Proposal:

Execute Contract with Sierra Cybernetics to Enhance the Electronic Permit Application Filing System

Synopsis:

On December 13, 1996, the Board approved RFP #9697-19 to solicit bids to enhance the electronic permit application filing system. A pilot system, called Web-Actuated Request for Permits (WARP), was developed and implemented in November 1996. This first phase of enhancements to WARP will add features recommended by users, and expand the system to include additional equipment types and more facilities. Based on the response to the competitive solicitation, this action is to award the bid to Sierra Cybernetics at a total cost of $84,864.

Committee:

Administrative, February 21, 1997, Recommended for Approval

Recommended Action:

Authorize the Chairman of the Board to execute a contract with Sierra Cybernetics not to exceed $84,864 to Enhance the Electronic Permit Application Filing System.

James M. Lents, Ph.D.
Executive Officer

Background

With the goal of making application filing easier and more interactive for applicants, the Board adopted a series of regulatory reform initiatives at the January 12, 1996 Board meeting. One of these initiatives called for the creation of an on-line system for filing permit applications electronically over the Internet.

The first step toward fulfilling this initiative was achieved with the development of a pilot system for Web-Actuated Request for Permits (WARP), and Internet application. WARP allows participating facilities to file permit applications using a secure link on the Internet. In addition, through WARP, applicants are able to access status information regarding the progress of their electronic application. At their end, participating facilities simply need to have PC access to the Internet through a commercial service and a local printer.

To submit a permit application electronically, the applicant accesses AQMD’s Web page and goes to the WARP screen. There, the applicant is guided through the process of filling out the permit application form with Help screens available at each level. Once the application information is complete, the system calculates the applicable fees and gives the applicant a transaction number for each application entered. The applicant can then print a copy of the application form locally to mail in with the fee payment.

The pilot system for WARP was moved into production for on-line receipt of permit applications in November 1996. At this time, WARP is limited to applications for four equipment types (internal combustion engines, boilers and liquid heaters, negative air machines, and fuel storage and dispensing equipment) from facilities with total emissions less than 4 tons per year that are not in the RECLAIM program.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids will be published in the following publications: The Black Voice News, Chinese Daily News, Eastern Group Publications, El Chicano, The Excelsior, 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, the San Bernardino Sun, and the State of California Contracts Register. 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 AQMD Purchasing’s mailing list. Copies of the RFP will be mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and will be placed on the Internet at AQMD’s Web site [http://www.aqmd.gov] and on AQMD’s bidder’s 24-hour telephone message line. In addition, public service announcements may be sent to local radio, TV and cable stations, if warranted by the nature of the procurement.

Bid Evaluation

A total of 90 copies of the RFP were mailed out and 17 representatives attended the mandatory bidders conference held on January 7, 1997. Of the 15 organizations attending the bidders conference, two were Hispanic-owned enterprises, two were woman-owned firms, one company was Asian-owned, and two were African-American-owned. One bid was received in response to the RFP when final bidding closed at 1:00 p.m. on January 24, 1997. The sole bid was submitted by Sierra Cybernetics, a local company, as prime contractor, with Air Quality Specialists, a local woman-owned company, as subcontractor. Sierra Cybernetic’s proposal was reviewed by an evaluation panel composed of three District staff members, all male Caucasians. The evaluation panel found the bid to be technically responsive and within available funding.

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

Funding for this project is included in the District’s FY 96-97 Budget.