BOARD MEETING DATE: November 7, 2008
AGENDA NO. 36

PROPOSAL:

Authorize Purchase of Videoconference Systems for Offsite Locations

SYNOPSIS:

Videoconferencing makes it possible for Board Members to attend Board Committee and other meetings without being onsite. Additional videoconference systems are necessary to facilitate Board Members participation in critical meetings via videoconferences from offsite locations. This action is to authorize the purchase of two videoconference systems and associated accessories to enable offsite videoconferencing. Funds ($30,500) for this purchase are available in the Undesignated Fund Balance in the FY 2008-09 Budget.

COMMITTEE:

Not Applicable

RECOMMENDED ACTIONS:

Appropriate $30,500 from the General Fund, Undesignated Fund Balance, to the Information Management FY 2008-09 Capital Outlays Budget for the acquisition of video conference equipment and authorize the Executive Officer to purchase the recommended equipment.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

Videoconferencing can be a powerful productivity tool that gives organizations the ability to address issues quickly, involve more people in important discussions, and foster a more open and collaborative working environment. Videoconference equipment installed at offsite locations permits Board Members to participate in Board Committee and other important meetings they might not otherwise be able to attend. The primary videoconference system is permanently installed at AQMD headquarters and additional systems will be used at remote sites.

Staff recommends the purchase of additional videoconference systems for use at offsite locations.
 

Proposal

This action is to authorize the Executive Officer to execute purchase orders with system vendors providing the lowest-cost bid for two videoconference systems as configured below, at a total cost not to exceed $30,500.

In accordance with the AQMD’s Purchasing Policy and Procedure No. 35, bids will be solicited from firms on the List of Prequalified Vendors to Provide Computer, Network, Printer Hardware and Software, and Desktop Computer Hardware Upgrades; master agreements; cooperative agreements; and other interagency agreements with governmental entities, in order to achieve the best available price. The prequalified vendor list was approved by the Board on February 1, 2008, and is in effect for a period ending February 3, 2010. Of the twelve vendors on the list, one was from a certified disabled veteran-owned, two were from certified women-minority-owned, nine were from certified minority-owned, and none were from a non-certified minority-owned business enterprise. One vendor, Zone Corporate Solutions, Inc., has been dropped off the prequalified vendors list since no forwarding address or telephone number has been given to Procurement and therefore the vendor cannot be contacted to secure bids.
 

Resource Impacts

Funding for this equipment will require an appropriation of $30,500 from the Undesignated Fund Balance to Information Management’s FY 2008-09 Budget. Sufficient funds are available in the Undesignated Fund Balance.