BOARD MEETING DATE: December 7, 2007
AGENDA NO. 6

PROPOSAL:

Execute Contract to Replace Child Care Center Roof

SYNOPSIS:

On September 7, 2007, the Board authorized release of an RFP to re-roof the child care center. This action is to execute a contract with Best Contracting Services, Inc., in an amount not to exceed $84,412, for this work. Sufficient funding is available in the FY 2007-08 Budget.

COMMITTEE:

Administrative, November 9, 2007, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman to execute a contract with Best Contracting Services, Inc., in an amount not to exceed $84,412, to replace the child care center roof.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In September 2007, the Board appropriated $905,000 for building refurbishment projects, including an estimated $70,000 to replace the child care center roof, and authorized release of RFP #P2008-01 to re-roof the child care center. Although the lowest-cost bid submitted in response to the RFP exceeds the earlier estimated amount, staff anticipates savings on other approved building refurbishment capital outlay projects will more than cover the increased cost of this needed work.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP 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 RFP 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

Eleven proposals were mailed out and nine contractors attended the September 25, 2007, mandatory Bidders Conference. Five proposals were received when final bidding closed at 2:00 p.m., October 10, 2007, two of which were complete and met RFP requirements.

The panel that evaluated proposals included three AQMD employees, a Building Services Manager, a Business Services Manager, and a Building Services Supervisor. Of these, one is Asian-Pacific Islander, one is Caucasian, and one is Hispanic; one female and two male.

The panel evaluated the two responsive proposals based on criteria specified in the RFP, which included cost, understanding of the requirements, contractor qualifications, and client references. Best Contracting Services, Inc., submitted the lowest-cost qualified bid and received excellent references for comparable services.

Resource Impacts

Sufficient funds, in an amount not to exceed $84,412, are available in the approved FY 2007-08 Budget.

Attachment

Bidder’s List

ATTACHMENT A

BIDDER’S LIST

RFP #P2008-01 RE-ROOF CHILD CARE CENTER