BOARD MEETING DATE: June 6, 2008
AGENDA NO. 17
PROPOSAL:
Authorize Purchase of Microsoft Windows Server Operating System Upgrades
SYNOPSIS:
On March 7, 2008, the Board approved the release of an RFQ to select a vendor capable of providing Microsoft Windows server operating system upgrade licenses. As a result of successful responses to this RFQ, Advance Computer Services was identified as capable of providing these products. This action is to authorize the purchase of Microsoft Windows server operating system upgrade licenses from Advance Computer Services. Funds ($208,319) for this expense are included in the FY 2007-08 Budget.
COMMITTEE:
Administrative, May 9, 2008, Recommended for Approval
RECOMMENDED ACTIONS:
- Authorize the Procurement Manager to purchase Microsoft Windows server operating system upgrade licenses from Advance Computer Services, Inc. in the amount of $208,319, from the FY 2007-08 Budget, District General, Services and Supplies Major Object, Office Expense Account.
- Transfer $11,150 within the District General budget, from the Services and Supplies Major Object, Office Expense Account, to the Capital Outlays Major Object and authorize the Procurement Manager to purchase two “BizTalk Server Standard Edition” software licenses.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
The AQMD’s existing server network infrastructure is based on the Microsoft Windows 2000 Server operating system. This operating system will no longer be supported by Microsoft and needs to be replaced with the Windows Server 2008 product line.
On March 7, 2008, the AQMD released RFQ #Q2008-21 for Microsoft Windows Server Operating System Upgrades. The purpose of this RFQ was to identify a vendor capable of providing these product licenses.
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
Fifty-three copies of the RFQ were mailed out and 14 vendors responded to the RFQ when final bidding closed at 1:00 p.m. on April 8, 2008. Of the 14 responses, one was a “No Bid,” one was from disabled veteran-owned, two were from women-owned, and one was from a certified minority-owned business enterprises; none were from 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 Services. Staff recommends that the Board award the contract to Advance Computer Services for the purchase of Microsoft Windows server operating system upgrade licenses.
Resource Impacts
Sufficient funds are available in the FY 2007-08 Budget, under District General, Office Expense Account. After the bids were received, one of the items was found to be a capital outlay. Therefore, funding for this item in the amount of $11,150 must be transferred from the District General, Services and Supplies Major Object to the Capital Outlays Major Object.
Attachment(s)
(doc 46 kb)
Attachment A - Evaluation of Bids from Respondents to RFQ #Q2008-21