Proposal:
Issue RFP to Develop Workflow Automation System and Initial Applications
Synopsis:
A number of AQMD functions involving multiple levels of approval and cutting across organizational lines lend themselves to workflow automation (e.g., timecards, purchase requisitions, etc.). This action is to issue an RFP to solicit bids for designing and developing a workflow system and initial applications. Funds for these services in the amount of $150,000 are included in the approved FY 1996-97 Budget.
Committee:
Administrative, November 22, 1996, Recommended for Approval
Recommended Action:
Approve the issuance of RFP #9697-20 to Develop AQMD Workflow Automation Systems and Initial Applications.
James M. Lents, Ph.D.
Executive Officer
Background
On January 12, 1996, the Board adopted the Regulatory Reform Initiatives, a five-point program to shrink the agency's size by 50% during the next decade, eliminate permits for the smallest sources and further streamline air pollution permitting. The key to making this initiative possible is through automation of agency activities.
New and emerging information technologies like workflow automation permit organizations to reengineer organizational tasks to facilitate and improve operational and management activities by managing information across the entire agency. Providing timely, accurate, and complete information to all workers opens the way to significant productivity improvements.
Workflow automation generally involves the replacement of manual paperwork processing by computer-to-computer transmission of business documents (such as electronic forms, document images, or files created by word processors, spreadsheets, or other software applications). Originally conceived as a means to help minimize paperwork and thereby reduce data-entry staff requirements and data-input errors, workflow automation also helps to streamline fundamental business practices. Workflow automation does much more than simply place documents on someone's computer desktop -- documents can be automatically dispatched along pre-defined routes, tracked and located at any point in the progression, modified or edited, or electronically approved. Workflow automation combines the electronic processing of paperwork (timecards, purchase orders, invoices, bills, or other business documents) with direct transfer of the documents from one work group's computers to those of another.
Proposal
A number of AQMD functions lend themselves to workflow automation, involving multiple levels of approval and critical data that cut across organizational lines. Candidate functions include timecards, purchase requisitions, and the IM service request forms (hardware/software purchase requisitions, login requests, Internet address requests).
The attached RFP solicits bids for designing and developing workflow systems for the following functions: timecards, purchase requisitions, and IM service request forms. Although the AQMD has a staff of computer specialists, systems analysts, and programmers to provide computer support services to AQMD components, IM does not maintain the specialized resources in-house to develop a comprehensive overall workflow automation system.
In accordance with the AQMD’s Consulting and Contracting Policy, a public notice inviting bids will be published in the following publications:
California State Contracts Register, Chinese Daily News, Eastern Group Publications, El Chicano, Inland Valley Daily Bulletin, Inland Empire Hispanic News, Korean Central Daily, La Opinion, La Voz, Los Angeles Sentinel, Los Angeles Times, M/W/DVBE Source, Orange County Register, Philippine News, Precinct Reporter, Rafu Shimpo, Riverside Press Enterprise, San Bernardino Sun, The Black Voice News, and The Excelsior.
Additionally, potential bidders will be identified through Los Angeles County’s Directory of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Directory of Certified Firms published by the Los Angeles County Metropolitan Transportation Authority; The Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; the Caltrans electronic bulletin board listing of Disadvantaged and Women Business Enterprises; the AQMD’s own electronic listing of certified minority vendors; and the Purchasing mailing list.
Copies of the RFP also will be mailed to the Black Caucus, Latino Caucus, and various minority chamber of commerce and business associations, and public service announcements will be sent out to local radio, TV and cable stations. The RFP also will be posted on the Internet. Further personal outreach efforts by staff will be made to various minority businesses and chambers of commerce to inform and invite prospective bidders to visit the Diamond Bar facility and to submit proposals.
To avoid a potential violation of Proposition 209, preference points for minority- or woman-owned business en terprise (M/WBE) may not be given. Proposition 209 does not affect disabled veteran business enterprises (DVBE).
Resource Impacts
Funds for these services in the amount of $150,000 are included in the approved FY 1996-97 Budget.
RFP# 9697-20