BOARD MEETING DATE: December 7, 2007
AGENDA NO. 13

PROPOSAL:

Establish Lists of Prequalified Vendors to Provide Mailing Services and Fleet Vehicle Mechanical Repair and Service

SYNOPSIS:

On July 13, 2007, the Board approved release of RFQs for mailing services and for fleet vehicle mechanical repair and service. This action is to establish lists of prequalified vendors that will be used for the next three years to purchase these services and supplies.

COMMITTEE:

Administrative, November 9, 2007, Recommended for Approval

RECOMMENDED ACTION:

Approve the lists, shown in Attachment A, of prequalified vendors for mailing services and for fleet vehicle mechanical repair and service, to be used for a three-year period beginning January 1, 2008.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On July 13, 2007, AQMD released RFQs #Q2008-01 - mailing services and #Q2008-02 – fleet vehicle mechanical repair and service to establish lists of prequalified vendors from which these services and supplies will be purchased over a three-year period. Current approximate annual expenditures are $60,000 for mailing services and $205,000 for fleet vehicle mechanical repair and service. These services and supplies are purchased routinely to support operational needs.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFQs and inviting bids was published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and Riverside County Press Enterprise newspapers to leverage the most cost-effective method of outreach to the entire South Coast Basin.

Additionally, potential bidders may have been notified utilizing AQMD’s own electronic listing of certified minority vendors. Notice of the RFQs has been 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/). Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Proposal Evaluation

Proposals were due August 14, 2007, at 2:00 p.m.

RFQ #Q2008-01 – Mailing Services
One hundred seventy RFQs were mailed out and two bids were received by bid closing. Both met requirements for placement on the list of prequalified vendors as defined in the RFQ.

The review panel for RFQ #Q2008-01 consisted of three AQMD staff, including one Mail/Subscription Services Supervisor, one Air Quality Engineer II, and one Print Shop Supervisor. Of these, one is African-American, one is Asian-Pacific Islander, and one is Caucasian; all are male.

RFQ #Q2008-02 – Fleet Vehicle Mechanical and Repair Service
Fifty RFQs were mailed out and seven responsive bids were received by bid closing. All met requirements for placement on the list of prequalified vendors as defined in the RFQ.

The review panel for RFQ #Q2008-02 consisted of two AQMD staff, including one Fleet Worker II and a Fleet Services Supervisor, and one temporary fleet worker. Of these, one is Asian-Pacific Islander, one is Caucasian, and one is Hispanic; all are male.

Resource Impacts

Sufficient funds have been appropriated in the FY 2007-08 Budget. Funds for subsequent years will be included in subsequent budgets.

Attachment
Prequalified Vendor Lists

ATTACHMENT A

PREQUALIFIED VENDOR LISTS

RFQ Q2008-01 MAILING SERVICES

RFQ Q2008-02 Fleet Vehicle Mechanical Repair and Service