PROPOSAL:

Issue RFQ to Lease Radio/Cellular or Cellular Telephones for AQMD Field Staff

SYNOPSIS:

Consistent with the use of modern advances in technology for enhanced field inspection purposes, this RFQ will enable AQMD to replace its outdated radio communications system with state-of-the art radio/cellular or cellular telephones. A total of $112,640 is available in the FY 1997-98 Budget for leasing and operating a maximum of 85 radio/cellular or cellular telephones to support field communications.

COMMITTEE:

Administrative, November 21, 1997, Recommended for Approval

RECOMMENDED ACTION:

Issue the attached RFQ to lease radio/cellular or cellular telephones for field staff communication at a cost not to exceed $112,640.

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

Background

AQMD’s radio communications system once played a critical role in the activity of this agency, enabling staff to transmit air quality information to facilities with specialized receivers and to provide a "lifeline" to inspectors assigned to the field.

The existing system has now outlived its usefulness. As amended, Regulation VII no longer requires AQMD to broadcast air quality information by radio. In addition, current needs for more sophisticated communications support in the field have eclipsed the limited capability of AQMD’s 18-year-old outmoded tube-based radio hardware system.

Consistent with the use of modern advances in technology for enhanced field inspection purposes, staff proposes to replace AQMD’s outdated radio communications system with state-of-the art radio/cellular or cellular telephones.

Portable hand-held radio/cellular or cellular telephones are compatible with the existing AQMD telephone network. Deployment of these units will increase opportunities for exchanging real-time information between headquarters and the field, resulting in more timely response to air quality complaints, greater efficiency in performing field assignments, and enhanced safety for field personnel at a relatively low cost. The use of such equipment will enable AQMD to retire its aging radio system.

Proposal

The purpose of this RFQ is to competitively select a vendor from which to secure a two-year lease for a maximum number of 85 radio/cellular or cellular telephones and related airtime in support of field staff communication.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP/RFQ and inviting bids will be 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 will be notified from 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 RFP/RFQ will be 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 & Job Opportunities" icon] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Quotations received will be evaluated by an ethnic- and gender-diverse panel of technically qualified individuals according to the criteria described in attached RFQ #2012.

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

A total of $112,640 is available in the FY 1997-98 Budget for both leasing and operating a maximum of 85 radio/cellular or cellular telephones to support field communications. Of this total, $30,000 has been allocated through the Rents & Leases Equipment Account (for the instruments), while the remaining $82,640 has been allocated through the Communications Account (for usage costs).

Attachments

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

RFQ # 2012

Item	Brief Description	Budgeted Funds ($)	Schedule of Board Actions	Status
Purchase Replacement File 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	Purchase approved 11/14/97
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 10/10/97	Purchase approved 10/10/97
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 pur-chase 8/8/97	Purchase approved 8/8/97
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 12/12/97	Requesting Board approval as scheduled
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) - Recommend award to Sierra Cybernetics	$1,000,000 ($500,000 in contract amendments and $500,000 in new contracts)	Amend contracts 9/12/97 Issue RFP 9/12/97 Execute contract(s) 11/14/97	Contract amendments approved; RFP for additional contractors approved; new contract approved

Item	Brief Description	Budgeted Funds ($)	Schedule of Board Actions	Status
System Development Outsourcing (continued)	• Contracts Tracking System - Recommend award to COMSYS Technical Services
	• Permit Application Tracking System (PATS) - Recommend award to Majesco Software, Inc.
	• CLASS-Finance System Conversion to 32-bit Architecture - Recommend award to COMSYS Technical Services
	• CLASS-Compliance System Enhancements ($85,000 from SSC) - Recommend award to Majesco Software, Inc.
	• CLASS-Permit System Enhancements ($50,000 from SSC) - Recommend award to Majesco Software Inc.
	• STIMS Enhancements ($75,000 from AST)			Task order under development
	• Further Development of AIRNet			Task order under development
	• Migrate CAPPS to CLASS - Recommend award to Majesco Software Inc.
	• Migrate Board Agenda Tracking System to New Workflow System - Recommend award to COMSYS Technical Services
	• CAR Conversion			Task order under development
	• Records Tracking System			Task order under development

Item	Brief Description	Budgeted Funds ($)	Schedule of Board Actions	Status
Facility Permit Processing System	Approve amendment of the FPPS contract to allow funding allocated for Phase I to be used for Phase II so that targeted system modules can be fully developed.	None ($650,000 previously allocated)	Amend contract 9/12/97	Contract amendment approved
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. Recommend contract with Global Payment Systems, Modular Data Inc.	$49,000	Execute contract 9/12/97	Contract approved
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. Recommend authorize purchase from CompUSA Corp.	$135,000	Approve pur-chase 10/10/97	Purchase approved 10/10/97
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 11/14/97; Execute contract 3/13/98	RFP approved 11/14/97
Radio/Cellular Telephones	Lease radio/cellular or cellular telephones to replace outdated communication system supporting field staff.	$112,640	Issue RFQ 12/12/97	Requesting Board approval as scheduled

Item	Brief Description	Budgeted Funds ($)	Schedule of Board Actions	Status
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 (RFP released in August 1997, bids due 9/16/97, $25,000 budgeted).	$350,000*	Issue RFQ 1/9/98; Execute contract 6/13/98	Information gathering in process

* Pending further technical and financial analysis.

Shaded Columns - Activities completed

Double-lined Columns - Current Board letter topic

/ / /