Sealed bids/proposals for a turn-key VOIP (Voice over IP) and IP (Internet Protocol) Intercom system

HATTIESBURG PUBLIC SCHOOL DISTRICT
PUBLIC NOTICE
INVITATION FOR BIDS
VOIP AND IP INTERCOM RFP
BID NUMBER: 26-016
Sealed bids/proposals for a turn-key VOIP (Voice over IP) and IP (Internet Protocol) Intercom
system will be received by the Hattiesburg Public School District up to and no later than 10:00
A.M. April 24, 2026, in the office of the Superintendent, 301 Mamie Street, Hattiesburg, MS. The
latest version of the Request for Proposals (RFP) can be obtained by visiting the technology bid
section of our website which can be reached at the following location
https://www.hattiesburgpsd.com/departments/technology/technology-bids.
Bids will be opened at 10:00 A.M., April 24, 2026 in the office of the Superintendent, 301 Mamie Street,
Hattiesburg, MS. Bids must be submitted in a sealed envelope clearly marked as follows:
"2026 VOIP and IP Intercom RFP"
HPSD Bid #: 26-016
Attn: Edith Stallings
Bid Opening: April 24, 2026
Envelopes not so marked will not be considered.
A mandatory vendor walkthrough/vendor conference will be performed on all sites on Monday, April 13,
2026 and, if needed, Tuesday, April 14, 2026 beginning at 9 A.M. Any potential bidders must attend a
walkthrough or make arrangements for an additional walkthrough with the HPSD department of
technology.
The contract will be awarded to the lowest and best bidder. The Hattiesburg Public School District (HPSD)
has the right to accept or reject any or all bids. Published by the order of the Hattiesburg Public School
District.
All proposals must be submitted through the Central Bidding website or to the HPSD Office of the
Superintendent. Submissions to the HPSD Office of Superintendent should include two printed copies
and two digital copies, via thumb drives by the date and hour specified. No fax or email copies will be
accepted.
Director of Technology - Ryan Bush (Technical Questions)
Ryan.Bush@hattiesburgpsd.com
Account Supervisor - Edith Stallings (Bid Related Questions)
Edith.Stallings@hattiesburgpsd.com

Publish:
Hattiesburg Public School District
Office of the Superintendent
301 Mamie Street
Hattiesburg, MS 39401
2026 VOIP and IP Intercom
The Hattiesburg Public School District, also referred to as HPSD, reserves the right to reject
any and all proposals, in part or in whole, and to waive irregularities and informalities in
the submittal and evaluation process to determine the proposal most beneficial to the
district.. This RFP does not obligate HPSD to pay any costs incurred by respondents in the
preparation and submission of a proposal. Furthermore, the RFP does not obligate HPSD to
accept or contract for any expressed or implied services.
Bids must comply with the specifications provided. The Hattiesburg Public School District
reserves the right to amend the specifications, as necessary, and agrees to notify all having
requested bid packets. The contract will be awarded to the lowest and best responsible
bidder. Following evaluation of the proposals, Hattiesburg Public School District may
conduct additional interviews and may request additional information from one or more
providers.
Bid evaluation will include, but is not limited to, total cost of ownership, pricing granularity,
equipment features, management software features, vendor proximity, vendor references,
and compatibility with our existing systems.
Purpose
The HPSD is requesting proposals for the purchase, installation, and deployment of a
turn-key, IP-Based, and on-premise, VOIP and Intercom systems for district wide
communication and location based notification.
Project Background
The HPSD is a public-school district in Hattiesburg, MS located in the City of Hattiesburg.
The District employs over 500 teachers, administrators, auxiliary, and non-instructional
staff and serves approximately 3800 students.
HPSD is seeking to replace its cloud hosted PBX system district-wide (all locations) and its
analog intercom system at all school sites. The district would like a PBX system that is
hosted on-premises via either a hardware or virtual appliance. The district would like a
notification suite of software that integrates with the PBX for easy notification and
communication with district classrooms and paging zones via either hardware or software

