Proposal:

Issue RFQ to Replace and Upgrade Older File Servers

Synopsis:

The AQMD uses PC-based file servers to service its local area network. Many of these file servers are based on older technology and are nearing the end of their life cycles. This action is to issue an RFQ to obtain the necessary fixed assets for file server replacement or upgrade to provide improved network access and reduced downtime. Funds for these fixed assets ($150,000) are included in the FY 1997-98 Budget.

Committee:

Administrative, July 18, 1997, Recommended for Approval

Recommended Action:

Issue the attached RFQ to solicit bids to purchase replacements and upgrades of network file servers at a cost not to exceed $150,000.

Barry R. Wallerstein, D.Env.
Interim Executive Officer

Background

Over the last several years, staff has taken steps to enhance the performance of AQMD’s computing environment as a whole: replaced the proprietary HP3000 computer with a DEC8400 computer using Alpha chip technology and upgraded all desktop systems to either 486 or Pentium microprocessors. We now need to increase the capacity and functionality of our network file servers to continue the expansion and enhancement of our computing environment.

Our local area network (LAN) supports all generation, transfer and exchange, storage input and output, and analysis of information at the AQMD. Most of our primary business functions have been migrated to client-server applications that access information in our Central Information Repository, a relational database containing all of the AQMD’s mission-critical data. Similarly, we have expanded our network’s role as a communication conduit through E-mail, the faxserver, and our internal Intranet (AIRNet). Sharing information and processes through the network has become the norm for AQMD staff. The hardware platform supporting our network consists of PC systems that serve as network file servers.

Proposal

Of twenty file servers at AQMD, ten were purchased before 1990. These ten servers are nearing the end of their life cycles. This equipment not only negatively impacts network performance but also drains resources through excessive maintenance requirements. We can improve network performance by upgrading to new, more powerful PC systems that provide additional functionality and security to the network and increase processing speed. The increased capacity will provide better network access to all users, improve desktop performance for users accessing network-based applications (such as CLASS and E-mail), and help improve overall network performance by reducing server downtime. This action is to issue an RFQ for the purchase of new high-performance file servers (Compaq Proliant 2500 or better) to replace current marginal fileservers to increase the capacity and functionality of our network at a total cost not to exceed $150,000.

Outreach

In accordance with AQMD’s consulting and contracting policies, a public notice advertising the RFQ and inviting bids will be published in the following publications: Antelope Valley Press, Black Voice News, Chinese Daily News, Daily News, Eastern Group Publications, El Chicano, The Excelsior, Inland Empire Hispanic News, Inland Valley Daily Bulletin, Korea Central Daily, La Opinion, La Voz, Los Angeles Sentinel, Los Angeles Times, M/W/DVBE Source, Orange County Register, Palm Springs Desert Sun, Philippine News, Precinct Reporter, Rafu Shimpo, Riverside Press Enterprise, the San Bernardino Sun, Santa Clarita Signal and the State of California Contracts Register. Additionally, potential bidders will be notified from Los Angeles County MTA, and Cal Trans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; the AQMD’s own electronic listing of certified minority vendors; and the AQMD’s Purchasing mailing list. Copies of the RFQ will be mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and will be placed on the Internet at AQMD’s Web site [http://www.aqmd.gov/rfp/] and AQMD’s 24-hour telephone message line for bidder’s at (909) 396-2724.

Bid Evaluation

Quotations received will be evaluated by a gender- and ethnic-diverse panel of technically qualified individuals according to the criteria described in attached RFQ #2001.

Proposition 209 Compliance

It is AQMD policy to award up to 10 additional points or cost benefits to minority-owned, woman-owned, and/or disabled veteran-owned business enterprises. On November 5, 1996 California voters approved Proposition 209 which prohibits discrimination or granting preferential treatment based upon race, ethnicity, color, sex or national origin in the operation of public employment, public education, or public contracting. (Proposition 209 does not address disabled veteran-owned business enterprises.) On December 16, 1996, the Federal District Court issued an order applicable to all government agencies in California prohibiting enforcement of Proposition 209. The December 16, 1996 court order has been reversed by an appellate panel, however, a motion for rehearing has been filed and the stay continues in effect. Therefore, the AQMD’s existing policy remains in effect. Should the status of the law change at any point during the process of issuing an RFP or RFQ or entering into a contract pursuant to a previously issued RFP or RFQ, the AQMD will abide by the law in effect at the time the action is taken and any RFP or RFQ will be deemed modified to comply with existing law and any provisions in conflict with existing law will not be enforced. The MBE/WBE/DVBE certification described in Section II Part D of this RFP will not be required, and the preference points to be awarded in Step 2 of the evaluation process for MBE/WBE/DVBE firms will not be awarded, if it is determined that such actions violate Proposition 209. If points for MBE/WBE/DVBE firms and joint ventures are not awarded, the total points in Step 2-Cost and Other Factors will be 75.

