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PROPOSAL:

Execute Contracts for CEQA Documentation Support

SYNOPSIS:

On September 11, 1998, the Board approved the issuance of an RFP to select qualified contractors experienced in CEQA analysis and documentation to assist staff in preparing EIRs. The proposal evaluation panel, which consists of both AQMD staff and two representatives from other governmental planning agencies, has evaluated the proposals received and has developed a list of contractors for CEQA documentation support. This action is to execute contracts with the recommended contractors to provide service on an "as needed basis." The total of all assignments will not exceed a total amount of $100,000 available in the FY 1998-99 Budget.

COMMITTEE:

Mobile Source, December 17, 1998, Reviewed

RECOMMENDED ACTION:

1. Execute Contract with AVES not to exceed $5,000.
2. Execute Contract with Environmental Audit, Inc. not to exceed $5,000.
3. Execute Contract with Planning Consultants Research not to exceed $5,000.
4. Execute Contract with Ultrasystems Environmental Inc. not to exceed $5,000.
5. Authorize the Executive Officer or designee to issue task orders for bid by the above four Consultants for CEQA documentation/review support as needed, with a total amount of all task orders not to exceed $80,000.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

Pursuant to the state Public Resources Code, CEQA applies to projects undertaken by, funded by, or requiring discretionary approval from public agencies. Consequently, CEQA analyses and documents or notices are required for most AQMD rules, regulations, or plans prior to their adoption or modification by the Governing Board. The AQMD also occasionally assumes the CEQA lead agency role for non-AQMD projects within the jurisdiction of the AQMD, where the AQMD has discretionary permit authority.

Public Resources Code §21082.1 allows public agencies to prepare or have prepared by consultants CEQA documents. The public agency must retain independent review of all documents prepared by consultants. To augment current staff resources, the Governing Board at its September 11, 1998 meeting approved the release of an RFP to secure the services of one or more qualified consultants to prepare portions of, or entire CEQA documents for AQMD and non-AQMD permit projects where the AQMD is the lead, responsible or commenting agency.

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:

Additionally, potential bidders were notified from the Los Angeles County MTA, and Caltrans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business and 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 24-hour telephone message line for bidders (909/396-2724). Over 200 RFPs were distributed.

Bid Evaluation

Eleven proposals were received in response to the RFP by the submittal deadline of 3 p.m. on November 3, 1998. Of the 11 proposals, two were from disabled veteran owned business enterprises. Attachment A reflects the panel evaluation of the proposals and the respective ratings.

Of the 11 proposals, three proposals were deemed not technically qualified (i.e., scored below 70 points based on the technical criteria specified in the RFP). The remaining eight proposals which met the technical criteria (Step 1) proceeded to the next step (Step 2) for scoring points for cost. The cost evaluation is based on the total cost and number of hours needed to analyze an example project involving a CEQA evaluation. Each proposal was scored according to its total cost compared to the proposal with the lowest cost receiving the maximum possible 70 points. Each proposal was then scored according to the number of hours needed to complete the example project with the proposal with the lowest number of hours receiving the maximum possible 70 points. The two scores were then averaged for a final cost score. (Under this cost evaluation methodology, a proposal with the lowest cost and the lowest number of hours would receive the maximum possible 70 points.) The cost evaluation assumes that each of the qualified bidders from Step 1 would complete the example project in the most efficient manner (i.e., lowest number of hours).

Based on the total score (the sum of the Steps 1 and 2 points), four bidders scored above 50 points. Based on the overall scoring, it is recommended that the top four consultants (AVES, Ultrasystems Environmental Inc., Environmental Audit, Inc., and Planning Consultants Research) be awarded contracts to provide CEQA documentation support and assist the AQMD with intergovernmental review of CEQA documents prepared by other public agencies. The selection of the top four bidders provides greater flexibility and assures that adequate staffing will be available should multiple projects be required to be completed in the same time frame. The recommended consultants also exhibit particular strengths in differing areas, thereby providing broader expertise than a single consultant selection.

Panel Composition

The evaluation panel consisted of a representative from the City of Los Angeles Environmental Affairs Department; a representative from the Western Riverside Council of Governments; a Planning Manager from the AQMD’s Stationary Source Compliance Division; and two Air Quality Specialists from the AQMD’s CEQA Section in Planning and Policy. Of the five panelists, two are female and three are male. All panel members are Caucasian.

Fiscal Impacts

An amount not to exceed $100,000 has been budgeted for CEQA Documentation Support in the Planning and Policy FY 1998-99 Budget, Professional and Special Services Major Object. It is recommended that AVES, Environmental Audit, Inc., Planning Consultants Research, and Ultrasystems Environmental Inc. each be awarded a contract not to exceed $5,000 at this time. For work assignments beyond the contract funding limit, staff will prepare a task order for bid among the four selected consultants and a purchase order would be prepared. The total cost of all work assignments including the $20,000 provided to the four selected consultants, would not exceed $100,000.

Attachment
Summary of Evaluation of Proposals Received in Response to RFP #9899-09

Attachment

Summary of Evaluation of Proposals Received
in Response to RFP #9899-09

^{(1) Proposers scoring a minimum of 70 points in Step 1 are considered technically qualified and proceed to Step 2.  Only 50% of Step 1 (Technical Criteria) points over 70 are carried over to Step 2.
(2) Points for cost are prorated based on the lowest cost and lowest hours proposal.
(3) Seven points are based on a minimum of 20% participation by certified DVBE subcontractors.
(4) Five points are awarded to companies performing 90% of work within the District. However, no local points are awarded since federal funds may be associated with the contract award.}

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