5-Mar-2011 TO: Interested Firms SUBJECT: Jefferson Lab Cellular Telephone Services - Market Research The Thomas Jefferson National Accelerator Facility (Jefferson Lab) is conducting market research related to cellular telephone services at our location in the Oyster Point section of Newport News, VA. Jefferson Lab is a nuclear physics research facility under contract to the U.S. Department of Energy. Cellular telephones are used at Jefferson Lab for critical operations and emergency communications. We are in the last year of a five year subcontract with Sprint Cellular for cellular telephone services, which expires 31-Oct-2011. Contracted services currently include the leased equipment and usage plans described in Attachment 1. Critical components of our wireless telephone communications include: Reliable reception and transmission on site and throughout the local area where our employees live, including south to Elizabeth City, North to Mathews County, all of Hampton Roads and west to New Kent County. Reliable reception and transmission inside Jefferson Lab buildings and structures. Note that some of our key operations buildings are RF shielded . Our current subcontractor has furnished and installed a cellular repeater system to overcome these problems. We are researching the market to determine if there are compelling reason(s) for us to change subcontractors for cellular telephone services. In addition to the coverage factors listed above, we must consider the cost to the Lab associated with changing providers, and the operational risk associated with changing our emergency communications procedures and documentation. If you believe your company can offer compelling reason(s) for Jefferson Lab to consider changing to your cellular telephone service, we invite you to submit information that supports your belief for our consideration. We will evaluate the information you provide and weigh any advantages you offer against the risks and costs associated with changing providers. Please note that we will only consider proposals for cellular telephone equipment and services. Proposals for multifunction equipment and services will not be considered. After we evaluate the information provided in response to this letter, we will issue a formal Request for Proposals to the companies that we have determined may offer compelling reasons for us to consider changing providers. We will evaluate the proposals we receive in response to the RFP, to determine the company that offers the best value to Jefferson Lab. In our evaluation, we will consider factors other than price to be more important than price. These non-price evaluation factors include coverage area, equipment test results, and company experience with and past performance on contracts similar in scope to this one. We will also consider as part of our evaluation the costs and risks that are associated with changing service providers, as noted above. Please fax or e-mail your response to me by 4:30 p.m. Eastern Time on 1-Apr-2011 . Your firm will not be considered further for this particular requirement if you choose not to respond to this letter. If you have any questions, you may contact me at 757-269-7284, or e-mail
[email protected]. Sincerely, Charlene Polk Charlene Polk Subcontracting Officer PART I - SECTION C Statement of Requirement Cellular Services JSA/Jefferson Lab •1. Overview of the Requirement JSA/Jefferson Lab requires cellular communications services for laboratory staff. Cellular services are currently provided by subcontract. The anticipated period of service is a base year plus four option years indefinite quantity subcontract, beginning approximately 1-November-2011. •2. Main Requirements •2.1. Subcontractor shall provide wireless handsets at the beginning of this subcontract, and install and maintain transmitting equipment as necessary to extend cellular services into the Jefferson Lab's critical operation buildings for the duration of this subcontract. Repeater transmitter equipment must be installed in the accelerator underground tunnel, three experimental halls and Cebaf Center within the first three (3) months of the contract (depending on accelerator schedule). •2.2. The Lab requires responsive service for cellular phone orders and repairs. All maintenance shall be performed in accordance with industry standard practices and Jefferson Lab EH&S requirements, and in conformance with FCC regulations. Preventive maintenance shall be performed periodically with advanced written notice to ensure proper operation, and emergency maintenance shall be performed as quickly as possible. •2.3. Consistent reception and complete coverage on site and in the local service area. Reliability includes reception and coverage in all buildings onsite. This includes all underground buildings and above ground service buildings and all future buildings that will be built during this contract (this includes HALL D and TEDF Buildings). •2.4. The Lab expects a minimum interruption of cellular service at the implementation of the new contract service. We expect all repeater transmitter equipment to be installed in the accelerator underground tunnel, three experimental halls and Cebaf Center within the first three (3) months of the contract. •3. Description of the Current Services •3.1. The Lab currently operates about 101 digital phones with current usage rates as described in RFQ Attachment A. All cell phones include standard voice mail, call forwarding and caller I.D. and text messaging. The Lab also has 35 wireless cards with unlimited broadband usage. The Lab also has 251 texting devices (voice plans are restricted to these devices). The model for these devices is the Motorola Clutch i465. Some of these devices also use Nextel Direct Connect. •3.2. The local calling area is roughly a 50-mile radius from the laboratory. •3.3. The lab currently has repeater transmitter equipment installed in the three underground experimental halls, underground accelerator tunnel and Cebaf Center. This equipment is owned by our current cellular vendor. Subcontractor shall install repeater equipment referenced in 3.3 within the first three (3) months of award (depending on accelerator schedule). •4. New Equipment Requirements •4.1. Basic Requirements •4.1.1. All equipment provided by the Subcontractor under this subcontract must be new, unused equipment. The initial equipment provided at the startup of the subcontract must include the following: standard battery, desktop charger and a carrying case with belt clip. All phones shall be the property of Jefferson Lab. We require a full QWERTY keyboard for the texting devices (we are currently using the Motorola Clutch i465). •4.2. Desirables •4.2.1. New equipment delivered less than one week from the date of the request. Includes initial phones and future phones. •5. Cellular Service Requirements •5.1. Basic Requirements •5.1.1. All cellular phone service plans shall include basic voice mail, call waiting and caller ID, unlimited text messaging and the ability to use Direct Connect or similar feature. •5.1.2. All cellular phone service plans shall include unlimited mobile-to-mobile calling, no domestic roaming or long distance charges, unlimited night and weekend minutes and unlimited direct connect. •5.1.3. Cell phones shall operate reliably inside and outside all office areas and buildings on the Lab's campus. This includes all underground buildings (accelerator tunnel, three experimental halls, FEL vault, the future HALL D experimental hall and the future TEDF Building). •5.1.4. Cell phones absolutely must function indoors in designated buildings critical to accelerator operations (Jefferson Lab Buildings 12, 28, 18, 58, 85, 87, 89, 90, 94, 96, 97, 101 and the accelerator tunnel). See Site Map in RFQ Attachment 2. •5.1.5. No termination or activation fees shall be assessed when cell phones are started or stopped. All monthly service shall be prorated based on actual days used during the month (and overage minutes, as applicable).