BOARD MEETING DATE: December 5, 2008
AGENDA NO. 7

PROPOSAL:

Authorize Purchase of Phone Switch Upgrades

SYNOPSIS:

On September 5, 2008, the Board approved the release of an RFQ to select a vendor capable of providing upgrades and enhancements to our Nortel Communication Server 1000M MG system in an efficient, turn-key manner, with minimal impact to AQMD staff. As a result of successful responses to this RFQ, Integrated Technology was identified as capable of providing these products. This action is to authorize the purchase of Phone Switch Upgrades from Integrated Technology. Funds ($142,563) for this expense are included in the FY 2008-09 Budget.

COMMITTEE:

Administrative, November 14, 2008, Recommended for Approval

RECOMMENDED ACTIONS:

Authorize the Procurement Manager to purchase Phone Switch Upgrades from Integrated Technology in the amount of $142,563 which is allocated in the FY 2008-09 Budget.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The AQMD has an existing Nortel Communication Server 1000M MG system which requires various upgrades and enhancements to fulfill AQMD requirements. On September 5, 2008, the AQMD released RFQ #Q2009-03 for Phone Switch Upgrades. The purpose of this RFQ was to identify a vendor capable of providing these phone upgrades and enhancements in an efficient, turn-key manner, with minimal impact to AQMD staff.
 

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, Orange County Register, 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 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

Fourteen copies of the RFQ were mailed out and five vendors responded to the RFQ when final bidding closed at 1:00 p.m. on October 7, 2008. Of the five responses, none were a “No Bid,” none were from disabled veteran-owned, none were from women-owned, two were from a certified minority-owned, and none were from non-certified DVBE minority-owned business enterprises.
 

Proposal

Staff recommends that the Board award the contract to Integrated Technology for the purchase of phone switch upgrades and enhancements. 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 Integrated Technology.
 

Resource Impacts

Sufficient funds are available in the FY 2008-09 Budget under District General, Capital Outlays Major Object Item No. 3.
 

Attachment(s) (DOC, 32k)

Attachment A - Evaluation of Bids from Respondents to RFQ #Q2009-3