BOARD MEETING DATE: September 5, 2008
AGENDA NO. 13

PROPOSAL:

Authorize Purchase of Desktop Computer Hardware Upgrades

SYNOPSIS:

AQMD operational efficiency is dependent on staffs' desktop computer systems, and many software applications (both off-the-shelf and in-house developed applications) are exceeding the capacity of the present desktop systems. This action is to authorize the purchase of new desktop computer systems, with adequate capacity to support current software applications, to replace older desktop systems. These replacements are in accord with AQMD's Information Management Strategic Plan. Funds ($150,000) for this purchase are included in the FY 2008-09 Budget.

COMMITTEE:

Administrative, July 18, 2008, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Procurement Manager to purchase approximately 225 new desktop computer systems at a cost not to exceed $150,000, and to execute all documents for this purchase.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The AQMD has become increasingly dependent on desktop computers for its operational efficiency. Each desktop computer uses a suite of standard desktop applications (word processing, spreadsheets, graphics, presentation, and desktop database management), and utilization of these components has steadily increased to the point that maximum capacity has been reached. Furthermore, many of the desktop systems are required to run the AQMD's Finance/Human Resource applications (PeopleSoft), Record Services imaging, and workflow automation applications.  Computing capacity of older desktop computers hampers the performance of these applications.

Therefore, in accordance with Information Management’s Strategic Plan and to efficiently support staff, all Pentium 4 2.4GHz systems (and below) will be replaced.

Proposal

This action is to authorize the Procurement Manager to execute a purchase order for approximately 225 desktop computer systems with the vendor providing the lowest cost bid at a total cost not to exceed $150,000. The desktop computer systems will be configured to obtain the highest cost to performance ratio available within budgetary constraints at time of purchase, and will at minimum, meet those specified in the attachment.

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 was 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

Sufficient funds are included in the FY 2008-09 Budget, District General, Office Expense Account.
 

Attachments

Desktop Computer Configuration and Cost Estimate

Attachment
Desktop Computer Configuration and Cost Estimate

* Price includes 8.25% tax. Preliminary cost estimate is based on vendor’s website
pricing. Actual cost will be determined by request for quotes process.