Executive Summary


                   RFP 25-005N:
            SBBC Telecommunications,
         Internal Connections and...
RFP 25-005N:
         Telecommunications, Internal Connections and Internet
This document has been created to provide the ...
RFP 25-005N:
Telecommunications, Internal Connections and Internet

                                RFP Development Progre...
RFP 25-005N:
          Telecommunications, Internal Connections and Internet

                                    RFP deve...
RFP 25-005N:
           Telecommunications, Internal Connections and Internet

                                           ...
RFP 25-005N:
          Telecommunications, Internal Connections and Internet

                        RFP Evaluation and A...
Upcoming SlideShare
Loading in …5
×

RFP 25-005N: SBBC Telecommunications, Internal Connections ...

400 views

Published on

Published in: Education
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
400
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
3
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

RFP 25-005N: SBBC Telecommunications, Internal Connections ...

  1. 1. Executive Summary RFP 25-005N: SBBC Telecommunications, Internal Connections and Internet RFP Award / E-Rate Filing February 15, 2003 Page 1
  2. 2. RFP 25-005N: Telecommunications, Internal Connections and Internet This document has been created to provide the School Board of Broward County a summary of the Award Recommendations for RFP 25-005N. The RFP was drafted to procure a broad range of telecommunications goods and services for a five year term for Broward County Public Schools beginning February 1, 2004. One of the key goals in the development of the RFP was to maximize the E-rate eligibility of pertinent goods and services that will be procured within the scope of this RFP. This RFP represents the consolidation of a number of RFPs and Bids that in the past were awarded separately. The previous Bids and RFPs had disparate effective dates, renewal options, and termination dates. The development of this RFP was a major undertaking that attempted to bring a broad range of goods and services into one purchasing vehicle. The Education Technology Services Department and the District’s Purchasing Department collaborated extensively with consultants from the CELT Corporation in the drafting of this RFP and worked together in a closely coordinated evaluation process. Education Technology Services also engaged a number of outside resources in the review of the RFP’s design, content, and evaluation processes. The District’s Technology Advisory Committee reviewed the RFP on a number of occasions. The CELT Corporation assisted in the drafting of the RFP, and reviewed the technical integrity of the documents. ETS reached out to the broader South Florida community in the evaluation phase, engaging experts from organizations such as North Broward Hospital District, Broward County Government – Libraries Division, Florida Atlantic University, Nova Southeastern, South Florida Water Management District, and others in the actual RFP evaluation process. This RFP was crafted to position the District to economize the purchase of current telecommunications goods and services required by the educational and administrative environments within the school system. The RFP does not, by virtue of its conceptual structure nor its technical specifications, adhere to any one particular technology plan. Rather, it provides the purchasing vehicle to responsibly procure goods and services in nine key telecommunications market sectors in ways that will support the daily “business-as-usual” demands of the District, and accommodate the needs of the District as it moves forward in developing new long-range technology plans. This document includes a current timeline highlighting those steps that were taken to develop, post, and evaluate the RFP. Some of the background information that was previously shared concerning the rationale for the RFP, its structural components, and its evaluation criteria are included in this packet. A copy of the documentation submitted to the School Board is included. Finally, a consolidated cost savings / cost avoidance chart is attached to provide high level evidence that the RFP has delivered substantial cost reductions. Page 2
  3. 3. RFP 25-005N: Telecommunications, Internal Connections and Internet RFP Development Progression: RFP Stage Dates Status Modifications suggested / Incorporated ETS staff: Preparation of Group-specific Technical Completed Specifications and Special Conditions 6/1-7/31 successfully N/A ETS staff: Development of RFP design and consolidation Completed plan 6/1-7/31 successfully N/A Presentation to Technology Advisory Committee / Completed Infrastructure Subcommittee / RFP Design Concept 7/31 successfully Yes Presentation to Technology Advisory Committee / Steering Completed Committee / RFP Design Concept 8/7 successfully Yes Presentation to Technology Advisory Committee / General Completed Committee / RFP Design Concept 8/14 successfully Yes Completed Engagement of CELT / RFP Development Consultants 8/27 successfully N/A CELT / ETS Onsite Collaboration – Level Setting and design Completed strategy planning 9/2-9/5 successfully Yes Presentation to Technology Advisory Committee / Completed Infrastructure Subcommittee / RFP (Draft – V.3) 9/16 successfully Yes Presentation to Technology Advisory Committee / Steering Completed Committee / RFP (Work in Progress) 9/18 successfully Yes Presentation to Technology Advisory Committee / General Completed Committee / RFP (Final Draft) 9/25 successfully N/A Completed Presentation to SBBC Senior Management 9/29 successfully N/A Completed School Board Action to Release RFP 10/7 successfully Yes Completed RFP: Proposal Publication and Solicitation Period 10/8-11/12 successfully N/A Completed RFP ERATE Filing: Form(s) 470 10/8 successfully N/A Completed RFP: Proposer’s Conference 10/15 successfully Yes Completed RFP: Evaluation Period 11/14 successfully N/A Completed RFP: Award Recommendation Posting 11/25 successfully N/A Completed RFP: Negotiation Period 11/26 – 12/16 successfully Yes Completed RFP Award: Board Action 12/16 successfully Yes Completed ERATE: Filing of Form(s) 471 Mid-January successfully Yes Completed Effective date of new RFP awards 2/1/2004 successfully Yes Page 3
