What the buyer needs
AI summaryThe White County Board of Commissioners seeks proposals from qualified vendors to provide, install, configure, maintain, and support a Next Generation 911 compliant call handling and telephone system. The selected vendor must supply all necessary hardware, software, licensing, project management, testing, training, technical support, and integration with the county's CentralSquare Computer Aided Dispatch system. To be eligible, vendors or their designated representatives must attend a mandatory in-person pre-bid meeting on November 12, 2026, at 2:00 PM EST. Vendors must submit written questions to the Public Information Officer by November 17, 2026, at 5:00 PM EST, and include signed copies of all posted addenda with their proposals. Applicants must submit completed county forms—including contractor information, non-collusion certifications, references, E-Verify affidavits, subcontractor listings, and pricing sheets—by December 4, 2026, at 5:00 PM EST. White County will evaluate proposals using pass/fail criteria for administrative completeness and deadline compliance, followed by scored criteria that award up to 15 points for vendor experience and 15 points for the five-year total cost of ownership. The contract award will go to the responsive and responsible vendor whose proposal offers the best overall value to White County.
Scope of work
- NG911 compliant call handling and telephone system hardware, software, and licensing
- Installation, system configuration, testing, and project management
- Integration with CentralSquare CAD system
- Required interfaces with call recording, mapping, radio equipment, and other systems
- Text-to-911 capabilities
- User and technical training
- Ongoing technical support, annual subscription, and maintenance services
- Coordinated transition maintaining emergency call answering capabilities throughout cutover
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Proposed System, Architecture, and Technical Capabilities | 30 |
| Implementation Approach, Project Management, and Timeline | 15 |
| Training, Customer Support, Maintenance, and System Updates | 20 |
| Vendor Experience, Qualifications, Past Performance, and References | 15 |
| Pricing Proposal and Five-Year Cost of Ownership | 15 |
| Organization, Completeness, and Quality of Proposal | 5 |
Minimum qualifications
- In-person attendance by vendor or designated representative at the mandatory pre-bid meeting
- Demonstrated experience implementing and supporting emergency call handling systems for public safety agencies
- Experience integrating call handling systems with CentralSquare CAD
- Compliance with Georgia Security and Immigration Compliance Act (O.C.G.A. § 13-10-91)
Documents to include with your response
- Tab 1 – Executive Summary
- Tab 2 – Company Experience and Qualifications
- Tab 3 – Software Solution and Technical Capabilities
- Tab 4 – Understanding of Project Requirements
- Tab 5 – Implementation Approach and Project Management
- Tab 6 – Training, Support, and Maintenance
- Tab 7 – Past Performance and References
- Tab 8 – Pricing and Contract Terms
- Appendix A – Contractor Information
- Appendix B – Contractor Certification, Statement of Non-Collusion
How to submit
- Method
- Sealed hard copy
- Instructions
- One (1) original of the complete signed submittal and two (2) copies must be delivered in a sealed envelope stating the contractor's name, address, and 2026-WC911-002 to Misti Lane, Finance Assistant, White County Board of Commissioners, 1235 Helen Highway, Cleveland, GA 30528. Fax or email not accepted.