Project Information

Bid Title

Information Systems: Telephone System

Issuing Agency

City of Manchester

Location

New Hampshire

Published Date

Dec 16, 2025

Closing Date

Jan 7, 2026

Government Level

State & Local

Status

Closed

Ref. #

FY26-130-19

Original Source

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Bid Documents

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Project Description

Bid #	Description	Download PDF	Bid Opening	Addenda	Results
FY26-130-19	Information Systems: Telephone System Questions: jfortier@manchesternh.gov	RFP	Proposals Due: January 7, 2026 by 2:00pm	Q&A Bidder Conference

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CITY OF MANCHESTER

NEW HAMPSHIRE 03101

November 07, 2025

SEALED PROPOSAL INVITATION

FY26-130-19

NOTICE is hereby given that the City of Manchester will receive sealed proposals in the Office of the

Information Systems Department, City of Manchester, State of New Hampshire until two o'clock p.m.

(2:00 PM) on Wednesday, December 17, 2025 for the furnishing of the supplies, materials, equipment,

or services, as indicated by the items hereunder listed in accordance with the applicable specifications:

Telephone System

The right is reserved to accept any proposal or any part or parts thereof, or to reject any or all proposals.

Any name appearing on the Comptroller General's list of ineligible contractors for Federally-financed

and assisted work is not an eligible Bidder. In addition, thereto, a proposal based upon the furnishing of

equipment or components thereof, manufactured by such an ineligible contractor, will be ineligible for

consideration.

The Contractor will be required to comply with all applicable Equal Employment Opportunity Laws and

Regulations.

All proposals are subject to the terms and conditions and specifications set forth in this Sealed Proposal

Invitation.

BY: Jean Fortier

Director, Information Services

I. GENERAL TERMS AND CONDITIONS .................................................................................................. 5

A.

B.

C.

D.

E.

F.

G.

H.

I.

J.

K.

L.

M.

N.

O.

P.

Q.

R.

S.

T.

U.

V.

W.

X.

Y.

Z.

AA.

BB.

CC.

DD.

EE.

FF.

GG.

HH.

II.

JJ.

KK.

LL.

MM.

NN.

OO.

PP.

QQ.

RR.

SS.

TT.

UU.

BIDDER'S CONFERENCE .......................................................................................................................... 5

PROPOSALS - WHERE RECEIVED ............................................................................................................ 5

DEFINITIONS ........................................................................................................................................... 5

CONTRACT AGREEMENT ........................................................................................................................ 6

SUBMISSION OF PROPOSAL..................................................................................................................... 6

SIGNATURES ON PROPOSAL FORMS ....................................................................................................... 6

SEALED AND MARKED ........................................................................................................................... 6

INDEMNIFICATION AND INSURANCE....................................................................................................... 6

EQUAL OPPORTUNITY - AFFIRMATIVE ACTION ..................................................................................... 7

INTERPRETATIONS .................................................................................................................................. 7

INCOMPLETE PROPOSALS ....................................................................................................................... 7

CONDITIONAL PROPOSALS ..................................................................................................................... 7

ALTERNATIVE PROPOSALS ..................................................................................................................... 7

WITHDRAWAL OF PROPOSAL ................................................................................................................. 8

DEFAULT ................................................................................................................................................ 8

GUARANTEES.......................................................................................................................................... 8

TRANSPORTATION, INSTALLATION, RELOCATION, AND RETURN OF EQUIPMENT ................................. 8

DELIVERY ............................................................................................................................................. 10

DELIVERY FAILURE .............................................................................................................................. 10

PROPOSAL PRICES................................................................................................................................. 10

UNIT PRICING ....................................................................................................................................... 10

PRICE REDUCTIONS .............................................................................................................................. 10

METHOD OF PAYMENT ......................................................................................................................... 10

TAXES ................................................................................................................................................... 11

OWNERSHIP OF INFORMATION ............................................................................................................. 11

RIGHTS TO SUBMITTED MATERIAL ...................................................................................................... 11

COMPLIANCE WITH SPECIFICATIONS.................................................................................................... 11

ASSIGNMENT OF WORK ........................................................................................................................ 12

NON-COLLUSION .................................................................................................................................. 12

BASIS OF AWARD OF CONTRACT................................................................................................. 12

GOVERNING LAW ................................................................................................................................. 13

STATUES AND ORDINANCES ................................................................................................................. 13

DISPUTES .............................................................................................................................................. 13

NONAPPROPRIATION OF FUNDS............................................................................................................ 13

INTERPRETATIONS ................................................................................................................................ 13

SURVIVAL BEYOND COMPLETION........................................................................................................ 13

HEADINGS NOT CONTROLLING ............................................................................................................ 14

SUCCESSORS AND ASSIGNS .................................................................................................................. 14

SEVERABILITY ...................................................................................................................................... 15

NONPERFORMANCE .............................................................................................................................. 15

TERM OF LICENSE................................................................................................................................. 15

FUTURE DOCUMENTATION ................................................................................................................... 15

RIGHTS TO FUTURE OPTIONS ............................................................................................................... 15

RIGHT TO MODIFY ................................................................................................................................ 15

NONTAXABLE AS PROPERTY ................................................................................................................ 15

QUIET ENJOYMENT............................................................................................................................... 16

RIGHTS UPON BUSINESS TERMINATION ............................................................................................... 16

VV.

WW.

XX.

YY.

ZZ.

INSTALLATION AND SUPPORT .............................................................................................................. 16

RIGHT TO REPRODUCE DOCUMENTATION............................................................................................ 16

GUARANTEE OF OWNERSHIP ................................................................................................................ 16

INFRINGEMENT ..................................................................................................................................... 16

COPYING ............................................................................................................................................... 17

II. SCOPE OF SERVICES............................................................................................................................ 18

A.

