Agenda Item No. V. B. 3.

Washburn University Board of Regents





SUBJECT: Request for Proposal - University Wide Telephone System



BACKGROUND:



At its meeting on June 16, 2004, the Board of Regents approved awarding a contract for technology systems consulting services to Elert & Associates to provide the University with a strategic plan that would review and analyze the current and future requirements for telephone systems, data/text transmission, and educational video distribution systems in order to minimize duplication of effort and redundancy of cabling requirements. Subsequent to the award, Elert &Associates conducted an assessment and assisted the University in preparing an RFP to procure a University wide communications (telephone) system.



On November 8, 2004, a Request for Proposal was issued to fifteen vendors capable of providing a university wide internal and external communications system for Washburn University. A pre-proposal conference held on November 23, 2004 was attended by eleven vendors receiving an RFP. A detailed infrastructure tour was also conducted on December 7, 2004 to ensure prospective proposers clearly understood Washburn's infrastructure.



DESCRIPTION:



On December 22, 2004, the University received proposals from five vendors: American Telephone; IPRevolution; SBC; 3-Com; and Dynamic Computer Solutions. Two of the proposals (3-Com and Dynamic Computer Solutions) were rejected for not providing the required Proposal Security and Guarantee Bond.



The proposals were evaluated by an evaluation committee composed of Elert & Associates personnel and several members of the University's staff. The evaluation process was based on three milestones: the RFP response, the oral presentations, and the reference checks. The primary evaluation criteria consisted of the following:



Cost

o Basic system equipment and maintenance

Technology

o System design

o Compatibility with existing infrastructure

o Software features

o Expansion capabilities

o Redundancy

Vendor characteristics

o Financial stability

o Industry experience

o References

o User training

Maintenance

o Number of trained technicians available

o Spare parts inventory

o Dispatch distance from Topeka

o Local installations



Based on the proposal evaluations, the reference checks, and the formal presentations, the evaluation committee was unanimous in its opinion of SBC being the preferred vendor. The formal recommendation prepared by Elert & Associates in conjunction with the University staff is attached.



After concluding SBC is the preferred vendor, the University in conjunction with Elert & Associates negotiated with SBC. During these negotiations Washburn received some additional pricing concessions and added some additional features, functionality and equipment which include upgrading 937 telephones from analog to digital, a UPS for Washburn Village, 15 recording modules, additional system management licenses, and SBC agreed to rework the main telephone cable distribution frame and appropriately tag all lines.



After concluding the negotiations, the total project cost is as follows:



Original capital equipment cost $ 865,345

Net price concessions and

enhancements agreed upon during

negotiations (139,248)



Negotiated Contract price (SBC) $ 726,097

PC's, servers, and system software

to be provided by Washburn University 26,000

10% project contingency 72,609

Total project $ 824,706



Elert & Associates will continue to provide implementation assistance to the University in an amount not to exceed $42,000 as specified in the agenda item approved by the Board of Regents for consulting services by Elert & Associates on June 16, 2004.



FINANCIAL IMPLICATIONS:



Total cost of the project in the amount of $824,706 is to be funded from the Building Construction Fund, Special Projects account.





RECOMMENDATION:



President Farley recommends the Board of Regents approve the project as detailed above and approve awarding a contract to SBC in the amount of $726,097.



___________________ ________________________

Date Jerry Farley, President


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