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Notice Details

Title: Bid Extension: Enterprise VoIP Solution for the New York City Department of Education
Procurement
Education (NYCDOE)
Contracts and Purchasing
65 Court Street, Room 1201, Brooklyn, NY 11201
Vendor Hotline
phone: (718) 935-2300
email: vendorhotline@schools.nyc.gov
Current
Goods and Services
Request for Information
11/17/2025
Solicitation

PIN#I0005040 Due:

The New York City Department of Education (DOE) strives to give all businesses, including Minority and Women-Owned Business Enterprises (MWBEs), an equal opportunity to compete for DOE procurements. The DOE’s mission is to provide equal access to procurement opportunities for all qualified vendors, including MWBEs, from all segments of the community. The DOE works to enhance the ability of MWBEs to compete for contracts. DOE is committed to ensuring that MWBEs fully participate in the procurement process.
Description

The NYC DOE, the largest public school district in the U.S., serves 1.1 million students and employs over 150,000 staff. The Division of Instructional and Information Technology (DIIT) manages the DOE's vast telecommunications infrastructure. This RFEI is issued to explore industry capabilities and inform a future procurement strategy to transition from aging digital PBX systems to a unified, resilient, and cost-effective VoIP ecosystem.

Objective

The focus of this RFEI is to gather information from Original Equipment Manufacturers (OEMs), solution providers, and resellers capable of designing, deploying, and supporting a secure, scalable, and modern Voice over Internet Protocol (VoIP) solution to replace NYC DOE’s legacy telephony systems across over 1,800 school and administrative sites.

Compliance & Regulatory Requirements

All proposed solutions must comply with applicable federal and New York State regulations governing data privacy, security, and telecommunications, particularly those related to educational institutions and emergency services.

 FEDERAL REGULATIONS

NEW YORK STATE REGULATIONS
  • Family Educational Rights and Privacy Act (FERPA)
  • Children’s Online Privacy Protection Act (COPPA)
  • Children’s Internet Protection Act (CIPA)
  • Enhanced 911 (E911)
  • NYSED Education Law § 2-d
  • NYS Encryption Standard (NYS-S14-007)
  • NYS Access Controls & Authentication (NYS-S20-001)
  • NYS Information Security Policy (NYS-P03-002)

Desired Solution Characteristics

The DOE seeks a modern, secure, and scalable VoIP solution that aligns with its operational, technical, and compliance needs across a large and diverse educational environment.

  1. User Scope
    • Support for 150,000+ staff across 1,800+ schools
    • Must accommodate parent-facing and multilingual features
  2. Deployment Model
    • Cloud, on-premises, or hybrid options
    • WAN-independent calling capabilities for emergency functions
  3. Integration & Interoperability
    • Microsoft Teams Calling & Presence
    • SIS platforms (e.g., ATS, NYCSA), ServiceNow, HR systems
    • API, webhooks, telemetry, and event-driven integrations
  4. Network & Performance
    • =99.99% availability for core call services
    • Real-time monitoring of QoS, MOS, jitter via RTCP
    • Must handle large, sudden call volumes without service degradation
  5. Features Required
    • Unified dial plan
    • Voicemail, transcription, and analytics
    • Presence, call queues, IVR, paging, recording
    • Emergency services, SMS/MMS, verified business messaging
    • Device management (provisioning, updates, troubleshooting)
    • Site-based delegated administration (RBAC and audit logging)
  6. Compliance & Security
    • Encryption (e.g., TLS, SRTP, AES-256)
    • MFA, RBAC, SAML integration
    • E911 compliance (location routing, RAY BAUM’S Act, Kari’s Law)
    • Audit logs and incident response plans
    • SOC 2, ISO 27001 or equivalent certifications preferred

Procurement Platform Access

This RFEI is published via the NYC DCAS City Record Online https://a856-cityrecord.nyc.gov/ and is publicly accessible through the Vendor Portal https://www.finance360.org/vendor/vendorportal/

Submission Instructions

All Respondents must submit their completed responses by the deadline through following method:

  • Via Email: Send to dcptech@schools.nyc.gov
    • Subject Line: Response to the VoIP RFEI from [Name of Firm]

To ensure consistency all Respondents are required to complete and submit the Appendix C- Vendor Response Template, which is provided as an attachment to this RFEI. Vendor Submission Package Must Include:

  1. Completed Vendor Response Template (PDF or Excel format)
  2. Any supplementary documentation referenced in the Template:
    1. Product architecture diagrams
    2. Case studies or references
    3. Security certifications
    4. Costing model details
  3. Optional: Marketing brochures, white papers, or other materials

 

Formatting Guidelines:

  • Limit narrative content to 15 pages, excluding appendices.
  • Number all pages.
  • Include a table of contents.
  • Use standard file formats: PDF, DOCX, XLSX, or PPTX.

Important Notice

This RFEI is issued for information-gathering purposes only. It is not a solicitation for bids or proposals and does not obligate the NYC DOE to:

    • Enter into negotiations or a contract
    • Commence any procurement process
    • Select or shortlist any Respondent

The DOE is not responsible for any costs incurred by Respondents in connection with preparing or submitting responses to this RFEI.

NYC Open Data Portal Contact Us

Disclaimer: Pursuant to Section 103 (2) of the New York State General Municipal Law, New York City Charter Section 1066 and the City of New York Procurement Policy Board Rules, The City Record is the official paper of the City of New York. It is published each weekday except legal holidays. The print edition of The City Record is the official publication for the following notices: public hearings, meetings, court notices, property dispositions, procurements (solicitations and awards), agency public hearings, agency rules, and special materials which include changes in personnel. This electronic version of The City Record is offered solely for the convenience of readers.