Proposal:

Execute Contract with Cordoba Corporation to Implement the Design for New Permit Streamlining System

Synopsis:

On November 8, 1996, the Board approved an RFP to solicit bids for implementation of a new permit streamlining system to electronically receive and process permits for common equipment types that do not trigger offsets or toxic requirements. This will allow regulated facilities to submit equipment certification applications through the AQMD's Internet Homepage. A panel has reviewed the proposals submitted in response to the RFP. This action is to authorize executing a contract with the firm that received the highest number of points.

Committee:

Administrative, January 24, 1997, Recommended for Approval

Recommended Action:

Authorize the Chairman to execute a contract with Cordoba Corporation in an amount not to exceed $73,985 to implement the design for a new permit streamlining system.

James M. Lents, Ph.D.
Executive Officer

Background

In April 1995, the Board adopted a 12-point Business Clean Air Partnership, one component of which is to streamline and simplify permitting requirements for most small businesses. The Regulatory Reform Initiatives adopted by the Board include a strong focus on both streamlined permitting and electronic submittal of necessary forms.

Last year, a program was initiated to move toward these goals by (1) compiling the technical information required to evaluate equipment types (including emissions data); (2) performing engineering evaluations to verify compliance with all applicable rules and regulations; and (3) designing a system to receive and process this information consistent with AQMD central database requirements. The requirements necessary to build an equipment registration, tracking, and approval system for the designated equipment categories have been compiled into a Detailed Design and Software Requirement Specifications Document. This new computer system, RACER (Remote Application of Certification and Equipment Registration), will allow manufacturers and dealers of various equipment to remotely register new equipment models and file applications for certified equipment permits on behalf of their customers.

At its November 8, 1996 meeting, the Governing Board approved issuing an RFP to implement the design for new permit streamlining system as an Internet application accessible through the District’s home page.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice inviting bids was published in the 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, copies of the RFP were mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations, and public service announcements were sent out to local radio, TV and cable stations. The RFP also was advertised on the Internet at AQMD’s Web Site [http://www.aqmd.gov]and the AQMD’s bidder’s 24-hour telephone message line.

Bid Evaluation

A total of 92 copies of the RFP were mailed out and 25 individuals representing 19 companies attended the mandatory bidders conference held on November 26, 1996. Final bidding closed at 1:00 p.m. on December 20, 1996 at which time four bids were received in response to the RFP. Of the four bids, none were from woman-owned business enterprises, and two were from certified minority-owned business enterprises (one Hispanic and one African-American). One firm intended to use the services of a certified minority and woman owned business as a sub-contractor.

The proposals were reviewed by an evaluation panel composed of four District staff members (two from Information Management, one from Finance, and one from Stationary Source Compliance) and one individual from the regulated community. The panel included four females and one male, all Caucasian.

The selection criteria used to rank the proposals included responsiveness of the proposal; technical experience; agency/management/organization/staffing, innovative solutions in response to this RFP; previously related experience and references; project management staffing. Evaluation results are contained in the following table.

Bidder	M/W/DVBE	Local Firm	Cost	Technical Points	Total Points	Overall Rank
Cordoba	Yes	Yes	$73,985	74.6	83.3	1
RSI	No	Yes	$69,955	81.6	80.8	2
Mosakin	Yes	No	$71,656	70.0	78.3	3
Telos	No/(Sub Yes)	Yes	Non-Responsive	Non-Responsive	Non-Responsive

Three firms provided technically responsive bids to the RFP. Cordoba Corporation (Cordoba) scored the highest total points based upon the scoring criteria included in the RFP. Their initial bid included costs to obtain hardware and software development tools typically used by the District, which would be delivered to the District at the conclusion of the contract. Instead, the District will loan the development tools to Cordoba for this project. Although Cordoba’s proposed price is 6% higher than the lowest cost bidder, they are proposing 27% greater technical staff hours on the project. Therefore, Cordoba Corporation is being recommended to the Board for this project.

Proposition 209 Compliance

It is AQMD policy is to award additional points or cost benefits for minority-owned, woman-owned, and/or disabled veteran-owned business enterprises. On November 5, 1996 California voters approved Proposition 209 which prohibits discrimination or granting preferential treatment based upon race, ethnicity, color, sex or national origin in the operation of public employment, public education, or public contracting. (Proposition 209 does not address disabled veteran-owned business enterprises.) On December 16, 1996, the Federal District Court issued an order applicable to all government agencies in California prohibiting enforcement of Proposition 209. Therefore, the AQMD’s existing policy remains in effect. Should the status of the law change at any point during the process of issuing an RFP or RFQ or entering into a contract pursuant to a previously issued RFP or RFQ, the AQMD will abide by the law in effect at the time the action is taken and any RFP or RFQ will be deemed modified to comply with existing law and any provisions in conflict with existing law will not be enforced.

Resource Impacts

The total cost of the project is $73,985. Sufficient funds are available in the FY 1996-97 budget of Stationary Source Compliance to fund this project.