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BOARD MEETING DATE: January 8, 1999 AGENDA NO. 15

PROPOSAL:

Establish Lists of Prequalified Vendors to Provide Legal Notice Publishing and Advertising Services, Mailing Services, and Miscellaneous Office and Consumable Computer Supplies

SYNOPSIS:

On June 12, 1998, the Board approved the release of RFQs soliciting qualified vendors for publishing services for legal notices and advertisements, mailing services, miscellaneous office supplies, and consumable computer supplies. This item is to establish lists of prequalified vendors from which purchases are made for these services and supplies.

COMMITTEE:

Administrative, December 18, 1998, Recommended for Approval

RECOMMENDED ACTION:

Approve the attached lists of prequalified vendors for publishing services for legal notices and advertisements; mailing services; miscellaneous office supplies; and consumable computer supplies who meet the minimum requirements.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

Following Board approval on June 12, 1998, RFQs # 2024, 2025, 2026, and 2027 were released soliciting qualified vendors for mailing services, publishing services for legal notices and advertisements, consumable computer supplies, and miscellaneous office supplies. During FY 1996-97, the expenditures for these services and supplies were Mailing Services ($70,000), Publication of Legal Notices and Advertisements ($520,687), Consumable Computer Supplies ($57,920), and Miscellaneous Office Supplies ($70,338).

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 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. Notices of the RFP were mailed to the African-American 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

Twelve bids had been received in response to RFQ #2024 (Mailing Services) when final bidding closed at 2:00 p.m. on July 17, 1998; one was from a minority-owned business enterprise. The evaluation results determined that only six of the twelve could meet AQMD's needs (see Attachment A).

Two bids were received in response to RFQ #2025 (Publishing Services for Legal Notices) when final bidding closed at 2:00 p.m. on July 15, 1998; one was from a minority-owned business enterprise. The evaluation results determined that both bids met AQMD's needs. (See Attachment B).

Twenty-nine bids were received in response to RFQ #2026 (Consumable Computer Supplies) when final bidding closed at 2:00 p.m. on July 15, 1998. Of the 29 proposals, two were rejected for late filing and one bid submitted for laser printers, instead of computer supplies, was rejected. Three proposals were received from minority-and -women-owned businesses; seven proposals were received from minority-owned businesses; four proposals from women-owned businesses; one proposal was from a disadvantaged business; one proposal from a small business; and thirteen did not identify the ethnicity of the owners. The evaluation results determined that the six bidders with scores above 70 points would be placed on the prequalified list (see Attachment C).

Nine bids had been received in response to RFQ #2027 (Miscellaneous Office Supplies) when final bidding closed at 2:00 p.m. on July 15, 1998. Two proposals were from minority-and -women-owned businesses and two proposals were from minority-owned businesses. Five did not identify the ethnicity of the owners. The RFQ provided for the five businesses scoring the highest points to be recommended for prequalification.

Panel Composition

The panel for RFQ #2024 consisted of four AQMD staff and one person from the U.S. Postal Service; three were female and two were male. Of the five panelists one was African Amercian, two were Caucasian, and two were Hispanic.

The panel for RFQ #2025 consisted of three AQMD staff; two female and one male. Of the three panelists one was African American, one was Asian/Pacific Islander, and one was Caucasian.

The panel for RFQ #2026 consisted of three AQMD staff, all three were male. Of the three panelists one was African American; two were Hispanic.

The panel for RFQ #2027 consisted of three AQMD staff; all three were female. Of the three panelists two were African American, and one was Asian/Pacific Islander.

Resource Impacts

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

Attachment(s)

1. Recommended List of Prequalified Vendors for Mailing Services - RFP #2024
2. Recommended List of Prequalified Vendors for Publishing Services for Legal Notices and Advertisements - RFP #2025
3. Recommended List of Prequalified Vendors for Consumable Computer Supplies - RFP #2026
4. Recommended List of Prequalified Vendors for Miscellaneous Office Supplies - RFP #2027

ATTACHMENT A - RFQ #2024

RECOMMENDED PREQUALIFIED VENDORS FOR

MAILING SERVICES

ATTACHMENT B - RFQ #2025

RECOMMENDED PREQUALIFIED VENDORS FOR

LEGAL NOTICE ADVERTISEMENT SERVICE

ATTACHMENT C - RFQ #2026

RECOMMENDED PREQUALIFIED VENDORS FOR

CONSUMABLE COMPUTER SUPPLIES

ATTACHMENT D - RFQ #2027

RECOMMENDED PREQUALIFIED VENDORS FOR

OFFICE SUPPLIES

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