appliance/servers.
Schools (Intercom and Phones):
Hattiesburg High School (301 N Hutchinson Ave)
N.R. Burger Middle School (174 W.S.F. Tatum Blvd)
Hattiesburg Steam Academy (176 W.S.F. Tatum Blvd)
Thames Elementary School (2900 Jamestown Rd)
Woodley Elementary School (2006 O'Ferral St)
Rowan Elementary School (500 Martin Luther King Ave)
Grace Christian Elementary School (2207 W 7th St)
Hawkins Elementary School (526 Forrest St)
Lillie Burney Learning Center (901 Ida Ave)
Support Sites (Phones Only):
District Office (301 Mamie St)
Maintenance (244 Dauphine St)
Warehouse (701 Broadway Dr)
Technology (516 Forrest St)
Scope of Work
The HPSD is requesting proposals for installation and configuration of an on-premise PBX
system including but not limited to, phones, licenses, software, servers, server software,
integrations, PRI Trunks, porting, and other required supported material to support the
system. Such a solution shall be used to enable communication between all HPSD sites and
outside callers. All hardware, software, installation, and training necessary to control the
system, including but not limited to, servers, cabling, networking equipment, licenses, and
upgrades, shall be included within any proposed solution.
The District currently has 510 active phones split between the following layout.
Classroom Phone (4 programmable buttons):
Administrative Phone (8 programmable buttons):
The District requires that any proposals meet or exceed the current layout.
The HPSD is also requesting proposals for the installation and configuration of an IP-Based
intercom system, including but not limited to, two-way speakers, one-way speakers, horns,
call buttons, cabling, servers, networking equipment, licenses, and upgrades.
The district requests that proposals contain separate intercom pricing for each site as well as a
combined cost for all sites on the summary page (Appendix A). If there is a shared piece of
equipment (server, software), those items shall be included on a separate pricing for District

Office.
Site maps are available upon request and will be given at walkthrough. Speaker counts and
cabling needs will be determined at MANDATORY walkthroughs on Monday, April 13 and, if
needed, Tuesday, April 14, starting at Hattiesburg High School at 9A.M..
The district has personnel with familiarity of several solutions and would like the following or
equivalent solutions:
Phones:
PBX System: Fortivoice
Administrative Phone: Fortifone FON-380B
Classroom Phone: Fortifone FON-280B
Intercoms/Notifications:
Software: Revolution Notification Platform
Classroom Wall Speaker: Algo 8180
Classroom Ceiling Speaker: Algo 8188
External Horn Speaker: Algo 8186
Visual Notifier: Algo 8128 IP Visual Alerter
The criteria for what makes a product equivalent is listed in Appendix F.
The equipment shall meet or exceed the minimum specifications for ALL projects unless
otherwise stated. Any catalog, brand name, or manufacturer's reference here is descriptive
and not restrictive. Such reference is intended to indicate type and quality desired. The district
reserves the right to increase or decrease quantities based on the needs of the district at the
time of project implementation, pending board approval, and within budget constraints.
Networking Equipment:
Any additional switch must be an Aruba 6200CX Campus Series Switch with accompanying
7-year Aruba Central licensing. Any additional switching must come with SFP/SFP+ or DAC
stacking cables to support integration into the existing VSF stack.
Cabling:
CAT 6 ethernet cables, plenum rated if applicable to location.
Cable/Wire management along pathways/raceways.
All exposed cabling shall be protected from outdoor elements by conduit provided and
installed by the vendor as a part of the proposal.
Any additional fiber needed must be SM 6-strand.
Installation:
Equipment and cables tested, and results documented
Hard-copy documentation to include, but is not limited to, pathways, tests, labels, etc.

