Request for Proposals (RFP)
Cloud Hosted VoIP Telephone System and Related Services
Issued By: Southern Tier Central Regional Planning & Development Board (STC)
8 Denison Parkway East, Suite 310 Corning, NY
Contact: Chelsea Robertson, Executive Director at crobertson@stcplanning.org
RFP Issue Date: October 7, 2026
Proposal Due Date: October 23, 2026
Section I – Background
The Southern Tier Central Regional Planning & Development Board (STC) is seeking proposals from qualified telecommunications vendors for the supply, installation, configuration, training, and ongoing support of a cloud-hosted Voice over Internet Protocol (VoIP) telephone system. The selected solution will replace STC’s existing telephone service and provide enhanced communications functionality for office-based, hybrid, and remote staff operations. STC reserves the right to reject any and all proposals and to award the contract in the best interest of the organization.
Section II – System Requirements
The proposer shall provide a complete cloud-hosted VoIP solution that includes all hardware, software, implementation services, training, and ongoing support necessary for successful operation.
1. Core System Requirements
The proposed solution shall:
• Be a fully functional cloud-hosted VoIP telephone system.
• Include all licensing and software required for operation.
• Port all existing STC telephone numbers into the new system.
• Provide a scalable platform capable of accommodating future users and locations.
• Support both office and remote work environments.
2. Telephone User Devices
The proposal shall include pricing and specifications for:
a. Administrative/Reception Phone
• One (1) receptionist or primary-answering position phone.
• Attendant console capability for managing incoming calls.
• Large display and user-friendly call management features.
• Multiple call appearance and transfer capabilities.
b. Staff Telephones
• Up to six (9) staff desk telephones.
• Speakerphone functionality.
• Headset compatibility.
• Caller ID and call management features.
c. Conference Room Device
• One (1) conference room phone suitable for meetings and conference calls.
• Microphone and speaker coverage appropriate for conference room use.
• Ability to support multi-party conference calls.
d. Mobile and Softphone Access
• Softphone licensing for staff computers.
• Mobile applications for Android and iPhone devices.
• Ability for users to make and receive calls remotely while maintaining office extensions and caller identification.
3. Telephone Features
The proposed system shall support:
• Automated attendant/auto receptionist.
• Business hours and after-hours call routing.
• Extension dialing between users.
• Call transfers.
• Call forwarding.
• Call hold and call park.
• Voicemail.
• Three-way and multi-party conferencing.
• Intercom functionality.
• Employee directory and search-by-name functionality.
• Simultaneous ring to office and mobile devices.
• Caller ID.
Emergency Services
The system shall provide:
• E-911 functionality.
• Compliance with applicable federal and state emergency calling requirements.
• Ability to update user locations when working remotely.
4. Fax Services
The proposal shall include:
• Porting of existing fax number(s).
• Electronic fax (e-fax) capabilities.
• Ability to send and receive faxes via email.
• Secure storage and retrieval of fax transmissions.
5. Voicemail Services
The proposed system shall provide:
• Individual voicemail boxes for each user.
• Visual message waiting indicators.
• Remote voicemail access.
• Voicemail-to-email delivery.
• User-configurable greetings.
• Password protection and administration tools.
• Direct transfer of callers to voicemail boxes.
6. Microsoft 365 Integration
The proposed solution should include compatibility with Microsoft 365 and identify available integrations, including:
• Outlook contacts integration.
• Calendar integration.
• Click-to-dial functionality.
• Microsoft Teams integration, if available.
• Presence synchronization, if available.
7. Call Reporting and Administration
The system shall provide:
• Web-based administrative portal.
• User management functions.
• Call detail reporting (CDR).
• Call activity analytics.
• Exportable reporting formats including Microsoft Excel and CSV.
• Centralized administration for all users and devices.
8. Installation and Implementation
The successful proposer shall:
• Furnish all labor, supervision, materials, equipment, and services necessary for implementation.
• Configure and test all components.
• Coordinate telephone number porting activities.
• Install any necessary networking components required for operation.
• Conduct system testing prior to deployment.
• Provide implementation schedules and project milestones.
9. Equipment Requirements
Proposals shall identify all required equipment, including:
• IP telephones
• Conference phones
• Power-over-Ethernet (PoE) switches, if required
• Network hardware
• Other necessary components
All equipment shall be new and in current production. Refurbished, remanufactured, or demonstration equipment will not be accepted.
10. Training
The successful proposer shall:
• Train all staff users.
• Provide administrator-level training.
• Supply user guides and documentation.
• Provide remote or on-site training sessions as necessary.
11. Ongoing Service and Technical Support
Proposals shall describe:
• Help desk services.
• Technical support availability.
• Escalation procedures.
• Response times.
• Service Level Agreements (SLAs).
