BOARD MEETING DATE: October 3, 2008
AGENDA NO. 13
PROPOSAL:
Authorize Purchase of PeopleSoft and Network Servers
SYNOPSIS:
On July 11, 2008, the Board approved release of an RFQ to select a vendor capable of providing replacements for the current PeopleSoft and network servers in the most cost effective manner. As a result of successful responses to this RFQ, EDX Information Systems, Inc. was identified as capable of providing these products. This action is to authorize the purchase of HP Proliant DL580 G5 servers from EDX Information Systems, Inc. Funds ($171,137) for this purchase are included in the FY 2008-09 Budget.
COMMITTEE:
Administrative, September 12, 2008, Recommended for Approval
RECOMMENDED ACTION:
Authorize the Procurement Manager to purchase Proliant DL580 G5 servers from EDX Information Systems, Inc. in the amount of $171,137, which is allocated in the FY 2008-09 Budget.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
The District’s DEC Alpha 4100 production server is used to support PeopleSoft applications (Payroll, Human Resources, and Oracle database). The Intel-based servers support network infrastructure and server-based applications (email, file servers, and internet). Server replacements are required to support the upcoming PeopleSoft application and Windows Server 2008 operating system upgrades. These seven existing servers are becoming obsolete and will no longer be supported by the manufacturer.
On July 11, 2008, the AQMD released RFQ #Q2009-01 to invite eligible vendors to submit quotations for new PeopleSoft and network servers. Considerations included cost advantage, technical superiority, length of warranty, and services provided.
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
Seven responses to the RFQ were received when final bidding closed at 10:00 a.m. on August 12, 2008. Of the seven bids, three were from women-owned, and two were from certified minority-owned business enterprises; none were from disabled-owned, veteran-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 preference percentage adjusted bid was from EDX Information Systems, Inc. Staff recommends that the Board award the contract to EDX Information Systems, Inc. for the purchase of HP Proliant DL580 G5 servers.
Resource Impacts
Sufficient funds are available in the FY 2008-09 Budget, under District General and Information Management Capital Outlays Major Objects, items 5 and 8, respectively.
Attachment(s)
Attachment A - Evaluation of Bids from Respondents to RFQ #Q2009-01
ATTACHMENT A
Evaluation of Bids from Respondents to RFQ #Q2009-01
| Vendor | Bid Amount | Meets Minimum Require-ments | Small Business | DVBE | Low-Emission Vehicle Business | Local Business | Off-Peak Delivery | Prefer-ence Percent-age (%) | Total Prefer-ence* | Adjusted Bid Amount ”Score”** |
| EDX Information Systems, Inc. | 171,136.90 | Y | Y | N | N | N | N | 5 | 8,365.76 | 162,751.14 |
| Zunesis, Inc. for Hewlett Packard Co. | 167,715.21 | Y | N | N | N | N | N | 0 | 0 | 167,715.21 |
| Angus-Hamer, Inc. | 185,029.91 | Y | Y | N | N | N | N | 5 | 8,365.76 | 176,644.15 |
| CDW-Government, Inc. | 186,131.89 | Y | N | N | N | N | N | 0 | 0 | 186,131.89 |
| GigaKOM | 190,268.95 | Y | Y | N | N | N | N | 7 | 11,740.06 | 186,914.64 |
| Cross-Circuit Networks Inc. | 197,274.80 | Y | Y | N | N | N | N | 5 | 8,365.76 | 188,889.04 |
| EDC System | 281,211.85 | Y | Y | N | N | N | N | 5 | 8,365.76 | 272,926.09 |
* Lowest Bid Amount x Preference Percentage = Total Preference
** Bid Amount – Total Preference = Adjusted Bid Amount “Score”