HomeMy WebLinkAboutR-88-0712w'
J-88-768
7/21/88
RESOLUTION NO.
SS" i 1
A RESOLUTION REJECTING ALL BIDS/PROPOSALS
RECEIVED BY THE CITY IN CONNECTION WITH THE
LEASE/PURCHASE OF A TELEPHONE SYSTEM FOR
CITYWIDE PURPOSES; FURTHER, DIRECTING THE
CITY MANAGER TO SEEK NEW BIDS/PROPOSALS BASED
ON SUCH SPECIFICATIONS AS HE DEEMS
APPROPRIATE FOR THE PROCUREMENT OF SAID
SYSTEM.
BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI,
FLORIDA:
Section 1. All bids received by the City in connection
with the lease/purchase of a telephone system for Citywide
purposes are hereby rejected and the City Manager is hereby
directed to seek new bids/proposals based on such specifications
as he deems appropriate for the procurement of said system.
PASSED AND ADOPTED this 21st day of
r
XAVIER L
ATTE`St :
MATTY HIRAI
CITY CLERK
PREPARED AND APPROVED BY:
ROBERT F. CLARK
CHIEF DEPUTY CITY ATTORNEY
APPROVED AS TO FORM AND CQRRECTNESS:
-JORGE LZ-FERIJANDEZ
CITY ATTORNE
RFC:bss:M769
July '-, , 1988.
Z, MAYOR
C-ITY COMM-115SIOD1
ME1;"1H4G OF
JUL 19"
gas-y712
SOLUTION No.
h;hlinS
21
CITY OF MIAMI, FLORIDA
■ 'ROM
INTER -OFFICE MEMORANDUM
The Honorable Mayor and Members OITE
of the City Commission
SUBJECT
Cesar H. Odl REFERENCES
City Manager J
ENCLOSURES
RECOMMENDATION:
J U L- 5 1.,A,q .ILE
Resolution Authorizing
Award of an Agreement
for the ease/Purchase
of a Telecommunication
System
It is respectfully recommended that the City Commission adopt the
attached resolution awarding a multi -year lease/purchase
agreement for equipment, including installation of a City wide
telecommunication system, from American Telephone and Telegraph
Corporation, as the company submitting the most cos: effective
proposal to the City; and further approving the Chief Procarement
Officer's decision to reject a protest received in connection
with said award.
Annual cost of this lease/purchase agreement will be
approximately $331,000, a savings of approximately $219,000
annually, as compared to the current estimated costs of $550,000.
Over a multi -year lease/purchase period, total cost is estimated
to be $1,113,000, at which time the City will own the equipment.
Funds for this contract shall be available from the budget of the
General Services Administration Department, Account N-o. 420601-
510.
BACKGROUND:
The General Services Administration Department has analyzed
proposals -received pursuant a Request for Proposals, which was
developed following the conduct of an operational analysis of the
City's telecommunications system requirements and needs. Three
proposals were received in response to the Request for Proposals
and evaluated to select the best proposal in terms of equipment,
installation, maintenance and cost. The proposal evaluated as
the most cost effective for the City of Miami was that of the
American Telephone and Telegraph Corporation.
Several years ago, the City of Miami followed a course of renting
telecommunications equipment until the A T & T divestiture issue
was settled, because of uncertainty as to the future of the
industry. Since that time, the telecommunications market has
changed considerably, in price structure, equipment capability,
security requirements, equipment availability and other system
features. Present telephone equipment costs are approximately
$550,000 annually. Award in accord with this recommendation
should save the City approximately $219,000 annually and improve
service. The total savings in future years will be the full
" OS-712_ . / - �
The Honorable Mayor and Members
of the City Commission
$550,000 after pay -out of the
slightly less than four years.
Page 2
leasd/purchase agreement in
It is recommended that award be made to American Telephone and
Telegraph Corporation, a non -minority vendor, as the bidder
submitting the most cost effective proposal. Annual cost of this
lease/purchase agreement will be approximately $331,000; over a
multi -year lease period, total cost is estimated to be
$1,113,000. Funds for this contract shall be available from the
budget of the General Services Administration Department, Account
No. 420601-510.
