PROPOSAL:
Execute Contract to Purchase Maintenance and Support Services for Mini
Computer Hardware/Software
SYNOPSIS:
On January 6, 2006, the Board approved release of an RFQ to select a
vendor capable of providing the most cost-effective hardware/software
maintenance and support services for mini computers. These mini computers
are used by most enterprise-level software applications at the AQMD and
currently support a suite of client/server and web-based applications
known collectively as the Clean Air Support System (CLASS). The CLASS
applications are used to support all of the AQMD core activities.
Maintenance support for these mini computers expires April 30, 2006. This
action is to obtain approval for the purchase of mini computer
hardware/software maintenance and support services from Hewlett Packard
Company for one year. Funds ($223,500) for these services are included in
the FY 2005-06 Budget.
COMMITTEE:
Administrative, March 10, 2006, Recommended for Approval
RECOMMENDED ACTION:
Authorize the Executive Officer to execute contracts to purchase
hardware/software maintenance and support services for one year for mini
computers from Hewlett Packard Company at a cost not to exceed $223,500
which is allocated in the FY 2005-06 Budget.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
On January 6, 2006, the AQMD released RFQ #Q2006-05 for Mini Computer
Hardware/Software Maintenance. The purpose of this RFQ is to identify and
select a vendor capable of providing hardware and software maintenance for
each of AQMD’s HP AlphaServer mini computers. The AlphaServer mini computer
systems support several production programs such as CLASS, NSR, Emission Fee
Billing, Finance, Compliance, Facility Permits, PeopleSoft, Telemetry,
Permit Processing, Source Testing, and Subscription Services. Hardware and
software maintenance and support services are required to ensure the
continued operation of these programs with minimum interruption.
Maintenance and support services for these computers expire on April 30,
2006.
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, the Orange County Register, the San Bernardino Sun, and the
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 the Los
Angeles County MTA Directory of Certified Firms, the Inland Area Opportunity
Pages, Ethnic/Women Business & Professional Directory; and 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
Forty-nine copies of the RFQ were mailed out and one bid was received in
response to the RFQ when final bidding closed at 1:00 p.m. on February 7,
2006.
The evaluation committee determined Hewlett Packard Company to be capable
of providing cost-effective hardware/software maintenance and support
services for AQMD’s mini computers. Hewlett Packard is currently
maintaining AQMD’s mini computers, and provides the AQMD with substantial
discounts through the WSCA (Western States Contracting Alliance) cooperative
agreements.
Panel Composition
The five-member panel consisted of an AQMD Staff Specialist from
Engineering & Compliance and four staff from Information Management: a
Technology Implementation Manager, a Computer Operations Supervisor, a
Telecommunications Supervisor, and a Systems Analyst. The panel’s
composition was four Caucasian and one Hispanic; one female and four male.
Proposal
Staff recommends the Board award the contract to Hewlett Packard Company
for the purchase of mini computer hardware/software maintenance and support
services for one year for a cost not to exceed $223,500.
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.
This request for a sole-source award is made under provision VIII.B.2.c.(2)
and (3). The services are available only from the sole-source.
Resource Impacts
Sufficient funds are included in the FY 2005-06 Budget.
|
