BOARD MEETING DATE: December 7, 2007
AGENDA NO. 10

PROPOSAL:

Authorize Purchase of Desktop Operating System and Office Suite Upgrades

SYNOPSIS:

On September 7, 2007, the Board approved the release of an RFQ to select a vendor capable of providing Microsoft Windows Vista Business Operating System and Microsoft Office Professional Plus 2007 licenses. As a result of successful responses to this RFQ, Advance Computer Service was identified as capable of providing these products. This action is to authorize the purchase of desktop Vista Operating System and Office Suite upgrades from Advance Computer Service. Funds ($433,630) for this expense are included in the FY 2007-08 Budget.

COMMITTEE:

Administrative, November 9, 2007, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Executive Officer to purchase Microsoft Windows Vista Business Operating System and Microsoft Office Professional Plus 2007 licenses from Advance Computer Service in the amount of $433,630, which is allocated in the FY 2007-08 Budget.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On September 7, 2007, the AQMD released RFQ #Q2008-04 for Microsoft Windows Vista Operating System and Microsoft Office Suite 2007. The purpose of this RFQ was to identify a vendor capable of providing these products. The AQMD has existing desktop workstations with Microsoft Windows 2000 operating system and Microsoft 2002 suite (word processing, spreadsheets, graphics, presentations, and desktop database management). These products will no longer be supported by Microsoft and need to be replaced with Windows Vista operating system and Microsoft Office Professional Plus 2007.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP/RFQ and inviting bids was published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and 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 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

Seventy-two copies of the RFQ were mailed out and 18 bids were received in response to the RFQ when final bidding closed at 1:00 p.m. on October 10, 2007. Of the 18 bids, two were from disabled veteran-owned, two were from women-owned, and seven were from certified minority-owned business enterprises; one was from a non-certified DVBE minority-owned business enterprises.

Attachment A reflects the evaluation of the bids and the respective ratings/costs for contracts. Of the responsive quotes, the lowest preference percentage adjusted bid was from Advance Computer Service. Staff recommends that the Board award the contract to Advance Computer Service for the purchase of Microsoft Windows Vista Operating System and Microsoft Office Professional Plus 2007.

Resource Impacts

Sufficient funds are available in the FY 2007-08 Budget, under District General Office Expense.

Attachment(s)

Attachment A - Evaluation of Bids from Respondents to RFQ #Q2008-04

ATTACHMENT A

Evaluation of Bids from Respondents to RFQ #Q2008-04
 

ATTACHMENT A (Cont’d)

Evaluation of Bids from Respondents to RFQ #Q2008-04