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PROPOSAL:

Establish List of Prequalified Vendors to Provide Library Services and Supplies

SYNOPSIS:

On July 10, 1998, the Board approved the release of an RFP to pre-qualify vendors for library services and supplies. As a result of successful responses to this RFP, six vendors were identified as capable of providing library services and supplies. This action is to approve these six vendors to provide services to the AQMD for a period of two years. Funds totaling $100,000 have been allocated in the FY 1998-99 Budget for this purpose.

COMMITTEE:

Administrative, September 18, 1998, Recommended for Approval

RECOMMENDED ACTION:

Approve the vendors listed in Attachment A to provide library services and supplies.

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

Background

On July 10, 1998 the AQMD released RFP #9798-47 for Library Services and Supplies. The purpose of this RFP was to pre-qualify vendors to provide various services and supplies in support of the AQMD Library’s function. Vendors selected will be issued blanket purchase orders for literature searches, acquisition, cataloging, shelf preparation of books, periodicals, and other printed and multi-media materials used in the AQMD’s Library.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP 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 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

Six bids were received in response to the RFP when final bidding closed at 1:00 p.m. on August 14, 1998. One bid was received for each of the categories of library services and supplies requested in the RFP. All bidders qualified. Of the six bids, one was from a certified woman-, minority-owned business enterprise, and one was a non-certified minority-owned business enterprise. Attachment A list the six vendors prequalified to provide library services and supplies for a two-year period. Attachment B reflects the evaluation of the proposals and the respective ratings for the list of prequalified vendors.

Panel Composition

The four-member evaluation panel consisted of a Language and Cataloging Specialist from CL & L Co., an AQMD Technology Implementation Manager, an AQMD Librarian, and an AQMD Principal Office Assistant. Of these four panelists, three are female and one is male; one panelist is African American, one is Asian/Pacific Islander, one is Caucasian, and one is Hispanic.

Resource Impacts

Funds for these services are included in the FY 1998-99 Budget.

Attachment(s)

Attachment A – List of Prequalified Vendors for Library Services and Supplies
Attachment B – Evaluation Summary for Respondents to RFP #9798-47

ATTACHMENT A
Prequalified List of Vendors for
Library Services and Supplies
(RFP #9798-47)

1. Advanced Information Management (cataloging)

2. The Faxon Company Inc. (periodicals)

3. LEXIS/NEXIS (legal database searches)

4. OPAMP Technical Books (technical books)

5. Loose Leaf Filing Services, Inc. (filing)

6. DIALOG Corporation (on-line literature searches)

ATTACHMENT B
Evaluation Summary for Respondents to RFP #9798-47

Six proposals were received in response to this RFP. They were from DIALOG Corporation (DIALOG), OPAMP Technical Books (OPAMP), Advanced Information Management (AIM), Loose Leaf Filing Services, Inc. (LLFS), LEXIS/NEXIS (LEXIS), and The Faxon Company, Inc. (FAXON).

Step 1 - Technical Criteria (70 points minimum, 100 points maximum)

Step 2 - Cost and Other Factors (85 points maximum)

Total Score (100 points maximum)

*Each company bid on different products/services. Bid amounts are based on estimated products/services to be purchased. All bidders qualified.

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