South Coast Air Quality Management District
South Coast Air Quality Management District
BOARD MEETING DATE: June 7, 2002 AGENDA NO. 7
Authorize Purchase and Installation of Video Projector for AQMD's Auditorium
SYNOPSIS:
On February 1, 2002, the Board approved release of an RFQ for the purchase of a video projector for AQMD's auditorium. Based on evaluation of bids received, staff recommends purchase of a Christie Roadie X10 video projector from Spinitar at a cost not to exceed $85,000, including installation. Funds for this purchase are included in the FY 2001-02 Budget.
COMMITTEE:
Administrative, May 10, 2002, Recommended for Approval
RECOMMENDED ACTION:
Authorize the Procurement Manager to purchase a Christie Roadie X10 Video Projector from Spinitar for an amount not to exceed $85,000, including installation.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
On February 1, 2002, the Board approved release of RFQ #Q2002-03 for the purchase of a video projector for AQMD's auditorium. The current projector, installed over ten years ago when the agency moved to the Diamond Bar facility, has deteriorated over time and the manufacturer no longer repairs or provides maintenance support for the equipment. To meet auditorium demands, staff has had to rent a projector on an interim basis pending Board approval to purchase a replacement. Newer projectors offer technological advancements and a range of improved features that will enhance displays of information in the auditorium.
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:
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. Notices of the RFP/RFQ were mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations and were placed on the Internet at AQMD’s Web site [www.aqmd.gov, "Business and Job Opportunities"] and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.
Bid Evaluation
Twenty-nine copies of the RFQ were mailed out and six vendors attended the mandatory bidders conference held on March 7, 2002. Five bids and one notice of "no bid" were received when final bidding closed at 2:00 p.m. on March 21, 2002. Of the five bids, one was from a certified small business enterprise and one was from a non-certified small business enterprise. One of the five bidders, Tecads Inc., recommended two model options for consideration.
In evaluating bids, total five-year costs to own and operate the projector, including the initial purchase price and installation plus warranty, maintenance, and training costs, were compared. Attachment 1 summarizes the cost comparison. Three of the bidders recommended the same Christie video projector model as meeting AQMD’s requirements; and Spinitar, the only authorized Christie dealer among the three, submitted the lowest overall bid cost among the six options evaluated. In addition, Spinitar has two Christie-certified technicians available to service the equipment. Christie Digital Systems, Inc., headquartered in Cypress, CA, has manufacturing and assembly facilities in the United States and Canada, and is a world leader in high-performance, large-screen projection, with over seven decades of expert installation worldwide. Spinitar is an audio-visual systems integrator and equipment provider based in Santa Fe Springs, CA.
Panel Composition
The panel consisted of three AQMD staff, an Assistant DEO, Business Services Manager, and Audio Visual Specialist. Of these three panelists, one is female and two are male; one of the panelists is Asian-Pacific Islander, one is Caucasian, and one is Hispanic American.
Proposal
Staff recommends the Board authorize the Procurement Manager to purchase a Christie Roadie X10 Video Projector from Spinitar.
Resource Impacts
Sufficient funds for purchase and installation of a replacement video projector for AQMD's auditorium have been included in the FY 2001-02 Budget. Funds for service and maintenance costs will be included in subsequent year budgets.
Attachment 1 – Summary of Evaluation to RFQ #Q2002-03
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