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

PROPOSAL:

Establish List of Prequalified Vendors to Provide Computer, Network, and Printer Hardware and Software, and Purchase Desktop Computer Hardware Upgrades 

SYNOPSIS:

On October 2, 2009, the Board approved the release of a Request for Qualifications and Quotations (RFQQ) to prequalify vendors for computer, network, and printer hardware and software; and to purchase desktop computer hardware upgrades. As a result of successful responses to this RFQQ, fourteen vendors were identified as capable of providing these products. This action is to approve these fourteen vendors to provide these products for a two-year period, and to authorize purchase of desktop computer hardware upgrades. Funds ($300,000) for these purchases are included in the FY 2009-10 Budget and will be included in the following FY 2010-11 Proposed Budget. 

COMMITTEE:

Administrative, December 11, 2009, Recommended for Approval 

RECOMMENDED ACTION:

Approve list of prequalified vendors in Attachment A for a two-year period to provide computer, network, printer hardware and software, and desktop computer hardware upgrades.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On October 2, 2009, AQMD released RFQQ #QQ2010-05 for computer, network, and printer hardware and software; and desktop computer hardware upgrades. The purpose of this RFQQ is to invite eligible vendors to submit quotations for seven categories consisting of: 1) computer equipment (desktop and file server), 2) parts (desktop and file server), 3) software (desktop and network), 4) printers, 5) printer parts, 6) network LAN/WAN equipment, and 7) desktop computer hardware upgrade systems. Vendors may bid on any one, or all, of the categories. The selected vendor list resulting from this RFQQ will be used to form a prequalified vendor list. Purchase orders may be placed with any or all of the vendors on the prequalified vendor list. This prequalified vendor list will be in effect for a period of two years, and will expire on January 8, 2012. Orders for equipment purchased under this RFQQ will be placed with the vendors who are determined to be the most advantageous to the AQMD at the time of placing the order. It is expected that product orders will be placed throughout the duration of the qualification period. Consideration will be given to 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 RFQQ 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 RFQQ has been 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 RFQQ were mailed out and fifteen vendors responded when final bidding closed at 1:00 p.m. on November 3, 2009. Of the fifteen responses, one was a “No Bid”, one was from disabled veteran-owned business enterprise, three were from women-owned business enterprises, seven were from certified minority-owned businesses, and none were from non-certified minority-owned business enterprises. All fourteen bids met the minimum requirements specified in the RFQQ and are recommended for prequalification in the appropriate categories.

Attachment A lists the fourteen vendors prequalified to provide computer, network, and printer hardware and software, and desktop computer hardware upgrades.

Resource Impacts

Funds for these purchases are included in the FY 2009-10 Budget and will be included in the FY 2010-11 Proposed Budget.

Attachment (DOC, 44k)

A. List of Prequalified Vendors for Computer, Network, and Printer Hardware and Software, and Purchase Desktop Computer Hardware Upgrades