BOARD MEETING DATE: February 3, 2006
AGENDA NO. 13

Establish List of Prequalified Vendors to Provide Computer, Network, and Printer Hardware and Software, and Purchase Desktop Computer Hardware Upgrades

SYNPOSIS:

On October 7, 2005, the Board approved the release of a Request for Qualifications and Quotations (RFQQ) to pre-qualify vendors for computer, network, and printer hardware and software; and to purchase desktop computer hardware upgrades.  As a result of successful responses to this RFQQ, twelve vendors were identified as capable of providing these products.  This action is to approve these twelve vendors to provide these products for a two-year period, and to authorize purchase of desktop computer hardware upgrades.  Funds ($300,000) for these purchases are included in the FY 2005-06 and will be included in the following FY 2006-07 Proposed Budget.

COMMITTEE:

Administrative, January 13, 2006, Recommended for Approval

RECOMMENDED ACTIONS:

1.      Approve the list of prequalified vendors in Attachment A for a two-year period to provide computer, network, and printer hardware and software.

2.      Authorize the purchase of 200 desktop computer hardware upgrade systems from JPK Micro Supply, Inc. at a cost not to exceed $118,000.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On October 7, 2005, the AQMD released RFQQ #QQ2006-01 for computer, network, and printer hardware and software; and to purchase desktop computer hardware upgrades. The purpose of this RFQQ is to invite eligible vendors to submit quotations for seven categories, consisting of: 1) computer equipment (desktop and file server), 2) parts (desktop and file server), 3) software (desktop and network), 4) printers, 5) printer parts, 6) network LAN/WAN equipment, and 7) desktop computer hardware upgrade systems. Vendors may bid on any one, or all, of the categories. The selected vendor list resulting from this RFQQ will be used to form a prequalified vendor list, and to select the vendor for desktop computer hardware upgrade systems. Purchase orders may be placed with any or all of the vendors on the prequalified vendor list. This prequalified vendor list will be in effect for a period of two years, and will expire on February 3, 2008. Orders for equipment purchased under this RFQQ will be placed with the vendors who are determined to be the most advantageous to the AQMD at the time of placing the order. It is expected that product orders will be placed throughout the duration of the qualification period. Consideration will be given to cost advantage, technical superiority, length of warranty, and services provided.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFQQ and inviting bids was published in the following publications:

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 RFQQ 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

Seventy copies of the RFQQ were mailed out and twelve bids were received in response to the RFQQ when final bidding closed at 1:00 p.m. on November 15, 2005.  Of the twelve bids, one was from certified disabled veteran-owned, three were from certified women-minority-owned, seven were from certified minority-owned, and one was from a non-certified minority-owned business enterprise.  All twelve bids met the minimum requirements specified in the RFQQ and are recommended for pre-qualification in the appropriate categories.

Attachment A lists the twelve vendors prequalified to provide computer, network, and printer hardware and software.  Attachment B reflects the evaluation of the bids and the respective certifications relating to the desktop computer hardware upgrade systems.  Of the responsive quotes, the lowest was from JPK Micro Supply, Inc.  Staff recommends that the Board authorize the purchase of 200 desktop computer hardware upgrade systems from JPK Micro Supply, Inc.  The total cost of 200 new desktop computer hardware upgrade systems, including tax of 8.25 %, is $117,993.

Panel Composition

The four-member evaluation panel consisted of one Purchasing Assistant from Finance and three staff from Information Management: a Telecommunications Supervisor, a Computer Operations Supervisor, and a Systems Analyst. Of these four, one is female and three are male; one is Asian-Pacific Islander, one is Caucasian and two are Hispanic.

Resource Impacts

Funds for these purchases are included in the FY 2005-06 Budget and will be included in the FY 2006-07 Proposed Budget.

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