BOARD MEETING DATE: October 10, 1997 AGENDA NO. 22
PROPOSAL:
Issue RFP for Privatization of Portions of Annual Emissions Report Program
SYNOPSIS:
For the past two years, the AQMD has utilized an outside contractor to prepare and distribute the Annual Emission Report (AER) packages, provide program support and public assistance, and collect and compile reported emissions and fee data. In order to enhance program efficiency and improve services to facilities, it is necessary to continue to privatize portions of the AER program. This action is to identify qualified contractor(s) for implementing the 1997-98, 1998-99, and 1999-2000 AER Programs. Funding of up to $250,000 is available in the FY 1997-98 Budget for the first year’s effort.
COMMITTEE:
Administrative, September 19, 1997, Recommended for Approval
RECOMMENDED ACTION:
Approve the release of the attached RFP to solicit bids for a contract for privatization of portions of the Annual Emissions Report Program.
Barry R. Wallerstein, D.Env.
Acting Executive Officer
Background
For the last two reporting years, the AQMD Governing Board has authorized the privatization of portions of the Annual Emissions Report (AER) Program to enhance program efficiency, improve services to facilities, and improve data quality and processing. Under Rule 301, facilities report their annual emissions and pay associated emission-based fees through this Program. The portions of the Program that have currently been privatized include: 1) revising emission and fee reporting forms and instructions, 2) providing software and paper forms as reporting options, 3) preparing and distributing emissions reporting packages to facilities subject to the Program, 4) providing public outreach and assistance in filing the annual emission reports, 5) receiving the reports and compilation of emissions and fees data files, 6) generating image files (for paper submittals), 7) conducting data quality control, and 8) transferring data files to the District for inclusion in the District’s central database.
One of the major benefits of privatization of portions of the AER Program has been the development of a software emission reporting option. This option has automated the reporting of emissions, reduced potential reporting errors, and saved both the District and facilities time and resources in filing and processing the annual emission reports. For 1995-96 reporting, nearly 50% of all facilities utilized the software reporting option in lieu of the traditional paper forms. The privatization has also enabled AQMD staff to more effectively respond to facilities, conduct more detailed engineering audit of the annual emission reports, and provide support for other AQMD programs including AQMP control measure development, rule development, and Title V facility permit efforts.
For the 1995-96 and 1996-97 reporting cycles, Ecotek, Inc. has been AQMD’s contractor responsible for implementing the AER Program. Since the existing contract term will expire with implementation of the 1996-97 Program, this RFP is issued to identify qualified contractor(s) for the 1997-98 Annual Emissions Report Program.
This RFP is to competitively solicit bids to continue the privatization of the Annual Emissions Report Program. The contractor selected will be required to implement, at minimum, the specific tasks outlined in the RFP. Because of the popularity of the software reporting option, the contractor will also be required to provide an updated version of this option as well as the traditional paper forms reporting option for the 1997-98 Annual Emissions Report Program.
In accordance with AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids will be placed in the following publications:
Additionally, potential bidders will be notified from 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 will be 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 and Job Opportunities" icon] and on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
Quotations received will be evaluated by an ethnic- and gender-diverse panel of technically qualified individuals according to the criteria described in attached RFP# 9798-09.
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 September 19, 1997, the Administrative Committee considered options for amendment of the District’s contracting policies to conform with the Proposition. The matter will be further considered at the Committee’s next meeting. In the meantime to ensure compliance with the Proposition, the Committee recommended for adoption an Interim Contracting and Purchasing Policy and Consultant Selection Policy. These policies will be considered for adoption as part of another agenda item at the October 10, 1997, Board Meeting. The proposed interim Contracting and Purchasing Policy and Consultant Selection Policy eliminate 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. If the Interim Policy is adopted by the Board, this RFP will be reviewed and scored by District staff based on that policy. The remainder of the District’s Contracting and Purchasing Policy and Consultant Selection Policy remains unchanged.
The total funding for the work contemplated by this RFP will be a maximum $250,000 for the base year with an option to renew the contract for two additional years for an estimated amount not to exceed $250,000 per year. The District reserves the right to renegotiate the contract amounts for the option years based upon changed requirements. Funding of up to $250,000 is available in the approved FY 1997-98 Budget.
RFP #9798-09 - Privatization of Portions of the Annual Emissions Report Program
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