On February 11, 2011, the Procurement Department, in conjunction with the Transportation Department, issued an RFP for Narrowband Radio System.  Four firms responded and a committee of district personnel evaluated their proposals.  After presentations, questions, and actual use testing, the committee recommended awarding to TBA Communications, Incorporated.

Currently, the district faces frequent challenges with substandard communication between buses and base stations. This solution, which includes new equipment on all of the buses and in the base stations, as well as a new and higher antenna location, will ensure clear and safe bus communication and keep the district within the legal timeline to change radio bandwidth.   

Executive Summary Continued on attachment.

The not-to-exceed, five-year total cost of ownership is $942,943. Funds for the current year's expenditures in the amount of $631,990 will be available in the Transportation Department (Facilities Division) budget, Project 5313.   Funds will be available in the amount of $152,553 for the purchase of the Transportation Department’s base unit next year. Other costs include $40,800 for tower lease over the next four years, and $117,600 in the last two years for extended warranties, with the option to negotiate at that time.  This contract reflects a cost avoidance, over the next highest ranked vendor, of over $534,000. 

Contract administration or evaluation is performed by the Project Manager (end user) and the 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.