Amount of Bid: $1,113,000 $ of Cost Estimates: N/A
Source of Funds: Funds shall be available from 1987-88 General
Services Department, Account #420601-510.
Public Hearings/Notices: N/A
Assessable Project: N/A
Attachment:
Proposed Resolution
` 8-'712
Z.-
Cesar H. Odio
Ci Manager
Ro E. Williams,
=40M General Services
CITY OF MIAMI. FLORIDA
INTER -OFFICE MEMORANDUM
DATE June 22, 1988 VILE,
SUBJECT Fesolut ion of Bid
Protest, RFP #87-88-056
Telecommunication
Director System Lease/Purchase
Administration REFERENCES
Southern Bell Protest
ENCLOSURES. Letter
Attached is a copy of a letter from Southc. —,. 21c11 n"Ja,-,CCu
Systems (SEAS) which serves as SBAS's official protest to the
City of Miami in regard to the award of RFP #87-88-056, for the
lease/purchase of a Citywide Telecommunication System.
As Chief Procurement Officer, I have reviewed the protest and the
procedures which have led to the award of RFP #87-88-056 to the
American Telephone & Telegraph Company. It is my conclusion that
the protest of SBAS is without merit and it is hereby rejected by
me for the following reasons:
1. The procedure used for the evaluation and the method
of selection of the winning proposal was fair and impartial.
2. The proposal of Southern Bell Advanced Systems was
evaluated by the selection committee to be less advantageous to
the City in the area of system costs, rated lower than AT&T in
the area of systems requirements and configurations, less
desirable in the area of systems warranty and maintenance, and
less acceptable in the area of project approach and methodology.
In accord with the provisions of Section 18-56.1(b) of the Code
of the City of Miami, please sign below indicating your
recommendation and app_oval of this bid protest resolution. The
award of this contract is scheduled for the City Commission
meeting of June 23,1988.
Approve Approved
C4iltyA City Manager
`3S--712_.
Jo H. McGee
Brencn Sales monger
June 7, 1988
Mr, Ron E. Williams
Chief Procurement officer
City of Miami
1390 N. W. 20th Street
Miami, F1 33142
Dear Mr. Williams,
Southem Bell
ADVANCED SYSTEMS
5757 Blue Lagoon Orrve
Suite 100
Miami, Florida 33126
Phone: (3O5)266.12OO
Southern Bell Advanced Systems (SBAS) has requested from the City
of Miami the addendum responses from AT&T to R.F.P. #87-88-056.
This information is necessary for us to complete our evaluation
to determine if SBAS should protest the recommendation of AT&T to
the Board of Commissioners.
In order to comply with City Code Section 18-56.1, this letter
will officially serve as SBAS's protest to the City of Miami in
regards to the aforementioned recommendation.
Again, I am requesting AT&T's addendum responses to the following
Sections D.8 Bid Price Time Period; P.2.2 Length of Agreement;
and P.2.3 Contract Cost Increase CAP; P.10.5 Equipment Price
Freeze for Relocations.
We are also requesting a fourteen (14) day extension from the
date we receive this information.
Your consideration and cooperation in this matter is greatly
appreciated. Should you have any questions, please contact me at
262-5500.
Very truly ,ours,
;Blanch Sales Manager
` S-712..
- Z: r - c F R 2 1 4 : T. 'F4 M 4.i PI T t: _, ✓ ,� c ,
.. T- e el r N T i T1; In -% G a. FA
CITY 0►* MIAM,, ►6011110A
INTCA-OrrICC MCMO/WANCIUM
to GAI[
Wij} iam J. Schaut
P �bdu cement Supervisor "'"J"''
P�oc�ureTon a agement Division
rR�M a 11fPEQi VGfS
o E. WL iams, Director
ve eral Services Administration cr+c.osu.cs
hL[
Lease/Purchase of
American Telephone
Telegraph Systems
'Phis Department has verified with the Departments of Finance anti
Manage -rent & BjCyet that tunas are available in the Genaral
Services Administration Department
0 er!ti ^"
fl''^''e t cc ^�
420601-5.10, for the lease/purchase of
the
telephone) system, for
City wide purposes at an estimated
total
cost
not. to exceed
$1pll31000, the ainr.uaI cost of this
multi
-year
lease/purct',a:ie
agreement will be approximately $331,000.
