Proposal:

Issue RFQ to Pre-Qualify Vendors for Personal Computer Hardware, Software, and Installation Service Purchases

Synopsis:

On February 10, 1995, the Board approved a vendor list for the purchase of personal computer hardware, software, and installation services for a period of two years. This action is to competitively develop a new list of vendors for these services for a two-year term. Total funding for these purchases, allocated by all District offices in the FY 1996-97 budget, will not exceed $150,000.

Committee:

Administrative, January 24, 1997, Recommended for Approval

Recommended Action:

Authorize the issuance of RFQ #9697-27 for Personal Computer Hardware, Software, and Installation Services.

James M. Lents, Ph.D.
Executive Officer

During the last year, the District has replaced the proprietary HP3000 computer with a DEC8400 computer using Alpha chip technology, migrated mission-critical data off of the HP3000, and introduced the CLean Air Support System (CLASS) applications to provide mission-critical functions on the new system. To provide all District staff with desktop systems capable of accessing and using the new CLASS applications, IM implemented a multi-phase desktop hardware upgrade program in 1994. As of January 1997, IM has upgraded all desktop systems to either 486 or Pentium microprocessors.

The current vendor list for the purchase of personal computer hardware, software, and installation services expires February 1997. The need to purchase desktop computer equipment, computer upgrades, software, and installation services will continue as technology advances and more powerful tools are needed. Additionally, software upgrades will be required to ensure continued software and data compatibility across desktops. As during the last two years, using the MicrosoftÒ Open License Pak agreement (MOLP), the District will be able to purchase MicrosoftÒ upgrade products such as Word for Windows, Powerpoint and Excel at substantially reduced rates. The MOLP agreement makes license tracking, software upgrading, training and support more efficient and cost effective.

Proposal

Issue an RFP to enable the District to identify the vendor(s) with the most competitive personal computer hardware, software and component installation services. Pre-qualifying vendors facilitates ordering these supplies and services; those on the recommended list are the only vendors allowed to submit quotes for miscellaneous parts and repair services. These bidding and pre-qualification processes will ensure that the AQMD is using the most cost-effective providers for these services and supplies. The outcome of this RFQ will be a staff recommendation to enter into a two-year term agreement with the selected vendor(s) for the products and services identified in the RFQ on an as needed basis.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids will be published in the following publications: The Black Voice News, Chinese 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, Philippine News, Precinct Reporter, Rafu Shimpo, Riverside Press Enterprise, the San Bernardino Sun, and the State of California Contracts Register. Additionally, potential bidders will be identified through Los Angeles County’s Directory of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Directory of Certified Firms published by the Los Angeles County Metropolitan Transportation Authority; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; the Caltrans electronic bulletin board listing of Disadvantaged and Women Business Enterprises; the AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Copies of the RFP 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] and on AQMD’s bidder’s 24-hour telephone message line. In addition, public service announcements will be sent to local radio, TV and cable stations.

Proposition 209 Compliance

It is AQMD policy to award additional points or cost benefits for 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. 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

The software and hardware purchases will be funded with money allocated by each division in their 815 (office expenses) account funds and is estimated not to exceed $150,000 during FY 1996-97. Total hardware and software funding will be determined by a survey of each office’s functional requirements.

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