BOARD MEETING DATE: June 6, 2003
AGENDA NO. 11

Establish List of Prequalified Vendors to Provide Printing Services

SYNOPSIS:

On December 6, 2002, the Board approved the release of an RFQ for printing services. This item is to establish a list of prequalified vendors that will be used for the next two years to purchase these services.

COMMITTEE:

Administrative, May 9, 2003, Recommended for Approval

RECOMMENDED ACTION:

Approve the list of prequalified vendors for printing services included in Attachment A, for a two-year period.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On December 6, 2002, the Board approved release of RFQ #Q2003-08 for printing services. Since a technical error resulted in some businesses not receiving the RFQ, the RFQ was re-released on March 7, 2003 to assure interested businesses had the opportunity to respond. Responses were solicited to establish a list of prequalified vendors from which needed printing services will be purchased over the next two-year period. Current annual expenditures are approximately $80,000 for printing services.

Proposal

Staff recommends the vendors listed in Attachment A be approved as prequalified to provide services and supplies as indicated through June 2005.

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 from the Los Angeles County MTA and Caltrans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; the AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Notice of the RFQ 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]; and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.

Bid Evaluation

One hundred fifty-five copies of the RFQ were mailed out. Bidding closed at 2:00 p.m. on January 10, 2003, for the first release, and at 2:00 p.m. on April 8, 2003, for the second release. Forty bids were received by the close of bidding. Of the 40 vendors submitting bids, one was a certified minority business enterprise, three were certified small businesses, and one was a self-certified small business. Responses were evaluated according to criteria defined in the RFQ. All 40 responding bids met the minimum requirements under the various categories of services and staff recommends all 40 businesses be placed on the list. Attachment A lists the 40 vendors recommended for prequalification to provide printing services, as needed, in the specified categories for a two-year period.

As printing services are needed, all vendors on the list for that specific service category will be sent a request for quotation and the vendor(s) determined to have submitted the lowest quote(s) to produce the job by the needed date will be selected. If particular printing needs cannot be met by any of the prequalified vendors, other printing services vendors may be selected.

The evaluation panel consisted of three AQMD employees, a Print Shop Supervisor, an Offset Press Operator, and a Graphic Arts Illustrator II. Of these, two are Caucasian and one is Hispanic; all three are male.

Resource Impacts

The amount allocated by each organizational unit for printing services is approved by the Board as part of the budget process.

Attachment

Attachment A – List of Prequalified Vendors for Printing Services

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