TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 14, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Issue purchase order and enter into an agreement for Contract 08-RFP-11 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 $606,000.00, Account 101-27000-612210, Requisition 1250452
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 08-RFP-11 was advertised on March 19, 2008. Of the nineteen (19) firms that were notified, ten (10) firms requested proposal documents. The District received four (4) proposals on April 25, 2008, from the following vendors: Sprint Solutions Inc., Verizon Wireless, First Communications, 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 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, all four (4) proposers were scheduled to do a presentation and respond to questions from District staff. One proposer, First Communications, LLC, withdrew their bid due to internal reallocation of resources and realignment of business development projects. The remaining three 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, 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 transfer the current cellular telephone numbers to 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 September 1, 2008 with an anticipated completion date of August 31, 2012.
In as much as the firm of AT&T Mobility National Accounts LLC 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 $606,000.00.
Funds for the 2008 expenditures in the amount of $66,000.00, are available in Account 101-27000-612210. The estimated expenditures for 2009 is $145,000.00, 2010 is $145,000.00, 2011 is $145,000.00, and 2012 is $105,000.00. Funds for the 2009, 2010, 2011, and 2012 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 August 14, 2008