BOARD MEETING DATE: October 10, 1997 AGENDA NO. 16
PROPOSAL:
Establish Lists of Pre-Qualified Vendors to Provide Publishing Services for Legal Notices and Advertisements, Miscellaneous Office Supplies, and Consumable Computer Supplies
SYNOPSIS:
On June 13, 1997, the Board approved the release of RFQs for publishing services for legal notices and advertisements, miscellaneous office supplies, and consumable computer supplies. This item is to establish lists of pre-qualified vendors from which purchases are made for these services and supplies for a twelve-month period.
COMMITTEE:
Administrative, September 19, 1997, Recommended for Approval
RECOMMENDED ACTION:
Approve the attached lists of pre-qualified vendors for publishing services for legal notices and advertisements; miscellaneous office supplies; and consumable computer supplies who meet the minimum requirements for a period of twelve months.
Barry R. Wallerstein, D.Env.
Acting Executive Officer
On June 13, 1997 the AQMD released RFQs #1917 - publishing services for legal notices and advertisements; #1918 - miscellaneous office supplies; and #1919 - consumable computer supplies, to establish lists of pre-qualified vendors from which these services and supplies will be purchased over a twelve-month period. During Fiscal Year 1996-97, the expenditures for these services and supplies were approximately $473,864 for publication of legal notices and advertisements, and $155,409 for miscellaneous office supplies and consumable computer supplies.
In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFQs and inviting bids was published in the following publications:
Additionally, potential bidders were identified using the Los Angeles County MTA, and Cal Trans Directories 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 RFQs 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 & Job Opportunities" icon] and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.
Three bids were received in response to RFQ #1917 when final bidding closed at 2:00 p.m. on July 15, 1997. Two were from certified minority business enterprises: one Hispanic and one black woman-owned business enterprise. The RFQ provided for the two businesses scoring the highest points to be recommended for pre-qualification(See Attachment 1, Table A).
Eleven bids were received in response to RFQ #1918 when final bidding closed at 2:00 p.m. on July 16, 1997. Two were from certified minority women business enterprises: both were Hispanic women-owned business enterprises; one was from a non-certified minority business enterprise: an American-Indian woman-owned business enterprise; and one was from a non-certified woman-owned business enterprise. The RFQ provided for the five businesses scoring the highest points to be recommended for pre-qualification (See Attachment 1, Table B).
Twenty-four bids were received in response to RFQ #1919 when final bidding closed at 2:00 p.m. on July 16, 1997. Two were from certified women-owned business enterprises; one was from a non-certified woman-owned business enterprise; seven were from certified minority owned business enterprises: one Asian-Pacific, one Asian-Pacific woman-owned, one black women-owned, one Hispanic, one Hispanic woman-owned, two ethnicities are unknown; and two from non-certified minority business enterprises: one is Asian Indian and one is Asian-Indian woman-owned. The RFQ did not limit the number of businesses on the list due to the changing market pricing and product availability of consumable computer supplies (See Attachment 1, Table C).
The attachments reflect the evaluation of the bids and the respective rating for lists of pre-qualified vendors. Cost evaluations were based on percentage of discount allowed for purchase of supplies and commission rates charged for publication of legal notices and advertisements.
The panel for RFQ #1917 consisted of three AQMD staff; two women and one man: Leticia DeLao, Purchasing Supervisor, Saundra McDaniel, Senior Deputy Clerk, and Scott Robins, Secretary. Of the three employees, one is Black, one is Hispanic, and one is Caucasian.
The panel for RFQ #1918 consisted of three AQMD staff; three women: Sandee Scott, Purchasing Assistant, Penny Shaw-Cedillo, Office Assistant, and Julie Franco, Legal Secretary. Of the three employees, one is Black, one is Hispanic, and one is East Indian.
The panel for RFQ #1919 consisted of three AQMD staff; two women and one man: Michael Rangel, Purchasing Assistant, Zeyda Turner, Computer Operations Supervisor, and Linda Jenkins, Supervising Office Assistant. Of the three employees, one is Black, and two are Hispanic.
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 September 19,1997, the Administrative Committee considered options for amendment of the District’s contracting policies to conform with the Proposition. The matter will be further considered at the Committee’s next meeting. In the meantime to ensure compliance with the Proposition, the Committee recommended for adoption an Interim Contracting Policy. This policy will be considered for adoption as part of another agenda item at the October 10, 1997, Board Meeting. The proposed 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 certain federal requirements, local preference points are allowed only if the contract does not involve federal funding. If the Interim Policy is adopted by the Board, this contract award will be based on that policy. The remainder of the District’s Contracting and Purchasing Policy and Consultant Selection Policy remains unchanged.
Sufficient funds have been appropriated in the FY 1997-98 Budget.
Attachment 1, Table A - Evaluation of Respondents to RFQ #1917, Publishing Services
Attachment 1, Table B - Evaluation of Respondents to RFQ #1918, Miscellaneous Office Supplies
Attachment 1, Table C - Evaluation of Respondents to RFQ #1919, Consumable Computer Supplies
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