PROPOSAL:

Execute Contract for Janitorial Services at Diamond Bar AQMD Headquarters

SYNOPSIS:

On August 8, 1997 the Board approved the release of an RFQ for Janitorial Services at Diamond Bar AQMD Headquarters. This action is to execute a three-year contract with Diamond Contract Services, Inc., for an amount not to exceed $705,869. Funding has been included in the FY 1997-98 Budget and will be requested in successive fiscal years for this contract.

COMMITTEE:

Administrative, November 21, 1997, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman of the Board to execute a three-year contract with Diamond Contract Services Inc., $117,644.82 for the remainder of FY 1997-98, $235,289.64 for FY 1998-99, $235,289.64 for FY 1999-2000 and $117,644.82 for the first half of FY 2000-01 for a total sum not to exceed $705,869.

Barry R. Wallerstein, D.Env.
Acting Executive Officer

Background

On November 18, 1994, the Board authorized a three-year contract with Ed Building Maintenance to provide janitorial services at Diamond Bar AQMD Headquarters, and this contract expires November 30, 1997. On August 8, 1997 the AQMD released RFQ # 2202 for janitorial services at Diamond Bar AQMD Headquarters

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFQ and inviting bids was published in the following publications:

1.	Antelope Valley Press	10.	La Opinion	19.	Precinct Reporter
2.	Black Voice News	11.	La Voz	20.	Rafu Shimpo
3.	Chinese Daily News	12.	Los Angeles Daily News	21.	Riverside Press Enterprise
4.	Eastern Group Publications	13.	Los Angeles Sentinel	22.	San Bernardino Sun
5.	El Chicano	14.	Los Angeles Times	23.	Santa Clarita Signal
6.	Excelsior, The	15.	M/W/DVBE Source	24.	State of California Contracts
7.	Inland Empire Hispanic News	16.	Orange County Register		Register
8.	Inland Valley Daily Bulletin	17.	Palm Springs Desert Sun
9.	Korea Central Daily	18.	Philippine News

Additionally, potential bidders were identified using the Los Angeles County MTA Directory of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Copies of the RFQ were 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, "Business and Job Opportunities" icon] and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.

Bid Evaluation

Four hundred-eighteen (418) copies of the RFQ were mailed out, and 72 vendors attended the mandatory bidders conference held on August 28, 1997. Thirty-eight (38) bids were received in response to the RFQ when final bidding closed at 2:00 p.m. on September 12, 1997. The 38 bids can be broken down as follows:

The technical and financial qualifications of the bidder was evaluated based on their response to the RFQ’s References and Cost Proposal. Out of the 38 bids, 14 were determined to be responsible and responsive bids. The current prevailing wage for Los Angeles County is $5.15 per hour. Although prevailing wage is not required for this contract, all 14 qualified vendors are paying this rate or higher. However, none of the bidders are union shops. Attachment A reflects the list of qualified bidders in lowest to highest bid order.

Panel Composition

The proposals were evaluated and scored by a three-member panel of AQMD staff members. Of these three panelists, a Business Services Manager, a Workers’ Compensation and Safety Analyst, and a Building Maintenance Supervisor, one is a woman and two are men. Additionally, one is Hispanic and two are Caucasian.

Proposition 209 Compliance

On August 28, 1997, Proposition 209 went into effect when a stay of enforcement was lifted. Proposition 209 prohibits granting of preferential treatment based upon race, ethnicity, color, sex or national origin in the operation of public employment, public education, or public contracting. On October 10, 1997, the AQMD’s Board adopted an Interim Contracting and Purchasing Policy and Consultant Selection Policy. The Interim Policy eliminates the granting of preference points based upon race or gender and only requires a good faith effort to subcontract with minority and women-owned businesses if subcontracts are to be let, when contracts are funded in whole or in part by EPA grant funds. Proposition 209 does not prohibit actions necessary to maintain eligibility for federal funding. In addition, in compliance with federal requirements, local preference points are allowed only if the contract does not involve federal funding. This contract award will be based on the interim policy. The remainder of the District’s Contracting and Purchasing Policy and Consultant Selection Policy remains unchanged.

Resource Impacts

Sufficient funds are available in the approved FY 1997-98 Budget for the remainder of this fiscal year. Since this will be a three-year contract, continuing funds will need to be included in the budgets for each of the remaining fiscal years of the contract.

Attachments

Attachment A - Qualified Bidders List for RFQ #2202 - Janitorial Services

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