BOARD MEETING DATE: April 1, 2005
AGENDA NO. 4

Execute Contract to Purchase Maintenance and Support Services for Mini Computer Hardware/Software

SYNOPSIS:

On January 7, 2005, the Board approved the release of an RFQ to select a vendor capable of providing the most cost effective hardware/software maintenance and support services for mini computers. As a result of successful responses to this RFQ, Hewlett Packard Company was identified as capable of providing these specialized services. This action is to authorize issuance of a purchase order to Hewlett Packard Company for the purchase of mini computer hardware/software maintenance and support services. Funds ($180,500) for these services are included in the FY 2004-05 Budget.

COMMITTEE:

Administrative, March 11, 2005, Recommended for Approval

RECOMMENDED ACTION:

Authorize the purchase of maintenance and support services for mini computer hardware/software from Hewlett Packard Company at a cost not to exceed $180,500, which is allocated in the FY 2004-05 Budget.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On January 7, 2005, the AQMD released RFQ #Q2005-03 for Mini Computer Hardware/Software Maintenance. The purpose of this RFQ is to identify and select a vendor capable of providing hardware and software maintenance for each of AQMD’s HP AlphaServer mini computers. The AlphaServer mini computer systems support several production programs such as CLASS, NSR, Emission Fee Billing, Finance, Compliance, Facility Permits, PeopleSoft, Telemetry, Permit Processing, Source Testing, and Subscription Services. Hardware and software maintenance and support services are required to ensure the continued operation of these programs with minimum interruption. The current year’s hardware and software maintenance is provided by Hewlett Packard Company, and expires on April 30, 2005.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, public notices advertising the RFP/RFQ and inviting bids were published in the following publications:
 

1.	Antelope Valley Press	11.	La Opinion	21.	Rafu Shimpo
2.	Black Voice News	12.	La Prensa Hispana	22.	San Bernardino Sun
3.	Chinese Daily News	13.	La Voz Publications	23.	State of California Contracts
4.	Desert Sun	14.	Los Angeles Daily News		Register
5.	Eastern Group Publications	15.	Los Angeles Sentinel	24.	The Daily Breeze
6.	El Chicano	16.	Los Angeles Times	25.	The Excelsior
7.	El Informador	17.	Orange County Register	26.	The Signal
8.	Inland Empire Hispanic News	18.	Philippine News	27.	Wave Community Newspapers
9.	Inland Valley Daily Bulletin	19.	Precinct Reporter
10.	Korea Central Daily	20.	Press Enterprise

Additionally, potential bidders were notified utilizing the Los Angeles County MTA Directory of Certified Firms, the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; and AQMD’s own electronic listing of certified minority vendors. Notice of the RFP/RFQ was 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). Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Fifty-two copies of the RFQ were mailed out and two bids were received (an additional vendor submitted a ‘No Bid’) in response to the RFQ when final bidding closed at 1:00 p.m. on February 8, 2005. Of the two bids, none was from a certified women-owned business, minority-owned, disabled veteran owned, or non-certified minority-owned business enterprise.

Attachment 1 reflects the evaluation of the bids and the respective costs for contracts. Of the responsive quotes, the lowest was from Hewlett Packard Company. Staff recommends that the Board award the contract to Hewlett Packard Company for the purchase of hardware/software maintenance and support services for the mini computer at a cost not to exceed $180,500, including tax.

Panel Composition

The panel consisted of a consultant from Computer Training and Consulting and four staff from Information Management: a Technology Implementation Manager, a Computer Operations Supervisor, a Telecommunications Supervisor, and a Systems Analyst. Of the five panelists, one is female and four are male; four are Caucasian and one is Hispanic.

Resource Impacts

Sufficient funds are included in the FY 2004-05 Budget.

Attachment(s)

Evaluation of Respondent to RFQ #Q2005-03
 

ATTACHMENT 1

Evaluation of Bids from Respondents to RFQ #Q2005-03

*Bid amount listed reflects 5% reduction for Small Business.

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