BOARD MEETING DATE: April 6, 2007
AGENDA NO. 9

PROPOSAL:

Authorize Purchase of Maintenance and Support Services for Mini Computer Hardware/Software

SYNOPSIS:

The 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 computers expires April 30, 2007.  This action is to obtain approval for the sole-source purchase of mini computer hardware/software maintenance and support services from Hewlett Packard Company for one year.  Funds ($235,000) for this expense are included in the FY 2006-07 Budget.

COMMITTEE:

Administrative, March 9, 2007, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Executive Officer to purchase one year of maintenance and support services for the AQMD mini computer systems from Hewlett Packard Company at a cost not to exceed $235,000 which is allocated in the FY 2006-07 Budget.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The Alpha Server 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, 2007.

In January 6, 2006, 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.  Only one vendor, Hewlett Packard (HP), submitted a bid and is currently supporting AQMD’s mini computers.  With the acquisition of Compaq, HP has been servicing the mini computers for the past three years.  HP also provides the AQMD with substantial discounts through the WSCA (Western States Contracting Alliance) cooperative agreements.

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.  These requests for a sole-source award are made under provision VIII.B.2.c.(2):  The project involves the use of proprietary technology; and (3):  The contractor has ownership of key assets required for project performance.  Hewlett Packard Company is the sole provider of this software and therefore the only source for its maintenance and support licensing agreements. 

Proposal

Staff recommends the purchase of one year of maintenance and support services for mini computer hardware and software from Hewlett Packard Company at a cost not to exceed $235,000.

Resource Impacts

Sufficient funds are included in the FY 2006-07 Budget.