BOARD MEETING DATE: October 10, 1997 AGENDA NO. 23
PROPOSAL:
Issue RFQs to Pre-Qualify Vendors for Printing and Photocopy Paper, Printing Services, Automotive Mechanical Repair and Service, and Unleaded Fuel
SYNOPSIS:
This action is to seek Board approval to issue RFQs to establish lists of pre-qualified vendors from which printing and photocopy paper, printing services, automotive mechanical repair and service, and unleaded fuel are purchased. The current lists for these services and supplies will expire in four months, and this item will establish successor lists for another twelve-month period.
COMMITTEE:
Administrative, September 19, 1997, Recommended for Approval
RECOMMENDED ACTION:
Approve the release of the attached RFQs to solicit bids to establish lists of pre-qualified vendors to purchase printing and photocopy paper, printing services, automotive mechanical repair and service, and unleaded fuel for a twelve-month period.
Barry R. Wallerstein, D.Env.
Acting Executive Officer
The AQMD’s Contracting and Purchasing Policy and Procedure provides for the purchase of non-consultant services and supplies from lists of pre-qualified vendors approved by the Board. The RFQs for printing and photocopy paper, printing services, automotive mechanical repair and service, and unleaded fuel will be used to establish lists of pre-qualified vendors for these services and supplies. The current lists will expire in four months and the RFQs will be used to establish successor lists for a twelve-month period. The approximate annual expenditures for each category are as follows: printing and photocopy paper $134,000; printing services $320,000; automotive mechanical repair $65,677; and unleaded fuel $110,182. These services and supplies are purchased routinely to support day-to-day operational needs.
In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFQ and inviting bids will be published in the following publications:
Additionally, potential bidders will be notified 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 will be 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. Further personal outreach efforts by staff will be made to various minority businesses and chambers of commerce to inform and invite prospective bidders to submit proposals.
Quotations received will be evaluated by a diverse panel of technically-qualified individuals according to the criteria described in attached RFQ Nos. 2006, 2007, 2008, and 2009.
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 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 RFP will be reviewed and scored by District staff based on that policy. The remainder of the District’s Contracting and Purchasing Policy and Consultant Selection Policy remains unchanged.
Sufficient funds are available in the approved FY 1997-98 Budget.
RFQ #2006, Printing and Photocopy Paper
RFQ #2008, Automotive Repair and Services
RFQ #2009, Unleaded Fuel
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