BOARD MEETING DATE: January 8, 2010
AGENDA NO. 7

PROPOSAL:

Authorize Purchase of Network Servers 

SYNOPSIS:

On October 2, 2009, the Board approved the release of an RFQ to select a vendor capable of providing replacements for the current network servers in the most cost effective manner. Server replacements are required to support the ongoing Windows Server 2008 operating system upgrades. As a result of successful responses to this RFQ, New Day Computer Products was identified as capable of providing these products. This action is to authorize the purchase of HP ProLiant DL580 G5 servers from New Day Computer Products. Funds for this purchase ($70,539) are included in the FY 2009-10 Budget. 

COMMITTEE:

Administrative, December 11, 2009, Recommended for Approval 

RECOMMENDED ACTION:

Authorize Procurement Manager to purchase HP ProLiant DL580 G5 servers from New Day Computer Products in the amount of $70,539, which is allocated in the FY 2009-10 Budget.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

AQMD’s network servers support network infrastructure and server-based applications (email, file servers, and internet). Server replacements are required to support the ongoing Windows Server 2008 operating system upgrades. The existing servers are becoming obsolete and will no longer be supported by the manufacturer.

On October 2, 2009, AQMD released RFQ #2010-06 to invite eligible vendors to submit quotations for new network servers. Consideration included cost advantage, technical superiority, length of warranty, and services provided. 

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 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 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 where it can be viewed by making menu selections “Inside AQMD”/“Employment and Business Opportunities”/“Business Opportunities” or by going directly to http://www.aqmd.gov/rfp/index.html).  Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724. 

Bid Evaluation

Fifty-two copies of the RFQ were mailed out and ten responses were received when final bidding closed at 10:00 a.m. on November 4, 2009. Of the ten responses, none were a “No Bid”, three were from women-owned, and five were from certified minority-owned business enterprises; none were from disabled veteran-owned, or non-certified DVBE minority-owned business enterprises.

Attachment A reflects the evaluation of the bids and the respective ratings/costs for contracts. Of the responsive quotes, the lowest preference percentage adjusted bid was from New Day Computer Products. Staff recommends that the Board award the contract to New Day Computer Products for the purchase of HP ProLiant DL580 G5 servers.

Resource Impacts

Sufficient funds are available in the FY 2009-10 Budget, under Information Management Capital Outlays Major Objects, Item 7.

Attachment (DOC, 44k)

Attachment A - Evaluation of Bids from Respondents to RFQ #2010-06