South Health District (On behalf of the Ben Hill, Berrien, Brooks, Cook, Echols, Irwin, Lanier, Lowndes, Tift and Turner County Boards of Health) is accepting bids for VOIP System services at each of the following locations:

South Health District Office
106 S. Patterson Street Valdosta, GA 31601

Contracts will begin April 7, 2025

---

Bids will be received until 5:00 P.M. EST on March 3, 2025. Any bid received after this date and time will not be accepted.

---

Bids can be submitted via physical mail or email to:

Questions can be submitted via email to:

---

PLEASE DOWNLOAD, COMPLETE AND SUBMIT THE BID PACKET BELOW TO PURCHASING MANAGER ADAM SPIRES BY MARCH 3, 2025 AT 5:00PM.

---

Scope of Work
Deliverables to be provided by Party A:

1. General Requirements: (a) project management to evaluate installation and transfer requirements; (b) support 15 physical locations; (c) support ~225 end-users; (d) 24x7x365 support by phone and email; (e) operational hours support for on-site visits; (f) system monitoring to alert when issues arise (SysLog); (g) provide SLA with specific details for penalties when requirements not met; (h) contract-specific (see attachment A1); (i) provide an administrative portal for Local IT to address certain situations (see attachment A1 for specifics).
2. E-Fax: (a) support individual logins to allow users to both check and send faxes from the same login they use for their phone; (b) HIPAA compliant – no copies of faxes should be sent via email notifications; (c) OPTIONAL – Connectivity to physical Xerox or Cannon Fax machines; (d) support multiple fax numbers per location (11 sites with minimum 2 fax numbers each and 4 sites with upwards of 5 fax numbers each).
3. Phone Requirements: (a) paging groups / compatibility with legacy overhead paging; (b) call park (on-hold pickups); (c) cordless phones; (d) 5-digit extension to support location-based prefix; (e) “hotel” options (allow multiple extensions to sign into one phone); (f) mobile application; (g) call center (see attachment A1 for specifics).

---

RFP: VOIP Requirements

1. General Requirements
   • a. Project management to evaluate installation and transfer requirements
   • b. Support 15 physical locations
   • c. Support ~225 end-users
   • d. 24x7x365 Support by phone and email
   • e. Operational Hours support for on-site visits
   • f. System monitoring to alert when issues arise (SysLog)
   • g. Provide SLA with specific details for penalties when requirements not met
   • h. Contract-Specific
     • Opt-out clause with a maximum of 60 days notice (less preferred)
     • 1-year Contract Term Preferred
     • Business Associate Agreement (BAA) following our format in Contract Template Attachment A
     • Complete “GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT GENERAL CONTRACTOR AFFIDAVIT PURSUANT TO O.C.G.A. SECTION 13-10-91”
   • i. Provide an Administrative portal for Local IT to address:
     • Immediate issues
     • Adding Phone Hardware
     • Moving Phone Hardware
     • Replacing / Removing Phone Hardware
     • Manage Phone Soft-keys and Extensions
     • Call Queue Management
     • Call routing
     • Call Forwarding
     • Call logs for troubleshooting
     • Reset user accounts / passwords
     • (Optional) Ability to create user accounts
2. E-Fax
   • a. Support individual logins to allow users to both check and send faxes from the same login they use for their phone
   • b. HIPAA compliant – No copies of faxes should be sent via email notifications
   • c. (Optional) Connectivity to physical Xerox or Cannon Fax machines
   • d. Support multiple fax numbers per location:
     • 11 sites with minimum 2 fax numbers each
     • 4 sites with upwards of 5 fax numbers each
3. Phone Requirements
   • a. Paging groups / compatibility with legacy overhead paging
   • b. Call Park (On-hold pickups)
   • c. Cordless Phones
   • d. 5-digit extension to support location-based prefix
   • e. “Hotel” options (allow multiple extensions to sign into one phone)
   • f. Mobile Application
   • g. Call Center
     • Migrate current program specific call center with support for a 4-person staff with a supervisor and program manager
     • Call recording
     • Callback feature
     • Ability to transfer to call queue / ring groups for specialized care
     • Ability to add Call Centers in the future (specifically we may eventually want a call center to service all 10 medical clinics)
     • Ability to spin up a Call Center for Emergency Operations to facilitate communication to our District Operations Center (DOC)
     • Ability to disable Emergency Operations Call Center to save money in non-emergency times
     • 800-number compatibility with Caller-ID and Spam filter mgmt