Labeling convention will meet specifications outlined by the district; determined prior
to installation
Disposal of materials and/or clean-up of District affected facilities
Any ceiling tiles opened for work access are to be replaced by the end of day.
Minimum interruption of teaching.
No interruption of testing whatsoever.
Loud work such as hammer-drilling should be limited to non-disruptive hours.
Support/Maintenance:
Replacement hardware in the event of failure. Failure of any hardware that was
approved for reuse during the walkthrough will be at the district's expense.
On-site installation of replacement of any and all hardware or equipment
After-hours support is not a requirement.
Contracts are sought for a block of hours to be billed on an "as needed" basis. The
district would like to consider blocks to include service outside of the normal warranty
period that includes, but is not limited to, replacement hardware, network engineering
support, reinstallation services, and general technical support. The district would not
be responsible or charged for hours not used by the district.
Other Information for Bidders
The vendor will be required to deliver any equipment which requires an asset tag by state law
to the HPSD Technology Department for asset tagging before installation unless otherwise
notified in writing by the District.
District Provided Information
The District will provide:
Any technical information on current or planned systems
Interviews with any staff member in the technology department
Scheduled facility tours/site surveys if necessary
One point of contact, Ryan Bush (Ryan.Bush@hattiesburgpsd.com)
Maps will be provided at On-Site walkthrough or by request via Email
Facility Tours/Site Surveys
For installation estimate purposes, bidders are required to attend at least one on-site tour of
the district facilities. Mandatory On-site visits have been pre-scheduled for Monday, April 13
and, if needed, Tuesday, April 14. Available maps will be provided at site walkthrough.
Installation and Configuration
Install, wire, and connect equipment at each site. Configure each component in coordination
with the HPSD Technology Department to provide the agreed upon services. The vendor shall

be required to obtain permission from HPSD prior to cutting into or through any part of a
building structure, including, but not limited to, drywall and internal fixtures such as desks,
wall units, etc. The vendor shall be responsible for any damage, repair or clean-up costs
associated with the project. The vendor must return all HPSD property to a state consistent
with its pre-existing condition within three (3) business days following completion of any
installation. Should the vendor not have the clean-up and repair complete within the
designated time period, HPSD reserves the right to complete the cleanup and repair work
itself and charge the costs incurred against its payment owed for the contract. HPSD may also
file a claim against the vendor's proposed account for these costs.
Proposed Services
Describe warranties, guarantees, and/or help desk offerings and other support that will be
available. Supply a detailed list of service level agreements offered by your organization. The
description should include scope of service to support and maintain the new system. Any
costs or fees attributed to warranties, support, and/or help desk offerings should be included
in the total cost of the item as submitted in Appendix A. The proposal should also include, at
minimum, a description of the first year of maintenance/support provided as well as what
continued service would be if blocks of support hours are purchased.
Proposed services shall include:
Installation, configuration, and deployment of on-premise PBX system capable of
phone and intercom integration.
Delivery and configuration of handset used for in-district and out-of-district calling and
collaboration.
Installation, mounting, configuration of systems/hardware to accomplish the district's
goal of an IP-Based Intercom Individual paging by PBX extension.
Installation and configuration of mass-notification via paging zones and entire site
paging to all proposed speakers/horns.
Configuration of system to allow pre-recorded mass-notifications for weather,
lockdown, and emergency events.
Configuration of system to allow bell-scheduling and playback.
All proposals shall include any licensing/additional hardware needed to accomplish the
project.
References:
All proposals will include up to three (3) references for systems similar to that proposed to the
HPSD. Contact information, titles, telephone numbers, and email addresses of the people
directly involved with similar implementations should be included.
Summary:
All proposals shall include a summary document that clearly articulates the make, model,

compatibility with existing systems, and a brief description of the hardware and all proposed
equipment as well as any accompanying warranties, services, support, or installation of the
equipment.

RFP Official Contact Information
* Name: Ryan Bush
* District: Hattiesburg Public Schools
* Address: 301 Mamie Street, Hattiesburg, MS 39401
* Telephone: (601) 582 -6671
* Email: Ryan.Bush@hattiesburgpsd.com
Project Schedule
Activity Description Date
Apr 1, 2026 and Apr 8, 2026
Release RFP / Advertisement dates
Apr 13, 2026 and Apr 14, 2026 at 9 A.M.
On-site visits*
Deadline for Submission of Questions Apr 20, 2026
Submission deadline / Bid Opening Apr 24, 2026
HPSD internal review of proposals. Vendors TBD
provide clarification where needed.
Recommendation to Board of Trustees TBD
Vendors who request information or clarifications of the RFP may submit
written, electronic questions to the RFP coordinator through 5 pm (CST), April
20, 2026. Written, electronic copies of the questions and responses will be
provided to all vendors via Addendum A of this document.
Proposal Preparation
General Information
Failure to comply with these instructions may result in your proposal being removed
from consideration.

