BOARD MEETING DATE: March 7, 2008
AGENDA NO. 9

PROPOSAL:

Issue RFP for Diamond Bar Headquarters Audio-Visual Upgrade

SYNOPSIS:

AQMD’s Diamond Bar headquarters audio-visual system, which was installed as a state-of-the-art system 17 years ago, requires upgrade. This action is to issue an RFP to solicit proposals from qualified firms to design and install a new fully functional cost-effective state-of-the-art audio-visual system.

COMMITTEE:

Not Applicable

RECOMMENDED ACTIONS:

Issue RFP #P2008-20 to upgrade AQMD’s Diamond Bar headquarters audio-visual system.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

AQMD’s headquarters facility, when completed in 1991, included a state-of-the-art audio-visual system. Because of the system’s age and advances in technology over the past 17 years, the system is in need of upgrade. The headquarters facility houses a conference center with a 350-seat auditorium, a smaller board conference room also used for committee meetings, a hearing chamber used by the Hearing Board, a classroom-style training room, various multi-purpose conference rooms, and remote audio/video capability in the lobby, cafeteria, and other areas of the building. AQMD conducts monthly Board meetings and holds a variety of workshops and other types of meetings in the auditorium. The conference center is also used by approximately 127 outside agencies, including the Diamond Bar City Council, which meets biweekly in the auditorium and broadcasts meetings over the local cable channel.

Proposal

To allow this audio-visual upgrade to proceed as quickly as possible, staff recommends the Board authorize release of RFP #P2008-20 to solicit proposals from qualified contractors to design, within general parameters specified in the RFP, purchase, and install a new state-of-the-art audio-visual system at the headquarters facility. It is anticipated installation would be completed between the July and September Board meetings.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP and inviting bids will be 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 be notified utilizing AQMD’s own electronic listing of certified minority vendors. Notice of the RFP will be mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations, the State of California Contracts Register website, and placed on the Internet at AQMD’s Web site (http://www.aqmd.gov where it can be viewed by making menu selections “Inside AQMD”/“Employment and Business Opportunities”/“Business Opportunities” or by going directly to http://www.aqmd.gov/rfp/index.html). Information is also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Proposals received will be evaluated by a diverse, technically qualified panel in accordance with criteria contained in the attached RFP.

Resource Impacts

Funds are not currently budgeted for this project. A request for the Board to appropriate funds will be made at the time award of a contract is recommended for Board approval.

Attachment (doc 1082kb)


RFP #P2008-20 – Diamond Bar Headquarters Audio-Visual Upgrade