FINANc:E REVIE'R AND APPROVED BY:
--- * - N/A
Carlos Garcia, Director
Department, of Finance
a
BUDGETARY REVIEW AND APPROVEU BY:
Manohec 8 a, Director
Departmen-.__,of management 6 Budget
r
ADDITIONAL APPROVALS
(IF REQUIRED)
__
Sergio `Rodrig.:ez,D1rec-
torg Planning Dept.
N/A _
Frank Castanedar Direc-
tor, Community Develop-
ment Department
AWARD OF BID
RFP No. 87-88.056
ITEM: Telecommunications System City 'nude
DEPARTMENT: General Services Administration
TYPE OF PURdHASE: Lease Purchase multi year contract
REASON: To improve the functionality of the
overall telecommunications System to
reduce cost and increase the end user
productivity through efficient
utilization of the system
POTENTIAL BIDDERS. 23
RFP RECEIVED: 3
FUNDS: 1988-89 Operating Budget of the
General Services Administration
Department Division account 1420601-
510 and sub;ect to the availability of
funds for the succeeding fiscal -
Years-MINORITY/WOMAN PARTICIPATION: Invitations to Bid were sent to
two (2) Hispanic firms engaged in the Telecommunications
business as located in the following source:
1. New Vendors applications
Invitations to Bid were sent to fifteen (15) minority
organizations.
No Minority response was received.
BID EVALUATION: Following is an analysis of t:,e
Request for Proposal:
Category Number of Bid Number of
Invitations Mailed Responses
Prior Bidders
Black American 0 0
Hispanic American 0 0
Woman Owned 0 0
?Ion -Minority 0 0
New Bidders
Black American
0
0
Hispanic American
2
0
Woman Owned
0
0
Non -Minority
21
3
Courtesv Notifications
15
0
"No Bids"
-
0
Late Bids
-
0
Totals
38
3
Page 1 of 2 ` S-712 . (0
V
#..
RECOMMENDA-T ON: IT 1S RECOMM-tNbEb THAT THE AWARD M
MADE TO AMERi�A,V TELEPHONE & 1'E1,EORAPH
CORPORATION AT A TOTAL ESTIMAT D COST
NOT TO EXCEED $1,113.000.00.
Procurement supervisor
Date
The Minority & Women Business Administrator concurs with the
above recommendation.
rt;.,nr�r•., k Women Busi:ess
Administrator
i
1 Date
Page 2 0£ 2
TI1�_ — r'.— = c lJF r, '_• 44 LNIJ r,EF•T F It
J-88-516
6--22-88
RF.S01,0TION NO. _
A RESULUTION A(-CE:PTING T11E PROPOSAL OF
AMERICAN TELEPHONE h TEI,EGRAPH CORPORATION
AND AUTHORIZINO THE CITY MANAGER TO ENTER
INTO A MULTI -YEAR AGREEMENT IN A FORM
ACCEPTABLE: TO THE CITY ATTORNEY FOR THE
LEASE./PURC'HASE OF A TELEPHONE SYSTEM FOR
CITY WIDE PURPOSES AT AN ESTIMATED ANNUAL
COST OF $331,000.00 FOR A TOTAL COST NOT TO
EXCEED $ 1 , 1 1 3 , 000 .00 ; FOR THE DEPARTMENT OF
(IF.NERAL SERVICES ADMINISTRATION; ALLOCATING
FUNDS THEREFUR FROM THE OPERATING BUDGET or
THE. GENERAL SERVICES ADMINISTRATION
DEPARTMENT ACCOUNT CODE NO. 420601-510,
SUBJECT To THE AVAILABILITY OF FUNDS FOR
SUCCEF.DINu FISCAL YEARS, FURTHER APPROVING
THE. CHIEF PROCUREMENT OFFICER'S DECISION TO
REJECT A PROTEST RECEIVED IN CONNECTION
WITH SAID PROJECT.