PROJECT GENERAL DESCRIPTION......................................................................................................... 18

B.

CURRENT CITY ENVIRONMENT ............................................................................................................ 18

C.

GENERAL SYSTEM REQUIRMENTS.............................................................................................. 19

III. PROPOSAL DESCRIPTION .................................................................................................................. 20

A.

GENERAL INSTRUCTION ON VENDOR RESPONSES ............................................................................... 20

B.

SUMMARY DESCRIPTION ...................................................................................................................... 20

C.

PROJECT MANAGEMENT....................................................................................................................... 20

D.

TRAINING AND SUPPORT...................................................................................................................... 21

E.

SYSTEM FEATURES ............................................................................................................................... 21

IV. TELEPHONE SYSTEM FEATURE SUMMARY ................................................................................ 26

A.

SYSTEM MANAGEMENT........................................................................................................................ 32

B.

INSTALLATION SERVICE AND MAINTENANCE ...................................................................................... 33

C.

SYSTEM INFORMATION......................................................................................................................... 34

D.

NETWORKING ....................................................................................................................................... 35

E.

TELEPHONE EQUIPMENT ...................................................................................................................... 36

F.

IP-PBX TELEPHONE SYSTEM FEATURES ............................................................................................. 37

G.

AUTOMATIC CALL DISTRIBUTION (ACD) FEATURES .......................................................................... 44

H.

AUTOMATED ATTENDANT FEATURES .................................................................................................. 45

I.

VOICE MAIL FEATURES ........................................................................................................................ 45

J.

INTERACTIVE VOICE RESPONSE (IVR) FEATURES ............................................................................... 49

V. SOFTWARE PRICING ........................................................................................................................... 50

VI. CITY PROVIDED EQUIPMENT AND SERVICES ............................................................................ 51

VII. VENDOR INFORMATION .................................................................................................................... 52

VIII. VENDOR REFERENCES ....................................................................................................................... 53

IX. ACCEPTANCE CRITERIA.................................................................................................................... 54

A.

STANDARD OF PERFORMANCE AND ACCEPTANCE OF THE SYSTEM..................................................... 54

X. PRICE DATA EXHIBITS ....................................................................................................................... 56

A.

PRICE DATA FORMAT FOR PURCHASE.................................................................................................. 56

B.

PRICE DATA SHEET - WESTSIDE LIBRARY, SENIOR CENTER AND OFFICE OF YOUTH SERVICES

57

C.

PRICE DATA SHEET – CITY HALL

57

D.

PRICE DATA SHEET –COST PER USER AND HANDSET ..................................................................... 59

E.

PRICE DATA SHEET – SUMMARY DOCUMENT .......................................................................... 60

F.

PRICE DATA SHEET – COST PER INDIVIDUAL COMPONENTS ............................................... 61

G.

PRICE DATA SHEET OPTIONAL HARDWARE, SOFTWARE, AND SERVICES ......................... 60

XI. PRICE DATA MAINTENANCE ............................................................................................................ 63

A.

PRICE DATA FORMAT ........................................................................................................................... 63

XII. PRICE DATA – TEN YEAR SYSTEM COST ...................................................................................... 64

XIII. ADDITIONAL COSTS ............................................................................................................................ 65

XIV. PROPOSAL FORMAT ............................................................................................................................ 66

XV. PROPOSAL FORM.................................................................................................................................. 67

XVI. SAMPLE CONTRACT ............................................................................................................................ 69

XVII CURRENT TELEPHONE SYSTEM LOCATIONS

70

I. GENERAL TERMS AND CONDITIONS

A. Bidder's Conference

Date:

Time:

Location:

Contact:

Email:

Phone #:

Fax #:

Wednesday, November 19, 2025

1:00 PM

Central Fire Station, 100 Merrimack St

Jean Fortier, Director, Information Services

JFortier@ManchesterNH.gov

(603) 624-6577 Ext 3955

(603) 624-6320

Attendance is mandatory.

So that we may be prepared with answers at the Bidder's Conference, please submit your

questions pertaining to the Request for Proposal to the contact person listed above so that they

are received at least two business days prior to the conference. Questions that are emailed

should have “Sealed Proposal FY26-130-19” in their subject line. If any questions cannot be

answered then, or if changes to the Request for Proposal are required, they will be contained in

an addendum to be issued as soon as possible following the conference. Verbal questions will

also be discussed at this conference. There is no intention to write and issue minutes of the

Bidder's Conference. Written questions concerning the meaning of the specifications or terms

and conditions of the Invitation may be submitted as specified in Section I. GENERAL TERMS

AND CONDITIONS J.. Interpretations.

B. Proposals - Where Received

Proposals will be received by the Information Systems Department, City of Manchester, State of

New Hampshire, at the place and until the time specified in the Notice and then publicly read

aloud for the information of persons submitting proposal and others properly interested who may

be present either in person or by representative. NO PROPOSAL WILL BE ACCEPTED

AFTER THE TIME AND DATE SPECIFIED.

C. Definitions

The following meanings are attached to the defined words when used herein:

1. The word "Department" means the City of Manchester Information Systems Department.

2. The word "City" means the City of Manchester, New Hampshire.

3. The word "Bidder" means the person, firm, or corporation with whom the Contract is

made by carrying out the provisions of this Sealed Invitation and the Contract.

4. The word "Contractor" means the person, firm, or corporation with whom the Contract is

made by carrying out the provisions of this Sealed Invitation and the Contract.

5. The words "firm price" shall mean a guarantee against price increase during the life of the

Contract.

6. The word “System” includes all of the components, software and hardware, with the

configuration setup that is required for a functioning telephone system with all of the

purchased features.

Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 811213Communication Equipment Repair and Maintenance

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