BOARD MEETING DATE: December 3, 2010
AGENDA NO. 8

PROPOSAL:

Establish List of Prequalified Vendors to Provide Automotive Mechanical Repair and Service for AQMD’s Fleet Vehicles 

SYNOPSIS:

On July 9, 2010, the Board approved release of an RFQ for automotive mechanical repair and service for AQMD’s vehicle fleet. This action is to establish a list of prequalified vendors that will be used for the next three years to purchase these services and supplies. Funding has been included in the FY 2010-11 Budget, and will be requested in successive fiscal years.

COMMITTEE:

Administrative, November 12, 2010, Recommended for Approval

RECOMMENDED ACTION:

Approve the lists, shown in Attachment A, of prequalified vendors for automotive mechanical repair and service for AQMD’s fleet, to be used for a three-year period, beginning January 1, 2011.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On July 9, 2010, AQMD released RFQ #Q2011-01 for automotive mechanical repair and service, to establish a list of prequalified vendors from which these services and supplies will be purchased over a three-year period. The current annual expenditure for fleet vehicle mechanical repair and service is approximately $256,644. 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 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 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 is also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724. 

Proposal Evaluation

Ninety-five copies of the RFQ were mailed out, and 10 proposals were received by the deadline on August 17, 2010. Nine of the 10 bids received were complete and met requirements for placement on the list of prequalified vendors, as defined in the RFQ.

The review panel consisted of four AQMD staff; a Fleet Services Supervisor, a Purchasing Supervisor and two Fleet Workers II. Of these, one is Asian-Pacific Islander, and three are Hispanic; one is female, and three are male.

Resource Impacts

Funding for these services and supplies has been included in the FY 2010-11 Budget, and will be requested in successive fiscal years. 

Attachment A (DOC, 32k)

Prequalified Vendor List