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PROPOSAL:

Execute Contract for Consulting Services to Evaluate Permit System and Recommend Solutions for More Streamlined Process for Issuing Permits

SYNOPSIS:

On June 12, 1998, the Governing Board approved the issuance of an RFP to select a qualified contractor to conduct a comprehensive permit streamlining study. This study is intended to identify areas where improvements are needed and recommend specific steps that could be taken to reduce the time necessary for issuing permits. The proposal evaluation panel, which consists of both AQMD staff and Permit Streamlining Task Force representatives, has evaluated the proposals received and recommends the firm of AeroVironment Environmental Services for Board approval. The project cost of $145,806 is not included in the budget. Due to the expedited Permit Streamlining initiative time schedule, it requires a temporary reallocation of this amount from the Stationary Source Compliance budget and subsequent reinstatement by appropriation from the Undesignated Fund Balance.

COMMITTEE:

Administrative, July 24, 1998. Less than a quorum was available to consider this item. Therefore, the two Committee Members communicated their concurrence. Permit Streamlining Task Force, July 31, 1998, Discussed

RECOMMENDED ACTION:

1. Temporarily reallocate $145,806 from Stationary Source Compliance budget Permit Processing/Engineering Services line item to the Service and Supplies Major Object, Professional and Special Services Account in Executive Office.

2. Authorize the Chairman to execute a contract with AeroVironment Environmental Services Inc. for the Permit Streamlining Study at a total amount not to exceed $145,806.

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

Background

One of the top priorities of AQMD is a new initiative to improve efficiency and customer service to businesses seeking permits to establish or expand operation in the South Coast area. In order to provide assistance in this matter, Chairman Burke has formed the Permit Streamlining Task Force. The Task Force is headed by Governing Board Vice-Chair Norma Glover and includes Board Members Mayor Loveridge and Supervisor Silva along with seven industry representatives and environmental professionals. In addition, Mohsen Nazemi, an AQMD Senior Manager, has been appointed to the position of Ombudsman to work with the Task Force in implementing this initiative. As part of this new initiative, staff has proposed to seek service of a contractor or a consultant to independently review permitting at AQMD as well as other agencies and organizations in order to recommend specific steps to improve and streamline permitting.

Proposal

On June 12, 1998, the Board approved the issuance of an RFP to select a qualified contractor to conduct a comprehensive permit streamlining study. This study is intended to identify areas where improvements are needed and recommend specific steps that could be taken to reduce the time necessary for issuing permits. The proposal evaluation panel, which consists of both AQMD staff and Permit Streamlining Task Force members representing environmental community, local government and industry, has evaluated the proposals received and recommends the firm of AeroVironment Environmental Services Inc. for Board approval.

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

Additionally, potential bidders were notified from the Los Angeles County Metropolitan Transit Authority 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 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.

Bid Evaluation

Seven proposals were received in response to the RFP by the submittal deadline of 5:00 p.m. on July 16, 1998. They were:

• AeroVironment Environmental Services Inc., Monrovia, CA 91016
  
• Blomley International Environmental Consulting, Los Angeles, CA 90065
  
• DataZoid, Granite Bay, CA 95746
  
• Hagler Bailly, Los Angeles, CA 90071
  
• ThirdWave Corporation, Los Angeles, CA 90064
  
• Thompson, Cobb, Bazilio & Associates, Newport Beach, CA 92660
  
• 308 Systems, Hermosa Beach, CA 90254

Proposals were evaluated in two steps based on the bidder’s ability to perform the services specified in the RFP. Proposals were first evaluated using technical criteria, which included responsiveness and technical expertise of the firm, experience of the proposed team to perform similar work, and the proposed technical approach to develop innovative solutions. Step 2 of the evaluation process required an evaluation of the technically qualified proposals using cost and DVBE designation.

Of the seven proposals evaluated, three earned technical scores of 70 points or higher and proceeded to Step 2 for final evaluation. The final results are summarized in attached Table A. The evaluation panel rated AeroVironment Environmental Services highest based on its ability to conduct the permit streamlining study in accordance with requirements stated in the RFP at the lowest overall cost. In addition, responding to request for clarifications regarding staffing adjustments, AeroVironment Environmental Services amended their proposal to further enhance their capabilities to conduct the study still at the lowest overall cost. Therefore, the panel recommends that AeroVironment Environmental Services be awarded the contract for the amount of $145,806.

Panel Composition

Proposals were evaluated and scored by a six-member evaluation panel, consisting of three members representing environmental community, local government and industry from the Permit Streamlining Task Force and three AQMD staff, including the Information Management Director, a Stationary Source Compliance Senior Manager, and the Permit Streamlining Ombudsman. Of these, three panelists are male and three are female. Additionally, two panelists are Asian/Pacific Islander, and four Caucasian.

Resource Impacts

The total amount of this study is $145,806. Funding for the study has not been included in the FY 1998-99 Budget. This requires appropriation of $145,806 from the Undesignated Fund Balance to the Service and Supplies Major Object, Professional and Special Services Account in Executive Office. However, in order to meet the expedited time schedule of the Permit Streamlining initiative and to be able to coordinate the outcome of this study with the Fee Equity Study, staff recommends to temporarily reallocate $145,806 from the Stationary Source Compliance budget for Permit Processing / Engineering Service line item to the Service and Supplies Major Object, Professional and Special Service account in Executive Office. Subsequently, in the next two months and after proper noticing is completed, staff will recommend to reinstate this amount for Permit Processing/Engineering Service by requesting the Board to appropriate the $145,806 from the Undesignated Fund Balance.

Attachment

Table A - Summary of Evaluation of Proposals

* Carryover score is 50% of the technical points over 70.
** The final score is Step 1 carryover score plus Step 2 score.
*** Did not pass technical qualification (Technical Points < 70)

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