  4. 4. RFP 25-005N: Telecommunications, Internal Connections and Internet RFP development drivers: The 2004 SBBC Telecommunications RFP (25-005N) was designed to provide a purchasing vehicle for a fully functional, cost effective suite of telecommunications goods and services. The diagram below highlights the major concerns that have been factored into the consolidated design of this RFP. Each of these considerations has a number of implications to the way the RFP was drafted. The RFP design, response and evaluation processes resulted in the delivery of highly favorable results in all categories. Quality Functionality Open & Fair ERATE Competition 2004 SBBC Telecommunications RFP Price RFP (Including $ Manageability Volume Discount) Successes in achieving these objectives: Quality and Functionality: The evaluation rubrics used in the evaluation process, and the composition of the evaluation teams, enabled SBBC to make award recommendations for goods and services that will offer the full scope functions required by the District, and will be reliable and sustainable. Price: Proposers offered competitive pricing; substantiated by their relationship to one another, current price levels, and industry-wide price comparisons. Open and Fair Competition: Proposals in response to RFP 25-005N were received from 10 different companies; many responding to multiple RFP Groups. Group evaluations were conducted independently of each other giving large and small companies equal opportunities in the competitive bid process. ERATE: The RFP Process, and the filing of appropriate Erate documentation, will assure that SBBC is positioned to receive the maximum reimbursement from the ERATE program for the term of the contract for all eligible services in the 9 commodity Groups. RFP Manageability: The RFP combined 9 commodity groupings into one purchasing vehicle. In previous years, these were developed, evaluated and awarded separately. These bids and RFPs were also done much more frequently than will be necessary under the current RFP term. This consolidation effort has greatly streamlined the RFP processes, and improved the manageability of associated annual ERATE filings. Page 4
  5. 5. RFP 25-005N: Telecommunications, Internal Connections and Internet RFP Structure: Each of the groups listed below were designed to include Group-specific Terms, Conditions, and Technical Specifications. Standard SBBC General Conditions applied to all Groups. Each of these Groups has Items that are eligible for E-Rate credits. Some are entirely “erate-able” and others will require that ETS institute tracking and reporting tools that ensure that requests for E-rate reimbursements conform to E-rate eligibility requirements. Group 1: Wired Network Equipment and Maintenance For the procurement of goods and services required to provide data switching for SBBC’s Local Area Networks (LANs) Group 2: Wireless Network Equipment and Maintenance For the procurement of goods and services required to provide wireless connectivity at SBBC locations Group 3: Communications Cabling For the procurement of goods and services required to provision, modify and maintain the cabling infrastructure at SBBC locations. Group 4: Voice Equipment and Maintenance Services For the procurement of goods and services required to provision, modify, maintain, and support the voice switching equipment at SBBC locations Group 5: Voice Services For the procurement of voice network services required to interconnect the SBBC voice and video systems, and provide external connections to global telecommunications networks Group 6: WAN (Wide Area Network) Services For the procurement of the services required to provide high availability data switching for SBBC’s Wide Area Network (WAN) Group 7: Internet Services For the procurement of the services of a back-up Internet Service Provider (ISP) for the District – to improve the reliability of this resource Group 8: Cellular Services For the procurement of the goods and service required to support mobile, wireless telecommunications connectivity for SBBC staff Group 9: Pager Services For the procurement of the goods and services required to provide messaging and alert capabilities for segments of the SBBC work force. Page 5
  6. 6. RFP 25-005N: Telecommunications, Internal Connections and Internet RFP Evaluation and Award Processes: The factors, or “drivers”, that were considered in the crafting of this RFP are highlighted on page 4 of this document. Two of these factors were central to the development of the RFP’s evaluation strategy. First, the District needed to ensure that the business opportunities covered in this RFP were open to many companies – large and small alike. Second, the District needed to make sure that the prices for the goods and services sought through this RFP would be competitive. This was of particular concern if any single vendor were to be awarded more than one Group in the RFP. Consideration of these factors constituted the primary rationale for the following RFP evaluation strategy. • Single proposers could respond to multiple Groups. • Each Group evaluation was conducted independently of one another. • Each Group was awarded to a single proposer. • Single proposers were eligible to be awarded multiple Groups. For each group, the evaluation process involved three distinct steps. The first step involved an evaluation of the strengths of the companies that are submitting the proposal (Proposer Qualifications). The second step focused on evaluating the quality, functionality, and added value propositions included in the solutions that are proposed (Solution Qualification). The third step focused on the pricing levels submitted for required goods and services (Price Qualification). GROUP EVALUATION RUBRIC: Response to Section: Possible Points Effective Weight Minimum Eligibility Pass / Fail Pass / Fail Proposer Qualifications / MWBE 320 32% Solution Qualifications 320 32% Pricing Qualification 360 36% The scores earned by each proposer for each phase were combined, and the individual Group Award recommendations were made on the basis of highest combined summary score. See Attachment 1 for detailed scoring information. Because the structure of this RFP allowed multiple Groups to be awarded to a single proposer, the RFP was structured so that SBBC conducted final contract negotiations for the price levels submitted by awardees of multiple groups with the expectation that additional savings would be offered by these proposers. These price negotiations were conducted on December 3rd and 4th. These sessions produced an opportunity to receive an annual rebate from BellSouth in an amount projected to be approximately $190,000 the first year with a growth incentive. JDL Technologies offered an additional 10% discount on certain items not reflected in the original RFP pricing response. Page 6

×