Mitchell/Hutcher 2003 Technology Services E-rate Selection Process RFI/RFP Documents Developed Vendor Conference Initial Submissions First Review

Mitchell/Hutcher 2003 Technology Services

E-rate Selection ProcessE-rate Selection Process RFI/RFP Documents Developed

Vendor Conference

Initial Submissions

First Review

Mistake

Addendum

Second Review

Recommendations

Local Vendor Participation

Next Steps


RFI/RFP DocumentsRFI/RFP Documents RFI/RFP Documents Developed

Vendor Qualification

Internal Wiring and Network Configuration

LAN Maintenance

Classroom Counts by Sites

Six RFI’s for Internal Wiring (5-7 Schools Each)

One RFI for LAN Maintenance (52 Schools)


Vendor ConferenceVendor Conference 12/12/02 – Two Hour Vendor’s Conference

Process described to 35 vendors from 22 companies

Extensive Q&A (Proceedings audio recorded)

Vendor contact information gathered

All documents, including vendor contact list posted on-line

E-mail list for vendor questions established. Answers available to ALL vendors

12/13/02 & 12/16/02 Site walks to ALL sites


Initial SubmissionsInitial Submissions

Responses due 1/2/03 (extended from 12/27/02)

Initial Submissions Reviewed by Tech Services, Facilities, and Purchasing

11 responses to Internal Wiring RFI/RFPs

6 responses to LAN Maintenance RFI/RFP


First ReviewFirst Review Vendors screened for qualifications and

responsiveness to RFI

5 responses to Internal Wiring RFI/RFPs eliminated for non-compliance

3 responses to LAN Maintenance RFI/RFP eliminated for non-compliance

Remaining responses reviewed and ranked based on technical design and cost.


Mistake in Form 470Mistake in Form 470 District is informed by vendor that our

Form 470 may contain error

SLD contacted. District advised to re-submit Form 470 for Internal Connections

1/8/03 Revised Form 470 submitted

New 28 day window begins

Additional vendors free to submit, existing vendors can modify proposals.


Addendum to RFI/RFPAddendum to RFI/RFP 1/10/03 - addendum to RFI/RFP

developed, e-mailed to all current respondents and posted on website. Additional site walks conducted.

Clarifies conditions for acceptable responses

Designed to improve quality of responses

Allow non-responsive vendors to modify response

Builds in additional protections and quality control for District


Second ReviewSecond Review 10 responses to Internal Wiring RFI/RFPs (1

eliminated as non-responsive). No new vendors submitted in 2nd round.

Responses to all RFI/RFPs are screened as before for technical design and cost

4 finalists for RFI/RFP 1-6 and 2 finalists for RFI/RFP 7 identified and asked follow-up questions.

1/28/03 – 2 of 4 finalists for RFI/RFP voluntarily withdrawn.

1/29/03 - Review committee’s recommendations given to District leadership


Recommended VendorsRecommended VendorsRFI Primary

VendorPartners

RFI 1 JDL CBX/ACCRA

RFI 2 Tucker AT&T/Kneal



RFI 5 JDL CBX/ACCRA

RFI 6 JDL CBX/ACCRA

RFI 7: Maintenance

CBX


Components of the WorkComponents of the Work

31%

69%

EquipmentService


Percent of Erate Local Vendor Participation

Percent of Erate Local Vendor Participation

5.3

41

05

1015202530354045

Year 5 Year 6


Funding Participation Expected by Local Partners

Funding Participation Expected by Local Partners

$7,486,970.67

$4,243,422.43

$0.00$1,000,000.00$2,000,000.00$3,000,000.00$4,000,000.00$5,000,000.00$6,000,000.00$7,000,000.00$8,000,000.00

Total Services Provided by LocalVendors


Changes to Process Resulted In:Changes to Process Resulted In:

Enabling Local Vendors to act as PrimariesSignificant Increase in Local ParticipationIncrease in collaboration and integration

between OUSD Departments.Increased competition = Reduced cost to

OUSD• After final negotiations, we expect the work come

under expected costs by approximately 20%.


Next StepsNext Steps

Sign LOIs with Vendors

Submit 471 (By Thursday Night)

Finalize Agreements with Vendors including Management Structure and Oversight.

Notification of Award Expected in Late Spring