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PROPOSAL:

Execute Contract to Purchase Document Management System Replacement

SYNOPSIS:

On March 18, 1998 the AQMD released an RFP to solicit and qualify vendors capable of providing the AQMD with an integrated document management system. This new system should offer greater computing power, a larger selection of utilities, and flexibility in hardware upgrading over our existing system. This action is to execute a contract with ThirdWave Corporation for the purchase of a document management system for a total amount not to exceed $253,896. Funds for this purchase are included in the FY 1997-98 Budget.

COMMITTEE:

Administrative, May 22,1998, Recommended for Approval

RECOMMENDED ACTION:

1. Authorize the Chairman to execute a contract with ThirdWave Corporation for the purchase of a document management system for a total amount not to exceed $253,896.

2. Transfer $44,178 from Information Management FY 1997-98 Professional and Special Services Account to Fixed Assets Account.

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

Background

On March 18, 1998 the AQMD released RFP #9798-32 for a Document Management System Replacement. AQMD currently uses Liberty Image Management system to maintain the agency’s Application and Permit documents and other critical records. The system has been in use since 1990 and has a total storage of over 350,000 multi-page documents, which occupy over 87 percent of the current storage capacity. This image management system has been expanded to accommodate specific records needs and requirements of staff. However, this system can no longer accommodate further enhancements in either hardware or software. A new integrated document management system that offers greater computing power and storage, compatibility with AQMD’s computing infrastructure, a large selection of open interfaces, and greater flexibility in hardware expansion is required. The imaging technologies provided through such a system will allow improved information services along with enhanced capacity for future program management needs.

The RFP solicited bids for a complete, turnkey solution to replace and enhance existing system functionality and capacity. Four categories of goods and services were identified in the RFP. These included software and customization, data migration of existing documents, hardware, and maintenance support for the hardware and software. After the mandatory bidders conference, staff notified all potential bidders that the data migration services would be acquired through another RFP.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP 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 RFP 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 24-hour telephone message line for bidders (909) 396-2724.

Bid Evaluation

Sixty-nine copies of the RFP were mailed out and twenty-eight vendors attended the mandatory bidders conferences held on April 3, 1998. Seven bids were received in response to the RFP when final bidding closed at 1:00 p.m. on April 17, 1998. Of the seven bids, one was from a disabled veteran-owned business enterprise; none were from minority- and/or woman-owned business enterprises. Attachment B reflects the evaluation of the proposals and the respective ratings/costs for contracts.

The evaluation panel rated ThirdWave Corporation the highest based on their technical criteria, presentation of the software, and cost. Staff recommends that the Board award the contract to ThirdWave Corporation for the purchase of the document management system.

Panel Composition

The proposals were evaluated and scored by a six-member evaluation panel consisting of a member of the Association of Image & Information Management and Vice President of Home Savings Bank of America, a Clerk of the AQMD Board, a Program Supervisor, a Senior Air Quality Engineer, an Air Quality Chemist, and a Principal Office Assistant. Of these six panelists, three are female and three are male; one of the panelist is Asian-Indian, two are Asian-Pacific Islander, one is Black, and two are Hispanic.

Resource Impacts

A total of $266,985 ($180,000 in Professional and Special Services for Workflow Automation and $86,985 in Fixed Assets for Optical Jukebox Replacement & Upgrade) are available in the FY 1997-98 Budget for this purchase. ThirdWave's total bid price of $253,896 consists of $131,163 in Fixed Assets for hardware and software, and $122,733 in software configuration and customization, and hardware and software maintenance. Therefore, a transfer of $44,178 from Professional and Special Services Account to Fixed Assets Account added to the $86,985 in Fixed Assets for Optical Jukebox Replacement and upgrades totals $131,163, which is required to fund this acquisition.

Attachment(s)

Attachment A - Summary of Evaluation of Respondents

ATTACHMENT A

RFP 9798-32

Summary of Evaluation of Respondents

Step 1 - Technical Criteria (70 points minimum, 100 points maximum)

	ThirdWave	Sierra Cybernetics	Altris	Decision	Liberty	MSI	Jadtec
Panel Average	86.3	79.3	63.5	61.8	56	48.5	43.5
Carry-over (50% of points > 70)	8	4.5

Step 2 - Cost and Other Factors (80 points maximum)

	ThirdWave	Sierra Cybernetics
Cost (Maximum = 70 points for lowest cost) (Actual Amount)	70 $253,895.05	55.7 $318,687.00
Certified DVBE/Joint Ventures Points (Maximum = 10)	No	No
Total	78	60.2

Total Score (80 points maximum)

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