South Coast Air Quality Management District
South Coast Air Quality Management District
BOARD MEETING DATE: November 1, 2002 AGENDA NO. 3
Execute Contract for Development of Web-based Access to Electronic Documents by Public
SYNOPSIS:
On August 2, 2002, AQMD released an RFP to select a vendor capable of providing a web browser-based application in Liberty NET® Image Management System to provide access to publicly available electronic documents. In addition, the vendor will perform a version upgrade of Liberty NET® to the most recent release. This action is to execute a contract to develop a web-based access to electronic documents by the public, and upgrade the Liberty NET® imaging software. Funds ($50,000) for this purchase are included in the FY 2002-03 Budget.
COMMITTEE:
Administrative, October 11, 2002, Recommended for Approval
RECOMMENDED ACTION:
Authorize the Executive Officer to execute a contract with Liberty IMS for the development of web-based access to electronic documents by the public, and upgrade of the Liberty NET® software with Liberty IMS at a cost of $49,545.10.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
On August 2, 2002, the AQMD released RFP #P2003-11 for the Development of Web-based Access to Electronic Documents by the Public. The purpose of this RFP was to select a vendor(s) capable of providing the AQMD with a state-of-the-art, web browser-based application in Liberty NET® Image Management System to provide access to publicly available electronic documents. In addition, the vendor will perform a version upgrade of Liberty NET® to the most recent release.
AQMD has used the Liberty NET® to maintain the AQMD’s Application and Permit documents along with other critical records since 1990. Total storage to date is over 900,000 multi-page documents. It is a Windows-based, menu-driven, document management system designed to store and retrieve critical AQMD documentation --in essence-- to function as an electronic file cabinet. The system can provide concurrent information to multiple workstations simultaneously. The system has a multifaceted document structure that it supports with thick and thin client access. The current system includes document routing, both ad-hoc and broadcast distribution, and scheduled point-to-point distribution of documents. It also contains a complete set of markup and annotation tools that allow the user to add notes, comments and drawings to pages without compromising the original document's integrity. It has full network support so that information can be distributed rapidly within an organization regardless of architecture. The current system can be customized without programmers. In supporting optical character recognition (OCR), documents can be converted from image to text without leaving the application.
The current Liberty NET® needs to be upgraded and configured to meet the requirement of providing web browser-based access to view publicly available electronic documents. The project will include upgrade of the current document management software to the latest version, migration of the document management server to new hardware, configuration of an additional server to host the Web applications, and integration between the new Web server and the document management server to allow Web access for publicly available electronic documents.
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 utilizing the Los Angeles County MTA Directory of Certified Firms, the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; and AQMD’s own electronic listing of certified minority vendors. Notice of the RFP was 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, or http://www.aqmd.gov/busjob/ ] and on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
Bid Evaluation
Seventeen copies of the RFP were mailed out and twenty-nine vendors attended the mandatory bidders conference held on August 28, 2002. Four bids and one "No Bid" were received in response to the RFP when final bidding closed at 10:00 A.M. on September 4, 2002. None of the four bids were from disabled veteran-owned, women-owned, certified minority-owned, or non-certified minority-owned business enterprises. Of the four bids, two did not meet the bid requirements and were disqualified.
Attachment 1 reflects the evaluation of the qualified proposals and the respective ratings for contracts. The evaluation committee rated Liberty IMS the highest for the required services. Staff recommends that the Board award the contract to Liberty IMS for development of web-based access to electronic documents by the public, and upgrade of the Liberty Net® software.
Panel Composition
The panel consisted of a City Clerk from City of Chino Hills and four staff from Information Management: two Technology Implementation Managers, a Program Supervisor, and a Principal Office Assistant. Of the five panelists, three are female and two are male; one is African-American, one is Asian-Pacific Islander, two are Caucasian and one is Hispanic American.
Resource Impacts
Funding for this contract is available in the FY 2002-03 Budget.
Attachment
Attachment 1 - Summary of Evaluation of Respondents to RFP #P2003-11
ATTACHMENT 1
Summary of Evaluation of Respondents to RFP #P2003-11
The two proposals who qualified for this RFP are Liberty IMS (LIBERTY) and Cook Arthur, Inc. (CAI).
Standard Criteria (70 points maximum)
|
Criteria |
Proposer | |
|
LIBERTY |
CAI |
|
|
Understanding of Requirements (Maximum = 30) |
30 |
30 |
|
Contractor Qualifications (Maximum = 30) |
30 |
27 |
|
Past Experience (Maximum = 10) |
10 |
9 |
|
Subtotal |
70 |
66 |
Cost (30 points maximum)
|
Proposer | ||
|
LIBERTY |
CAI |
|
|
Cost |
$49,545.10 |
$49,949.00 |
|
Subtotal |
30 |
30 |
Additional Points (15 points maximum)
|
Criteria |
Proposer | |
|
LIBERTY |
CAI |
|
|
Small Business or Small Business Joint Ventures |
10 |
0 |
|
DVBE or DVBE Joint Ventures |
0 |
0 |
|
Use of DVBE or Small Business Subcontractors |
0 |
0 |
|
Subtotal |
10 |
0 |
|
Total |
110 |
96 |
/ / /