Resource Impacts

Sufficient funds are included in the approved FY 1997-98 Budget.

Attachments

Current Status of Information Management Major Projects
for the Period from July 1, 1997 through December 31, 1997

RFQ #2001 File Servers

Item	Brief Description	Budgeted Funds ($)	Schedule of Board Actions	Status
Purchase Replacement Banyan Servers	Replace/upgrade older file servers to provide better network access, improve performance, and stabilize the network through reduced downtime.	$150,000	Issue RFQ 8/8/97 Execute contract 11/14/97	RFQ approval requested on August Board agenda
Purchase Replacement Network Laser Printers	Upgrade or replace network laser printers that have reached the end of their useful life. The printer upgrades and replacements will ensure compatibility of both hardware and software throughout the AQMD.	$50,000	Execute contract 11/14/97	RFQ released on 7/17/97; award recommendation will be requested 11/14/97
Purchase Centralized System Management Software	Obtain system management software that will provide administration of desktop computer systems from a central network server.	$125,000	Approve purchase 8/8/97	Purchase approval requested on August Board agenda
Purchase Laboratory Information Management System	Replace the current Laboratory Information Management System which is becoming obsolete. Originally planned for completion FY 1996-97 but, following a competitive bid, the allocated funding was found to be insufficient and neither bidder was fully qualified.	$75,000	Issue RFP and reappropriate funds 8/8/97 Execute contract 10/10/97	RFQ approval requested on August Board agenda
System Development Outsourcing	Add funding to the four system development outsource contracts to cover new task orders for FY 1997-98. Tasks include the following: • Cut Smog Compliance System ($50,000 from SSC) • Contracts Tracking System • Permit Application Tracking System (PATS) • CLASS-Finance System Conversion to 32-bit Architecture • CLASS-Compliance System Enhancements ($85,000 from SSC) • CLASS-Permit System Enhancements ($50,000 from SSC) • STIMS Enhancements ($75,000 from AST) • Further Development of AIRNet	$630,000	Amend contracts 9/12/97	Task orders on schedule

Item	Brief Description	Budgeted Funds ($)	Schedule of Board Actions	Status
	• Migrate CAPPS to CLASS • Migrate Board Agenda Tracking System to New Workflow System • CAR Conversion • Records Tracking System
Emission Reporting System	Obtain public data network services in support of the RECLAIM Emission Reporting System. This service agreement will include an option for annual renewal in the future.	$49,000	Execute contract 9/12/97	RFP released 6/27/97; bids due 7/10/97
Purchase Standard Office Software Upgrades	Upgrade standard office software products (word processing, spreadsheet, graphics and presentation, and database management system) to 32-bit versions to take advantage of the capabilities and features of the upgraded 32-bit desktop operating system.	$135,000	Approve purchase 9/12/97
New Finance Accounting System	Acquire an integrated accounting system (including an accounting software package to replace Bi-Tech, a new computer that combines a UNIX operating system with a relational database management system to replace the HP935, and migration/ conversion of the current system functionality and addition of new functionality needed to achieve an efficient unified accounting system) for Finance.	$420,000 ($270,000 in contracts and $150,000 in fixed assets)	Issue RFP 10/10/97 Execute contract 4/10/98	Information gathering in process
Network Bandwidth Upgrade	Upgrade network cabling from the computer room to the desktop to achieve higher information transmittal speed (100 million bps). This solicitation will be based on an analysis of AQMD’s current network architecture that will be released for bid in July, 1997 ($25,000 budgeted).	$350,000*	Issue RFQ 12/12/97 Execute contract 5/8/98	Information gathering in process

* Pending further technical and financial analysis.

Attachment