BOARD MEETING DATE: June 3, 2005
AGENDA NO. 11

Execute Purchase Order for Off-site Storage Services

SYNOPSIS:

On March 4, 2005, the Board approved the release of an RFQ to select a vendor capable of providing high quality off-site storage services for nightly computer backup tapes, application folders, microfiche, and paper files. As a result of successful responses to this RFQ, Iron Mountain Incorporated was identified as capable of providing these specialized services. This action is to issue a purchase order to Iron Mountain Incorporated for the purchase of off-site storage services. Funds ($62,600) for these services are included in the FY 2004-05 Budget.

COMMITTEE:

Administrative, May 13, 2005, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Executive Officer to execute a purchase order for off-site storage services from Iron Mountain Incorporated at a cost not to exceed $62,600, which is allocated in the FY 2004-05 Budget.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On March 3, 2005, the AQMD released RFQ #Q2005-05 for Off-site Storage Services. The purpose of this RFQ is to identify and select a vendor capable of providing high quality off-site storage services for nightly computer backup tapes, application folders, microfiche, and paper files. Record retention and best effort in vital protection require off-site storage of AQMD files in case of fire, earthquake or any other disaster that may occur. The AQMD also performs nightly tape backup onto magnetic tape disc files from the various mini-computer and file servers under Information Management’s control. These backup tapes are moved to an off-site storage facility to ensure their security. Currently, AQMD maintains over 9,000 cubic feet of paper records, 120 storage containers, 85 vault units, and 1,000 units of vault history tapes. This action would cover volume increase by 800 boxes per month; container as needed, no increases for vault storage. Orders of services under this RFQ will be placed with the selected vendor who is determined to be the most advantageous to the AQMD.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP/RFQ and inviting bids was 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 may have been 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

Forty-five copies of the RFQ were mailed out and four bids were received in response to the RFQ when final bidding closed at 1:00 p.m. on April 5, 2005. Of the four bids none were from disabled veteran owned, women owned, certified minority-owned, or non-certified minority-owned business enterprises.

One bid was withdrawn and two were deemed non-responsive. The only responsive quote was from Iron Mountain Incorporated. Attachment 1 reflects the evaluation of the bids and the cost for the contract. Staff recommends that the Board authorize a purchase order with Iron Mountain Incorporated for the purchase of off-site storage services for a cost not to exceed $62,600. The term of this contract is one year.

Panel Composition

The panel consisted of a Senior Deputy District Counsel, a Senior Deputy Clerk and three staff from Information Management: a Technology Implementation Manager, a Computer Operations Supervisor, and a Principal Office Assistant. Of the five panelists, three are female and two are male; one is Caucasian and four are Hispanic.

Resource Impacts

Sufficient funds are included in the FY 2004-05 Budget. Staff expects a decrease of this expenditure in the future as the recently-adopted Records Retention Policy is implemented.

Attachment(s)

Evaluation of Respondent to RFQ #Q2005-05

ATTACHMENT 1

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