PROPOSAL:

Execute and Amend Contracts to Provide Short- and Long-Term Systems Development and Maintenance Support

SYNOPSIS:

Four task order contracts for systems development and maintenance services were approved on February 14, 1997. Because one contractor failed to bid any task orders, a decision was made to issue another RFP to identify additional contractors. On September 12, 1997, the Board approved issuance of an RFP for short- and long-term systems development services. This action is two-fold: to execute a contract with Cordoba Corporation as a result of this procurement and to amend the existing contract with Majesco Software Inc. for additional funding. Sufficient funds for these services ($200,000) are available in the FY 1997-98 Budget.

COMMITTEE:

Administrative, October 24, 1997, Recommended for Approval

RECOMMENDED ACTION:

1. Authorize the Chairman of the Board to execute a contract for systems development services with Cordoba Corporation at a total cost not to exceed $100,000.

2. Authorize the Chairman of the Board to amend the contract for systems development services with Majesco Software, Inc. to increase the contract amount by $100,000.

Barry R. Wallerstein, D.Env.
Acting Executive Officer

Background

Contracts for systems development and maintenance services with four contractors had been approved by the Board at the February 14, 1997 meeting. These contracts are Basic Ordering Agreements, with individual task orders issued on a competitive basis. The contracts with three of the vendors have been modified by the Board since February to add funding from approved budgets as system development requirements were identified and sufficiently defined so that task orders could be prepared. One contractor, Mosakin Corporation (Mosakin), has failed to bid any task orders during the contract period and the option to renew may not be executed. Staff will continue to work with Mosakin to promote participation; however, additional providers must be solicited to maintain the pool of well-qualified professionals available for AQMD use.

On September 12, 1997, the AQMD released RFP #9798-07 to identify and select one or more additional contractors to provide systems development services, both routine system maintenance for newly migrated systems and development of additional system applications. Additional development efforts are needed to enhance existing system functionality and 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.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids was published in the following publications:

1.	Antelope Valley Press	10	La Opinion	19.	Precinct Reporter
2.	Black Voice News	11.	La Voz	20.	Rafu Shimpo
3.	Chinese Daily News	12:	Los Angeles Daily News	21.	Riverside Press Enterprise
4.	Eastern Group Publications	13.	Los Angeles Sentinel	22.	San Bernardino Sun
5.	El Chicano	14.	Los Angeles Times	23.	Santa Clarita Signal
6.	Excelsior, The	15.	M/W/DVBE Source	24.	State of California Contracts
7.	Inland Empire Hispanic News	16.	Orange County Register		Register
8.	Inland Valley Daily Bulletin	17.	Palm Springs Desert Sun
9.	Korea Central Daily	18.	Philippine News

Additionally, potential bidders were identified using the Los Angeles County MTA and Cal Trans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Copies of the RFP/RFQ were mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov, "Business & Job Opportunities" icon] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Ninety-four copies of the RFP were mailed out and eighteen vendors attended the mandatory bidders conference held on October 1, 1997.

Bid Evaluation

One bid was received in response to the RFP when final bidding closed at 10:00 a.m. on October 17, 1997. The sole bid was from Cordoba Corporation, a certified minority-owned business (Hispanic American). A review of Cordoba’s bid showed the company to be technically qualified to perform the work identified in the RFP and their labor rates acceptable; no further evaluation was deemed necessary. Staff recommends that the Board execute a task order contract (with the option to renew for two one-year periods) for systems development services with Cordoba Corporation.

The four task orders included in RFP# 9798-07 were also submitted to the four companies currently contracted to provided system development services to AQMD (COMSYS Technical Services, Majesco Software, Inc., Sierra Cybernetics, Inc., and Mosakin Corporation). Both COMSYS and Sierra Cybernetics have sufficient contract funds for additional task order awards; however, Majesco does not. Staff recommends amending Majesco’s contract through the addition of $100,000 to assure competitive award of these task orders.

Proposition 209 Compliance

On August 28, 1997, Proposition 209 went into effect when a stay of enforcement was lifted. Proposition 209 prohibits granting of preferential treatment based upon race, ethnicity, color, sex or national origin in the operation of public employment, public education, or public contracting. On October 10, 1997, the District’s Board adopted an Interim Contracting & Purchasing Policy and Consultant Selection Policy. The Interim Policy eliminates the granting of preference points based upon race or gender and only requires a good faith effort to subcontract with minority and women-owned businesses if subcontracts are to be let, when contracts are funded in whole or in part by EPA grant funds. Proposition 209 does not prohibit actions necessary to maintain eligibility for federal funding. In addition, in compliance with federal requirements, local preference points are allowed only if the contract does not involve federal funding. This contract award will be based on the interim policy. The remainder of the District’s Contracting and Purchasing Policy and Consultant Selection Policy remains unchanged.

Resource Impacts

Sufficient funds for these services ($200,000) are included in the approved FY 1997-98 Budget. Of the $1,723,500 awarded to these contracts to date, $1,173,500 came from the FY 1996-97 Budget and $550,000 (including the $200,000 of this action) came from the FY 1997-98 Budget. Additional funding may be requested in the FY 1998-99 Budget. Board approval will be obtained prior to allocating any additional funds to these contracts.

The total encumbrance for each contract is as follows:

Task Orders Awarded to Date:

Task Order Awards Pending Board Approval:

Attachment(s)

* Pending further technical and financial analysis.

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