• Software updates and maintenance procedures.
• Dedicated account management, if available.
The proposal shall identify how services will integrate with STC’s existing IT support provider.
12. Warranty
The proposer shall provide:
• Minimum one-year warranty on all installed hardware.
• Coverage for parts, labor, and related service costs.
• Single point of contact for warranty support.
• Escalation procedures for unresolved issues.
• Documentation of manufacturer warranties.
13. Optional Services
Provide separate pricing for:
• Direct inward dial (DID) telephone numbers.
• Additional user licenses.
• Call recording services.
• Additional conference room phones.
• Contact center functionality.
• Microsoft Teams direct routing or Operator Connect solutions.
• Future office expansion services.
Section III – Proposal Requirements
Proposals shall include:
Company Information
• Company overview.
• Years in business.
• Experience with public-sector clients.
• Experience implementing cloud-hosted VoIP systems.
Technical Proposal
• Description of proposed solution.
• Hardware specifications.
• Software specifications.
• Security features.
• Microsoft 365 integration capabilities.
Cost Proposal
Clearly identify:
One-Time Costs
• Hardware
• Installation
• Programming
• Number porting
• Training
Recurring Costs
• Monthly service charges
• Licensing fees
• Support fees
• Optional service costs
References
Provide at least three (3) client references for similar projects, including:
• Organization name
• Contact person
• Email address
• Telephone number
• Scope of project
Section IV – Instructions to Proposers
Proposals shall be submitted electronically in PDF format no later than 4pm on October 23rd to:
Chelsea Robertson, Executive Director
Southern Tier Central Regional Planning & Development Board
crobertson@stcplanning.org
607-962-5092
Questions regarding this RFP shall be submitted in writing to the contact identified above.
Proposal Submission
Proposals shall be submitted electronically in PDF format to:
crobertson@stcplanning.org
Subject Line:
STC VoIP Telephone System Proposal
Section V – Evaluation Criteria
Proposals will be evaluated based upon:
Criteria Weight
Technical Solution and Functionality 35%
Vendor Experience and Qualifications 20%
Implementation Approach 15%
Support and Maintenance Services 15%
Cost 15%
STC may request interviews, demonstrations, references, or additional information from proposers prior to award.
Section VI – Insurance Requirements
As a condition of contract award, the successful proposer shall provide certificates of insurance demonstrating:
• Commercial General Liability: $1,000,000 per occurrence.
• Automobile Liability: $1,000,000 combined single limit.
• Workers’ Compensation as required by New York State law.
• Professional Liability (if applicable): $1,000,000.
STC shall be named as an additional insured where appropriate.
Section VII – Reservation of Rights
STC reserves the right to:
• Reject any or all proposals.
• Waive informalities and minor irregularities.
• Request clarification of any proposal.
• Negotiate with one or more proposers.
• Cancel or reissue this solicitation.
• Award a contract in whole or in part.
• Make the award deemed most advantageous and in the best interest of STC.
Request for Proposals (RFP)
Social Media, Publications, and Website Management Services
Issued By: Southern Tier Central Regional Planning & Development Board (STC)
8 Denison Parkway East, Suite 310 Corning, NY
Contact: Chelsea Robertson, Executive Director at crobertson@stcplanning.org
RFP Issue Date: October 7, 2026
Proposal Due Date: October 23, 2026
1. Introduction
The Southern Tier Central Regional Planning & Development Board (STC) is seeking proposals from qualified consultants or firms to provide communications, digital media support and design services for a six-month period. The selected consultant will assist STC with social media management, development and publication of the agency’s Annual Report, and website management and updates. The objective of this engagement is to enhance STC’s public communications and outreach, strengthen its online presence, and ensure professional presentation of agency publications and digital content.
2. Contract Term
The anticipated contract term shall be six (6) months commencing on or about November 1st and ending on April 30th, unless extended by mutual written agreement. There is potential to move into an ongoing yearly contract once the 6-month trial period has been completed.
3. Scope of Services
STC is in search of a firm that could provide the following services. We encourage interested providers to bid on all or partial services. STC reserves the right to award a contract for partial services as defined in this scope. All submitted proposals shall have breakdown of cost per scope (i.e. Cost for A. Social Media Management; B. Annual Report Design and Publication; and C. Website Management and Updates.)
A. Social Media Management
STC maintains a presence on Facebook and LinkedIn and seeks professional support in designing and publishing agency content.
Services Include:
1. Social Media content strategy plan
o Plan developed with STC staff assistance to help chosen consultant better
understand STC and help build a strategy on relevant topics/themes to post.
2. Design and publish approximately one (1) to two (2) social media posts per week on:
o LinkedIn
o Facebook
3. Narrative content of the posts will generally be:
o Drafted and approved by STC staff.
o Provided to the consultant in sufficient time for publication.