Vendor proposals provided via usb and central bidding must be in electronic, searchable
format, including, but not limited to: general proposal, pricing spreadsheets, warranty
information, and unit technical information at vendor's cost.
All proposals must be submitted through the Central Bidding website or by sealed bid to
the office of the Superintendent, 301 Mamie Street, Hattiesburg, MS 39401 before
10:00 AM, April 24, 2026.
Evaluation Process
Evaluation
All proposals must be received prior to the deadline. A designated committee will read
and evaluate each proposal. The evaluators will consider how well the proposed
solution meets the needs of HPSD. It is important that proposals be clear and concise.
The evaluation process is not designed to simply award the contract to the lowest
vendor price. Rather, it is intended to help HPSD select the vendor with the best
combination of attributes, including price, based on the evaluation variables.
Award Criteria and Vendor Attributes
Bid evaluation will include, but is not limited to total cost of ownership, equipment
specifications, software/hardware features, vendor references, and compatibility with
existing hardware and software systems either currently in place or proposed by
HPSD. Pricing must be inclusive of any and all warranties and support, see Appendix
A.
Standard Terms and Conditions
Items listed below apply to and become a part of the terms and conditions of this
proposal unless superseded by any supplemental specifications or special conditions
enclosed or attached hereto, in which case the attached or enclosed conditions will
prevail.
* Submissions must either be submitted through the Central Bidding website or
directly to the superintendent's office. Submissions to the HPSD Office of
Superintendent should include two printed copies and two digital copies, via
thumb drives by the date and hour specified. No fax copies will be accepted.
* An updated copy of the RFP can be obtained from our page on the Central
Bidding website or from our website at
https://www.hattiesburgpsd.com/departments/technology.

* No right or interest in this contract shall be assigned or delegation of any
obligation made by the vendor without the written permission of HPSD. Any
attempted assignment or delegation by a vendor shall be wholly void and totally
ineffective for all purposes unless made in conformity with this paragraph.
* Prices quoted should be F.O.B. destination, assembled and installed. The title
and risk of loss of the goods shall not pass to the buyer until the buyer actually
receives and takes possession of the goods at the point or points of delivery
specified.
* HPSD assumes no liability for goods delivered in damaged or unacceptable
condition. The vendor must handle all claims with carriers, and in the case of
damaged goods, shall provide for replacement goods immediately upon
notification of damage at no additional cost to HPSD.
* Vendor guarantees equipment or product offered will meet or exceed
specifications identified in this proposal invitation. The vendor shall, upon
request, replace any equipment or product proved to be defective and make any
and all adjustments necessary without any expense to HPSD. If at any time
before, during, or immediately after install, the equipment or product cannot
satisfactorily meet the requirements of the HPSD, the vendor shall promptly
remove such equipment or product without any further expense to the District.
* Vendor warrants that the product(s) sold to HPSD shall conform to the standards
promulgated by the U.S. Department of Labor under the Occupational Safety and
Health Act (OSHA) of 1970. In the event the product does not conform to OSHA
standards, HPSD may return the product for correction or replacement at the
vendor's expense. In the event the vendor fails to make the appropriate
correction within 90 days, correction made by HPSD will be at the vendor's
expense.
* When delivery delay can be foreseen, the vendor shall give prior notice to the
Director of Technology, Ryan Bush, who shall have the right to extend the
delivery date if reasons for delay appear acceptable. The vendor must keep the
authorized purchasing agent informed at all times of the status of the order.
Default on promised delivery, without acceptable reasons, or failure to meet
specifications authorizes HPSD to purchase goods elsewhere and charge any
increase in cost and handling to the defaulting vendor. Every effort will be made
by HPSD to locate the goods at the same or better price as originally contracted.