TO: Mayor and Commissioners
FROM: Steven Chapman, Chief Purchasing Officer
THROUGH: Donald B. Cooper, City Manager
DATE: March 1, 2016
Title
APPROVAL OF SELECTION COMMITTEE RANKINGS FOR VOICE OVER INTERNET PROTOCOL (VoIP) TURNKEY SYSTEM (RFP 2016-049)
Body
Recommended Action:
Recommendation
Motion to Approve Selection Committee rankings of RFP No. 2016-049 and for staff to enter into negotiations for a contract which will be brought before the Commission for final approval.
Body
Background:
Staff recommends a motion to approve Selection Committee rankings for RFP No. 2016-049, Voice over Internet Protocol, in the order listed herein. This bid is in accordance with Ordinance Section 36.02 (A)(2) “Request for Proposals, Requests for Qualifications, Requests for Letters of Interest.”
The Voice over Internet Protocol RFP was to find a vendor to provide a complete turnkey platform replacement for a state-of-the-art Voice over Internet Protocol (VoIP) system in existing City buildings that will fulfill the needs in the future and enhance the community experience today.
On September 25, 2015, RFP 2016-011 was issued for Voice over Internet Protocol (VoIP), Telecommunication Platform, Network Equipment and WiFi Network Expansion. This RFP was cancelled on November 20, 2015 and broken out into smaller bids. The City issued RFP 2016-049 Voice over Internet Protocol (VoIP) on December 11, 2015 with a due date of January 4, 2016. This RFP received five proposals and two statements of no bid. Of those five proposals, three vendors were considered responsive. The two that were non-responsive were Telesphere Solutions which sent its bid bond late to the purchasing the purchasing department and Urban Telecom which did not submit a bid bond.
The three responsive proposers are:
• Verizon Business Network Services Inc (MCI Communications Services, Inc.)
• Verteks Consulting
• Maxis360
The Selection Committee members consisted of nine City of Delray Beach staff members:
Jeff Snyder (Finance)
Gwen Spencer (IT)
Tenille Decoste (HR)
Tim Stillings (P&Z)
John Morgan (ESD)
Michael Coleman (CI)
Jaravo Sims (PD)
Danielle Connor (FRD)
Suzanne Fisher (P&R)
The selection committee evaluated the proposals and ranked the vendors as follows:
Rank Vendor
1. Maxis360 - $408,764.00
2. Verteks Consulting - $1,162,040.00
3. Verizon Business Network Services Inc (MCI Communications Services, Inc.) - $2,144,177.00
<http://mydelraybeach.com/city-clerk>
Finance Department Review:
Finance recommends approval.
Funding Source:
334-6112-519.64-12 Machinery & Equipment / Office Equipment
442-5178-536.64-12 Machinery & Equipment / Office Equipment
448-5461-538.64-12 Machinery & Equipment / Office Equipment
$1.2 million was included in the above accounts in the FY 15/16 budget of which 91.6% (the general construction portion) will be financed.