HomeMy WebLinkAboutItem 07 - Telecommunications Audit ServicesMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGERS '/
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MEETING DATE: MAY 4, 2004
SUBJECT: APPROVAL OF CONTRACT AWARD TO PROVIDE
TELECOMMUNICATIONS AUDIT SERVICES
RECOMMENDATION:
City Council to consider a contract award to Hubbard Communications to provide
telecommunications audit services.
FUNDING SOURCE:
Not Applicable
BACKGROUND:
Request for proposals were taken in accordance with Local Government Code Chapter
252, Subchapter B, Section 252.021 (a) and Section 252.041 (a). The proposal
advertisement was posted in the Grapevine Sun on February 26, 2004 and March 4,
2004.
The purpose of the proposals was to identify vendors that could provide Citywide
telecommunication audit services for local and long distance, leased circuits including
data, voice, Internet access, mobile data terminals, cellular, telecommunications taxes
and tariffs, emergency 911 services and contract reviews. The goal of the audit is to
eliminate unnecessary services and obtain refunds for any overcharges or unwarranted
charges found during the audit.
In accordance with proposal requirements, the proposals established a set of criteria to
judge the offers that were received. After the proposals were reviewed, staff met with
and interviewed the three vendors submitting the best proposals based on the proposal
criteria. Each of the three vendors interviewed scored very high in the areas of
experience, activity plans, qualifications and are Texas based companies. There was
little difference between the three vendors in these areas. For the Cost/Price analysis
criteria, Hubbard Communications presented the best value for the City. Hubbard's
contingency fee was 45% of any savings obtained for the City, which was the lowest
contingency offer received. Under the contract, savings must be documented and
received by the City before any payment is made to the vendor.
Staff believes this audit will be highly beneficial to the City and recommends approval of
a telecommunications audit contract to Hubbard Communications.
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Telecommunications Audit
Proposal Tabulation
Hubbard Communications — Contingency Fee 45% of savings realized.
Prettyman and Associates — Contingency Fee 48 % of savings realized ($5,000 minimum)
Boundless Communications — Contingency Fee 50% of savings realized.
Schooley Mitchell — Contingency Fee 50% of savings realized.