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PROPOSAL:

Execute Contract for Privatization of Portions of the Annual Emissions Report Program

SYNOPSIS:

At its October 1997 meeting, the Board approved the release of a Request for Proposals (RFP) to continue to privatize portions of the Annual Emissions Report (AER) Program. All proposals submitted were evaluated by a diverse panel of technically qualified individuals according to the criteria specified in the RFP. Staff recommends that the Board award the contract to the successful bidder for implementing the 1997-98 AER Program. Funding of up to $250,000 is available in the FY 1997-98 Budget.

COMMITTEE:

Administrative, December 19, 1997, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Executive Officer to execute a contract with Ecotek, Inc. to privatize portions of the Annual Emissions Report Program at a cost not to exceed $250,000.

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

Background

On October 10, 1997, AQMD released RFP # 9798-09 to continue the privatization of portions of the Annual Emissions Report (AER) Program. Privatization of the AER Program in the past two reporting years has enhanced the overall program efficiency, improved services to facilities and enabled AQMD staff to more effectively conduct engineering audit of the annual emission reports and provide support for other AQMD programs. The portions of the Program that have 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 fee data files, 6) generating image files (for paper submittals), 7) conducting data quality control, and 8) transferring data files to the AQMD for inclusion in the AQMD’s central database. Staff believes that it is necessary to continue to privatize portions of the AER Program in order to further enhance the overall program efficiency. Actual collection of annual emission fees and billing adjustments will continue to be handled by AQMD staff. For the 1995-96 and 1996-97 reporting cycles, Ecotek has been AQMD’s contractor responsible for implementing the AER Program.

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 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 and Job Opportunities" icon] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724. In addition, copies of the RFP were also mailed to over 70 consulting firms, identified by AQMD as potential bidders. A bidders conference was also held on November 5, 1997 which was attended by eight firms.

Bid Evaluation

Four proposals were received in response to the RFP by the submittal deadline of 5 p.m. on November 19, 1997. Of the four proposals, none were from disabled-veteran-owned business enterprises, one was from a certified minority-owned business (Hispanic), and none were from non-certified minority-owned business enterprises. The attachment reflects the evaluation of the proposals and the respective ratings.

The proposals were evaluated and scored by a four-member evaluation panel. Of the four proposals, two proposals were deemed not technically qualified (i.e., scored below 70 points based on the technical criteria specified in the RFP). The remaining two proposals from Ecotek and Pacific Environmental Services which passed the technical criteria (step 1) proceeded to the next step for scoring points for cost. The evaluation panel rated Ecotek the highest based on their clear understanding of the work to be performed, specific approaches to further streamline the process and enhance the program efficiency, and extensive experience in providing public outreach and assistance in filing emissions data. The evaluation panel recommended that Ecotek be awarded a contract based on its successful point score.

Panel Composition

The evaluation panel consisted of a representative from the California Council for Environmental and Economic Balance; a representative from S.R. Consulting (representing the Ethnic Community Advisory Group); a Planning Manager from AQMD’s Planning and Policy; and a Technology Implementation Manager from AQMD’s Information Management. Of these four panelists, one is a woman and three are men. Additionally, one of the panelists is Hispanic American, one is Black American, and two are Caucasian.

Resource Impacts

An amount not to exceed $250,000 has been budgeted for privatization of portions of the 1997-98 AER Program for FY 1997-98 with an option to renew the contract for two additional years. AQMD reserves the right to renegotiate the contract amounts for the optional years based upon changed requirements and/or approved funds.

Attachment

Evaluation of Proposals for RFP #9798-09

ATTACHMENT

EVALUATION OF PROPOSALS FOR RFP #9798-09

* Only 50% of Step 1 (Technical Criteria) points over 70 are carried over to Step 2.

** 70 points awarded to the lowest cost proposal and prorated for others.

*** Certified DVBE/Joint Ventures - 10 points for DVBE Joint Ventures.

**** A minimum of 70 points was required in Step 1 (Technical Points) in order to continue in the evaluation process. Firms which did not score a minimum of 70 points in Step 1 of the proposal evaluation process are not shown on this attachment.

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