Managed Phone Line Solution

The City of Orange Township, New Jersey, is actively seeking bids for a comprehensive Managed Phone Line Solution, specifically a Cloud-based Voice over Internet Protocol (VOIP) system. This critical project aims to modernize the municipality's communication infrastructure by transitioning from outdated Avaya and analog phone systems to a fully cloud-native environment. The extensive scope of work requires a seamless migration process to ensure zero disruption to current network services across City Hall, the Police Department, and the Fire Department. Key deliverables include a pure VOIP system independent of local servers or PBX boxes, complete removal and replacement of existing hardware, implementation of a robust cloud-based PBX, and a wide array of advanced features. These features encompass a 24/7 auto receptionist, multi-level Interactive Voice Response (IVR), dial-by-name directory, visual IVR reader, visual voicemail with email notifications, a corporate directory, access via mobile and desktop applications, custom voicemail options, call transfer capabilities, group calling, multi-number conferencing, Efax functionality, 24/7 customer and technical support, call handoff between Wi-Fi and cellular networks (3G/4G/5G) for app-based calls, and comprehensive call analytics reporting, all operating on a single, consolidated broadband connection. Prospective contractors must demonstrate proven qualifications and experience in delivering high-quality managed phone line and cloud VOIP services, particularly within municipal government contexts, as the City prefers vendors familiar with operational and statutory workings of similar entities. Bidders are explicitly required to comply with the New Jersey Local Public Contracts Law, including N.J.S.A. 10:5-31 et. seq. and N.J.A.C. 17:27 concerning affirmative action requirements, and must submit a valid Business Registration Certificate (BRC) issued by the NJ Department of the Treasury. Proposals should clearly outline the firm's background, understanding of the City’s strategic drivers, and relevant experience, indicating their business organization type and listing stockholders holding 10% or more. The bid documents do not specify any mandatory pre-bid meetings or site visits for this solicitation. Submissions for this Request for Bids (RFB) are due by Wednesday, June 17, 2026, at 11:00 A.M. prevailing time. Bidders must deliver one (1) original and five (5) copies of their sealed proposals, plainly marked "Managed Phone Line Solution" on the exterior envelope, to the City of Orange, City Hall, 29 North Day Street, 4th Floor Council Chambers, Orange, New Jersey 07050. Responses submitted via email or facsimile transmission will not be accepted. Bids will be opened publicly at the same date and time. All proposals must adhere strictly to the specified format in Section 3, and failure to provide all requested information may lead to disqualification. The City reserves the right to reject any and all bids or waive informalities. Contact for obtaining RFB documents or submitting written questions is Nile Clements, Qualified Purchasing Agent, at NClements@orangenj.gov, UNLOCK or Christopher M. Hartwyk, Business Administrator, at chartwyk@orangenj.gov UNLOCK or (973) 952-6089, with questions also faxable to (973) 674-0621.