BOARD MEETING DATE: April 2, 2010
AGENDA NO. 10

PROPOSAL:

Authorize Purchase of Maintenance and Support Services for
Server Hardware and Software 

SYNOPSIS:

Servers 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. These applications are used to support all of the AQMD core activities. Maintenance support for these computers expires April 30, 2010. This action is to obtain approval for the sole source purchase of server hardware and software maintenance and support services from Hewlett Packard Company for one year. Funds ($85,000) for this expense are included in the FY 2009-10 Budget.

COMMITTEE:

Administrative, March 12, 2010, Recommended for Approval 

RECOMMENDED ACTION:

Authorize the Procurement Manager to purchase one year of maintenance and support services for the AQMD servers from Hewlett Packard Company at a cost not to exceed $85,000, which is allocated in the FY 2009-10 Budget.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In January 2010, the AQMD migrated from Dec Alpha servers running Tru64 Unix operating system to HP Proliant servers running Windows. The HP Proliant servers support several production applications such as CLASS, Permit Processing, Finance, Compliance, NSR, Emission Fee Billing, Notices Of Violation, Facility Permits, ERS Interim Reports, Subscription Services, Central Station, PeopleSoft Financial and HCM database, and Telemetry system. 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 servers expire on April 30, 2010.  

In January 6, 2006, the Board approved release of an RFQ to select a vendor capable of providing the most cost-effective hardware and software maintenance and support services for servers. Only one vendor, Hewlett Packard (HP), submitted a bid and is currently supporting AQMD’s servers. With the acquisition of Compaq Computer Corporation, HP has been servicing the servers for the past six years. HP is the sole manufacturer and provider of the software, and the only source for maintenance support licensing agreements. HP also provides the AQMD with substantial discounts through the WSCA (Western States Contracting Alliance) cooperative agreements.

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.(2) The project involves the use of proprietary technology; and (3) The contractor has ownership of key assets required for project performance. Hewlett Packard Company is the sole provider of this software and therefore, the only source for its maintenance and support licensing agreements.

Proposal

Staff recommends the purchase of one year of maintenance and support services for server hardware and software from Hewlett Packard Company at a cost not to exceed $85,000.

Resource Impacts

Sufficient funds are included in the FY 2009-10 Budget.