BOARD MEETING DATE: April 5, 2002
AGENDA NO. 14

Authorize Purchase of Desktop Standard Office Software

SYNOPSIS: 

Currently, AQMD desktop personal computers use Microsoft Office 97 for the suite of standard desktop applications (word processing, spreadsheets, graphics, presentation, and desktop database management). This action is to authorize purchase of Microsoft Office XP Upgrade Advantage to provide the latest version of the application suite and rights to any new version released prior to January 1, 2003 for all AQMD desktop computers. Funds for this purchase ($200,000) are included in the FY 2001-02 Budget.

COMMITTEE: 

Administrative, March 8, 2002, Recommended for Approval

RECOMMENDED ACTION:

Authorize purchase of 900 Microsoft Office XP Upgrade Advantage licenses (625 Standard version and 275 Professional version) from Genesis Computer Systems. at a cost not to exceed $200,000, which is allocated in the District General Office Expense Account.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In FY 1998-99, AQMD upgraded all staff desktop computers to run the Microsoft Office 97 application suite. Office 97 was the most appropriate standard desktop application suite to meet the computing needs of the AQMD at that time. Since then there have been substantial enhancements to the Office application suite, with Office XP Upgrade Advantage being the most significant version of Office ever released. Staff believes that Office XP is now the best choice for the AQMD’s standard desktop application suite.

Bid Evaluation

In accordance with District’s purchasing policy, bids for 900 Microsoft Office XP Upgrade Advantage licenses (625 Standard version and 275 Professional version) were solicited from governmental entities, and from the firms on the list of prequalified vendors for the Purchase of Computer, Network, Printer, and Related Services.price. The prequalified vendor list was approved by the Board on June 15, 2001, and is in effect for a period ending June 30, 2003. Of the forty-one vendors on the list, three were from certified disabled veteran-owned, seven were from certified women-owned, six were from certified women-minority-owned, seventeen were from certified minority-owned, and five were from non-certified minority-owned business enterprises. A number of vendors quoted prices based on master agreements, or other interagency agreements with governmental entities (i.e. Western States Contracting Alliance or WSCA, California Multiple Awards Schedule or CMAS, State of California Volume License Agreement).

Eighteen bids (three No Bid) for the 900 Microsoft Office XP Upgrade Advantage licenses were received and evaluated (see Attachment). Genesis Computer Systems submitted the lowest bid at $173.37 each for the Standard Office XP and $217.33 for Professional Office XP. The total cost of the licenses with sales tax of 8.25% is $181,992.06.

Resource Impacts

Sufficient funds are included in the FY 2001-02 Budget.

Attachments

Evaluation of Bids from Prequalified Vendor List

Evaluation of Bids from Prequalified Vendor List

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