BOARD MEETING DATE: January 10, 2003
AGENDA NO. 13

Establish Lists of Prequalified Vendors to Provide Unleaded Fuel, Automotive Maintenance and Repair Services, and Mailing Services

SYNOPSIS: 

On August 2, 2002, the Board approved the release of RFQs for unleaded fuel, automotive maintenance and repair services, and mailing services. This item is to establish lists of prequalified vendors that will be used for the next two years to purchase these services and supplies.

COMMITTEE: 

Administrative, December 13, 2002, Recommended for Approval

RECOMMENDED ACTION:

Approve the list of prequalified vendors for unleaded fuel, automotive maintenance and repair and services, and mailing services, included in Attachment A, for a two-year period.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On August 2, 2002, the Board released the following RFQs: #Q2003-01 – unleaded fuel, #Q2003-02 - automotive maintenance and repair services, and #Q2003-03 - mailing services. Quotes were solicited to permit establishing lists of prequalified vendors from whom these necessary services and supplies will be purchased over the next two-year period. Current annual expenditures are approximately $79,634 for unleaded fuel, $138,906 for automotive maintenance and repair services, and $98,354 for mailing services.

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:
 

1.	Antelope Valley Press	11.	Inland Valley	22.	Rafu Shimpo
2.	Black Voice News		Daily Bulletin	23.	San Bernardino Sun
3.	California, State of, Contracts	12.	Korea Central Daily	24.	Signal, The
	Register	13	Los Angeles Daily News		(includes Santa Clarita,
4.	Chicano, El	14.	Los Angeles Sentinel		Newhall, and Saugus)
5.	Chinese Daily News	15.	Los Angeles Times	25.	Voz, La, Publications
6.	Desert Sun	16.	Opinion, La	26.	Wave Community
	(Coachella Valley)	17.	Orange County Register		Newspapers
7.	Eastern Group Publications	18.	Philippine News		(includes Southwest Topics
8.	Excelsior, The	19.	Precinct Reporter		Wave, Angeles Mesa Wave,
9.	Informador, El	20.	Prensa Hispana, La		& Central News Wave
10.	Inland Empire	21.	Press Enterprise
	Hispanic News		(Riverside County)

Additionally, potential bidders were notified utilizing the Los Angeles County MTA Directory of Certified Firms, the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; and AQMD’s own electronic listing of certified minority vendors. Notice of the RFP was 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, or http://www.aqmd.gov/busjob/ ] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Bidding closed at 2:00 p.m. September 13, 2002. Responses were evaluated according to criteria defined in RFQs, with the following results.

For RFQ #Q2003-01 (Unleaded Fuel), seven of eight responding vendors met the minimum requirements as defined in the RFQ and are recommended for placement on the list of prequalified vendors for unleaded fuel.

For RFQ #Q2003-02 (Automotive Maintenance and Repair Services), all nine responding vendors met the minimum requirements as defined in the RFQ and are recommended for placement on the list of prequalified vendors for automotive maintenance and repair services.

For RFQ #Q2003-03 (Mailing Services), two of the eight responding vendors were disqualified for not attending the mandatory bidder's conference held on August 22, 2002. The remaining six vendors met the minimum requirements as defined in the RFQ and are recommended for placement on the list of prequalified vendors for mailing services.

The following table summarizes bids received.
 

The evaluation panel for RFQs #Q2003-01and #Q2003-02 consisted of three AQMD employees, a Fleet Services Supervisor, a Building Maintenance Supervisor, and a Business Services Manager. Of these, one is female and two are male; one is Caucasian, and two are Hispanic. The panel for RFQ #Q2003-03 consisted of three AQMD employees: a Senior Public Information Specialist, a Principal Office Assistant, and a Mail/Subscription Services Supervisor. Of these, one is female and two are male; one is African American, one is Caucasian, and one is Hispanic.

Proposal

Staff recommends the vendors listed in Attachment A be approved as prequalified to provide services and supplies as indicated through December 2004.

Resource Impacts

Sufficient funds have been appropriated in the FY 2002-03 Budget for these expenditures.

Attachment

1. Prequalified Vendor List for RFQ #Q2003-01 – Unleaded Fuel
   Prequalified Vendor List for RFQ #Q2003-02 – Automotive Maintenance and Repair Services
   Prequalified Vendor List for RFQ #Q2003-03 – Mailing Services
    

ATTACHMENT A

Prequalified Vendor List for RFQ #Q2003-01 - Unleaded Fuel

Prequalified Vendor List for RFQ #Q2003-02 - Automotive Maintenance and Repair Services

Prequalified Vendor List for RFQ #Q2003-03 - Mailing Services

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