South Coast Air Quality Management District

Execute Additional Contracts under Alternative Fuels Subvention Fund Match Program as Part of FY 2000-01 AB 2766 Discretionary Fund Work Program and Approve MSRC Authority to Adjust Project Costs Up 5%

SYNOPSIS: 

In April 2001 the Board approved $3,014,934 for 31 applications received to date under the Alternative Fuels Subvention Fund Match Program as part of the FY 2000-01 AB 2766 Discretionary Fund Work Program. When the program closed June 30, 2001, additional applications had been received. At this time the MSRC requests approval of four eligible applications for infrastructure projects from Orange, Riverside, and San Bernardino Counties. The total amount of these applications is $320,218. The MSRC also requests authority to adjust project costs up 5%, as previously authorized under other work programs. In September 2000 the Board authorized the AQMD's Procurement Manager to execute contracts under this program because of the significant response anticipated to the program. Turn-back monies from closed contracts will be used to fund the projects.

COMMITTEE: 

Mobile Source Air Pollution Reduction Review Committee,
August 23, 2001, Unanimously Approved

RECOMMENDED ACTIONS:

1. Approve funding for four additional Match Program projects, as described herein and in the attachment, totaling $320,218, as part of the FY 2000-01 AB 2766 Discretionary Fund Work Program;
   
   
2. Authorize MSRC the ability to adjust up to an additional 5%, as necessary, the funding of individual projects included in this letter and the attachment; and
   
   
3. Authorize the MSRC to withdraw approval of individual projects in cases where bidders are not able to successfully negotiate a contract; unused funds will return to the Discretionary Fund for distribution to future work programs.

Mayor William G. Kleindienst
Chair, MSRC

Background

In December 2000 the AQMD Board approved a $17.2 million FY 2000-01 Work Program including an allocation of $3 million for the Alternative Fuels Subvention Fund Match Program. The Match Program set aside $1.5 million each for alternative fuels infrastructure and medium-/heavy-duty vehicles, and included a geographic minimum per county of $375,000. The application period commenced February 1 and closed June 30, 2001, with applications accepted on a first-come, first-served basis. In April 2001 the Board approved $3,014,934 for 31 applications received to date under the Match Program.

Outreach

In accordance with the AQMD's consulting and contracting policies, a public notice advertising the Alternative Fuels Subvention Fund Match Program was published on two different days in 25 newspapers and publications, including several targeting minorities.

A Program Announcement and Application for the Match Program was placed on the MSRC's website at "http://www.msrc-cleanair.org" as well as the AQMD's website at "http://www.aqmd.gov" under the "Business and Job Opportunities" icon. Information was also included about the PA on the AQMD's 24-hour telephone message line for bidders at (909) 396-2724.

The Program Announcement was mailed to all local governments receiving subvention funds and interested parties took advantage of the MSRC's website and registered online to download copies of the PA.

Bidders' Conferences

To assist potential bidders in submitting eligible proposals under the Match Program, two workshops were conducted at AQMD Headquarters on October 20, 2000 and January 12, 2001. Both were well attended by local government representatives.

Proposals Received

When the Match Program closed on June 30, 2001, four additional match applications had been received. Funding for these four projects total $320,218 for refueling infrastructure as follows:
 

Proposal

At its August 23, 2001 meeting, the MSRC unanimously approved funding for the additional four projects totaling $320,218 received under the Match Program. When the Board approved the initial projects under the Match Program in April 2001, they exceeded the set aside of $3 million by $14,934; those monies were taken from the MSRC's reserve (typically maintained at $500,000). The MSRC continued to accept applications for infrastructure through the June 30, 2001, deadline to ensure the geographic distribution of infrastructure and support the AQMD's fleet rules. Turn-back monies from closed contracts will be used to fund the additional four projects as part of the FY 2000-01 Work Program. The MSRC requests Board approval to fund the above four applications received under the Match Program as part of the FY 2000-01 Work Program.

In some cases the proposed scope of work must be modified during contract negotiations. This is consistent with the MSRC's administrative policies, which allow the MSRC the right to approve a portion of the proposers' scope of work and/or funding request. In those cases where the proposed funding level or scope of work has been modified by the MSRC, and the proposer cannot perform the project as recommended, the MSRC requests the authority to rescind the funding commitment for that proposer and retain the funds in the Discretionary Fund account for future work programs.

Finally, the MSRC requests authority to adjust the funds allocated to each project up to 5% of a project's recommended funding as specified in the attachment. The Board has granted this authority to the MSRC for all past work programs.

Resource Impacts

The AQMD acts as fiscal administrator for the AB 2766 Discretionary Fund Program (Health & Safety Code Section 44243). Money received for this program is recorded in a special revenue fund (Fund 23), and the contracts will be drawn from this fund. These contracts will have no fiscal impact on the AQMD’s operational budget.

Attachment

Match Program Summary of Projects

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