Wt1EkF:AS, the City of Miami's present telecommunications
system Conslyts of independent teleccmmunic:atlons aystems working
behind the City'S SOLIthern Rell Telephone and Telegrnr'n 1;33X
service. In 1983 th" City accepted the recommendations of a
tcicC0tti1nur1i0.'1ti011S C011sultarlt to continue rentiny the in -place
telephone station Ylai lware; and
WHF,REAS, since that time, the telecommunications mnrket has
changed collaiderably, in price structure, equipment cetrability,
security requirements, equipment availability and other system
features; *nM
WHEREAS, significant price and tariff increases have
contributed to the increase in the City's telephone systems ^nd
network costs, presently in excess of one (1) million dollars.
Tbase cost increases, in addition to increased end user demands
for additional and enhanced telecommunications systems
functionality, have placed a greater emphasis on the City's need
to address its system; and
WHEREAS, as an initial step in improving the City's
telecommunications systems and controlling costs, the City's
management signed a multi -year cuntrac:t with Southern Bell
Telephone and Telegraph for central office based ESSX service.
-1-
ti •_4 -4 .4 L + 14 U E F• T
It
This represents a significant portion of the City's overntt
telecommunications systems, however, the end user station
hardware, which is presently rented from American Telephone
Telegraph, does not meet the City's needs in a cost effective
manner; and
WliEKEAS, following the conduct of an operational analysis of
its City wide telecommunications systems, the City has identified
functional telecommunications requirements and needs for the
City's locations and were outlined in the Request for Proposal.
It is the City management'n focus to further improve the
functionality of the overall telecommunications systems through
replacement of the end user hardware, significantly reduce its
associated costs, and increase the end user productivity through
efficient utilization of its telecommunication systemsi and
WHEREAS, Request for Proposals were solicited and received
for the furnishing of equipment, material, inatallation and
maintenance of the ay^-te^r in accordance with
specifications prepared by the city's consultant n nd
Communication Division; and
WHEREAS, three responses to the Request for Proposals were
received; and
WHEREAS, it was determined by the Chief Procurement officer
and a selection committee that the proposal from American
Telephone & Telegraph Corporation best meets the needs of the
City and is the most cost effective to the City and Southern hell
Advanced Telephone Systems and Volt Information Systems did not
meet the City's needs cost effectively; and
WHEREAS, uction in accord with this recommendation should
save the City approximately $219,000 annually and improve
service; and
WHEREAS, funds for this multi -year lease/purchase are
available in tho General Nervices Administration Department
Account Code No. 420601--510; subject to the availability of funds
for succeeding fiscal years.
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION or THE CITY
OF MIAMI , FL,ORT DA :
2 - q.
t 4 S L HW TiEF'
1
Section 1. The recitals and findings contained in the
Preamble to this remolution are burehy apyruved, confirmed anti
adopted hy► roference thereto and incorporated herein eke it fully
set forth in this sectior►.
Section 2. Upon ret:ommendAtion of the City Manager and the
city Attorney, the Chief Procurement officer's deciaion to reject
the protest filed by Southern Bell Advanced System iee hereby
APproved.
Section 3. The March 29, 1988 proposal of American Telephone
& ToIegraph Corporation for the furnishing of equipn.ent,
material, installation and maintenance of a City wide
telecommunication System on a multi -year Lease/Putcliase agreement
for the General Services Administrntion Department at a total
estimated aiinual cost of $331,000.00 for a total cost not to
exceed $1, 113,000.00 is hereby accepted with funds f-Leref.or
hereby Allocated from the General Services Administration
Department Account Coele No. 420601-510 and subject to the
availability of funds for succeeding fiscal years.
Section 4. The City Manager is hereby authorize%i to enter
Into a multi -year agreement in a forn acceptable to the City
Attorney for the lease/purchase of the Telecommunicntion 6yntem.
PASSED AND ADOPTED this day of 1908.
ATTEST:
MAT Y HIRAI, CITY CLERK
PR};P n AND APPROVED BY.
�7* &"
DAERT F. CLARK V/c
CHIEF DEPUTY CITY ATTORNEY
APPROVED AS TO fO�iM AND CORRECTNESS:
JOE L. OFERNAND
C1 Y ATTORNEY
XAVIER L. SUAREZ
MAYOR
'`iS-712