Proposal:
Amend Contract with Sierra Cybernetics to Increase Funding to Develop Systems for Electronic Permit Application FilingSynopsis:
To expeditiously implement the Board's Regulatory Reform Initiative to enable electronic filing of permit applications over the Internet, it is necessary to design and develop a computer system, which can be done most cost effectively by amending an existing contract with Sierra Cybernetics to provide additional funding in the amount of $49,000.
Committee:
Stationary Source, March 22, 1996, Recommended for Approval.
Recommended Action:
James M. Lents, Ph. D.
Executive Officer
BRW:VCM:MAH
Background
At the January 12, 1996, Board meeting, Chairman Mikels outlined several regulatory reform initiatives that will continue to improve AQMD's efficiency and responsiveness to business. One of the initiatives is the creation of an on-line system for filing permit applications electronically over the Internet. The goal is to make application filing easier and more interactive for the applicants. The system itself should guide applicants through an on-line form to obtain the necessary information and calculate the applicable fees. After entering all information and printing a form on a local printer that lists the fees due, the applicant mails that form in with the processing fee payment. The system should notify the applicant via E-mail when payment is received and the application is complete. In addition, applicants should be able to access information regarding the status and progress of their electronic application through the processing system at any time.
A secure link on the Internet furnishes the best, least intrusive method for electronic permit application filing. The AQMD's World Wide Web site on the Internet, implemented in July 1995, provides an appropriate and available vehicle for this purpose. Regulated facilities simply need to have PC access to the Internet through a commercial service and a printer.
Staff recommends an initial pilot program focusing on facilities with total emissions less than four tons per year and are not under the RECLAIM program. Once proven, the pilot system can be expanded to more equipment types and facilities in the future. For the pilot program, electronic application forms will be available for the following equipment types:
Implementation of this service via the AQMD's Web Page requires the development of software for electronic data entry and capture, status queries, and automatic E-mail on the AQMD's World Wide Web Server.
Sole Source Justification
To implement the pilot system by Fall of 1996, staff recommends obtaining the necessary services through an existing contract that was executed following an open bid process. Staff recommends amending AQMD's contract with Sierra Cybernetics for "Program Development to Simplify and Streamline Permitting Requirements." The Board approved the award of a bid to Sierra Cybernetics on October 13, 1995, to enhance and expand the AQMD's current equipment certification/registration program (Item II of the Business Clean Air Partnership). Under this contract, Sierra Cybernetics is required to design a system to electronically receive and process technical information needed to evaluate equipment for certification consistent with AQMD's central database requirements. Sierra Cybernetics has gained significant experience with the AQMD's permit processing systems through their work on the certification/registration program. The required software development is an expansion of the scope of the existing contract because both systems will provide electronic permit application filing, and the equipment types to be included in the pilot system are similar to those covered by the certification/registration program. The following is a list of the features common to both of the development efforts:
Having a single vendor build these components will prevent problems of uncoordinated interfaces, and reduce the overall development costs. Therefore, Sierra Cybernetics is the best company to implement this electronic permit application filing system as requested by the Governing Board. Staff recommends amending the existing contract to add software development tasks for electronic permit application filing computer system on the Internet. This sole source justification is being made in accordance with provision number four of the District's Consultant Selection Policy and Procedure, "Other circumstances exist which require such a waiver in the best interest of the District."
The development of the system will be split in two phases. In Phase I the contractor will implement the complete system with support for the four equipment types listed above, and provide a Software Requirements Specification and Preliminary Software Design Document. The cost for Phase I will not exceed $49,000. In Phase II the contractor will implement support for six additional types of equipment. The cost for Phase II will be included in the FY 1996-97 Budget, and the expansion will only be conducted upon successful completion of Phase I beta testing.
Resource Impacts
Funding for this project is available in the FY 1995-96 Budget.