Project Information

Bid Title

2026-002 Request for Proposals VoIP Telephone System (Due by 03/18/2026 at 11:00 AM EST)

Issuing Agency

City of Thomasville

Location

Georgia

Published Date

Feb 12, 2026

Closing Date

Mar 18, 2026

Government Level

State & Local

Status

Closed

Original Source

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Project Description

2026-002 Request for Proposals VoIP Telephone System (Due by 03/18/2026 at 11:00 AM EST)

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City of Thomasville, Georgia

Request for Proposals (RFP) for:

RFP #2026-002: VoIP Telephone System

Issue Date:

Wednesday, February 11, 2026

Issued By:

Inquiries:

Proposals Due/Opening:

City of Thomasville

111 Victoria Place

Thomasville, GA 31792

Lori McCardle

Purchasing Administrator

City of Thomasville

lori.mccardle@thomasville.org

Wednesday, March 18, 2026

at 11:00 AM EST

CITY OF THOMASVILLE, GEORGIA

RFP #2026-002: VoIP TELEPHONE SYSTEM

RFP CALENDAR OF EVENTS

EVENT

Date of Issue:

Walk-through/Site Visits:

Last day to submit questions:

Date of final answers:

Proposal due date:

Copies of proposal required:

Proposal opening date:

Proposal submission location:

Proposal opening location:

Project name:

DATE

February 11, 2026

Week of February 23, 2026

March 11, 2026 @ 2:00 PM

March 13, 2026 @ 4:00 PM

March 18, 2026 @ 11:00 AM

1 original and 1 digital copy on USB drive

March 18, 2026 @ 11:00 AM

111 Victoria Street, Thomasville, GA

111 Victoria Street, Thomasville, GA

VoIP Telephone System

• The City of Thomasville reserves the right to modify this schedule at its sole discretion if it

deems necessary.

• All times above are in Eastern Standard Time (EST).

INSTRUCTIONS TO PROPOSERS

1. Proposers shall submit one (1) signed original WITHOUT pricing, (1) digital copy on USB drive

WITHOUT pricing, and one (1) separately paper copy of the Proposal Project’s pricing/cost must

be enclosed in a sealed plain envelope, with “RFP #2026-002: VoIP TELEPHONE SYSTEM”

on the outside and must be filed with the Purchasing Administrator of the City of Thomasville,

located at 111 Victoria Place, Thomasville, Georgia 31792. In the event you choose to mail your

proposal, it should be mailed to Lori H. McCardle, Purchasing Administrator, P.O. Box 1540,

Thomasville, Georgia 31799.

2. No proposer will be allowed to withdraw his proposal for any reason whatsoever after the RFP’s

have been opened.

3. The specifications and scope of work following represent the minimum performance

characteristics desired in the services to be purchased. These requirements are not intended

to prevent obtaining fair prices or to eliminate competition, but to ensure, if possible, that all

proposals submitted shall not be subject to correction or alteration after the RFP has been filed,

opened, and publicly read. In view of an unusual wide disparity in details of design and

manufacture, complete descriptive literature and manufacturer’s specifications must be

submitted on each type of equipment offered. The City of Thomasville reserves the right to

evaluate any or all RFP’s, particularly where there is a range in specifications. Special

consideration will be given to the ready availability of repair parts and service.

4. Federal or State taxes are not applicable to Georgia Municipalities under the United States Code

Title 26 and Georgia Exemption Certificate Number 3-465-686-300-1.

5. It is expressly understood by the proposer that written notice of the award or purchase order

from the Purchasing Office of the City of Thomasville will constitute an agreement and

consummate the transaction and will serve together with the proposal, the advertisement, these

instructions and the detailed specifications, as the entire form of contract between the parties.

6. The proposer agrees that the City of Thomasville reserves the right to reject any or all proposals,

or to accept the part of the RFP considered, or to resolicit proposers if no proposal is accepted,

being in the best interest of the City.

7. Specifications and the scope of work referred to are minimal, therefore unless otherwise

indicated by the proposer, the City will assume proposals meet or exceed all specifications.

8. The names of a certain brand, make or definite specifications are to demote quality standard of

the article desired, but do not restrict proposers to the specific brand, make or manufacturer

named; it is to set forth and convey to prospective proposers the general style, type, character

and quality of the article desired.

9. The City of Thomasville reserves the right to reject all RFP’s as appears in its own best interest

and to waive technicalities.

