BOARD MEETING DATE: March 7, 2008
AGENDA NO. 8

PROPOSAL:

Authorize Purchase of Offset Press with Computer-to-Plate System

SYNOPSIS:

On November 2, 2007, the Board approved release of an RFP to solicit proposals for acquiring high-production offset printing equipment with a computer-to-plate system. This action is to authorize purchase of this equipment from Heidelberg USA, Inc. The cost, including 5 years of maintenance, is $696,870. An appropriation in the amount of $612,196 is requested from the budget designation for equipment replacement for purchase of this equipment. Funding for equipment maintenance will be requested in future fiscal year budgets.

COMMITTEE:

Administrative, February 8, 2008, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Purchasing Manager to purchase high-production offset printing equipment with computer-to-plate system from Heidelberg USA, Inc. at a cost of $696,870, including five years of maintenance. Appropriate $612,196 from the budget designation for equipment replacement to District General Capital Outlay/Fixed Assets for purchase of the equipment. Funding for maintenance agreements will be included in future fiscal year budget requests.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

At the February 3, 2006, meeting the Board approved leasing of walk-up copiers, high-production black-and-white printing equipment, and high-production color equipment. However, before all the arrangements could be completed for lease of the high-production color equipment, the vendor announced discontinuation of the approved equipment. After considerable, but ultimately unsuccessful, negotiation with the vendor over a suitable replacement, staff decided to seek new bids.

In November 2007, the Board authorized release of an RFP to replace the previously approved equipment. This equipment will give AQMD’s print shop greater production flexibility and will result in projected staff efficiencies and cost savings. With approval of this final equipment—the offset press and computer-to-plate system—AQMD annual cost savings will be approximately $140,000, and work that had to be done outside can now be completed in house in a shorter timeframe.

Originally, the intention was to lease the equipment with a dollar buy out option at the end of five years. However, purchase of the equipment will result in a savings of approximately $85,000, and, since sufficient funds have been set aside in a budget designation for equipment replacement, staff recommends those funds be used to purchase the equipment.

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.

Bid Evaluation

Eight copies of the RFP were mailed out, and four proposals were received by close of bidding at 2:00 p.m., December 4, 2007, two of which were deemed responsive to the RFP. Of the two responsive proposals, both were from local businesses; one proposal received additional points as a small business, the other for making off-peak-hour deliveries. Attachment A lists responsive proposals and their ratings.

Panel Composition

The evaluation panel consisted of a Supervisor of Printing Services from Metropolitan Transportation Authority and four staff from AQMD: a Business Services Manager, a Print Shop Supervisor, an Offset Press Operator, and a Graphic Arts Illustrator II. Of the five panelists, three are Caucasian and two are Hispanic; one is female and four are male.

Proposal

This action is to purchase high-production offset printing equipment with a computer-to-plate system, including maintenance, from Heidelberg USA, Inc.

Resource Impacts

The cost of high-production offset printing equipment with computer-to-plate system, including five years of maintenance, is $696,870. An appropriation of $612,196 is requested from the budget designation for equipment replacement for purchase of the equipment, and funding for maintenance agreements will be included in annual budget requests.

Attachment

Proposal Evaluations

ATTACHMENT
RFP #P2008-07
OFFSET PRINTING EQUIPMENT
PROPOSAL EVALUATIONS