Information
Technology Authorization Committee
Special
Public Meeting
Minutes
|
Present |
|
|
|
|
|
David
K. Byers Al
Crawford Jr. |
Supreme
Court Private
Industry Private
Industry |
|
Rod
Lenniger Senator
Dean Martin Steve
Peru |
GITA Private
Industry State
Senate Agency
Director Local
Government Agency
Director |
Absent
|
|
|
|
Dr.
Bill Lewis |
State
Government – |
|
|
JLBC
– Shelli Carol Attending Private
Industry |
Call to Order at
Director’s
Report
Pursuant to A.R.S. 38-341.01(B, minutes
of the Information Technology Authorization Committee are recorded by tape
recorder. Taped minutes are maintained
permanently in the GITA office. Public
access and review of ITAC minutes are available by appointment Monday through
Friday during normal business hours. Please contact
ADOA
Telecommunications Privatization
Request for Proposal
(RFP) and Executive Summary
ADOA
–
ADOA
– Andre Briere, Director, Telecommunications Programs Office
Information Item – No action.
ITAC
Minutes – Special Meeting
Page 2
Consideration
of ADOA RFP and Executive summary as an Action Item
For ITAC
Approval, Approval with conditions or Disapproval
The RFP published by
ADOA/SPO is significantly different from the original RFP drafted by GITA and
agency stakeholders, and approved by ITAC and JCCR. There are also a number of similarities. The ADOA RFP is designed to yield the same
result as the GITA RFP—namely implementation of privatized telecommunications
to improve service and reduce State costs.
ADOA explains changes made
to the RFP as necessary to address procurement, business and financial
concerns. Procurement issues relate to
the elimination of exclusionary provisions that could invite vendor
protest. Also the scope was broadened to
allow privatization opportunities beyond a facilities management
arrangement. ADOA made other changes to
facilitate contract management and administration by the Telecommunications
Project Office. And finally, elements
were included to enable ADOA to recoup capital expenditures and to pay for
other ADOA activities.
There are valid arguments on
both sides whether or not the ADOA changes are necessary and justified. The situation is that the ADOA RFP has been
published and the original GITA RFP has been set aside.
ITAC may elect to disapprove
or not act on the ADOA Executive Summary and RFP at this time. If no action is taken any feedback given by
the Committee will not be binding on ADOA.
HB 2533 set forth a 120 day
timeline for procurement and contract award.
The law requires ITAC to review the successful bidder’s proposed
contract and approve or disapprove it.
Since the law requires ITAC
to render the final decision on privatization, and no contract can be awarded
without ITAC approval, it is GITA’s recommendation to the Committee to enable
the process to move forward by considering the ADOA Executive Summary and RFP
as an actionable item.
GITA recommends an Approval
with Conditions of the Executive Summary and RFP. The Action Item provided to the Committee
contains proposed conditions.
Motion
Approved.
ITAC
Minutes – Special Meeting
Page 3
Approval,
Approval with Conditions or Disapproval of the ADOA
Privatization
RFP and Executive Summary
ADOA
–
ADOA
– Andre Briere, Director, Telecommunications Programs Office
Motion
Approved with Conditions as follows:
1.
The A
2.
Execution of a State contract for privatized
telecommunications is subject to ITAC review and approval under HB 2533. After vendor proposals have been evaluated
and A
·
A list of evaluators including name, title and agency
represented;
·
A description of evaluation criteria and how the offerors,
including the potential awardee, were rated in regard to each criteria;
·
A summary of all proposals received and an explanation of
why the Procurement Officer believes the potential awardee is the best
selection;
·
A side by side Cost/Benefit Analysis between
current/anticipated total costs of ATS operations to the State (and all
impacted agencies) and anticipated costs (State, outsourcer and other) if the
proposed contract is awarded, including
operating costs, savings and total cost for each year of the contract (and any
optional extension terms). Costs must include all costs, including
Teleprocessing Project Office (TPO) costs for project management and for
functions that ADOA is retaining, as well as costs for third party expenses and
anticipated capital expenditures expressed as cash outlay or lease-to-own
costs. Savings may result from
anticipated lower rates, reduced labor costs, elimination of duplicated
services, etc.;
·
A brief summary of the selected offeror’s Method of Approach
required by the Special Instructions of the Solicitation, to include their
understanding of the Scope of Work and Requirements, proposed implementation
and transition plan, their approach to planning and managing the
implementation, a description of how the offeror will handle current State
employees, their plan to build a converged backbone network, their philosophy
on external benchmarking, their methodology used to develop an annual operating
plan, their approach to disaster recovery planning, and their approach to
service level management including damages and incentives;
ITAC
Minutes – Special Meeting May 12, 2004
Page 4
·
A list of personnel involved in the implementation and management
of privatized telecommunications including job descriptions, roles and
responsibilities;
·
A description of the exit strategy including potential
buy-out costs and any other potential liabilities so that a risk analysis may
be performed.
·
Recommendation from ADOA/SPO regarding whether they believe
award of the contract is in the State’s best interests and reasoning for such
recommendation.
The ITAC anticipates
interim status reports from ADOA staff, and delivery of the above noted
information on or about
Meeting
Adjourned at