BOARD MEETING DATE: February 12, 1999 AGENDA NO. 4
PROPOSAL:
Execute Contract to Provide Outreach Assistance to Basin Cities Regarding Low-Emission, Clean Fuel Vehicle Technologies
SYNOPSIS:
On September 11, 1998, the Board authorized the release of an RFP to select a qualified contractor to provide information to Basin communities on the status of low-emission, clean fuel vehicle technologies as part of the AQMD’s Clean Fuels Program which supports programs to develop and demonstrate low-emission, clean fuel technologies to commercialization. This action is to execute a contract with Gladstein & Associates. Total cost to the AQMD will not exceed $99,988.
COMMITTEE:
Mobile Source, January 15, 1999, Recommended for Approval with Conditions; Technology, January 15, 1999, Reviewed and Forwarded as Recommended and Conditioned by Mobile Source
RECOMMENDED ACTION:
Authorize the Chairman to execute a contract with Gladstein & Associates to provide assistance in providing information to Basin communities on the status of low-emission, clean fuel vehicle technologies, at a cost not to exceed $99,988.00.
Barry Wallerstein, D.Env.
Executive Officer
Background
According to the AQMP, over 60 percent of the Basin’s emissions inventory can be attributed to on-road mobile sources. To attain air quality standards, the AQMP relies on the implementation of low-emission, clean fuel technologies throughout the Basin’s mobile sector. The AQMD’s Clean Fuels Program seeks to develop, demonstrate and commercialize low-emission clean fuel technologies in the transportation sector. An important element of the program is technology transfer and outreach to the potential users of these technologies.
Since 1996, the AQMD has sponsored an outreach effort to Basin cities. This effort has focussed on improving communication among identified "Leadership Cities" and Department of Energy (DOE) designated Clean Cities; and introducing and informing all communities in the Basin of the status and availability of low-emission, clean fuel vehicle technologies.
On September 11, 1998, RFP #9899-06 was released to seek a qualified contractor to provide assistance in continuing the above-described outreach program. Proposers were requested to describe how they would design and implement a minimum of six workshops or forums, and provide local government AB 2766 Subvention Fund program support when needed, as follows:
Baseline and Quantified Results
In response to committee recommendations that a baseline for the outreach effort be established and that the contractor’s final project report include quantification of the results achieved and an assessment of the effectiveness of the project, the contractor will perform the following:
Transit and School Bus Workshops
For the transit workshop to be held around August, 1999, baseline surveys will be mailed to prospective attendees with the event invitation. Follow-up calls will be made to determine potential attendance as well as to obtain completed baseline surveys. A final survey will be sent to attending transit agencies in December, 1999, followed by phone confirmations to establish a final inventory of transit agencies’ EV/AFV fleets and purchase plans.
The survey for the school bus workshop will be conducted in the same manner as the transit workshop; however, the event will take place around May 2000, with a final survey around the end of the contract, June 2000.
Leadership Cities Roundtables
For the Leadership Cities Roundtables, Gladstein & Associates will conduct surveys of the sixteen Leadership Cities (listed below) according to the following schedule:
|
Survey |
When Conducted |
Objective |
|
#1 |
Distribute with workshop packets at 1st Leadership Cities roundtable in April, 1999 |
To confirm baseline generated during surveys conducted prior to this contract |
|
#2 |
Mail December, 1999 |
To determine cities’ EV/AFV purchases or purchase plans |
|
Final |
Mail June, 2000 – close to end of contract |
To establish a final inventory of cities’ EV/AFV Fleets and purchase plans |
Each Leadership City will be phoned after distribution of surveys to ensure a thorough response.
List of Leadership Cities
|
1. Alhambra |
9. Ontario |
|
2. Anaheim |
10. Palm Desert |
|
3. Corona |
11. Pasadena |
|
4. Culver City |
12. Redondo Beach |
|
5. El Monte |
13. Riverside |
|
6. Glendale |
14. San Bernardino |
|
7. Long Beach |
15. Santa Monica |
|
8. Los Angeles |
16. Torrance |
Tier II and Other Cities
For Tier II cities (those cities just beginning their alternative fuel program, listed below), and other cities attending one or more Leadership Cities Roundtables, Gladstein & Associates will conduct a streamlined survey toward the end of the contract period (June 2000) to determine these cities’ EV/AFV purchases.
