BOARD MEETING DATE: September 5, 2008
AGENDA NO. 16

PROPOSAL:

Purchase of Wireless Data Service for Compliance Staff

SYNOPSIS:

This action would authorize the purchase of wireless data cards and service for 121 Inspectors, 21 Supervisors, and 3 Senior Staff Specialists, to enhance inspection efficiency by providing field staff with real time access to AQMD’s permitting, compliance and financial databases from the field. First year costs to acquire the wireless data cards and provide service for the remainder of FY 2008-09 will not exceed $75,000. Recurring annual cost for the service is estimated at $87,000.

COMMITTEE:

Administrative, July 18, 2008, Recommended for Approval

RECOMMENDED ACTIONS:

Authorize the Procurement Manager to purchase 145 wireless data cards and service from AT&T for 121 Inspectors, 21 Supervisors, and 3 Senior Staff Specialists at a total not to exceed $75,000 for the remainder of FY 2008-09.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

During the course of routine daily field inspections, it is necessary for Inspectors and their Supervisors to have access to permitting, compliance or financial databases. Using free remote Wireless Fidelity (WiFi) services to access AQMD’s Virtual Private Network (VPN) through an Internet connection, Inspectors have real time access to the permitting, compliance and financial data necessary to complete their daily activities.

While some businesses and government entities (libraries, cities & colleges) have established WiFi networks that provide Internet access to the public at no charge, these locations often limit use to non-business-related Internet browsing (blocking VPN use) or limit the amount of time a user has access. This often requires Inspectors to travel to other locations than the businesses they are inspecting to determine compliance status and to complete required tasks.

To address this concern and enhance Inspector efficiency, AQMD’s Information Management (IM) staff recently began evaluating the available wireless data services provided by the major cellular service providers. All vendors reviewed by IM provide special pricing through the state contract (an estimated monthly cost of $50 per person) and provide the data service on a month-to-month basis, with the option to cancel at any time. The wireless data cards are provided at no cost; however the AQMD is required to pay sales tax based on the regular price of cards, approximately $30.00 per card.

Based on a careful evaluation by IM, the extensive service coverage area and high data transfer rates of its wireless data network established AT&T as the vendor providing the best services meeting the current needs of AQMD’s field staff.

To accomplish this, Inspector laptops would need to be equipped with a wireless data card provided by AT&T and configured so that all communications through the device would be routed through AQMD’s VPN. As a result, all Internet activity would be subject to the same logging and filtering software as the computers on AQMD’s network. All wireless transmissions would be encrypted and provide adequate security for interacting with AQMD database resources. The use of wireless service to access AQMD’s databases will reduce unnecessary travel and delays by providing field staff with the information when and where they need it to complete their inspections.

Sole Source Justification

Section VIII.B.2 of the Procurement Policy and Procedure identifies circumstances under which a sole source purchase award may be justified. These requests for a sole-source award are made under provision VIII.B.2.c(1) and (3). AT&T possesses unique experience and capabilities, and has ownership of key assets required for project performance.

Proposal
Staff seeks Board approval to acquire wireless data cards and the associated service for the following field compliance positions indicated below at an estimated cost not to exceed $75,000 for the remainder of FY 2008-09. Once implemented, the cost to maintain this service on a reoccurring basis is estimated at $87,000 annually.

Once their laptops are equipped with the wireless data cards, Inspectors and their Supervisors would be able to access and obtain needed information prior to and during inspections and subsequently enter inspection findings directly into AQMD’s Compliance database. This service would also enable field supervisory staff to review work product submitted by Inspectors, assign complaints and other work, and approve timecards from the field. The use of wireless service to obtain necessary permitting, compliance and financial information in the field should enhance overall field compliance efficiency.

Resource Impacts

Sufficient funds for this service are available in the FY 2008-09 Budget.