South Coast Air Quality Management District

Establish List of Prequalified Vendors for System-Wide Hardware/Software Maintenance and Support Services

SYNOPSIS: 

On December 15, 2000, the Board approved the release of Request for Qualifications (RFQ) to prequalify vendors for system-wide hardware/software maintenance and support services. As a result of successful responses to this RFQ, nine vendors were identified as capable of providing these specialized services. This action is to approve these nine vendors to provide their services to the AQMD for a period of two years. Funds ($288,551) for these services are included in the FY 2000-01 Budget.

COMMITTEE: 

Administrative, February 9, 2001, Recommended for Approval

RECOMMENDED ACTION:

Approve the list of prequalified vendors in Attachment A to provide system-wide hardware/software maintenance and support services, for a two-year period.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On December 15, 2000, the AQMD released RFQ #Q2001-11 for System-Wide Hardware/Software Maintenance and Support Services. The purpose of this RFQ is to prequalify vendors capable of providing provide system-wide hardware/software maintenance and support services. Qualified vendors were asked for proposals 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, 4) Meridian phone system hardware/software maintenance and support services, or 5) off-site storage services. Vendors were allowed to bid on one or all of the categories. The selected vendors resulting from this RFQ 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 certified vendor list will be in effect for a period not to exceed two years. Orders of services under this vendor list will be placed with the vendors who are determined to be the most advantageous to the District at the time of placing the order based on cost.

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:

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. 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

One hundred fifty-eight copies of the RFQ were mailed out and eleven bids, and one "No Bid", were received in response to the RFQ when final bidding closed at 1:00 p.m. on January 16, 2001. Of the eleven bids, none were from disabled veteran-owned business enterprises, three were from women-owned business enterprises, and one was from a certified minority-owned business.

Attachment A lists the nine 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. No bids were received for the fourth category, Meridian phone system hardware/software maintenance and support services, however, our current contract with Verizon for phone services provides this support. This category was included in this RFQ to identify other vendors for competition and flexibility.

Panel Composition

The panel consisted of five staff from Information Management: a Technology Implementation Manager, a Computer Operations Supervisor, a Telecommunications Supervisor, a Systems and Programming Supervisor, and a Principal Office Assistant. Of these five panelists, two are female and three are male; one of the panelist is Asian-Pacific Islander, two are Caucasian, and two are Hispanic American.

Resource Impacts

Funds for these services are included in the FY 2000-01 Budget. Funds for subsequent years will be budgeted appropriately.

Attachment(s)

Attachment A – List of Prequalified Vendors for System-Wide Hardware/Software Maintenance and Support Services
Attachment B - Evaluation of Respondents to RFQ #Q2001-11

ATTACHMENT A

List of Prequalified Vendors for System-Wide Hardware/Software Maintenance and 
Support Services
(RFQ #Q2001-11)

*  Categories of Services

1. Mini-Computer Hardware/Software Maintenance and Support
2. Personal Computer Hardware/Software Maintenance and Support
3. Network Equipment Hardware/Software Maintenance and Support
4. Meridian Phone System Hardware/Software Maintenance and Support
5. Off-Site Storage Services

ATTACHMENT B
Summary of Evaluation of Respondents to RFQ #Q2001-11

Eleven proposals were received in response to this RFQ. They were from; Arcus Data Security/Iron Mountain (ARC), Bloom Technologies (BTC), Compaq Computer Corp. (CPQ), Genesis Computer Systems, Inc. (GCS), Microage Computermart (MCM), Mikon Computer Systems (MCS), OKC Micro Computers (OKC), Seraphic Systems Group, Inc. (SSG), SMS Systems Maintenance Services, Inc. (SMS), TFE Technology (TFE), and Wareforce, Inc. (WRF).

B-1: Mini-Computer Hardware/Software Maintenance and Support Services

Standard Services Criteria (50 points maximum)

	Proposer
	CPQ	MCS	SMS	TFE	MCM
Panel Average	49	42	37	0*	0**

Cost (50 points maximum)

	Proposer
	CPQ	MCS	SMS	TFE	MCM
Cost for one year of hardware maintenance	$77,248	$109,991	$95,940	N/A	N/A
Cost one year of software maintenance	$69,546	$  74,797	N/A
Panel Average	50	35	40	N/A	N/A

Additional Points (15 points maximum)

Criteria	Proposer
	CPQ	MCS	SMS	TFE	MCM
Small Business or Small Business Joint Ventures Points (Maximum = 10)	0	0	0	N/A	N/A
DVBE or DVBE Joint Ventures Points (Maximum = 10)	0	0	0	N/A	N/A
Use of DVBE or Small Business Subcontractors Points (Maximum = 7)	0	0	0	N/A	N/A
Panel Average	0	0	0	N/A	N/A

* The proposal from TFE Technology was determined to be non-responsive.
** The proposal from Microage Computermart was determined to be non-responsive

B-2: Personal Computer Hardware/Software Maintenance and Support Services

Standard Services Criteria (50 points maximum)

	Proposer
	BTC	GCS	OKC	SSG	WRF	MCM
Panel Average	37	47	37	39	39	0*

Cost (50 points maximum)

	Proposer
	BTC	GCS	OKC	SSG	WRF	MCM
Cost	$713.30	$725.00	$1,323	$588.10	$722.00	N/A
Panel Average	41	37	22	50	37	N/A

Additional Points (15 points maximum)

Criteria	Proposer
	BTC	GCS	OKC	SSG	WRF	MCM
Small Business or Small Business Joint Ventures Points (Maximum = 10)	0	0	10	10	0	N/A
DVBE or DVBE Joint Ventures Points (Maximum = 10)	0	0	0	0	0	N/A
Use of DVBE or Small Business Subcontractors Points (Maximum = 7)	0	0	0	0	0	N/A
Panel Average	0	0	0	0	0	N/A

* The proposal from Microage Computermart was determined to be non-responsive

B-3: Network Equipment Hardware/Software Maintenance and Support Services

Standard Services Criteria (50 points maximum)

	Proposer
	GCS	MCS	OKC	SSG	WRF
Panel Average	47	35	37	31	31

Cost (50 points maximum)

Cost	Proposer
	GCS	MCS	OKC	SSG	WRF
	$24,028	$22,238	$25,396	$19,052	$16,710
Panel Average	35	38	33	44	50

Additional Points (15 points maximum)

Criteria	Proposer
	GCS	MCS	OKC	SSG	WRF
Small Business or Small Business Joint Ventures Points (Maximum = 10)	0	0	10	10	0
DVBE or DVBE Joint Ventures Points (Maximum = 10)	0	0	0	0	0
Use of DVBE or Small Business Subcontractors Points (Maximum = 7)	0	0	0	0	0
Panel Average	0	0	0	0	0

B-4: Meridian Phone System Hardware/Software Maintenance and Support Services

No bids were received.

B-5: Off-site Storage Services

Standard Services Criteria (50 points maximum)

	Proposer
	ARC
Panel Average	48

Cost (50 points maximum)

	Proposer
	ARC
Cost per 20 items/month	$546.90
Panel Average	50

Additional Points (15 points maximum)

Criteria	Proposer
	ARC
Small Business or Small Business Joint Ventures Points (Maximum = 10)	0
DVBE or DVBE Joint Ventures Points (Maximum = 10)	0
Use of DVBE or Small Business Subcontractors Points (Maximum = 7)	0
Panel Average	0

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