On December 18, 2009, the Procurement Department, in conjunction with the Information Services Department, issued a Request for Proposal (RFP) for qualified firms to provide internet access and telecommunication services. The initial term of the contract is for three years. This contract may be renewed for two additional one-year periods, provided all terms and conditions remain unchanged and in full force and effect.

The following factors were considered when evaluating proposals: implementation plan, utilization of small businesses, demonstrated commitment to quality, and cost effectiveness of service. Proposals were accepted on January 19, 2010. The district utilizes two online vendor registration systems to notify potential bidders of opportunities. Through these systems, five firms responded (Attachment A). The evaluation process included a committee of district-level personnel (Attachment B). On January 22, 2010, the committee evaluated the proposals based on stated RFP criteria, Phases I and II (Attachment C). 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 various vendors for the award (Attachment E).

* Align financial resources to support the district’s strategic goals, * Demonstrate best financial practices

These funds are included in the General Fund Budget for Information Services, with an estimated cost of $1,981,108 for three years after E-rate discounts.  This cost includes $1,916,308 for unmanaged Wide Area Network Telecommunication Services and $64,800 for Internet access. The district staff will follow the E-Rate procedures to ensure eligible sites receive the maximum rebates. These funds are included in the General Fund Budget for Information 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.