BOARD MEETING DATE: October 6, 2006
AGENDA NO. 12

Authorize Purchase of Telecommunication Services

SYNOPSIS:

On June 2, 2006, 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, toll-free, and calling card services; air-monitoring telemetry, frame-relay circuits; leased dedicated 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 2006-07 Budget ($684,600) and will be included in subsequent fiscal years budgets.

COMMITTEE:

Administrative, September 15, 2006, Recommended for Approval

RECOMMENDED ACTIONS:

Authorize the Executive Office to execute contracts to purchase telecommunication services required by the AQMD from the following vendors for a three-year period:

1. Contracts with Time Warner Telecom for local, long distance, toll free, and calling card services; leased dedicated line to Long Beach; and internet access services.
2. A contract with Verizon for air monitoring frame relay circuits.
3. A contract with Black Box for phone switch maintenance services.
4. A contract with T-Mobile for wireless voice and data services.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On June 2, 2006, the AQMD released RFP #P2006-19 for Telecommunication Services.  The purpose of this RFP was 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 will include:  local, long distance, toll-free, and calling card services; air-monitoring telemetry, frame-relay circuits; leased dedicated 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 RFQ 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 the Los Angeles County MTA Directory of Certified Firms, the Inland Area Opportunity Pages, Ethnic/Women Business & Professional Directory; and AQMD’s own electronic listing of certified minority vendors.  Notice of the RFQ was mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations, and placed on the Internet at AQMD’s Web site (http://www.aqmd.gov/).  Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Thirty-eight copies of the RFP were mailed out and thirty-two vendors attended the mandatory bidders conference held on June 23, 2006.  Ten bids were received in response to the RFP when final bidding closed at 1:00 p.m. on July 14, 2006.  Of the ten bids, one was from a small business enterprise.

Attachment 1 reflects the evaluation of the proposals and the respective ratings for contract bids.  The evaluation committee rated Time Warner the highest for local, long distance, toll free, calling cards, dedicated Long Beach T1, and internet services; BlackBox the highest for phone switch maintenance services; T-Mobile the highest for wireless voice and data services, and Verizon highest for air-monitoring telemetry frame-relay circuits.  Therefore, staff recommends Time Warner, BlackBox, T-Mobile, and Verizon for the purchase of identified telecommunication services.

Panel Composition

The panel consisted of six staff from Information Management:  a Telecommunications Supervisor, a Systems & Programming Supervisor, a Computer Operations Supervisor, a Systems Analyst, a Telecommunications Analyst, and a Telecommunications Technician II.  Of these six panelists, one is Asian-Indian, three are Asian-Pacific Islander, one is Caucasian, and one is Hispanic-American; five are male and one is female.

Resource Impacts

Funds of $684,600 were budgeted for FY 2006-07 under the Communications Account.  Funding for subsequent years will be budgeted appropriately.

Attachment(s)
1:       Summary of Evaluation of Respondents to RFP #P2006-19
1-A:    Category 1 – Local, Long Distance, Toll Free, and Calling Card Services
1-B:    Category 2 – Air Monitoring Telemetry Network 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

ATTACHMENT 1

Summary of Evaluation of Respondents to RFP #P2006-19

1-A:     Category 1 – Local, Long Distance, Toll Free, and Calling Card Services

Four proposals meeting the stated criteria were received in response to Category 1 (Local, Long Distance, Toll Free, and Calling Card Services) of this RFP.  They were from AT& T, TimeWarner, Verizon, and XO Communications.  Three non-responsive proposals were received (NetWorld, Paetec, and TelePacific).

Standard Services Criteria (50 points maximum)

Cost (50 points maximum)

Additional Points (15 points maximum)

1-B:     Category 2 – Air Monitoring Telemetry Network Frame Relay Circuits

Seven proposals meeting the stated criteria were received in response to Category 2 (Air Monitoring Telemetry Network Frame Relay Circuits) of this RFP. They were from AT& T, NetWorld, Paetec, Sprint, TimeWarner, Verizon, and XO Communications.

Standard Services Criteria (50 points maximum)

Cost (50 points maximum)

Additional Points (15 points maximum)

1-C:     Category 3 – Dedicated Long Beach T1

Eight proposals meeting the stated criteria were received in response to Category 3 (Dedicated Long Beach T1) of this RFP.  They were from AT& T, NetWorld, Paetec, Sprint, TelePacific, TimeWarner, Verizon, and XO Communications.

Standard Services Criteria (50 points maximum)

Cost (50 points maximum)

Additional Points (15 points maximum)

1-D:     Category 4 – Internet Access

Seven proposals meeting the stated criteria were received in response to Category 4 (Internet Access) of this RFP.  They were from AT& T, NetWorld, Paetec, Sprint, TimeWarner, Verizon, and XO Communications.  One non-responsive proposal was received (TelePacific).

Standard Services Criteria (50 points maximum)

Cost (50 points maximum)

Additional Points (15 points maximum)

1-E:     Category 5 – Meridian Phone Switch Maintenance

One proposal meeting the stated criteria was received in response to Category 5 (Meridian Phone Switch Maintenance) of this RFP.  It was from BlackBox Network Services.

Standard Services Criteria (50 points maximum)

Cost (50 points maximum)

Additional Points (15 points maximum)

1-F:     Category 6 – Wireless Connectivity

One proposal meeting the stated criteria was received in response to Category 6 (Wireless Connectivity) of this RFP.  It was from T-Mobile.  One non-responsive proposal was received (Sprint).  Cost figures are also provided for Cingular (our current wireless provider) available to the District under the Western States Contracting Alliance (WSCA) agreement for reference.

Standard Services Criteria (50 points maximum)

Cost (50 points maximum)

Additional Points (15 points maximum)