COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services Department

 

DATE:

July 31, 2006

BOARD MEETING DATE:

August 15, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director of Information Services

SUBJECT:

Agreement with Communications Technology Services, LLC, Walker Comm, Inc. and Cirrus Solutions, Inc. for voice and data installation cabling services.

 

RECOMMENDATION:

Adopt a resolution authorizing the Purchasing Agent to use Communications Technology Services, LLC, Walker Comm, Inc., and Cirrus Solutions, Inc. as copper & fiber cable installation providers for the term August 28, 2006 to August 27, 2009 in an amount not to exceed $500,000.

 

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government.

Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain; and County employees understand, support and integrate the County vision and goals into their delivery of services.

This resolution will permit the installation of voice and data services in an expeditious manner and will help customers meet their project goals on-time and on budget.

 

Performance Measure(s):

Measure

FY 2004-05
Actual

FY 2005-06
Projected

Percent of IT projects that are completed on time (S, M, & L)

80% / 75% / 70%

90% / 85% / 80%

Percent of IT projects that are completed within budget

80% / 75% / 70%

90% / 85% / 80%

 

BACKGROUND:

During the past three years, ISD has completed approximately 40 cable installation jobs at a total cost of $465,173. The average cost per cable installation job is $11,629. The process for selecting a vendor for each job requires an estimate from at least three qualified vendors, a site walk, and evaluations. The process consumes staff time and can prevent timely responses to customer requests for cable installation work.

A Request for Proposal process was used to determine the top three vendors. Workmanship, labor, and materials costs, as well as experience in working with government agencies, were some of the criteria used in the evaluation process.

 

DISCUSSION:

With your Board’s approval, ISD would like to be able to select from three pre-approved vendors for copper and fiber cable installation projects. ISD would have the option of contracting from these companies. This resolution would allow ISD to choose Communication Technology Services, Walker Communications, or Cirrus Solutions, without having to use the estimate process or submitting a sole source justification for each agreement, thereby benefiting the County by efficient, effective use of staff. This resolution will not apply to capital projects. The recommended vendors are compliant with the County’s Equal Benefits and Jury Compliance ordinances and will submit their proposals for future projects using the County’s standard agreement, either long or short form, depending on the cost of the proposed work.

 

FISCAL IMPACT:

Funding for cable installation service will come from departmental appropriations and costs will be charged to the appropriate department through the ISD work authorization process. There is no obligation on the part of the County to purchase any amount of services as a result of this action.

 

Exhibit A

Request for Proposal Matrix

1.

General Description of RFP

Voice and data cabling installation services

2.

List key evaluation criteria

Certification of company and staff to perform specific types of cabling, cost, compliance with County standards

3.

Where advertised

San Mateo County website

4.

In addition to any advertisement, list others to whom RFP was sent

Compel Corporation

Contra Costa Electric, Inc.

DK Technology, Inc

Ever-Green Communication Services

NetVersant-Northern CA

PNS Communications Group

3D Datacom

Advanced Cabling Technology

B&C Communication and Controls

Ceitronics

Communication Technology Services, Inc.

Rosendin Electric Company

Semans Communications, Inc.

Service Communications, Inc.

Sprig Electrical Data Systems

Valley Communications

T and D Communications

Walker Comm, Inc.

WBE/Telcom

5.

Total number sent to prospective proposers

17

6.

Number of proposals received

6

7.

Who evaluated the proposals

Robert Heavey, Deputy Director

David Yamani, Advisory Systems Engineer and Project Manager

Mike Castellano, Supervisor/Telephone Services

Leslie Lemke, Systems Engineer

Julio Lopez, Systems Engineer

Maryanne Carboni, Administrative Assistant

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

    1. Cirrus Solutions, Inc.

    3564 Investment Blvd.

    Hayward, CA. 94545

    2. Communications Technology Services, Inc.

    650 Castro Street, Suite 260

    Mountain View, CA 94041

    3. DK technology, Inc.

    11875 Dublin Blvd. Suite C-153

    Dublin CA 94568

    4. NetVersant

    1411 South Milpitas Blvd.

    Milpitas, CA 95035

    5. T and D Communications

    44830 Osgood Road

    Fremont, CA 94539

    6. Walker Comm

    14737 Catalina Street

    San Leandro. CA 94577