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PROPOSAL:

Issue RFP to Provide Engineering Services

SYNOPSIS:

Programs such as Title V increase the number of applications to be processed beyond the normal workload. In order to respond to the increased workload, it is necessary to hire outside engineering services. This action is to issue an RFP to select one or more contractors to assist in processing permits and provide services as needed. Funding for these services, $155,000, has been allocated in the FY 1998-99 Budget.

COMMITTEE:

Stationary Source Committee, October 23, 1998, Recommended for Approval

RECOMMENDED ACTION:

Approve the release of RFP #9899-13 for engineering services needed to augment permit processing resources, at a base year cost not to exceed $155,000. Funding for the second and third years is contingent upon board approval of subsequent fiscal year budgets.

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

Background

Programs like the initial three-year phase-in of Title V federal operating permits increase the number of permit applications that need to be processed beyond the normal workload. In order to effectively respond to this increased workload and still maintain reasonable permit processing time frames it is necessary to augment existing staff resources with outside engineering services. The Governing Board had previously approved two temporary engineering services contracts in January 1997. Under these contracts, 763 permits were processed which allowed staff time to prepare the Group A Title V permits. These contracts will be over at the end of this year.

Proposal

Staff proposes to release an RFP to competitively select one or more companies to provide engineering services on an as-needed basis. Under the direction of the AQMD, the contractor(s) will process permits according to AQMD rules and administrative processes, and perform other related engineering tasks necessary to support permit processing activities.

Experience with the current contract has shown that there is a lengthy learning curve. Since it takes significant time and resources to train contractors and assimilate outside engineering services into AQMD permitting processes, this project lends itself to a one-year contract with two additional one-year options. Companies selected as a result of this RFP process will remain pre-qualified for up to three years. As the need arises, AQMD staff will issue a firm fixed-price task order or time-and-materials task order to company(ies) to perform permitting-related work. This bidding and pre-qualification process will ensure that the AQMD can quickly obtain engineering services to adequately respond to a workload "spike" in the most cost-effective manner.

Selection Process – Upon the Board’s approval, AQMD staff will distribute the attached RFP and evaluate the proposals received. The evaluation will be based on Board-approved guidelines and include technical merit, previous experience; and cost- and time-effectiveness.

Outreach

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

Additionally, notice of the RFP will be sent to potential bidders from 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. Notice of the RFP will be likewise be sent 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.

Bid Evaluation

A diverse panel of technically qualified individuals will evaluate the proposals received, in accordance with the scoring criteria described in attached RFP #9899-13.

Resource Impacts

At this time, only $155,000 is available in the FY 1998-99 Budget for the base year. This action will not increase the AQMD’s overall 1998-99 Budget or SSC’s Professional and Special Services budget. As with other level of effort contracts, the option remains for additional money to be added if the need arises.

Attachments

RFP#9899-13 – Engineering Services

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