# Voice, Security & Paging RFP Requirements Template

A starting framework for school districts, city and county government, and multi-site
organizations scoping a request for proposal that covers phone systems, paging and mass
notification, and physical security on one project. Edit the bracketed prompts to fit
your organization, then publish.

Prepared by True IP Solutions. Use freely. A Microsoft Word version is available on request.

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## 1. Instructions to vendors
- Submission deadline, format, and delivery method: [date / portal / email]
- Questions deadline and point of contact: [name, email, phone]
- Site walk or pre-bid meeting: [date and location, or "by appointment"]
- Cooperative purchasing agreements accepted: [e.g., TIPS, Sourcewell, state contract], if any

## 2. Organization overview
- Type of organization and number of sites/buildings: [ ]
- Approximate user/extension count and seasonal call patterns: [ ]
- Systems in place today and their age: [phones, paging, cameras, access, cabling]
- What is driving this project: [end of life, cost, reliability, compliance, consolidation]

## 3. Scope of work
Check all that apply and describe current state for each.

### 3.1 Voice and unified communications
- Hosted/cloud phone system or on-prem replacement
- SIP trunking for an existing PBX
- Number porting and call-flow design (auto attendants, queues, hours)
- Mobile and desktop softphones, voicemail-to-email
- POTS line replacement for fax, alarm, and elevator lines

### 3.2 Paging and mass notification
- Overhead/IP paging coverage by zone (indoor and outdoor)
- Bell schedules and intercom (schools)
- Emergency mass notification across speakers, phones, screens, SMS, and email
- Preset scenarios (lockdown, weather, evacuation, reunification)

### 3.3 Physical security
- Access control (doors, credentials, scheduling, lockdown)
- Cameras and video retention
- Integration between access, cameras, paging, and phones

### 3.4 Network and cabling
- Structured cabling, switching, and connectivity per site
- Coverage for new locations or expansions

## 4. Compliance and life-safety requirements
- Kari's Law: direct 911 dialing with no prefix and an on-site alert
- Ray Baum's Act: dispatchable location to building and room
- POTS replacement for life-safety lines meets or exceeds NFPA 72 and UL 864 and passes
  fire marshal inspection
- FERPA handling of recordings and student data (K-12)
- HIPAA handling and Business Associate Agreement (healthcare only)
- Records retention and role-based access set by the organization (government)

## 5. Support and service levels
- Support hours and after-hours/emergency coverage required: [ ]
- Location of support staff: [ ]
- Response and resolution targets: [ ]
- Remote vs. on-site service expectations: [ ]
- Training for staff and administrators: [ ]

## 6. Implementation and cutover
- Required timeline and any blackout dates (testing windows, school calendar): [ ]
- Migration of numbers, settings, and existing equipment to keep: [ ]
- Acceptance criteria and cutover plan: [ ]

## 7. Pricing format
- One-time (equipment, installation, cabling) itemized
- Recurring (per seat, per site, support) itemized
- Optional add-ons priced separately
- Term length and renewal terms

## 8. Evaluation criteria (assign weights)
- Responsiveness to scope and compliance: [ %]
- Total cost of ownership over the term: [ %]
- Support model and location: [ %]
- Experience with similar organizations and references: [ %]
- Implementation plan and risk: [ %]

## 9. Vendor qualifications and references
- Years in business and relevant project experience
- At least [3] references from comparable organizations
- Proof of insurance, licensing, and any required certifications

## 10. Submission checklist
- Completed response to each scope and compliance item
- Itemized pricing in the format above
- Implementation plan and timeline
- References and qualifications
- Any exceptions clearly noted