provide Microsoft Teams integration, robust mobile and PC clients, an equivalent to Brightmetrics for real-time and historical reporting and dashboarding with customized reporting features, phones with Bluetooth capabilities, a software-based fax server (one-time purchase), ATA devices, streamlined voicemail management from an administrative console, as well as seamless call transitions between client types (e.g., moving calls from mobile to desk phone or PC apps without interruption).

Interested vendors should be aware of important pre-bid deadlines, including a pre-bid meeting on March 11, 2026, and a deadline for submitting questions by March 13, 2026.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.