BOARD MEETING DATE: October 3, 2008
AGENDA NO. 16

PROPOSAL:

Establish List of Prequalified Vendors of Mailing Services

SYNOPSIS:

On June 6, 2008, the Board approved release of an RFQ for mailing services. This action is to establish a new prequalified vendor list with more vendors than the current two-vendor list to ensure more competitive bids for mailing services. This new list will be used for the next three years to purchase mailing services and supplies.

COMMITTEE:

Administrative, September 12, 2008, Recommended for Approval

RECOMMENDED ACTIONS:

Approve the attached list of vendors as prequalified to provide mailing services for a three-year period beginning November 1, 2008.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On June 6, 2008, AQMD released RFQ #Q2008-24 to solicit bids from qualified vendors interested in providing mailing services over a three-year period. Mailing services and supplies are purchased routinely to support operational needs. The approximate annual expenditure for mailing services in 2007 was $47,000.
 

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFQ 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 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/). Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
 

Bid Evaluation

One hundred fifty-three copies of the RFQ were mailed out, and five bids were received when final bidding closed at 2:00 p.m., on July 8, 2008. All but one met requirements specified in the RFQ for placement on the list of prequalified vendors.

The evaluation panel 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 male.
 

Proposal

Staff recommends the attached list of vendors be prequalified to provide mailing services for a three-year period beginning November 1, 2008. As mailing services are needed, all on the list of prequalified vendors will be offered the opportunity to bid.
 

Resource Impacts

Sufficient funds have been appropriated in the FY 2008-09 Budget, and funds for subsequent years will be included in subsequent budget requests.
 

Attachment

Prequalified Vendor List for Mailing Services

ATTACHMENT

MAILING SERVICES

Prequalified Vendor List
November 1, 2008 – October 31, 2011