BOARD MEETING DATE: September 12, 1997 AGENDA NO. 7
PROPOSAL:
Execute Contract to Support and Enhance Emission Reporting System
SYNOPSIS:
On June 10, 1997 the AQMD released an RFP for Private Data Network (PDN) services to support the telecommunication and data processing requirements associated with the Emission Reporting System (ERS) for RECLAIM. These services must be capable of meeting both the current and anticipated needs of AQMD while incorporating expansion and upgrade capabilities. This action is to execute a contract with Global Payment Systems, Modular Data Inc., which has provided PDN services to AQMD since May 1994, for a sum not to exceed $49,000. Funds for these services are included in the FY 1997-98 Budget.
COMMITTEE:
Administrative, August 22, 1997, Recommended for Approval
RECOMMENDED ACTION:
Authorize the Executive Officer to execute a contract with Global Payment Systems, Modular Data Inc. in an amount not to exceed $49,000 to provide Private Data Network (PDN) services to support the telecommunication and data processing requirements associated with the Emission Reporting System (ERS) for RECLAIM.
Barry R. Wallerstein, D.Env
Acting Executive Officer
Background
In June of 1993 the District began implementation of the Emission Reporting System in support of RECLAIM Rules. The Emission Reporting System (ERS) provides state-of-the-art methodologies to streamline the electronic reporting of emission data from RECLAIM facilities. The system incorporates a Private Data Network (PDN) service to provide the telecommunication and data processing requirements associated with electronic reporting. On June 10, 1997 the AQMD released RFP #9798-01 for Private Data Network Service to Support the Emissions Reporting System (ERS). The provider selected will accept RECLAIM related data from RTUs, Transaction Management Devices, PCs, Workstations, and mainframe computers located at the 350 RECLAIM facilities.
The RECLAIM facilities’ users transmit their electronic reports to the current PDN over analog phone lines using a standard file transfer protocol. Data validation and error checking are performed at the PDN before the data is accepted. The PDN batches all transmissions for a calendar day and stores them for retrieval by the District ERS Gateway. The PDN stores the last seven daily batches on-line for retrieval. Every morning, the District ERS Gateway retrieves the daily download file and inserts the data into the District’s Ingres Database.
Outreach
In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP/RFQ and inviting bids was published in the following publications:
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; the AQMD’s own electronic listing of certified minority vendors; and the AQMD’s Purchasing 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/rfp/] and AQMD’s 24-hour telephone message line for bidder’s at (909) 396-2724.
Bid Evaluation
Forty-two (42) copies of the RFP were mailed out and five vendors attended the bidders conferences held on June 27, 1997. Of the five organizations attending the bidders conferences, one was a minority business enterprise. Three bids were received in response to the RFP when final bidding closed at 1:00 p.m. on July 10, 1997. Of the three bids, one was from a certified minority owned business enterprise (Asian Pacific). Attachment 1 reflects the evaluation of the proposals. The sole bidder to pass the first evaluation step is Global Payment Systems, Modular Data Inc., which is being recommended for contract award. The District has contracted with this company to perform this service since May 1994.
Panel Composition
The proposals were evaluated and scored by a six-member panel: a representative from California State Polytechnic University, Frederick Gallegos, CIS Faculty Member, and AQMD Information Management staff Arthur Guerrero, Computer Operator; George Haddad, Air Quality Engineer, Mark Henninger and Ora McEwan, Technology Implementation Managers; and Roberta Lewis, Air Quality Specialist. The panel members are two women and four men; two Hispanic Americans, one African-American, and three Caucasians.
Proposition 209 Compliance
It is AQMD policy to award up to 10 additional points or cost benefits to 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 August 28, 1997, a stay of enforcement of Proposition 209 was lifted. The District is currently evaluating the effect of Proposition 209 on its contracting and purchasing policy. Should it be determined that any portion of the policy violates Proposition 209, 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.
Proposal
This action is to execute a contract with Global Payment Systems, Modular Data Inc. for a sum not to exceed $49,000 to provide for the telecommunication and data processing requirements associated with the ERS.
Resource Impacts
Funds for these services are included in the FY 1997-98 Budget.
Attachment(s)
Attachment 1 - Evaluation of Respondents to RFP #9798-01
Attachment 2 - Current Status of Information Management Major Projects
for the Period July 1-December 31, 1997
ATTACHMENT 1
Summary of Evaluation of Respondents to RFP #9798-01
Three proposals were received in response to this RFP. They were from Global Payment Systems, Modular Data, Inc. (GPS); I Consulting Corporation (IC); and Pacific Envirosystems, Inc. (PE).
