South Coast Air Quality Management District

Back

Execute Contract to Purchase Private Data Network Services to Support the Emissions Reporting System

SYNOPSIS: 

On August 18, 2000, AQMD released an RFP to select vendors capable of providing Private Data Network (PDN) services to continue and support the telecommunication and data processing needs associated with the AQMD’s electronic Emission Reporting System requirements for RECLAIM. This action is to execute a contract with Pacific EnviroSystems for PDN development and services in the amount of $50,000, and to issue a purchase order to NDC eCommerce to perform PDN services in the amount of $75,000. Funds for this purchase are available in the FY 2000-01 Budget.

COMMITTEE: 

Administrative, October 13, 2000, Recommended for Approval

RECOMMENDED ACTION:

1. Execute a contract with Pacific EnviroSystems for PDN development and services in the amount of $50,000.
   
   
2. Authorize the purchase of PDN services to support the Emissions Reporting System from NDC eCommerce for a total amount not to exceed $75,000.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On November 5, 1999, the Board approved a contract with NDC eCommerce to provide continuing services to support the telecommunications and data processing requirements associated with the Emission Reporting System (ERS) for RECLAIM. NDC eCommerce has been providing these services since RECLAIM was implemented in 1994. The contract expires in November 2000.

The ERS provides state-of-the-art methodologies to streamline the electronic reporting of emission data from RECLAIM facilities. The system incorporates a Private Data Network (PDN) service to provide the telecommunication and data processing requirements associated with electronic reporting. On August 18, 2000, AQMD released RFP #P2001-03 to solicit vendors capable of providing this specialized service to continue to support the emission reporting requirements of RECLAIM. The provider selected will accept RECLAIM related data from RTUs, Transaction Management Devices, PCs, Workstations, and mainframe computers located at the 350 RECLAIM facilities. A service agreement for a term of one year with the option to extend for one additional year will be purchased.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFQ (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. Notices of the RFP/RFQ 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.

Bid Evaluation

Forty copies of the RFP were mailed out and five vendors attended the bidders conference held on September 5, 2000. Three bids were received in response to the RFP when final bidding closed at 5:00 p.m. on September 19, 2000. Of the three bids, none were from disabled veteran-owned business enterprises, women-owned, certified minority-owned, or non-certified minority-owned business enterprises.

Attachment 1 reflects the evaluation of the proposals and the respective ratings for the proposals. The evaluation panel rated Pacific EnviroSystems the highest based on technical capabilities of developing the required system and this bidder is being recommended for contract award. However, it will require a minimum of six months for Pacific EnviroSystems to develop and deliver the new system. NDC eCommerce has been providing these services since RECLAIM was implemented for under $50,000 per year. However for this proposal, NDC eCommerce tripled their charges. Therefore, the evaluation panel recommends purchasing PDN service from the existing provider, NDC eCommerce, for the period of about six months required to deliver the new system. The total funds needed are in excess of the amount contained in the RFP due to the bridging between the current and new contractor. However, overall costs over the first 18-month period are expected to be reduced compared to continuing with the current service provider.

Panel Composition

The panel consisted of five staff from Information Management: a Technology Implementation Manager, a Program Supervisor, a Computer Operations Supervisor, an Air Quality Engineer II, and a Systems Analyst. Of these five panelists, four are male and one is female; two are Asian-Pacific Islander, two are Caucasian, and one is Hispanic American.

Resource Impacts

Funds in the amount of $75,000 for these services has been budgeted in FY 2000-01. In addition, $50,000 has been transferred from other budgeted computer hardware upgrades planned for this Fiscal Year to cover the cost of continuing with NDC until the new system is developed.

Attachment(s)

Attachment 1 - Summary of Evaluation of Respondents to RFP #P2001-03

ATTACHMENT 1

Summary of Evaluation of Respondents to RFP #P2001-03

Three proposals were received in response to this RFP. They were from; Pacific EnviroSystems, Inc. (PES); NDC eCommerce (NDC); and Broadwing Telecommunications, Inc. (BW).

Standard Services Criteria (50 points maximum)
 

	PES	Proposer	BW
		NDC
Panel Average	43	47	*

Cost (50 points maximum)
 

	PES	Proposer	BW
		NDC
Cost for one year of service	$50,000	$99,900	N/A
Panel Average	50	25	N/A

Additional Points (15 points maximum)
  

Criteria	PES	Proposer	BW
		NDC
Small Business or Small Business Joint Ventures Points (Maximum = 10)	0	0	N/A
DVBE or DVBE Joint Ventures Points (Maximum = 10)	0	0	N/A
Use of DVBE or Small Business Subcontractors Points (Maximum = 7)	0	0	N/A
Panel Average	0	0	N/A

Total

93

72

N/A

* The proposal from Broadwing Telecommunications was determined to be non-responsive.

/ / /