BOARD MEETING DATE: October 2, 2009
AGENDA NO. 20

PROPOSAL:

Execute Contract for Information Technology Audit

SYNOPSIS:

On July 10, 2009, the Board approved release of an RFP for an information technology position audit. An evaluation panel that included AQMD staff and an outside expert reviewed and evaluated the proposals received. Two proposals were submitted to the Administrative Committee for consideration at its September 18, 2009 meeting. The Committee selected Tech/Knowledge, Inc. to be recommended to the full Board. This action is to execute a contract with Tech/Knowledge, Inc. to conduct an information technology position audit.

COMMITTEE:

Administrative, September 18, 2009, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman to execute a contract for Information Technology Audit services with Tech/Knowledge, Inc., for an amount not to exceed $75,000.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On July 10, 2009, the Board approved release of RFP #2010-02 for an information technology (IT) position audit. The requested services consist of an evaluation of the IT technologies the agency currently has and that it needs to add to achieve the agency’s business goals and objectives. An information technology audit is an examination of information systems (hardware and software) within an IT infrastructure. During an IT audit, the auditor collects and evaluates evidence of an organization’s information systems, practices, and operations. In a technological position audit, this evaluation of the obtained evidence identifies opportunities for hardware, systems, and software modernization needed to meet current and future needs.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP/RFQ and inviting bids was published in the LA Times; Riverside Press Enterprise; San Bernardino Sun; and Orange County Register 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 RFP/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). Bid information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
 

Bid Evaluation

Fifty-three (53) copies of the RFP were mailed out and 26 people, representing 20 firms, attended the mandatory bidders conference held on July 21, 2009. Eleven bids were received in response to the RFP when final bidding closed at 4:00 p.m. on August 11, 2009. Of the eleven bids, five were from certified minority-owned business enterprises, three were from certified woman-owned business enterprises, one was from a disabled-veteran enterprise and four were from certified small business enterprises.

Of the eleven responding bids, four were rated technically qualified to perform the work identified in the RFP; seven did not achieve the minimum 56 points required to meet the technical criteria. One of the four technically qualified bids was deemed nonresponsive for failure to comply with the cost requirement of the RFP.

Attachment 1 reflects the evaluation of the proposals and the respective ratings/costs.
 

Panel Composition

The five-member panel consisted of a Lecturer Emeritus in Computer Information Systems from Cal Poly Pomona, and from AQMD, two Assistant Deputy Executive Officers (representing Information Management and Science and Technology Advancement), a Technology Implementation Manager, and a Procurement Manager. The breakdown of the five panelists is one African-American, one Asian-Pacific Islander, two Caucasian, and one Hispanic; one female, four male.
 

Proposal

Staff recommends that the Board award a contract for an Information Technology Position Audit to Tech/Knowledge, Inc., for an amount not to exceed $75,000.

Resource Impacts

Sufficient funding is included in the FY 2009-10 Budget.

Attachment (XLS, 25k)
Attachment 1 – Evaluation Summary