BOARD MEETING DATE: February 7, 2014 AGENDA NO. 12

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1 BOARD MEETING DATE: February 7, 2014 AGENDA NO. 12 PROPOSAL: SYNOPSIS: COMMITTEE: Establish List of Prequalified Vendors to Provide Computer, Network, and Printer Hardware and Software, and to Purchase Desktop Computer Hardware Upgrades On November 1, 2013, 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, 13 vendors were identified as capable of providing these products. This action is to approve these 13 vendors to provide these products for a two-year period, purchase 175 desktop computer hardware upgrade systems at a cost of $116,358, and appropriate $36,000 for the purchase of laptops. Funds for these purchases are included in the FY Administrative, January 17, 2014, Recommended for Approval RECOMMENDED ACTIONS: 1. Approve list of prequalified vendors in Attachment A for a two-year period to provide computer, network, and printer hardware and software. 2. Authorize the Procurement Manager to purchase 175 desktop computer hardware upgrade systems from JPK Micro Supply, Inc., at a cost of $116, Appropriate $36,000 to the Services and Supplies Major Object in the Engineering & Compliance FY Budget for the purchase of laptops. Barry R. Wallerstein, D.Env. Executive Officer JCJM:MH:RG:AGG Background On November 1, 2013, SCAQMD released RFQQ #QQ for computer, network, and printer hardware and software. The purpose of this RFQQ is to invite eligible vendors to submit quotations for seven categories consisting of: 1) computer equipment

2 (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 February 3, Orders for equipment purchased under this RFQQ will be placed with the vendors who are determined to be the most advantageous to the SCAQMD 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 SCAQMD 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 South Coast Basin. Additionally, potential bidders were notified utilizing SCAQMD s own electronic listing of certified minority vendors. Notice of the RFQQ was ed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations, and placed on the Internet at SCAQMD s website ( Information was also available on SCAQMD s bidder s 24-hour telephone message line (909) Bid Evaluation Fifty-seven copies of the RFQQ were mailed out and 13 vendors responded when final bidding closed at 1:00 p.m. on December 5, Of the 13 responses, one was a disabled veteran-owned business enterprise, six were women-owned business enterprises, eight were minority-owned business enterprises, nine were local business enterprises, and eight were small business enterprises. All 13 bids met the minimum requirements specified in the RFQQ and are recommended for prequalification in the appropriate categories. Attachment A lists the 13 vendors prequalified to provide computer, network, and printer hardware and software; and desktop computer hardware upgrades. Attachment B reflects the evaluation of the bids and the respective costs for desktop computer system upgrades. The lowest preference percentage adjusted bid was from JPK Micro Supply, Inc

3 Panel Composition The panel consisted of four staff from Information Management: two Telecommunication Supervisors and two Telecommunication Technician II s. Of these four male panelists, one is Asian-Indian, two are Asian-Pacific Islanders, and one is Caucasian. Resource Impacts Funds for the purchase of desktop computer hardware upgrade systems are included in the FY Budget. Funds for the purchase of laptops will be included in the FY Budget upon approval of this item. The purchase of laptops will be conducted in accordance with the SCAQMD Procurement Policy and Procedure. Attachments A. List of Prequalified Vendors for Computer, Network, and Printer Hardware and Software, and Desktop Computer Hardware Upgrades B. Desktop Computer System Upgrade Cost Evaluation - 3 -

4 ATTACHMENT A List of Prequalified Vendors for Computer, Network, and Printer Hardware and Software, and Desktop Computer Hardware Upgrades Vendor Cat 1 Cat 2 Cat 3 Cat 4 Cat 5 Cat 6 Cat 7 1. Business Services Yes Yes Yes Yes Yes Yes No 2. Electronic Inventory Online, Inc. Yes Yes No Yes Yes Yes No 3. Sigmanet Yes Yes Yes Yes Yes Yes Yes 4. Peacock Systems Yes Yes Yes Yes Yes Yes Yes 5. JPK Micro Supply, Inc. Yes Yes Yes Yes Yes Yes Yes 6. Nth Generation Computing, Inc. Yes Yes No No No Yes No 7. Advanced Digital Solutions International, Inc. Yes Yes No Yes Yes Yes Yes 8. EDX Information Systems, Inc. Yes Yes Yes Yes Yes Yes Yes 9. Technology Integration Group Yes Yes Yes Yes Yes Yes Yes 10. California Integrated Solution, Inc. Yes Yes Yes Yes Yes Yes Yes 11. DI Technology Group, Inc. Yes Yes Yes Yes Yes Yes Yes 12. US Computer Inc. Yes Yes Yes Yes Yes Yes Yes 13. Golden Star Technology, Inc. Yes Yes No Yes Yes Yes Yes Categories of Supplies and Services 1. Computer Systems 2. Computer Parts 3. Computer Software 4. Printers 5. Printer Parts/Accessories 6. Network Equipment 7. Desktop computer hardware upgrade systems

5 ATTACHMENT B Desktop Computer System Upgrade Cost Evaluation Vendor Actual Cost Small Business Local Business Adjusted Cost JPK Micro Supply, Inc. $610 5% 2% $567 EDX Information Systems, Inc. $598 5% $568 Peacock Systems $699 5% 2% $650 DI Technology Group, Inc. $775 5% 2% $721 California Integrated Solution, Inc. $789 5% 2% $734 Sigmanet $752 2% $737 Golden Star Technology, Inc. $754 2% $739 Advanced Digital Solutions Int., Inc. $750 $750 US Computer Inc. $867 5% 2% $806 Technology Integration Group $902 2% $884 Business Services no bid 5% Electronic Inventory Online, Inc. no bid 5% 2% Nth Generation Computing, Inc. no bid Preference Percentage Points Description Percentage Small Business or Small Business Joint Venture 5% DVBE or DVBE Joint Venture 5% Local Business 2%