South Coast Air Quality Management District

Execute Contract for Privatization of Portions of Annual Emissions Report Program

SYNOPSIS:

At its October 20, 2000 meeting, the Board approved the release of an RFP to continue to privatize portions of the Annual Emissions Report Program. A total of three proposals were received by November 21, 2000. All proposals submitted were evaluated by a diverse panel of technically qualified individuals according to the criteria specified in the RFP. Based on the evaluation of the panel, staff recommends that the Board award the contract to Ecotek, MST Solutions, Inc. for implementing the 2000-01 AER Program. Funding of up to $400,000 is available in the FY 2000-01 Budget.

COMMITTEE:

Administrative, December 8, 2000. Less than a quorum was present during the discussion of this item. Those Committee Members who were present communicated their concurrence.

RECOMMENDED ACTION:

Authorize the Executive Officer to execute a contract with Ecotek, MST Solutions, Inc. to privatize portions of the 2000-01 Annual Emissions Report Program at a cost not to exceed $390,000.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On October 20, 2000, AQMD released RFP# P2001-14 to continue the privatization of portions of the Annual Emissions Report (AER) Program. Privatization of the AER Program in the past five reporting years has enhanced the overall program efficiency, improved services to facilities as well as emissions data quality 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 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 District for inclusion in the District’s central database. Actual collection of annual emission fees and billing adjustments will continue to be handled by AQMD staff.

Beginning with the 2000-01 reporting cycle, the toxics emissions reporting requirements of the Air Toxics "Hot Spots" (AB2588) Program will also be incorporated into the AER Program to develop an integrated criteria and toxics emissions inventory and to further streamline the reporting process for facilities. Staff believes that it is necessary to continue to privatize portions of the AER Program in order to further enhance the overall program efficiency and data quality and to continue to provide improved services to facilities.

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.	Rafu Shimpo
2.	Black Voice News	11.	La Voz	20.	Riverside Press Enterprise
3.	Chinese Daily News	12.	Los Angeles Daily News	21.	San Bernardino Sun
4.	Eastern Group Publications	13.	Los Angeles Sentinel	22.	Santa Clarita Signal, and
5.	El Chicano	14.	Los Angeles Times	23.	State of California Contracts
6.	Elcelsior, The	15.	Orange County Register		Register
7.	Inland Empire Hispanic News	16.	Palm Springs Desert Sun
8.	Inland Valley Daily Bulletin	17.	Philippine News
9.	Korea Central Daily	18.	Precinct Reporter

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 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 64 consulting firms, identified by AQMD as potential bidders.

Bid Evaluation

Three proposals were received in response to the RFP by the deadline for submittal of 1:00 p.m. on November 21, 2000. Of the three proposals, none were from disabled veteran or minority owned business enterprises, and one was from women-owned business enterprises. Attachment A reflects the evaluation of the proposals and the respective ratings.

The proposals were evaluated and scored by a five-member evaluation panel. Of the three proposals, one proposal was deemed not technically qualified (i.e., scored below 70 points based on the technical criteria specified in the RFP). The remaining two proposals which passed the technical criteria were Ecotek MST Solutions and Sierra Cybernetics and were further rated based on cost and small business status. The evaluation panel unanimously rated Ecotek, MST Solutions, Inc. the highest with a final average score of 106.5 (out of maximum of 110) based on their clear understanding of the nature and extent of the work to be performed, specific approaches to further streamline the reporting 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, MST Solutions, Inc. be awarded a contract based on its successful point score.

Panel Composition

The evaluation panel consisted of two managers from the Air Resources Board, one representative from the Printing Industries of California, an AQMD Planning Manager, and a Technology Implementation Manager from AQMD’s Information Management. Of these 5 panelists, one is a woman and four are men. Additionally, one of the panelists is African American and four are Caucasian.

Resource Impacts

Funding of up to $400,000 has been budgeted for privatization of portions of the 2000-01 AER Program for FY 2000-01 with an option to renew the contract for three 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 #P2001-14

ATTACHMENT A

EVALUATION OF PROPOSALS FOR RFP #P2001-14
 

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