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PROPOSAL:

Execute Contract to Purchase Telemetry Computer

SYNOPSIS:

On February 16, 1999, AQMD released an RFQ to select vendors capable of providing a telemetry computer and data loggers for AQMD’s Air Monitoring Telemetry System. This action is to issue a purchase order to Computer Clearing House for the purchase of a DEC AlphaServer 4100 for a total amount of $114,774. The data loggers will not be purchased at this time. Funds for this purchase are available in the FY 1998-99 Budget.

COMMITTEE:

Administrative, April 23, 1999, Recommended for Approval

RECOMMENDED ACTION:

Authorize the purchase of a DEC AlphaServer 4100 from Computer Clearing House for a total amount of $114,774.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On February 12, 1999 the Board approved the release of RFQ #2112 for Telemetry Computer and Data Loggers. AQMD currently uses a Data General MV7800 telemetry computer and Environmental Systems Corporation data loggers to operate an Ambient Air Quality Handling system that collects air quality data from 35 air monitoring stations throughout the South Coast Air Basin. This 11-year old computer system has reached its maximum utilization, and can no longer be enhanced or upgraded. In order to assure reliable air quality data collection and management activity, it is necessary to replace the telemetry computer with new equipment that is fault-tolerant and has enough computer capacity for telemetry applications and historical data. Therefore, an RFQ was required to solicit bids for replacing the telemetry computer and data loggers, which were identified as equipment categories 1 and 2 through 5, respectively.

RFQ #2112 was released on February 16, 1999 to identify and select vendors capable of providing a telemetry computer and data loggers for AQMD's Air Monitoring Telemetry System. The data loggers will not be purchased at this time due to insufficient funds and the need to evaluate alternative approaches.

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:

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 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 24-hour telephone message line for bidders (909) 396-2724.

Bid Evaluation

Seventy-seven copies of the RFQ were mailed out and four bids were received in response to the RFQ when final bidding closed at 1:00 p.m. on March 16, 1999. Of the four bids, one was from a certified women-owned business enterprise; none was from a certified minority-owned or disabled veteran-owned business enterprise. Three firms bid on the telemetry computer (category 1), and one firm bid on equipment associated with the data loggers (categories 2 through 5). Attachment 1 reflects the evaluation of the bids and the respective ratings/costs for vendors who submitted bids.

Of the responsive quotes for the telemetry computer, the lowest was from Computer Clearing House and is recommended for acceptance and purchase.

The cost associated with replacing the data loggers exceeded the budgeted amount. Staff intends to research and evaluate other data logger replacement alternatives, which are less costly. Therefore, staff recommends not purchasing the data loggers at this time.

Panel Composition

The panel members consisted of two staff from Monitoring & Analysis: a Source Testing & Monitoring Manager and a Principal Air Quality Inspection Specialist, and three staff from Information Management: a Technology Implementation Manager, a Computer Operations Supervisor, and a Systems Analyst. Of these five panelists, two are female and three are male; one is Asian/Pacific Islander, three are Caucasian, and one is Hispanic.

Resource Impacts

Funds for this purchase are allocated in the District General Fixed Asset Account, Item No. 4 ($115,000) in the FY 1998-99 Budget.

Attachment(s)

Attachment 1 - Evaluation of Respondents to RFQ #2112

ATTACHMENT 1

Evaluation of Bids from Respondents to RFQ #2112

^* Categories:

1. Telemetry Computer
2. Field Station Data Systems
3. Satellite Station Data Systems
4. Headquarters Administrator’s Workstation
5. Headquarters Color Printer

^** Extended Bid Amounts:

Amounts listed are extended based on quantities of 30, 5, and 1 in categories 2, 3, and 4 respectively.

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