Proposal:

Execute Contracts with Four Vendors for Short- and Long-Term Systems Development and Maintenance Support

Synopsis:

On November 8, 1996, the Board approved an RFP to obtain short- and long-term systems development services. All four bidders were deemed technically qualified. This action is to execute contracts to obtain these services on a task order basis. Executing contracts with all four bidders expands the pool of well-qualified professionals who have demonstrated their understanding of and expertise in meeting agency needs, and enables AQMD to obtain cost-effective and technically responsive support.

Committee:

Administrative, January 24, 1997, Recommended for Approval

Recommended Action:

1.Reallocate $35,000 in FY 1996-97 funds remaining in the current contract with Telos Consulting Services (Contract #C94160).

2. Authorize the Chairman of the Board to execute contracts for systems development services with Telos Consulting Services in the amount of $185,000, Mosakin Corporation in the amount of $125,000, Sierra Cybernetics, Inc. in the amount of $150,000, and Majesco Software, Inc. in the amount of $150,000.

James M. Lents, Ph.D.
Executive Officer

Background

On November 8, 1996, the Board approved release of RFP #9697-14 for System Development and Maintenance Services. The requested services 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, Information Management is developing and/or acquiring systems capable of efficiently implementing new and evolving rules such as RECLAIM and NSR rules.

Outreach

In accordance with the District’s Consulting and Contracting Policy, a public notice inviting bids was published in the Korean Central Daily, La Opinion, Los Angeles Times, Orange County Register, Philippine News, Rafu Shimpo, Riverside Press Enterprise, San Bernardino Sun on November 13 and 20, 1996; in the Eastern Group Publications, El Chicano, Inland Valley Daily Bulletin, La Voz, Los Angeles Sentinel, Precinct Reporter, The Black Voice News on November 14 and 21, 1996; in The Excelsior on November 15 and 22, 1996; in the Chinese Daily News and Inland Empire Hispanic News on November 13, 1996; and in the M/W/DVBE Source on November 14, 1996. Additionally, copies of the RFP were mailed to the Black and Latino Legislative Caucuses and various minority chamber 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 and the AQMD’s Purchasing RFP/RFQ 24-hour telephone information line.

Bid Evaluation

A total of 96 copies of the RFP were mailed out and 23 people representing 17 firms attended the bidders conference held on November 26, 1996. Four bids were received in response to the RFP when final bidding closed at 10 a.m. on December 17, 1996. Of the four bids received, one is from a certified minority-owned (African-American) business enterprise and the other three have subcontracted with firms that are certified MBE/-WBE/DVBE (one woman-owned, one minority-owned, and one minority woman-owned).

An initial review of the bids received showed that all four bidders are technically qualified to perform the work identified in the RFP and all four bidders proposed comparable labor rates. Staff recommends that the Board execute task order contracts (each with the option to renew for two one-year periods) for systems development services with all four bidders without further evaluation. The four bidders are: Majesco Software, Inc., Mosakin Corporation, Sierra Cybernetics, Inc., and Telos Consulting Services. Staff believes that awarding multiple contracts will better meet AQMD needs and requirements. This will enable the AQMD to have a pool of well-qualified professionals who have demonstrated their understanding of and expertise in system maintenance and development tasks.

Proposition 209 Compliance

It is AQMD policy 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

Funds for these services in the amount of $610,000 are included in the approved FY 1996-97 Budget. AQMD’s current contracts with Mosakin Corporation and Telos Consulting Services for system development services will expire on February 28, 1997. The $35,000 in FY1996-97 funds that remain unspent in Telos’ contract should be reallocated and rolled into the new contract with Telos for system development and maintenance.