Proposal:

Execute Contract for Enhancement of
Facility Permit Processing System

Synopsis:

The Board authorized the issuance of an RFP to seek a contractor for Enhancement of Facility Permit Processing System. The objective of this contract is to enhance and streamline the Facility Permit System thereby reducing the amount of time and effort required to generate a facility permit.

Committee:

Administrative, May 24, 1996, Recommended for Approval

Recommended Action:

Authorize the Chairman of the Board to execute a contract with Sierra Cybernetics, Inc., in an amount not to exceed $400,000 to enhance RECLAIM facility permit processing software.

James M. Lents, Ph. D.
Executive Officer

To accommodate the expected increase in facility permit workload associated with Title V and other programs, AQMD requires expansion and modification of the existing facility permit system -- including the ability to encompass all permit processing steps. The Facility Permit Processing System (FPPS) is intended to streamline and improve facility permit data entry and add necessary permit processing functionality.

At its August 11, 1995 meeting, the Board authorized the issuance of RFP 9596-15 for Enhancement of Facility Permit Processing System in two phases: design and construction.

In accordance with the District's Consultant Selection Policy and Procedure, a public notice inviting bids was published in the Los Angeles Times, Orange County Register, Riverside Press Enterprise, L.A. Sentinel, Eastern Group Publ., San Bernardino Sun, La Opinion, Rafu Shimpo, Precinct Reporter, The Black Voice News, Chinese Daily News, Korea Central Daily, El Chicano, The Excelsior, Philippine News, The M/W/DVBE Source, Contracts Register, AQMD BBS, and RFP/Bid Information Line. RFPs were distributed to 174 prospective bidders.

When the bidding closed on February 15, 1996 fourteen firms had responded to the RFP, three of which submitted a “No Bid” letter. The evaluation results for these vendors are shown in Attachment A. Only four firms were considered to be technically responsive to the RFP based on their responses. The final evaluation results for these four are summarized as follows:

The evaluation panel reviewed the proposals and determined that the firm submitting the proposal most responsive to the requirements of the RFP was Sierra Cybernetics, Inc. This firm received the highest overall score by demonstrating: a clearer understanding of the problem, a superior solution to the District’s objectives, a sound technical approach, and a competitive price of $236,281 for Phase I design work. The remaining $163,719 will be used to authorize Sierra Cybernetics, Inc. to proceed with Phase II programming on prioritized tasks under this contract.

The selection criteria used to determine vendor ratings included: technical responsiveness, technical expertise, project management staffing, previous experience, cost considerations, and MBE/WBE/DVBE - local business designation. For evaluating this proposal, the cost evaluation as specified in the RFP was based on a firm fixed price bid for Phase I (60%) and weighted-averaged Phase II labor rates (40%), calculated by objectively averaging specified labor categories. The six-person evaluation panel consisted of five AQMD staff members and one person from Ryan Tyler Group; one female; and two Hispanics, two Asians, and two Caucasians.

In addition, technically capable bidders with certified minority, women-owned, or disabled veteran business status were accorded an additional 10 points; bidders who propose to subcontract no less than 20% of the work to certified minority, women-owned, or disabled veteran businesses were accorded an additional 7 points and bidders with locally-owned businesses were accorded an additional 5 points. The cumulative total of these additional credits could not exceed 10 points.

Resource Impacts
The initial funds for this project are included in the FY 1995-96 budget under Professional and Specialized Services (Account 745).

Attachment
RFP 9596-15

ATTACHMENT A

(RFP 9596-15)