South Coast Air Quality Management District

Execute Contracts for Short- and Long-Term Systems Development and Support Services

SYNOPSIS: 

On August 2, 2002, the Board approved the release of an RFP to obtain short- and long-term systems development services. This action is to execute contracts to obtain these services on a task order basis. Executing contracts with multiple bidders provides a pool of well-qualified professionals who have demonstrated their understanding of and expertise in meeting agency needs and enables AQMD to obtain cost-effective and technically responsive support. Funds for these services ($350,000) are included in the FY 2002-03 Budget.

COMMITTEE: 

Administrative, October 11, 2002, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman to execute task order contracts for systems development and support services with R Systems, Inc. in the amount of $150,000; Applied Knowledge, Inc. in the amount of $100,000; and Baton Rouge International, Inc. in the amount of $100,000.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On August 2, 2002, the Board approved the release of RFP #2003-10 for System Development and Support Services. The requested services include both routine system maintenance of functional systems as well as enhancements to existing systems and new system development. Additional development efforts are needed to enhance system functionality and to provide AQMD staff with additional automation for improving productivity. At the same time, Information Management is developing and/or acquiring systems capable of efficiently implementing new and evolving rules and programs such as New Source Review and the Title V Federal Permit Operating Program (Title V), as well as programming efforts to support the Chairman’s Initiatives.

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.	Korea Central Daily	19.	Precinct Reporter
2.	Black Voice News	11.	La Opinion	20.	Press Enterprise
3.	Chinese Daily News	12.	La Prensa Hispana	21.	Rafu Shimpo
4.	Desert Sun	13.	La Voz Publications	22.	San Bernardino Sun
5.	Eastern Group Publications	14.	Los Angeles Daily News	23.	State of California Contracts
6.	El Chicano	15.	Los Angeles Sentinel		Register
7.	El Informador	16.	Los Angeles Times	24.	The Excelsior
8.	Inland Empire Hispanic News	17.	Orange County Register	25.	The Signal
9.	Inland Valley Daily Bulletin	18.	Philippine News	26.	Wave Community Newspapers

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 AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

One hundred seventy one (171) copies of the RFP were mailed out and 69 people, representing 36 firms, attended the mandatory bidders conference held on August 15, 2002. Thirteen bids were received in response to the RFP when final bidding closed at 3:00 p.m. on September 4, 2002. Of the thirteen bids, none were from certified women-owned business enterprises, disabled veteran-owned business enterprises, or certified minority-owned businesses.

Three of the thirteen bids were deemed non-responsive to the bid requirements and seven did not achieve the minimum 56 points required to pass the technical criteria. Attachment 1, Section A, reflects the evaluation of the remaining proposals and the respective ratings/costs. Of the responsive bids, three were rated technically qualified to perform the work identified in the RFP.

The contracts, upon Board approval and execution, are Basic Ordering Agreements: individual task orders are issued on both a competitive and a sole-source basis (depending on size and complexity of the system), prior successful experience of the company, and associated administrative costs of the bid process relative to the costs associated with the work effort. Staff believes that awarding multiple contracts will better meet AQMD needs and requirements. This will enable the AQMD to have a pool of well-qualified professionals who have demonstrated their understanding of and expertise in system maintenance and development tasks. Staff recommends that the Board award task order contracts (each with the option to renew for two, one-year periods) for systems development and support services with R Systems, Inc., Applied Knowledge, Inc., and Baton Rouge International, Inc.

R Systems, Inc. Applied Knowledge, Inc. and Baton Rouge International, Inc. all showed in-depth understanding of RFP technical requirements, and they proposed strong management and technical staff for implementing and supporting complex systems. Both R Systems, Inc. and Applied Knowledge, Inc. currently provide system development services to AQMD. R Systems, Inc. has extensive experience in developing software systems for government entities and continues to provide high quality programming support for existing AQMD systems. Applied Knowledge, Inc. is a technical expert in the District’s primary software development tool – PowerBuilder; Applied Knowledge also provides streamlined efficient system code and expertise in infrastructure design. Baton Rouge International, Inc. has demonstrated strong experience on similar projects worldwide and is cost-competitive for providing needed competition to obtain the best value for software development within AQMD.

Panel Composition

The panel consisted of AQMD staff - an Engineering and Compliance Manager, two Technology Implementation Managers, an Air Quality Engineer II, a Program Supervisor, and a Systems and Programming Supervisor. Of these six panelists, two are female, four are male; one is African-American, two are Asian/Pacific Islander, and three are Caucasian.

Resource Impacts

Funds for these services in the amount of $350,000 are included in the approved FY 2002-03 Budget. Attachment 1, Section B, lists the task order efforts scheduled for release in the next two months.

Attachments

1 – Evaluation Summary and Task Order Descriptions

ATTACHMENT 1
Evaluation Summary and Task Order Schedule

Section A

Summary of Evaluation of Respondents to RFP #2003-10
 

Section B

Task Orders Scheduled
 

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