On December 6, 2008, the Procurement Department, in conjunction with the Maintenance Department, issued a Request for Proposal (RFP) under the auspices of the Universal Service Fund (E-RATE) from qualified firms to provide E-RATE eligible services, who are qualified telecommunication service providers and are ready, willing, and able to provide enterprise-wide telephone services to Hillsborough County Public Schools. The following factors were considered when evaluating proposals: background of the proposer and subcontractor(s), including professional qualifications and experience, references, scope of services, capability of proposer to meet District requirements, utilization of small businesses, demonstrated commitment to quality, cost effectiveness of service, and appendices. Proposals were accepted on January 6, 2009. The District utilizes two on-line vendor registration systems to notify potential bidders of opportunities. Through these systems, three firms responded (Attachment A). The evaluation process included a committee of District-level personnel (Attachment B). On January 23, 2009, the committee evaluated the proposals based on stated RFP criteria (Attachment C). All three vendors made presentations and were evaluated at the committee meeting on January 29, 2009. Upon completion of all phases of the RFP, the committee reviewed key points as a group, individually rated each firm for final compilation and ranking (Attachment D), and recommended PAETEC for the award.

* Align the performance management system with the district’s priorities

Funds of approximately $1,200,000 were appropriated in the Maintenance Department budget for telephone services.

Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team. Reviews are conducted face to face, typically quarterly, or by utilizing an online vendor performance report. Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.