BOARD MEETING DATE: February 4, 2005
AGENDA NO. 5

Authorize Purchase of Desktop Computer Hardware Upgrades

SYNOPSIS:

AQMD operational efficiency is dependent on staff's desktop computer systems, and many software applications (both off-the-shelf and in-house developed applications) are exceeding the capacity of the present desktop systems. This action is to authorize the purchase of new desktop computer systems, with adequate capacity to support current software applications, to replace older desktop systems. These replacements are in accord with AQMD's Information Management Strategic Plan. Funds for this purchase ($92,100) are included in the FY 2004-05 Budget.

COMMITTEE:

Administrative, January 14, 2005. Less than a quorum was present for the discussion of this item; those Committee members present communicated their concurrence.

RECOMMENDED ACTION:

Authorize purchase of 200 new desktop computer systems from Peacock Systems at a cost not to exceed $92,100, which is allocated in the FY 2004-05 Budget.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The AQMD has become increasingly dependent on desktop computers for its operational efficiency. The desktop computer uses the suite of standard desktop applications (word processing, spreadsheets, graphics, presentation, and desktop database management) and utilization of these components has steadily increased to the point that maximum capacity has been reached. Some of the components will soon be unsupported due to the age of the equipment.

AQMD desktop computers have been upgraded to Microsoft Office XP to support Permit Streamlining recommendations and rule amendments. Furthermore, many desktop systems are required to run the AQMD's Finance/Human Resource applications (PeopleSoft), Record Services imaging, and workflow automation applications. Computing capacity of many of AQMD’s desktop computers hampers the performance of these applications.

Therefore, in accordance with Information Management’s Strategic Plan, and to efficiently support staff, all Pentium III 700MHz systems (and below) will be replaced.

Bid Evaluation

In accordance with the AQMD’s purchasing policy, bids for desktop computer hardware with the following configuration were solicited from the firms on the list of prequalified vendors for the Purchase of Computer, Network, Printer, and Related Services in order to obtain the best available price:

• Case: Antec SX630II w/300W Power Supply
• Motherboard: Intel BOXD845GVSRL (with onboard Video, LAN and Audio)
• Processor: Pentium 4 2.4 GHz (Retail)
• RAM: Kingston 512 Megabytes
• Hard Drive: Western Digital 80 Gigabyte
• Keyboard: Microsoft Multimedia
• Mouse: Microsoft Intellimouse Optical USB/PS2
• Warranty: 3 Years Parts and Labor

The prequalified vendor list was approved by the Board on June 6, 2003, and is in effect for a period ending June 30, 2005. Of the thirty-five vendors on the list, three were from certified disabled veteran-owned, seven were from certified women-minority-owned, eight were from certified minority-owned, and two were from non-certified minority-owned business enterprises. A number of vendors quoted prices based on master agreements, cooperative agreements, or other interagency agreements with governmental entities (i.e. Western States Contracting Alliance (WSCA), California Multiple Awards Schedule (CMAS), or State of California Volume License Agreement).

Twelve bids for the desktop computer hardware were received (see Attachment). Peacock Systems submitted the lowest bid at $425. The total cost of 200 new desktop computer hardware systems, including tax of 8.25%, is $92,013.

Resource Impacts

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

Attachments

Evaluation of Bids from Prequalified Vendor List
 

Attachment
 
Evaluation of Bids from Prequalified Vendor List
 

* Price includes 8.25% tax.

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