What the buyer needs
AI summaryThe Buffalo & Erie County Public Library seeks proposals for Telecommunication Connectivity Services to deliver local and long-distance Voice over IP (VoIP) services across 36 library locations in Erie County, NY. The selected contractor must supply all required equipment, connectivity, configuration, cloud-hosted Virtual PBX SaaS products, and support to fully transition the library's existing voice services without interrupting open hours. Work will be performed offsite, and all data must remain within the continental United States. Eligibility is limited to onshore USA organizations. Vendors must submit questions via email to Justin Rosado by November 6, 2026, at 12:00 PM, and final electronic bid responses are due by email by November 13, 2026, at 12:00 PM. Respondents must submit a complete cost proposal covering hardware, installation, and recurring services, with fixed costs provided for the duration of the contract.
Scope of work
- Local and long-distance voice service delivered as Voice over IP (VoIP) to 36 locations
- Transition existing local and long-distance service with no loss of service during open hours
- Port existing telephone numbers to the new virtual VoIP system
- SaaS virtual PBX hosted in vendor cloud with public cloud deployment model
- Provide and install dedicated data line for VOIP traffic between library locations and hosted solution
- Provide IP telephones (approx. 100) and preconfigure where possible
- System maintenance, software upgrades, patches, and assistance with network configuration
- Provide web portal for administration, phone assignment, hunt group, call attendant, user accounts, and log access
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Cost: One-time implementation costs | 15 points |
| Cost: Total monthly cost over the contract term | 35 points |
| Vendor Qualifications: Company size / committed staff | 3 points |
| Vendor Qualifications: Years providing hosted VoIP | 5 points |
| Vendor Qualifications: Clients of similar size | 4 points |
| Vendor Qualifications: Support hours availability | 3 points |
| Demonstrated Ability: Delivers the entire package | 5 points |
| Demonstrated Ability: Controls, monitors, and maintains services | 5 points |
| Demonstrated Ability: Service levels during Library business hours | 5 points |
| Implementation: Implementation plan and ease of migration | 20 points |
Minimum qualifications
- SaaS Virtual PBX product hosted in vendor's cloud (Public cloud deployment model)
- All Data must remain in CONUS
- Compliance with applicable New York State laws governing reasonable safeguards, safety requirements, and breach notifications
Documents to include with your response
- Complete and detailed cost proposal using specified or mirrored pricing format
- Business continuity/disaster recovery (BC/DR) operations plan
- Company information including description of ownership, history, time in telecommunications, and future direction
- Annual report (for publicly held companies) or corporate organizational chart (for subsidiary corporations)
- Statement and description of service offering, technical design, network configuration, and equipment specifications
- Information on any termination penalties
- Transition procedure and implementation plan/timeline
How to submit
- Method
- Electronic via email
- Instructions
- Submit an electronic copy via email to Library Contacts James Mitaritonna and Justin Rosado, clearly labeled: Bid Response for Telecommunication Services.