RFB - Managed Phone Line Solutions

The City of Orange Township is seeking bids for a comprehensive Managed Phone Line Solution, which entails a complete cloud-based Voice over Internet Protocol (VoIP) telecommunications system. The project's core objective is to transition from existing, outdated Avaya phones and analog systems across City Hall, the Police Department, and the Fire Department to a modern, integrated VoIP platform. The scope of work is extensive, requiring a seamless migration with no disruption to current network services and the consolidation of broadband use. Key deliverables include a fully cloud-based VoIP solution with no dependencies on local servers or PBX systems, a cloud-based PBX, 24/7 auto receptionist with multi-level IVR and dial-by-name directory, visual IVR and voicemail with email notification, a corporate directory, access from mobile and desktop applications, custom voicemail options, call transfer, group calling, conferencing for multiple numbers/extensions, Efax capability, 24/7 customer and technical support, call handoff from Wi-Fi to cellular networks (3G/4G/5G for app-based calls), support for Windows operating systems, and call analytics reporting. Prospective contractors must demonstrate compliance with New Jersey Local Public Contract laws, specifically N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 regarding affirmative action, as well as P.L. 1975, c. 127. Mandatory qualifications include submitting a copy of their Business Registration Certificate, issued by the NJ Department of the Treasury, in accordance with P.L. 2004, c. 57, and a Public Works Contractor's Registration Act Certificate (P.L. 1999, c. 238) or proof of application within the last thirty days. Bidders are also required to provide at least three references for similar contracts successfully completed within the past three years. The document does not specify any mandatory pre-bid meetings or site visits. Sealed bids must be delivered via mail to the attention of Nile Clements, Chief Financial Officer, Room 206, 29 North Day Street, Orange, N.J. 07050, by the firm deadline of 11:00 a.m. prevailing time on September 3, 2026. Submissions sent via email or facsimile will not be accepted. Critical bid security and documentation requirements include a bid guarantee as mandated by N.J.S.A. 40A:11-21, a certificate from a surety company per N.J.S.A. 40A:11-22, a statement of corporate ownership as per N.J.S.A. 52:25-24.2, a listing of subcontractors, an acknowledgment of addenda, and a notarized Non-Collusion Affidavit. Bidders must also submit an Affirmative Action Questionnaire, a Business Entity Disclosure Certification, and a Hold Harmless Agreement. Public bid opening will occur at 11:00 a.m. on September 3, 2026, in the Municipal Council Chambers at 29 North Day Street, Orange, New Jersey.