CITY OF THOMASVILLE, GEORGIA

RFP #2026-002: VoIP TELEPHONE SYSTEM

A. PURPOSE

The City of Thomasville, Georgia, located 25 miles north of the Florida border in the Southwest corner

of Georgia, and county seat of Thomas County, Georgia, is seeking proposals from a provider for a

VoIP Telephone System within the City of Thomasville facilities.

B. GENERAL INFORMATION AND SCHEDULE

This RFP has been issued on February 11, 2026. Each firm is to prepare their response according to

the RFP format, i.e., by section and paragraph of this RFP. The City of Thomasville, Georgia reserves

the right to reject an proposal not submitted within the required time frame; reject any incomplete

proposal submitted; contact client references; require further information; and/or require interviews with

any responding firm. All costs related to the preparation, submittal, and/or presentation of this RFP are

the responsibility of the respondent and will not be assumed in full or in part by the City of Thomasville,

Georgia.

All inquiries regarding this RFP MUST be via email addressed to:

Lori McCardle, Purchasing Administrator

City of Thomasville, Georgia

E-mail: lori.mccardle@thomasville.org

Responses to all written inquiries received by 2:00 PM EST, March 11, 2026, will be posted to the City’s

website as an addendum. No other City staff or officials associated with the Project should be

contacted regarding this RFP. Doing so may result in disqualification.

Proposers shall submit one (1) signed original WITHOUT pricing, one (1) digital copy on USB drive

WITHOUT pricing, and one (1) separately sealed paper copy of the Proposal Project’s pricing/cost of

the proposal are to be submitted to:

Hand delivered to:

City of Thomasville

Purchasing Administrator, Lori McCardle

111 Victoria Place

Thomasville, GA 31792

Mailed to:

City of Thomasville

Purchasing Administrator, Lori McCardle

P.O. Box 1540

Thomasville, GA 31799

Proposals MUST be submitted no later than 11:00 AM EST, March 18, 2026. Proposals must be

received in a sealed envelope or container marked “RFP #2026-002: VoIP TELEPHONE SYSTEM”

and be delivered either in-person or by mail to the Purchasing Admininstrator before the stated

deadline above. Place the Project name and the opening date on the submitting envelope or

container.

No proposal will be received or accepted after the above specified date and time of the proposal

opening. Proposals submited after the designated date and time will be deemed invalid and

returned unopened to the proponent.

An order will be awarded to the vendor whose proposal is determined to be the most advantageous for

the City of Thomasville, considering all the conditions set forth in this RFP. While price will be an

important factor, it alone will not be the deciding factor in the selection process. Issuance of this RFP

does not constitute a commitment on the part of the City of Thomasville to award a contract pursuant

to this RFP. The City of Thomasville reserves the right to reject any and all proposals submitted in

response to this RFP, in whole or in part, and to award a contract pursuant to this RFP or cancel this

RFP if it is considered to be in the best interests of the City of Thomasville. The City of Thomasville

further reserves the right to make changes to this RFP at any time by issuance of written

addendum/addenda, amendment(s) or clarification(s).

C. BACKGROUND

The City of Thomasville is looking to replace our existing Siemens PBX telephone system.

Our current Siemens PBX system has approximately 400 analog and/or digital phone lines configured

throughout 19 municipal buildings. The 19 municipal buildings are interconnected via Fiber with a

minimum capacity of 1 Gbps symmetrical shared between data and voice.

D. SCOPE OF SERVICES

The project shall include the replacement of the current telephone system by migrating to a voice over

internet protocol (VoIP) phone system. This shall include approximately 400 VoIP telephones, 400 10’

Cat6 patch cables, enterprise license for VM VoIP software and labor. Additionally, upgrade all existing

Siemens PBX telephone system to needed VoIP components, virtual machines and new equipment to

the latest software version (ACD groups, call routing, voice mail, etc.). This project shall also include

system testing, all necessary and required documentation and warranties. This project shall also

include any required equipment, materials, labor and services not specifically mentioned which may be

necessary to complete or perfect all parts of the installation.

This project shall adhere to all federal, state and local laws and technical specifications that are

applicable.

List of Applicable City Buildings:

1) Municipal Administration Building

2) Municipal Auditorium & Tourism Building

3) Electrical Engineering, Utility Response Center, and Warehouse Building

4) Public Works & Sanitation Building

5) Fleet Maintenance Services Building

6) Operations Building

7) City of Thomasville Police Department

8) Human Resources Building (current location will be renovated to house a different department)

Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors
• NAICS 334210Telephone Apparatus Manufacturing
• NAICS 517911Telecommunications Resellers
• NAICS 517919All Other Telecommunications
• NAICS 811213Communication Equipment Repair and Maintenance

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