AGENDA # __, April 17, 2012

AKI K. NAKAO, Director

1401 LAKESIDE DRIVE, OAKLAND, CALIFORNIA 94612 5102089700 FAX 5102089711 www.acgov.org/gsa/

March 15,2012

Honorable Board of Supervisors County ofAlameda 1221 Oak Street, Suite 536 Oakland, California 94612-4305

Dear Board Members:

SUBJECT: AWARD A CONTRACT TO COST CONTROLS ASSOCIATES, INC. FOR CELL SERVICE CONSULTING, REQUEST FOR PROPOSAL NO. 900885; AMOUNT: $48,975

RECOMMENDATION:

Approve and authorize the Purchasing Agent to execute a contract, attached hereto, for Master Contract No. 900885, Procurement Contract No. 7237, with Cost Control Associates, Inc., (President, Keith Laake), Queensbury, NY, to provide cell service consulting services to the Alameda County General Services Agency (GSA) Telephone Systems Division (Communications) at an estimated cost of $48,975. The term of this contract shall be for three months beginning approximately April 23, 2012 and ending on approximately July 13, 2012.

DISCUSSION/SUMMARY:

Employees use smart phones and cell phones for a variety of tasks related to their day-to-day job duties. These include such tasks as data entry while conducting restaurant inspections, social work and public health related case management in the field, as well as ordering or locating parts to fix County equipment. As a result of the County Administrator's (CAO) request that General Services Agency (GSA) initiate projects that will achieve Countywide efficiencies, GSA Communications intends to .utilize the services of a consultant to assist with the development of a Cell/Smart Phone Policy and recommendations for reducing County provided cell phone plan expenses.

The County is seeking options to reduce operating costs. As more workers perfonn their tasks from remote sites, cell phone usage has increased. The attendant policies and procedures to manage these expenses have not kept pace with increased business needs. The County uses three primary cell vendors and a multiplicity of plans. With three providers and a decentralized administration, the County is unable to take sufficient advantage of economies of scale when negotiating with providers. The consultant will assist the County in determining whether significant savings could result from consolidating cell phone plans and reducing the number of vendors.

Honorable Board of Supervisors Page 2 March 15,2012

SELECTION CRiTERIAIPROCESS:

GSA Communications Department, in collaboration with GSA Administration, worked with GSA Purchasing to develop and issue a Requestfor Proposal (RFP). The RFP was issued on August 2, 2011; posted on the website for 75 days; and sent to the 2,817 subscribers to the E-Gov Goods and Services - Current Contract Opportunities mailing service. Two networking/bidders ' conferences were held and were attended by one vendor.

On October 17, 2011, three responses to the RFP were received. All responses were evaluated by the County Selection Committee (CSC) comprised ofone representative eachfrom: Alameda County GSA Communications Dept., Alameda County Information Technology Dept., Alameda County GSA Information System Dept., Alameda County Superior Court, and Sonoma County Communications Dept. All three vendors were interviewed by the CSc. A maximum total of550 evaluation points were available for this RFP. The total evaluation points include 50 preference points derivedfrom a 5% preference for local vendors and a 5% preference for certified small, local or emerging vendors for a total of 10%.

Cost Control Associates was the highest scoring qualified vendor and will meet County requirements through a 20% subcontract with Snelling Staffing Service (Snelling), a certified SLEB located in Alameda, CA. Snelling will provide office/administrative personnel and data entry services. The follOWing is the evaluation summary:

EVALUATION SUMMARY

Vendor Location Local SLEB Evaluation

Points Cost Control Associates Queensbury, NY N N 483

Yonemoto & Associates Dublin, CA Y Y 415

Z Consulting West Lake

VillaKe, CA N N

312

FUNDING:

Appropriations for this contract are included in the GSA-Communications FY 2011-12 Approved Budget. No additional appropriations are necessary and there will be no increase in net County cost.

Respectfully submitted,

. . Nakao Dir ctor, General Services Agency

AKN:K.\il:hhlJ\Board LettersIPurchasingIFY2011-12\Cell Phone Consulting ContIact Award BL

Attachment

cc: Susan S. Muranishi, County Administrator Patrick J. O'Connell, Auditor-Controller. Donna R. Ziegler, County Counsel

ATTACHMENT

CELL SERVICE CONSULTING REQUEST FOR PROPOSAL (RFP) NO. 900885

March 15,2012 - June 14,2012

Vendor Location Estimated

Dollar Value of Contract Award

Local Participation SLEB Participation

Percentage Dollar Amount

Percentage Dollar Amount

Cost Control Associates, Inc. 310 Bay Road

Queensbury, NY 12804 $48,975 20% $9,795 20% $9,795

Certified SLEB Subcontractor Breakdown:

Snelling Staffing Services -

Small Christine Utsumi-Puryear, Owner

2203 Harbor Parkway 20%

Certification # 03-90355 Alameda, CA 94502

$9,795

Certified through: 8/31/2012