Step 1 - Technical Criteria (70 points minimum, 100 points maximum)
|
Proposer | |||
|
GPS |
IC |
PE |
|
|
Panel Average |
81.0 |
38.9 |
30.0 |
|
Carry-over (50% of points > 70) |
5.5 |
N/A |
N/A |
Step 2 - Cost and Other Factors (85 points maximum)
|
Criteria |
Proposer | ||
|
GPS |
IC |
PE |
|
|
Cost (Maximum = 70 points for lowest cost) (Actual Amount) |
70 $49,000 |
N/A |
N/A |
|
Certified MBE/WBE/DVBE/Joint Ventures Points (Maximum = 10) OR Minimum of 20% participation by certified MBE/WBE/DVBE Subcontractors (Maximum = 7) |
No 0 |
No N/A |
Yes N/A (MBE/ WBE) |
|
Ethnicity |
Asian |
||
|
Local Business Enterprise Points (Maximum = 5) |
Yes 5 |
Yes N/A |
Yes N/A |
|
Total |
75.5 |
N/A |
N/A |
Total Score (100 points maximum)
|
Criteria |
Proposer | ||
|
GPS |
IC |
PE |
|
|
Step 1 Carry-over Points (Maximum = 15) |
5.5 |
N/A |
N/A |
|
Step 2 Points (Maximum = 85) |
75.5 |
N/A |
N/A |
|
Total |
80.5 |
N/A |
N/A |
|
Item |
Brief Description |
Budgeted Funds ($) |
Schedule of
|
Status |
|
Purchase Replacement Banyan Servers |
Replace/upgrade older file servers to provide better network access, improve performance, and stabilize the network through reduced downtime. |
$150,000 |
Issue RFQ 8/8/97; Execute contract 11/14/97 |
RFQ approved and released; proposals due 9/16/97 |
|
Purchase Replacement Network Laser Printers |
Upgrade or replace network laser printers that have reached the end of their useful life. The printer upgrades and replacements will ensure compatibility of both hardware and software throughout the AQMD. |
$50,000 |
Execute contract 11/14/97 |
RFQ released on 7/17/97; award recommendation will be requested 11/14/97 |
|
Purchase Centralized System Management Software |
Obtain system management software that will provide administration of desktop computer systems from a central network server. |
$125,000 |
Approve purchase 8/8/97 |
Purchase approved |
|
Purchase
|
Replace the current Laboratory Information Management System which is becoming obsolete. Originally planned for completion FY 1996-97 but, following a competitive bid, the allocated funding was found to be insufficient and neither bidder was fully qualified. |
$75,000 |
Issue RFP and reappropriate funds 8/8/97; Execute contract 10/10/97 |
RFQ approved and released; proposals due 9/9/97 |
|
System
|
Add funding to the four system development outsource contracts to cover new task orders for FY 1997-98. Tasks include the following: • Cut Smog Compliance System ($50,000 from SSC) - Recommend award to Sierra Cybernetics • Contracts Tracking System - Recommend award to COMSYS Technical Services • Permit Application Tracking System (PATS) - Recommend award to Majesco Software, Inc. • CLASS-Finance System Conversion to 32-bit Architecture - Recommend award to COMSYS Technical Services |
$630,000 |
Amend contracts 9/12/97 |
-Requesting Board approval as scheduled -Requesting Board approval as scheduled -Requesting Board approval as scheduled -Requesting Board approval as scheduled |
|
Item |
Brief Description |
Budgeted Funds ($) |
Schedule of
|
Status |
|
System
(continued) |
• CLASS-Compliance System Enhancements ($85,000 from SSC) - Recommend award to Majesco Software, Inc. • CLASS-Permit System Enhancements ($50,000 from SSC) - Recommend award to Majesco Software Inc. • STIMS Enhancements ($75,000 from AST) • Further Development of AIRNet • Migrate CAPPS to CLASS - Recommend award to Majesco Software Inc. • Migrate Board Agenda Tracking System to New Workflow System - Recommend award to COMSYS Technical Services • CAR Conversion • Records Tracking System |
|
-Requesting Board approval as scheduled -Requesting Board approval as scheduled Task order under development Task order under development -Requesting Board approval as scheduled -Requesting Board approval as scheduled Task order under development Task order under development |
|
|
Facility Permit Processing
|
Approve amendment of the FPPS contract to allow funding allocated for Phase I to be used for Phase II so that targeted system modules can be fully developed. |
None ($650,000 previously allocated) |
Amend contract 9/12/97 |
Requesting Board approval as scheduled |
|
Emission
|
Obtain public data network services in support of the RECLAIM Emission Reporting System. This service agreement will include an option for annual renewal in the future. Recommend contract with Global Payment Systems, Modular Data Inc. |
$49,000 |
Execute contract 9/12/97 |
Requesting Board approval as scheduled |
|
Item |
Brief Description |
Budgeted Funds ($) |
Schedule of
|
Status |
|
Purchase
|
Upgrade standard office software products (word processing, spreadsheet, graphics and presentation,and database management system) to 32-bit versions to take advantage of the capabilities and features of the upgraded 32-bit desktop operating system. Recommend authorize purchase from CompUSA Corp. |
$135,000 |
Approve purchase 9/12/97 |
Requesting Board approval as scheduled |
|
New Finance Accounting System |
Acquire an integrated accounting system (including an accounting software package to replace Bi-Tech, a new computer that combines a UNIX operating system with a relational database management system to replace the HP935, and migration/ conversion of the current system functionality and addition of new functionality needed to achieve an efficient unified accounting system) for Finance. |
$420,000
($270,000 in contracts and $150,000 in fixed assets) |
Issue RFP 10/10/97; Execute contract 4/10/98 |
RFP preparation in process |
|
Network Bandwidth Upgrade |
Upgrade network cabling from the computer room to the desktop to achieve higher information transmittal speed (100 million bps). This solicitation will be based on an analysis of AQMD’s current network architecture that will be released for bid in July, 1997 ($25,000 budgeted). |
$350,000* |
Issue RFQ 12/12/97; Execute contract 5/8/98 |
Information gathering in process |
* Pending further technical and financial analysis.
/ / /