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BOARD MEETING DATE: March 12, 1999 AGENDA NO. 18

PROPOSAL:

Establish List of Prequalified Vendors to Provide System-wide Hardware/Software Maintenance and Support Services

SYNOPSIS:

On January 8, 1999, the Board approved the release of an RFP to pre-qualify vendors for system-wide hardware/software maintenance and support services. As a result of successful responses to this RFP, four vendors were identified as capable of providing support services. This action is to approve these four vendors to provide these services for a two-year period. Funds totaling $241,712 have been allocated in the FY 1998-99 Budget for this purpose.

COMMITTEE:

Administrative, February 19, 1999, Recommended for Approval

RECOMMENDED ACTION:

Approve the vendors listed in Attachment A to provide system-wide hardware/software maintenance and support services.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On January 8, 1999 the AQMD released RFP #9899-15 to pre-qualify, through a competitive bid process, vendors capable of providing system-wide hardware/software maintenance and support services. Qualified vendors should be able to provide 1) mini-computer hardware/software maintenance and support services, 2) personal computer hardware/software maintenance and support services, 3) network equipment hardware/ software maintenance and support services, or 4) Meridian phone system hardware/soft-ware maintenance and support services.

The selected vendors resulting from this RFP will be used to form a certified vendor list. Purchase orders may be placed with any or all of the vendors on the certified vendor list. This list will be in effect for a period not to exceed two years. Orders of services under this RFP will be placed with the vendors who are determined to be the most advantageous to the AQMD at the time of placing the order.

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:

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. Notices 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

One hundred forty-four copies of the RFP were mailed out and eight bids were received in response to the RFP when final bidding closed at 1:00 p.m. on February 10, 1999. Of the eight bids, none were from disabled-veteran-owned business enterprises, a women-owned business enterprises, a certified minority-owned business enterprises or a non-certified minority-owned business enterprises. Of the eight bids received, three were 'no bid' and one was incomplete. Attachment A lists the four vendors prequalified to provide system-wide hardware/software maintenance and support services. Attachment B reflects the evaluation of the proposals and the respective ratings for the list of prequalified vendors.

Panel Composition

The five-member panel consisted of a Contractor from Amvigor Engineering, an Air Quality Specialist from Planning and Policy, and three staff from Information Management: a Telecommunications Supervisor, a Computer Operations Supervisor and a Systems and Program Supervisor. Of these five panelists, one is female and four are male; one is African American, one is Asian/Pacific Islander, two are Caucasian, and one is Hispanic.

Resource Impacts

Funds for these services are included in the FY 1998-99 Budget.

Attachments

Attachment A – Prequalified List of Vendors for RFP #9899-15
Attachment B - Evaluation of Respondents to RFP #9899-15

ATTACHMENT A

Prequalified List of Vendors for
RFP #9899-15

1. Minicomputers
2. Personal Computers
3. Network Equipment
4. Meridian Phone System

Five proposals were received in response to this RFP. They were from Microlink Enterprise (CO1), Micro Controls International (CO2), GTE California Incorporated (CO3), Compaq Computer Corporation (CO4), and Dan Danao Consulting (CO5).

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

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

Total Score (80 points maximum)

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