PROPOSAL:

Execute Contracts for Temporary Engineering Services

SYNOPSIS:

On September 13, 1996, the Board approved the issuance of an RFP to select contractors to assist with permit processing when needed to respond to temporary work load increases. A panel has reviewed the proposals submitted in response to the RFP and recommends executing contracts to two firms. In its September action, the Board also reallocated $200,000 in the FY 1996-97 budget for this purpose.

COMMITTEE:

Administrative, December 20, 1996, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman to execute contracts with AeroVironment Environmental Services, Inc. and Air Quality Specialists, for a total amount not to exceed $200,000 to assist in processing permits and provide services, as needed. The actual amount of each contract will be determined by individual task orders to be determined in the future.

James M. Lents, Ph.D.
Executive Officer

Background

Programs such as amnesty and Title V federal operating permits increase the number of permit applications that need to be processed beyond the normal workload. To effectively respond to these temporary workload "spikes" and still maintain the permit processing time frames of 7, 30, and 180 days, it is necessary to periodically augment existing staff resources with outside engineering services. Given that these outside engineering services will be used for temporary increases in work, it makes sense to contract additional resources rather than hire new staff.

Proposal

In accordance with the AQMD’s Consultant Selection Policy and Procedure, a public notice inviting proposals was published in: California State Contracts Register, Chinese News, Eastern Group Publications, El Chicano, Hispanic News, Inland Empire Hispanic News, Inland Valley Daily Bulletin, Korea 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. Copies of the RFP also were sent to the Black and Latino Legislative Caucuses and interested minority contractors/professional associations and vendors listed in the Los Angeles County, MTA, Cal Trans, and Inland Area MBE/WBE directories. Further, the RFP was placed on the AQMD’s Internet home page and bidders’ 24-hour telephone message line.

A total of 27 RFPs were mailed in response to direct noticing and advertisement of the proposed RFP. Eleven proposals were submitted. The proposals were reviewed by a five-person (one female and four male) panel composed of two AQMD Senior Managers and two Senior Engineers (three from Major Source/RECLAIM/Title V and one from Local Commercial and Community Health, in the Stationary Source Compliance Office) and an engineer from the California Air Resources Board. The panel’s ethnicity consisted of two Asians and three Caucasians. In addition, the top five firms (i.e., highest total score) were invited to an oral interview. The interview was conducted by a five-person (three female, two male) panel composed of Assistant Deputy Executive Officer, Stationary Source Compliance; two Senior Managers from the Major Source/RECLAIM/Title V; and, two Senior Managers from Local Commercial and Community Health. The panel’s ethnicity consisted of one Hispanic and four Caucasians.

Of the 11 proposals submitted, one was non-responsive to the RFP and five had a total score below 60 points. The evaluation results for the top five bidders are as follows:

Bidder	Technical	Points	Cost	M/W/	Local	Total	Rank
	RFP	Panel	Points	DVBE	Firm	Points
Air Quality Specialist	82	93.5	54.2	10	5	80.95	1
AeroVironment	79.2	82.1	62.4	7	5	80.45	2
Abate Technologies	80	78	61.4	7	5	77.4	3
Kraim	78	70.4	54.2	7	5	66.4	4
E5	86.2	88.6	39	7	5	60.3	5

The selection criteria used to rank the proposals included: responsiveness to the RFP; technical merit/understanding of the AQ permit process/past experience; project organization and management; qualifications, references, assigned personnel; cost and time effectiveness; and, MBE/WBE/DVBE - local business designation. The Federal District Court has issued an order applicable to all government agencies in the state prohibiting enforcement of Proposition 209. Therefore, it is not necessary to change the Board’s existing policy regarding MBE/WBE preference points.

Based on the limited funding earmarked for this pilot program and the staff resources that must be invested with each company, staff recommends a maximum of two companies be selected. Therefore, based on the RFP criteria, the top scoring firms of Air Quality Specialist and AeroVironment Environmental Services, Inc. are recommended to the Board to perform this work.

Both firms will remain qualified for a period of two years. As the need arises, AQMD staff will issue a firm fixed-price task order or time-and-material task order to the companies to perform permitting related work. This bidding and pre-qualification process ensures that the AQMD can quickly obtain engineering services to adequately respond to a work load "spike" in the most cost-effective manner.

Resource Impacts:

Sufficent funds are allocated in the FY 1996-97 budget.