PROPOSAL:

Authorize Purchase of Network File Servers

SYNOPSIS:

On August 8, 1997, the Board approved an RFQ to obtain network file server replacements and upgrades for the purpose of improving network access and reducing downtime. This action is to authorize purchase of the equipment. Funds for these fixed assets ($150,000) are included in the FY 1997-98 Budget.

COMMITTEE:

Administrative, October 24, 1997, Recommended for Approval. However, due to a manufacturer’s price reduction and subsequent updated quotes, the recommended vendor has changed.

RECOMMENDED ACTION:

Authorize purchase of network file server replacements and upgrades from CIC Systems at a cost not to exceed $150,000.

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

Background

Over the last few years, staff has taken steps to enhance the performance of AQMD’s computing environment as a whole; replaced the proprietary HP3000 computer with a DEC 8400 computer using Alpha chip technology; and upgraded all desktop systems to either 486 or Pentium microprocessors. There is now a need to increase the capacity and functionality of network file servers to further enhance the computer environment. On August 14, 1997, the AQMD released RFQ #2001 for the purchase of network file servers and upgrades. This action presents the responses and recommends purchase of new high-performance file servers to replace current marginal file servers and purchase of upgrades for existing file servers at a total cost not to exceed $150,000. These purchases will further improve network access, capacity, and performance, and reduce server downtime.

Of the 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. The acquisition of new file servers and upgrades to existing file servers can improve network performance by providing additional functionality and security to the network and increasing processing speed. Furthermore, 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.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFQ and inviting bids was published in the following publications:

1.	Antelope Valley Press	10.	La Opinion	19.	Precinct Reporter
2.	Black Voice News	11.	La Voz	20.	Rafu Shimpo
3.	Chinese Daily News	12.	Los Angeles Daily News	21.	Riverside Press Enterprise
4	Eastern Group Publications	13.	Los Angeles Sentinel	22.	San Bernardino Sun
5.	El Chicano	14.	Los Angeles Times	23.	Santa Clarita Signal
6.	Excelsior, The	15.	M/W/DVBE Source	24.	State of California Contracts
7.	Inland Empire Hispanic News	16.	Orange County Register		Register
8.	Inland Valley Daily Bulletin	17.	Palm Springs Desert Sun
9.	Korea Central Daily	18.	Philippine News

Additionally, potential bidders were identified using the 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; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Copies of the RFQ were mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov, "Business and Job Opportunities" icon] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

One hundred thirty-five (135) copies of the RFQ were mailed out. Twenty-eight (28) bids were received in response to the RFQ when final bidding closed at 1:00 p.m. on September 16, 1997. Due to a manufacturer’s price reduction, all vendors who submitted complete bids (total of 24 [ One other vendor that submitted a complete bid could not be reached for the request for the revised quote. The original bid did not include a fax number and phone messages were not returned.] ) were requested to update their quotes by 9:00 a.m., December 4, 1997. Seventeen responded with new quotes. Of the twenty-eight bids, four were from certified minority-owned businesses (two Asian-Pacific-owned, one Hispanic-American-owned, and one African-American-owned). Attachment 1 reflects the evaluation of the proposals and the respective ratings/costs for vendors which submitted bids. Of the responsive quotes, the lowest was from CIC Systems, and is recommended for acceptance and purchase.

Panel Composition

The panel consisted of two AQMD employees and one outside specialist, a CIS faculty member from California State Polytechnic University at Pomona. Of these three panelists, one is female and two are male; two of the panelists are Hispanic-American and one is Caucasian.

Proposition 209 Compliance

On August 28, 1997, Proposition 209 went into effect when a stay of enforcement was lifted. Proposition 209 prohibits granting of preferential treatment based upon race, ethnicity, color, sex or national origin in the operation of public employment, public education, or public contracting. On October 10, 1997, the District’s Board adopted an Interim Contracting & Purchasing Policy and Consultant Selection Policy. The Interim Policy eliminates the granting of preference points based upon race or gender and only requires a good faith effort to subcontract with minority and women-owned businesses if subcontracts are to be let, when contracts are funded in whole or in part by EPA grant funds. Proposition 209 does not prohibit actions necessary to maintain eligibility for federal funding. In addition, in compliance with federal requirements, local preference points are allowed only if the contract does not involve federal funding. This contract award will be based on the interim policy. The remainder of the District’s Contracting and Purchasing Policy and Consultant Selection Policy remains unchanged.

Resource Impacts

Sufficient funds for the purchase of network file servers ($150,000) are included in the approved FY 1997-98 Budget.

Attachments

Attachment 1 - Evaluation of Respondents to RFQ #2001, Purchase of Network File Servers

Attachment 2 - Current Status of Information Management Major Projects
for the Period from July 1, 1997 through December 31, 1997

ATTACHMENT 1

* Bid Amount per Server
**This data is provided as an informational item only.

* Pending further technical and financial analysis.

Shaded Columns - Activities completed

Double-lined Columns - Current Board letter topic

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