BOARD MEETING DATE: October 5, 2007
AGENDA NO. 7

PROPOSAL:

Execute Contract to Purchase Meridian SL-1 Phone Switch
Upgrade

SYNOPSIS:

On July 13, 2007, the Board approved the release of an RFQ to select a vendor capable of upgrading the existing Meridian SL-1 Option 81C phone switch to a new Nortel Communication Server 1000M MG system. As a result of successful responses to this RFQ, the most competitive vendor was identified. This action is to authorize issuance of a purchase order for the purchase of Meridian SL-1 phone switch upgrade. Funds ($195,000) for this purchase are included in the FY 2007-08 Budget.

COMMITTEE:

Administrative, September 14, 2007, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Executive Officer to execute contract to purchase Meridian SL-1 phone switch upgrade from Integrated Technology at a cost not to exceed $195,000 from the FY 2007-08 Budget.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On July 13, 2007, the AQMD released RFQ #Q2008-03 for Meridian SL-1 Phone Switch Upgrade. The purpose of this RFQ was to identify a vendor capable of providing the most cost-effective system upgrade in an efficient, turn-key manner, with minimal impact to District staff. The AQMD has an existing Nortel Meridian SL-1 Option 81C phone system which has been in service since 1990. This current phone system will not be supported by the manufacturer in the near future, and needs to be upgraded to a Nortel Communication Server 1000M system to ensure future support.

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

Twenty-four copies of the RFQ were mailed out and five bids were received in response to the RFQ when final bidding closed at 1:00 p.m. on August 14, 2007. None of the bidders were from women-owned, certified minority owned, or non-certified 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 was from Integrated Technology. Staff recommends that the Board award the contract to Integrated Technology for the purchase of Meridian SL-1 phone switch upgrade.

Panel Composition

The panel consisted of four staff from Information Management: a Telecommunications Supervisor, a Computer Operations Supervisor, a Telecommunications Analyst, and a Telecommunications Technician II. Of the four panelists, one is female and 3 are male; one is Caucasian, one is Hispanic, one is Asian-Indian, and one is Asia-Pacific Islander.

Resource Impacts

Sufficient funds are available in the FY 2007-08 Budget, District General, Capital Outlay Major Object.

Attachment(s)
Attachment A - Evaluation of Bids from Respondents to RFQ #Q2008-03

ATTACHMENT A

Evaluation of Bids from Respondents to RFQ #Q2008-03

Incentive Programs:

1. Small Business or Small Business Joint Venture (5%)
2. DVBE or DVBE Joint Venture (5%)
3. Low-Emission Vehicle Business (5%)
4. Local Business (Non-EPA Funded Projects) (2%)
5. Off-Peak Hours Delivery Business (2%)

Note: Maximum of 15 percentage points allowed