TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 21, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 12-RFP-09 Purchase, Installation and Configuration of Cellular Telephones, Accessories and Wireless Communications Services, with AT&T Mobility National Accounts LLC in an amount not to exceed $1,003,500.00, Accounts 101-27000-612210, 623850, Requisition 1336523
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with AT&T Mobility National Accounts LLC for the purchase, installation and configuration of cellular telephones, accessories and wireless communications services.
Request for Proposal 12-RFP-09 was advertised on September 26, 2012. Of the twenty-four (24) firms that were notified, eleven (11) firms requested proposal documents. The District received three (3) proposals on October 19, 2012, from the following vendors: Sprint Solutions Inc., T-Mobile USA Inc., and AT&T Mobility National Accounts LLC.
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. The three proposers were then 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 Mobility National Accounts LLC was evaluated as having the highest rated proposal. AT&T Mobility National Accounts LLC, has highly relevant experience in providing cellular telephones, accessories and wireless communication services, specifically including managing bulk minute packages for government entities.
The intent of this Request for Proposal is to purchase, install, and configure cellular telephones, accessories and wireless communication services for the District's current cellular telephone users. AT&T Mobility National Accounts LLC has demonstrated substantial knowledge of best practices in installing and configuring cellular telephones, accessories and wireless communication services which will be incorporated into its comprehensive plan for the District.
AT&T Mobility National Accounts LLC presented a comprehensive plan for providing the requested services to the District and includes a simplified plan that will be used to keep the current cellular equipment on the AT&T Mobility National Accounts LLC network with minimal anticipated downtime. This will result in a customized, practical approach to policy development and procedure.
The agreement will begin March 1, 2013 with an anticipated completion date of February 28, 2017.
Inasmuch as the firm of AT&T Mobility National Accounts LLC 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 $1,003,500.00.
Funds for the 2013 expenditure, in the amount of $250,000.00, are available in Account 101-27000-612210, 623850. The estimated expenditure for 2014 is $262,000.00, 2015 is $223,000.00, 2016 is $223,000.00, and 2017 is $45,500.00. Funds for the 2014, 2015, 2016, and 2017 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Dharani Villivalam, Acting Director of Information Technology, DV:SL:ML: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 February 21, 2013