4. Consultant responsibilities shall include:
o Graphic design and layout of posts.
o Formatting content for platform-specific requirements.
o Scheduling and posting content.
o Ensuring consistent branding and professional presentation.
o Coordinating with STC staff regarding publication schedules.
5. The consultant shall not publish content without prior approval from designated STC
staff.
B. Annual Report Design and Publication
The consultant shall produce STC’s Annual Report and County Investment Reports in both digital and print-ready formats.
Services Include:
1. Design and layout of the Annual Report and County Investment Reports. See examples
from last year: https://www.stcplanning.org/document/2025-annual-report/.
2. Creation of:
o A web-accessible digital version (PDF).
o A print-ready version suitable for commercial printing.
3. STC staff will:
o Draft and provide narrative content.
o Supply most photographs and visual assets.
4. Consultant shall:
o Design report layout and graphics.
o Edit and optimize provided photographs.
o Develop charts, infographics, and visual elements as needed.
o Coordinate revisions with STC staff.
o Deliver final publication files.
5. Consultant shall provide:
o High-resolution print files.
o Final PDF files.
o All editable source files.
C. Website Management and Updates
The consultant shall provide ongoing website maintenance and content updates as directed by STC staff.
Services Include:
1. Posting news, announcements, reports, and other content provided by STC.
2. Updating:
o Text content.
o Images and graphics.
o Downloadable documents.
o Program and project information.
3. Addressing routine website maintenance needs.
4. Providing recommendations for website improvements when requested.
5. Ensuring updates are completed in a timely manner following directions from STC staff.
4. Ownership of Work Product
All work products created under this contract shall become the sole property of STC.
The selected consultant shall:
• Transfer ownership of all final products to STC upon completion.
• Provide all editable source files, graphics, layouts, design files, and other materials
developed under the contract.
• Grant STC unrestricted rights to reproduce, modify, publish, and distribute all materials
created under this engagement.
• Warrant that all materials provided are free of third-party ownership restrictions, except
as specifically disclosed and approved by STC.
5. Consultant Qualifications
Proposals should demonstrate experience in:
• Social media management and content publishing.
• Graphic design and branding.
• Annual report design and publication.
• Website content management and maintenance.
• Work for governmental, quasi-governmental, nonprofit, economic development, or
planning organizations.
Experience with public-sector communications is preferred.
6. Proposal Requirements
Proposals should include:
A. Firm Information
• Name of firm or consultant.
• Primary contact information.
• Brief organizational background.
B. Relevant Experience
• Description of similar projects completed.
• Sample of work products from similar projects. Digital submissions (e.g. links to published
materials, submission via DropBox link or similar cloud service, etc.) are preferred.
• Experience with public-sector or nonprofit organizations.
C. Work Plan
• Description of approach to accomplishing the Scope of Services.
• Proposed communication and project management process.
D. Project Team
• Names and roles of personnel assigned to the project.
E. References
• At least three (3) client references for similar services.
F. Cost Proposal
Provide a detailed fee proposal that includes:
• Monthly retainer or lump-sum cost per services.
• Any hourly rates for additional services.
• Any anticipated reimbursable expenses.
• Cost assumptions and exclusions.
7. Evaluation Criteria
Proposals will be evaluated based on:
Criteria Weight
Relevant Experience and Qualifications 35%
Quality of Proposed Approach 30%
Cost Proposal 25%
References 10%
STC reserves the right to interview selected firms prior to award.
8. Reservation of Rights
STC reserves the right to:
• Reject any or all proposals.
• Waive informalities or irregularities in proposals.
• Request additional information from proposers.
• Negotiate scope, schedule, and fees with the selected consultant.
• Award a contract deemed to be in the best interest of STC.
9. Submission Instructions
Proposals shall be submitted electronically in PDF format no later than 4pm on October 23rd to:
Chelsea Robertson
Southern Tier Central Regional Planning & Development Board
crobertson@stcplanning.org
607-962-5092
Questions regarding this RFP shall be submitted in writing to the contact identified above.
Southern Tier Central Regional Planning & Development Board looks forward to partnering with a qualified communications professional or firm to support its outreach, publications, and digital communications efforts.
Supporting document for users of the STC Regional Flood Info Map, found here: https://stc-hub-stcgis.hub.arcgis.com/apps/d725d15a119a4bb89b0620a624f165f3
PowerPoint Presentation
PowerPoint Presentation
PowerPoint Presentation
PowerPoint Presentation
PowerPoint Presentation
PowerPoint Presentation
PowerPoint Presentation
PowerPoint Presentation
PowerPoint Presentation
PowerPoint Presentation
PowerPoint Presentation
PowerPoint Presentation