South Coast Air Quality Management District

Execute Contract to Purchase Business Computer Hardware Upgrade

SYNOPSIS: 

On February 16, 2001, AQMD released an RFQ to select vendors capable of providing the most cost effective computer hardware upgrade for the DEC Alphaserver 8400 business computer. The DEC 8400 computer system is the business computer system, which supports all defined production programs such as CLASS, NSR, compliance, permits, and finance. This action is to issue a purchase order to DecSource, Inc. for the purchase of the DEC Alphaserver 8400 computer upgrade for a total amount of $160,285. Funds for this purchase are included in the FY 2000-01 Budget.

COMMITTEE: 

Administrative, April 13, 2001, Recommended for Approval

RECOMMENDED ACTION:

1. Authorize the purchase of DEC 8400 computer system upgrade from DecSource, Inc. for a total amount of $160,285.
   
   
2. Authorize the transfer of $160,285 from Information Management Services and Supplies Major Object, Professional and Special Services account to the Fixed Assets Major Object to purchase upgrade for the DEC 8400 computer system.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On February 16, 2001 the AQMD released RFQ #Q2001-06 for business computer hardware upgrade. The DEC Alphaserver 8400 computer system supports defined production programs such as CLASS, NSR, Emission Fee Billing, Finance, Compliance, Contract Tracking, Facility Permits/RECLAIM processing, Permits, NOVs, Title V, ERS Interim Reports, Subscription Services, and Central Station. The primary relational database software utilized on the DEC Alphaserver 8400 is Ingres II. Staff has evaluated the current resource utilization of the business computer and determined that the DEC Alphaserver 8400 is no longer sufficient to support existing and future applications without overall performance degradation.

Staff recommends upgrading the DEC Alphaserver 8400 business computer that will include the following:

• Upgrading the existing CPU hardware from quad 5/300 to 6/700 MHz processors,
• Upgrading the memory from 2.0 GB to 10 GB,
• Purchasing maintenance to ensure day one coverage, and
• Puchasing recoverall for replacement in the event of disaster.

Upgrade of the Dec Alphaserver 8400 will decrease the time required to process transactions, increase the computer throughput, and reduce the time it takes to deliver an application to the end-users.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFQ (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. Notices of the RFP/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

Eighty-six copies of the RFQ were mailed out. Ten bids and two ‘No Bids’ were received in response to the RFQ when final bidding closed at 1:00 p.m. on March 20, 2001. Of the ten bids, one was from a certified women-owned business enterprise, one was from a certified minority owned business, and none were from disabled veteran-owned business enterprises, or non-certified minority-owned business enterprises.

Attachment 1 reflects the evaluation of the bids and the respective costs for contracts. Of the responsive quotes, the lowest was from DecSource, Inc. Staff recommends that the Board award the contract to DecSource, Inc. for the purchase of business computer hardware upgrade for a total cost of $160,285, including maintenance, recoverall, and taxes.

Panel Composition

The panel consisted of five staff from Information Management: two Technology Implementation Managers, a Computer Operations Supervisor, a Telecommunication Supervisor, and an Information Technology Supervisor. Of these five panelists, two are female and three are male; one is African American, one is Asian Pacific, two are Caucasian, and one is Hispanic American.

Resource Impacts

Funds for this purchase are included in the FY 2000-01 Budget.

Attachment

Attachment 1 - Evaluation of Respondents to RFP/RFQ #Q2001-06

ATTACHMENT 1

Evaluation of Bids from Respondents to RFQ #Q2001-06
 

*Costs for maintenance and recoverall were optional.
** Bid amount listed reflects 5% reduction for Small Business.

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