BOARD MEETING DATE: September 11, 2009
AGENDA NO. 6
PROPOSAL:
Authorize Purchase of Telecommunication Services
SYNOPSIS:
On May 1, 2009, AQMD released an RFP to select a vendor(s) capable of providing telecommunication services to the AQMD in the most cost-effective manner and, if possible, to consolidate all telephone company-related services to a single telecommunications provider. These telecommunication services included local, long distance, and toll-free; private IP (PIP)/frame relay network; dedicated T1 lines, internet access; phone switch maintenance; and wireless voice and data. This action is to obtain approval to purchase telecommunication services from the selected vendor(s) for a period of three years. Funds for this purchase are included in the FY 2009-10 Budget ($750,000) and will be included in subsequent fiscal year budget requests.
COMMITTEE:
Administrative, July 17, 2009, Recommended for Approval
RECOMMENDED ACTIONS:
Authorize the Executive Officer to execute contracts to purchase telecommunication services required by the AQMD from the following vendors for a three-year period:
- Contracts with TW Telecom for local, long distance, and toll free services; dedicated Long Beach T1; and internet access.
- A contract with Verizon Business for air monitoring private IP/frame-relay circuits.
- A contract with Integrated Technology for phone switch maintenance services.
- A contract with AT&T Mobility for wireless voice and data services.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
On May 1, 2009, the AQMD released RFP #P2009-17 for Telecommunication Services. The purpose of this RFP is to solicit and identify vendors capable of providing high quality and reliable telecommunication services to the AQMD in the most cost-effective manner, and if possible, to consolidate all telephone company-related services to a single telecommunications provider. The overall goal is to reduce current expenses for voice and data communication services, optimize the use of the AQMD's current voice communication network, and provide the AQMD with the necessary flexibility to take full advantage of new telecommunications technologies as they evolve. Telecommunication services solicited under this RFP will include local, long distance, and toll-free; private IP (PIP)/frame-relay network; dedicated T1 lines; internet access; phone switch maintenance; and wireless voice and data.
Outreach
In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP and inviting bids was published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and the Riverside County Press Enterprise newspapers to leverage the most cost-effective method of outreach to the entire South Coast Basin.
Additionally, potential bidders may have been notified utilizing AQMD’s own electronic listing of certified minority vendors. Notice of the RFP have been mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations, the State of California Contracts Register website, and placed on the Internet at AQMD’s Web site (http://www.aqmd.gov where it can be viewed by making menu selections “Inside AQMD”/“Employment and Business Opportunities”/“Business Opportunities” or by going directly to http://www.aqmd.gov/rfp/index.html). Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
Bid Evaluation
Thirty-nine copies of the RFP were mailed out and twenty-five vendors attended the mandatory bidders conference held on May 27, 2009. Ten bids were received in response to the RFP when final bidding closed at 1:00 p.m. on June 16, 2009.
Attachment 1 reflects the evaluation of the proposals and the respective ratings for contract bids. The evaluation committee rated TW Telecom the highest for local, long distance, toll free, dedicated Long Beach T1, and internet services; Integrated Technology the highest for phone switch maintenance services; AT&T Mobility the highest for wireless voice and data services; and Verizon Business the highest for air-monitoring telemetry private IP/frame-relay circuits. Therefore, staff recommends TW Telecom, Integrated Technology, AT&T Mobility and Verizon Business for the purchase of the identified telecommunication services.
Panel Composition
The panel consisted of four staff from Information Management: a Systems & Programming Supervisor, two Telecommunications Supervisors, and a Computer Operations Supervisor. Of these four panelists, one is Asian-Indian, one is Asian-Pacific Islander, one is Caucasian, and one is Hispanic; one female, three male.
Resource Impacts
Funds of $750,000 were budgeted for FY 2009-10 under the Communications Account. Funding for subsequent years will be budgeted appropriately.
Attachment(s) (DOC, 155k)
Attachment 1 - Summary of Evaluation of Respondents to RFP #P2009-17
1-A: Category 1 – Local, Long Distance, and Toll Free
1-B: Category 2 – Air Monitoring Telemetry Private IP/Frame-Relay Circuits
1-C: Category 3 – Dedicated Long Beach T1
1-D: Category 4 – Internet Access
1-E: Category 5 – Meridian Phone Switch Maintenance
1-F: Category 6 – Wireless Connectivity