List of Tier II Cities
|
1. Buena Park |
12. Manhattan Beach |
|
2. Canyon Lake |
13. Montclair |
|
3. Carson |
14. Norwalk |
|
4. Claremont |
15. Pomona |
|
5. Covina |
16. Rialto |
|
6. Fountain Valley |
17. San Gabriel |
|
7. Hemet |
18. Santa Clarita |
|
8. Huntington Beach |
19. Temecula |
|
9. Irvine |
20. West Covina |
|
10. Lakewood |
21. West Hollywood |
|
11. Lancaster (not in AQMD jurisdiction) |
Final Report Deliverables
The final report will contain the following deliverables resulting, in part, from activities detailed above.
Following completion of the project, using the documented changes from the beginning baseline, AQMD staff will calculate, and report to the Governing Board, emission reductions achieved using the latest, approved emission reduction calculation methodology.
Benefits to AQMD
The proposed project is included in the October 1998 update of the Technology Advancement Plan under Project 98TT-1, "Assessment of Advanced Technologies and Information Dissemination." The AQMP relies on the expedited implementation of advanced technologies and clean-burning fuels in Southern California to achieve air quality standards. Communities must have the most current information on available mobile technologies if they are to integrate these technologies into their day-to-day operations. These outreach efforts expedite the implementation of low-emission clean fuel technologies.
The outreach program is an important element in expanding the use of low-emission, clean fuel technologies in the Basin. Previous outreach efforts have illustrated the need and desire for cities to participate in these forums and workshops. The last workshop sponsored by AQMD under the prior outreach program attracted approximately 140 persons, with representation ranging from fleet managers to executive level administrators and elected officials. These types of meetings provide a cost-effective way to continue to keep Basin communities well informed of their clean fuel vehicle options for future procurements. Staff will report to the Governing Board on any emission reductions achieved by the proposed project.
Proposal Evaluation
A total of four proposals were received by the deadline of October 20, 1998. All proposals submitted were reviewed according to the selection criteria described in the RFP. Using the two-step process outlined in the RFP, the panel reviewed the proposals and evaluated them on the bidder’s ability to perform the services specified in the RFP. Proposals were first evaluated using technical criteria. Two proposals scoring fewer than 70 points in Step 1 were technically disqualified and did not advance to Step 2. In Step 2 of the evaluation process, the remaining two proposals were evaluated using cost and other factors. One proposer qualified for points awarded as a Local Business Enterprise but neither proposer qualified for the Disabled Veteran-Owned Enterprise (DVBE) designation. Since funds for this contract do not derive in whole or in part by federal funds, local business enterprise points can be awarded pursuant to the AQMD’s Procurement Policy. The resulting total scores for those firms with more than 70 points after Step 1 are summarized in the table below.
|
NAME |
ADDRESS |
AMOUNT |
STEP 1 TECHNICAL SCORE |
STEP 2 COST AND OTHER FACTORS SCORE |
FINAL SCORE |
|
Gladstein & Associates |
3015 Main Street, Suite 300 Santa Monica, CA |
$99,988.00 |
89.75 |
53.82 |
63.7 |
|
Bevilaqua-Knight, Inc. |
501 14th Street, Suite 200 Oakland, CA |
$97,627.00 |
86.0 |
50.0 |
58.0 |
The four proposals received in response to the RFP have been thoroughly evaluated and staff recommends that the contract be awarded to Gladstein & Associates, the consultant submitting the highest scoring proposal, for an amount not to exceed $99,988.00.
The evaluation panel was comprised of three women and one man, and included one AQMD staff from Technology Advancement Office, one representative from the City of Anaheim, one representative from the County of San Bernardino, and one representative from the Southern California Association of Governments. The panel’s ethnicity was as follows: three Caucasian and one Hispanic.
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 notified 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. Notices 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.
On October 1, 1998, a mandatory Bidders’ Conference was convened at AQMD to discuss the RFP and to answer questions from the 11 prospective bidders attending the Conference.
Resource Impacts
The total amount of AQMD funding for the recommended contract will not exceed $99,988.00. Sufficient funds are available in the FY 1998-99 Budget, from revenues received from the state-mandated Clean Fuels Program. The Clean Fuels Program, under Health and Safety Code Sections 40448.5 and 40512 and Vehicle Code Section 9250.11, establishes mechanisms to collect revenues from mobile and stationary sources to support projects to increase the utilization of clean fuels in both sectors, including the development of the necessary advanced enabling technologies. Funds collected from motor vehicles are restricted, by statute, to be used for projects and program activities related to mobile sources that support the objectives of the Clean Fuels Program.
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