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BOARD MEETING DATE: September 10, 1999 AGENDA NO. 12

PROPOSAL:

Execute Contract to Purchase Upgrade of Nortel Meridian ACD-MAX Phone System

SYNOPSIS:

On July 9, 1999, AQMD released an RFQ to select vendors capable of upgrading the District's current Nortel Meridian phone switch ACD-MAX system, Release 3, to Nortel's Symposium Call Center Server. This action is to issue a purchase order to GTE California Incorporated to perform the upgrade for a total amount of $122,205. Funds for this purchase are available in the FY 1999-00 Budget.

COMMITTEE:

Administrative, August 20, 1999. Less than a quorum was present during the discussion of this item; those Committee Members who were present communicated their concurrence.

RECOMMENDED ACTION:

Authorize the purchase of the District's Nortel Meridian phone switch ACD-MAX system, Release 3 upgrade to Nortel's Symposium Call Center Server from GTE California Incorporated for a total amount of $122,205.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The AQMD currently uses Nortel Meridian ACD-MAX system for its automated call distribution (ACD) requirements, such as Finance Customer Service, Public Information Center, 1-800-CUT-SMOG, Remote Office Permit Processing, Automated Smog Inquiry System, and IM Support line. The system routes calls to appropriate staff, ensuring efficient utilization of District communication resources and timely responses to incoming calls.

The Nortel Meridian ACD-MAX system is not "Year 2000" (Y2K) compliant and requires upgrade from a Nortel Meridian SL-1 to Nortel's Symposium Call Center Server, which is Y2K compliant and has full ACD integration and functionality.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFQ and inviting bids was published in the following publications:

Additionally, potential bidders were identified using the Los Angeles County MTA and Cal Trans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Notices of the RFP/RFQ were 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, "Business and Job Opportunities" icon] and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.

Bid Evaluation

Thirty-two 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 August 10, 1999. The sole bidder was not from a disabled veteran-owned, women-owned, certified minority-owned, nor from a non-certified minority-owned business enterprise.

The panel reviewed the bid from GTE California Incorporated and unanimously agreed that the bid met all the requirements of the RFQ. The panel recommends acceptance and purchase of the District's phone system upgrade from GTE California Incorporated, since it believes that the bid is at a reasonable price.

Panel Composition

The five-member panel consisted of staff from Information Management: a Telecommunications Supervisor, a Computer Operations Supervisor, a Telecommunications Analyst, and two Telecommunications Technician II. Of the five panelists, one is female and four are male; two are Asian-Pacific Islander, one is Asian-Indian, one is Hispanic and one is Caucasian.

Resource Impacts

Funds for this purchase are allocated in the District General Capital Outlays Account, in the FY 1999-00 Budget.

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