TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 18, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Issue purchase order and enter into an agreement for Contract 08-RFP-19 Pager Equipment Lease and Paging Services, with USA Mobility Wireless, Inc. in an amount not to exceed $122,400.00, Account 101-27000-612210, Requisition 1260400
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with USA Mobility Wireless, Inc. for Pager Equipment Lease and Paging Services.
Request for Proposal 08-RFP-19 was advertised on May 7, 2008. Of the twenty-three (23) firms that were notified, five (5) firms requested proposal documents. The District received two (2) proposals on May 30, 2008, from the following vendors: American Messaging Services LLC d/b/a American Messaging and USA Mobility Wireless, Inc.
Three (3) District employees, consisting of two (2) members of the Information Technology Department and one (1) member of the Purchasing 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, both proposers were scheduled to give a presentation and respond to questions from District staff. All proposers were then afforded the opportunity to submit an unqualified Best and Final Offer to the Purchasing Agent.
Based on the vendor presentation and response, USA Mobility Wireless, Inc. was evaluated as having the highest rated proposal. USA Mobility Wireless, Inc. has highly relevant experience in providing paging services, specifically including managing leased equipment.
The intent of this Request for Proposal is to purchase paging services for the District’s current users. USA Mobility Wireless, Inc. has demonstrated substantial knowledge of best practices providing paging services. USA Mobility Wireless, Inc. presented a comprehensive plan for providing the requested services to the District and includes a simplified plan that allows the District to keep their current pager numbers.
The agreement will begin January 1, 2009 with an anticipated completion date of December 31, 2011.
In as much as the firm of USA Mobility Wireless, Inc. possesses a high degree of professional skill, it is recommended that the Purchasing Agent 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 $122,400.00.
Funds for the 2009 expenditures in the amount of $40,800.00, are available in Account 101-27000-612210. The estimated expenditures for 2010 is $40,800.00 and 2011 is $40,800.00. Funds for the 2010 and 2011 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Keith D. Smith, Director of Information Technology, KDS:JC:ML:TM:tm
Recommended, Darlene A. LoCascio, Purchasing Agent
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Purchasing
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for December 18, 2008