TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 6, 2018
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 18-RFP-16 POTs Local and Long Distance Services, with AT&T Corp. in an amount not to exceed $630,000.00, Account 101-27000-612210, Requisition 1493527
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with AT&T Corp. for POTs local and long distance services.
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.
Request for Proposal 18-RFP-16 was advertised on June 20, 2018 for POTs local and long distance services to all MWRD locations. Of the one hundred nine (109) firms that were notified, twelve (12) firms requested proposal documents. The District received two (2) proposals on September 7, 2018, from the following vendors: AT&T Corp. and Granite Telecommunications, LLC.
A proposal received from Granite Telecommunications, LLC., was deemed nonresponsive and was rejected for the stated reason: Failure to include in their submittal a signed and executed Affidavit of Ownership.
Four (4) District employees, consisting of two (2) members of the Information Technology Department, one (1) member of the Procurement Department, and one (1) member of the General Administration 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, one (1) proposer was scheduled to do a presentation and respond to questions from District staff. The one (1) proposer was 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. 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.
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 January 1, 2019 with an anticipated end date of December 31, 2021.
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 $630,000.00.
The estimated expenditure for 2019 is $210,000.00, 2020 is $210,000.00, and 2021 is $210,000.00. Funds for the 2019, 2020 and 2021 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 December 6, 2018