Proposal:
Amend Contract with Telos Consulting Services and Issue an RFP for Short- and Long-Term Systems Development and Maintenance Support
Synopsis:
Systems development contracts previously approved by the Board culminated in the recent system migration. These systems will require further development as well as routine maintenance to meet evolving needs. This action is to issue an RFP to solicit bids for post-migration services. However, to rapidly integrate essential system enhancements, this action also is to modify the current Telos Consulting Services contract to add $100,000. Funds for these services in the amount of $400,000 are included in the approved FY 1996-97 Budget.
Committee:
Administrative, October 18, 1996, Recommended for Approval
Recommended Action:
1. Approve the release of RFP #9697-14 for System Development and Maintenance Services;2. Authorize the Chairman to execute an amendment to the District’s contract with Telos Consulting Services in an amount of $100,000 for critical post-migratory system enhancements and extend the contract term to February 28, 1997.
James M. Lents, Ph.D.
Executive Officer
In 1993 and 1994, the Board approved two RFPs to contract with up to three vendors to obtain cost-effective systems development services on a task order basis. Several contracts subsequently were awarded and the selected contractors bid on specific work plan requests for software and systems development during the last three years as specific needs and projects arose. The products of these initial basic ordering agreements have allowed the AQMD to migrate mission-critical software systems from an HP3000 database to a relational database on a DEC8400 computer using client-server technology. These new systems are now in production District-wide, and used by all AQMD staff for viewing and processing application/permit data, compliance data, and finance data.
Proposal
Post-migration efforts will include both routine system maintenance for newly migrated systems and additional system development. Additional development efforts are needed to enhance system functionality and to provide AQMD staff with additional automation for improving productivity. At the same time, IM is developing and/or acquiring systems capable of efficiently implementing new and evolving rules such as RECLAIM and NSR rules.
IM has a staff of computer specialists, systems analysts, and programmers to provide computer support services to the AQMD as a whole. However, IM does not maintain sufficient staff to meet the current and anticipated demand for enhancing current systems, developing new systems, and other necessary support services. To provide necessary post-migration system development and maintenance, an RFP should be issued to solicit bids for these services over the long-term on a Task Order basis, and the existing contract with one of the current contractors that participated in the system migration effort should be amended to provide immediate system enhancements.
Some of the enhancements needed immediately are to provide staff with additional functionality and to improve productivity through additional automation. AQMD currently has a task order-type contract for Systems Development with Telos Consulting Services (Telos), a WMBE-certified vendor. (Approved by the Board at its June 10, 1994, meeting.) The contract currently is funded from the FY 1995-96 Budget. The Telos team has the necessary understanding of the newly-migrated systems that is essential for developing and implementing system enhancements quickly and correctly. The estimated cost to complete the most critical post-migration effort exceeds the amount of funding in the Telos contract. To expedite delivery of these enhancements, the Telos contract should be modified to add additional funding in the amount of $100,000 and to extend the contract term by two months to February 28, 1997 to cover the interim period until a new systems contract is in place.
It is also necessary to provide for system development and maintenance over the long-term. In addition to the recently migrated mission-critical systems, programs in support of RECLAIM have been or are being developed. These systems will be enhanced to handle the developing requirements of facility permits to satisfy Title V. To manage both RECLAIM and non-RECLAIM activities, systems are envisioned which will utilize new methods of processing permits and tracking compliance issues.
To accomplish this, an RFP should be issued to solicit bids for these services on a Task Order basis. The use of pre-approved consultants enables IM to continue to provide highly responsive and cost-effective information services. It also allows IM to obtain specialized expertise to augment staff expertise.
In accordance with the District’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 Legislative Caucus, Latino Legislative Caucus, and various minority chambers 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.
Pre-approving contractors to provide systems development services through a task order contract has proved to be cost-effective and more technically responsive than allocating the funds to temporary services or hiring full-time staff. It enables the AQMD to have a pool of well-qualified professionals who have demonstrated their understanding of and expertise in meeting agency needs. Also, turnaround time is reduced considerably because staff does not have to go through a lengthy individual selection process for each project.
IM anticipates retaining a single consultant for one year, with the option to renew for two one-year periods, but would award more than one contract if necessary to better meet AQMD needs and requirements. As specific AQMD needs or projects arise, a Work Plan Request will be released to the retained consultant. For each Work Plan Request, the consultants must submit a Work Plan that includes both a technical and cost proposal which is approved by IM prior to initiation of task work. Thus, the pre-approved contractor must demonstrate both technical capabilities and reasonable cost for each Task Order.
Funds for these additional services in the amount of $300,000 are included in the approved FY 1996-97 Budget.
RFP #9697-14