Proposal:

Authorize Purchase of Centralized System Management Software

Synopsis:

Currently, AQMD staff technicians must visit desktop personal computer systems to correct problems, install upgrades or make changes in configuration. This action is to authorize purchase of system management software that will provide administration of desktop computer systems from a central network server. This action is also to transfer $125,000 from District’s General Fixed Assets to Office Expense account for this purchase.

Committee:

Administrative, July 18, 1997, Recommended for Approval

Recommended Action:

Authorize purchase of system management software from PC Systems Design at a cost not to exceed $124,622.81 and authorize transfer of $125,000 from the District General Fixed Assets account to the District General Office Expense account.

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

Background

Over the last several years, steps have been taken to improve the performance of AQMD’s desktop computer systems (hardware upgrades, migration to WIN95, etc.). The effort necessary to maintain performance gains at the desktop includes providing current versions of standard office software (word processing, spreadsheet, etc.), standardizing desktop configurations and troubleshooting user problems. Currently, this effort is labor-intensive, requiring staff technicians to visit each desktop for software installation, troubleshooting, etc. There is systems management software available that enables automatic installation of desktop applications from a central location and allows troubleshooting and training by remote control. Systems management software saves support and administration costs and resolves many desktop problems faster. Staff has determined that Microsoft’s BackOffice suite is the most appropriate systems management software for AQMD’s desktop and network configuration, both now and into the future. Software licenses are required for each desktop system administered by the central server.

Bid Evaluation

Bids for the BackOffice Server license and 850 BackOffice Client licenses were solicited from the firms on the list of prequalified vendors for the Purchase of Personal Computer Hardware, Software, and Installation Services approved by the Board on May 9, 1997. Of the nineteen firms on the list (see attached), two are woman-owned business enterprises, four are minority-owned business enterprises (two Asian-owned, one Asian-Indian-owned and one African-American-owned), and one is a minority-woman-owned business enterprise (Asian-Pacific). Nine bids were received and evaluated. PC Systems Design, a woman-owned business enterprise, submitted the lowest bid at $124,622.81.

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.

Resource Impacts

Sufficient funds are included in the approved FY 1997-98 Budget. Since the individual cost of the software licenses does not meet the definition of fixed assets (i.e., greater than $1,500), the allocated funds must be transferred from the Fixed Assets account to the more appropriate Office Expense account to make the purchase.

Attachments

A. Evaluation of Bids from Pre-Qualified Vendor List
B. Current Status of Information Management Major Projects for the Period from July 1, 1997 through December 31, 1997

/ / /

ATTACHMENT A

Evaluation of Bids from Pre-Qualified Vendor List

Vendor	Bid Amount	Certified M/W/DVBE* (Yes/No)	Ethnicity	Local Business*	Meets Minimum Requirements /Score
1. PC Systems Design 2. UNITEK Technology Inc. 3. New Technologies 4. Comp USA 5. Computer Palace 6. GST, Inc. 7. Genesis Computer System, Inc. 8. Zytec Network Services 9. IC Computer Inc. 10. ARSYS Innotech 11. Data Expert Corporation 12. DTK Computer Inc. 13. Innovative Micro Technologies International, Inc. 14. Integrated Systems Group, Inc. 15. Longterm Technology Inc. 16. MSM Consulting Group 17. Microage Computermart 18. Micro Source 19. Mitsuba Corporation	$124,622.81 $125,127.80 $127,180.22 $127,608.11 $128,817.50 $129,255.91 $131,121.06 $136,703.08 $144,112.14 No bid No bid No bid No bid No bid No bid No bid No bid No bid No bid	WBE MBE No No No MBE No No No No MWBE MBE No WBE No No MBE No No	Asian-Pac Asian-Pac Asian-Pac Afr-Am Asian-Ind	Yes Yes No Yes Yes Yes Yes No Yes Yes No Yes Yes No Yes No Yes Yes No	Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

* Certified MBE/WBE, DVBEs and local business firms shall be granted a preference in an amount equal to 3% and 2% of the lowest cost responsive bid, respectively.

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.