BOARD MEETING DATE: April 7, 2006
AGENDA NO. 4

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

SYNOPSIS:

On January 6, 2006, the Board approved release of an RFQ to select a vendor capable of providing the most cost-effective hardware/software maintenance and support services for mini computers.  These mini computers are used by most enterprise-level software applications at the AQMD and currently support a suite of client/server and web-based applications known collectively as the Clean Air Support System (CLASS).  The CLASS applications are used to support all of the AQMD core activities.  Maintenance support for these mini computers expires April 30, 2006.  This action is to obtain approval for the purchase of mini computer hardware/software maintenance and support services from Hewlett Packard Company for one year.  Funds ($223,500) for these services are included in the FY 2005-06 Budget.

COMMITTEE:

Administrative, March 10, 2006, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Executive Officer to execute contracts to purchase hardware/software maintenance and support services for one year for mini computers from Hewlett Packard Company at a cost not to exceed $223,500 which is allocated in the FY 2005-06 Budget.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On January 6, 2006, the AQMD released RFQ #Q2006-05 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.  Maintenance and support services for these computers expire on April 30, 2006.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFQ and inviting bids was published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and the Riverside County Press Enterprise newspapers to leverage the most cost-effective method of outreach to the entire South Coast Basin.

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 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-nine copies of the RFQ were mailed out and one bid was received in response to the RFQ when final bidding closed at 1:00 p.m. on February 7, 2006.

The evaluation committee determined Hewlett Packard Company to be capable of providing cost-effective hardware/software maintenance and support services for AQMD’s mini computers.  Hewlett Packard is currently maintaining AQMD’s mini computers, and provides the AQMD with substantial discounts through the WSCA (Western States Contracting Alliance) cooperative agreements.

Panel Composition

The five-member panel consisted of an AQMD Staff Specialist from Engineering & Compliance and four staff from Information Management: a Technology Implementation Manager, a Computer Operations Supervisor, a Telecommunications Supervisor, and a Systems Analyst.  The panel’s composition was four Caucasian and one Hispanic; one female and four male.

Proposal

Staff recommends the Board award the contract to Hewlett Packard Company for the purchase of mini computer hardware/software maintenance and support services for one year for a cost not to exceed $223,500.

Sole-Source Justification

Section VIII.B.2 of the Procurement Policy and Procedure identifies circumstances under which a sole-source purchase award may be justified.  This request for a sole-source award is made under provision VIII.B.2.c.(2) and (3).  The services are available only from the sole-source.

Resource Impacts

Sufficient funds are included in the FY 2005-06 Budget.