TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 2, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 16-RFP-03 Local and Long Distance Services, with AT&T Corp. in an amount not to exceed $678,000.00, Account 101-27000-612210, Requisition 1411212
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with AT&T Corp. for local and long distance services.
Request for Proposal 16-RFP-03 was first advertised on February 17, 2016 for local and long distance services to all MWRD locations. Of the one hundred five (105) firms that were notified, twenty-one (21) firms requested proposal documents. The District received three (3) proposals on March 11, 2016, from the following vendors: AT&T Corp., Access One, and Access One in Partnership with Wrenn Marketing.
Five District employees, consisting of four (4) members of the Information Technology Department and one (1) member of the Procurement Department, reviewed each proposal. Proposals were evaluated based on the following criteria: understanding of the project, approach to work, experience completing projects of similar scope, and technical competence.
Based on these evaluations, all three (3) proposers were scheduled to do a presentation and respond to questions from District staff. All three (3) proposers were also afforded the opportunity to submit an unqualified Best and Final Offer to the Director of Procurement and Materials Management.
Based on the vendor presentation and response, AT&T Corp. was evaluated as having the highest rated proposal. AT&T Corp. has an extremely robust network capable of suppling reliable service in any circumstance and AT&T has highly relevant experience in providing secure voice communication services to a multitude of domestic government agencies.
The intent of this Request for Proposal is to supply reliable voice services at a discounted rate at all District locations. AT&T Corp. has demonstrated substantial knowledge of best practices in installing and maintaining voice services while providing the District a path to upgrade its services to current technology within the first 12 months of the contract at a lower monthly rate. Access One and Access One in Partnership with Wrenn Marketing provided pricing for legacy technology with no provisions to upgrade services to current technology.
As proposed the contract term for the District’s high volume phone lines at each of the seven major District facilities will be for 36 months starting July 1, 2016 with an anticipated end date of June 30, 2019. The contract term covering individual phone lines to the District’s outlying facilities will be for 24 months starting July 1, 2016 with an anticipated end date of June 30, 2018.
Inasmuch as the firm of AT&T Corp. possesses a high degree of professional skill, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $678,000.00.
Funds for the 2016 expenditure, in the amount of $129,600, are available in Account 101-27000-612210. The estimated expenditure for 2017 is $259,200.00, 2018 is $209,400.00, and 2019 is $79,800.00. Funds for the 2017, 2018 and 2019 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John Sudduth, Director of Information Technology, JS:SK:RP:EW:TM
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for June 2, 2016