South Coast Air Quality Management District

PROPOSAL: 

Approve in Concept FY 2002-03 AB 2766 Discretionary Fund Work Program, Approve Issuance of Funding Solicitations for TCM and Clean Fuels Programs, Award Sole-Source Contracts, and Allocate Funds for Technical Advisor Services

SYNOPSIS:  

For FY 2002-03 the MSRC has proposed a $14.95 million Work Program consisting of several TCM and clean fuels programs, two joint projects with other agencies, and continuation of Technical Advisor services. At this time the MSRC requests Board approval of the Work Program in concept for FY 2002-03, including the issuance of multiple funding solicitations, approval of two sole-source contracts, one to the Bureau of Automotive Repair and a second to the Gateway Cities COG, and allocation of funds as part of the Work Program to continue Technical Advisor services through June 30, 2003. The MSRC also requests authority to adjust contracts up to 5%.

COMMITTEE: 

Mobile Source Air Pollution Reduction Review Committee,
September 26, 2002, Approved Unanimously

RECOMMENDED ACTION:

1. Approve FY 2002-03 AB 2766 Discretionary Fund Work Program in Concept totaling a projected $14.95 million;
   
   
2. Approve issuance of six RFPs and two Program Announcements providing funding up to $11.45 million, as attached, and committing $2 million for a CNG School Bus Incentives Program for which the Request for Qualifications will be developed and submitted for Board approval in the future;
   
   
3. Award sole-source contract to Bureau of Automotive Repair in the amount of $500,000 for participation and expansion of its Light-Duty Vehicle Repair Assistance Program in the South Coast AQMD;
   
   
4. Award sole-source contract to Gateway Cities Council of Governments in the amount of $1 million for participation and expansion of its Port Program, providing funding for heavy-duty on-road diesel vehicle replacement at the Ports of Long Beach and Los Angeles;
   
   
5. Exercise option clause to extend the contract for one additional year with Raymond J. Gorski for FY 2002-03 technical advisor services for an amount not to exceed $140,754, with 75% (or an amount not to exceed $105,566) allocated as part of the MSRC FY 2002-03 Work Program, and 25% (or an amount not to exceed $35,188) allocated as part of the MSRC FY 2002-03 Administrative Budget;
   
   
6. Authorize MSRC the authority to adjust contracts up to 5%, as necessary; and
   
   
7. Authorize the Chairman of the Board to execute specified contracts.

William G. Kleindienst
Chair, MSRC

Background

In September 1990 Assembly Bill 2766 was signed into law (Health & Safety Code Sections 44220-44247) authorizing the imposition of an annual $4 motor vehicle registration fee to fund the implementation of programs exclusively to reduce air pollution from motor vehicles. AB 2766 provides that 30 percent of the annual $4 vehicle registration fee subvened to the AQMD be placed into an account to be allocated pursuant to a work program developed and adopted by the MSRC and approved by the AQMD Governing Board. It is projected that at least $15 million will be available in the Discretionary Fund in FY 2002-03 from revenue and interest. This includes allocation of the prudent reserve typically maintained by the MSRC, recognizing that turn-back funds will provide sufficient revenue cushion.

Proposals

To utilize FY 2002-03 funds and achieve the maximum emissions reduction benefits, the MSRC developed a $14.95 million conceptual FY 2002-03 AB 2766 Discretionary Fund Work Program. The Work Program consists of the following elements.

Clean Fuels Programs ($11.2 million)

• RFP #P2003-05: On-Road & Off-Road Heavy-Duty Vehicle Diesel Pollution Reduction Program, including PM traps with low-sulfur fuels ($2 million);
  
  
• RFP #P2003-04: Alternative Fuel Transit Bus Program, for full-size alternative fuel transit buses, refueling infrastructure, facility modifications, and supplemental mechanic training ($2 million);
  
  
• RFP #P2003-08: Implementation of Strategically Located, Publicly Accessible Alternative Fuel Infrastructure in the SCAQMD, with a maximum of $250,000 for refueling stations for CNG, LNG, and L/CNG fuels ($1.25 million)
  
  
• Program Announcement #PA2002-02: Local Government Match Program, for medium- and heavy-duty vehicle purchases and infrastructure ($2.45 million)
  
  
• Sole-Source Contract with Gateway Cities Council of Governments for participation in their Port Program ($1 million) providing funding for heavy-duty on-road diesel vehicle replacement at the Ports of Long Beach and Los Angeles;
  
  
• Sole-Source Contract with Bureau of Automotive Repair for participation and expansion of their Light-Duty Vehicle Repair Program into the South Coast AQMD ($500,000);
  
  
• CNG School Bus Incentives, including greater incentives for replacement buses versus new buses ($2 million), for which development of a Request for Qualifications will be carried out for consideration by the MSRC at its next meeting and by the AQMD Board at its November 1, 2002 meeting.

TCM Programs ($2.75 million)

• RFP #P2003-:09: Development, Implementation & Administration of a Regional Commuter Vanpool Program ($450,000);
  
  
• RFP #P2003-14: Development & Implementation of a "Rideshare Thursday" Public Awareness Campaign ($800,000);
  
  
• RFP #P2003-07: Implementation of New or Expanded Freeway Service Patrols (FSP) ($1.5 million); only LACMTA, OCTA, RCTC and SANBAG are eligible to apply for these funds.

Other Programs ($1 million)

• Program Announcement & Application #PA2003-01: Coachella Valley Particulate Matter (PM10) Reduction Program ($1 million)

The MSRC initially approved the above framework for the Work Program in Concept on May 23, 2002, with subsequent adjustments to some of the programs and allocations at its June 26, 2002 meeting. Included within the FY 2002-03 Work Program, but not specified above, is an allocation for technical advisor services during FY 2002-03. The contract with Raymond J. Gorski includes three one-year options incorporating a 4% annual inflation adjustment, with discretion by the MSRC to exercise said options, as granted by the AQMD Board. Of the $140,754 contract award for FY 2002-03, 75%, or an amount not to exceed $105,566, is allocated as part of the Work Program, and 25%, or an amount not to exceed $35,188, is allocated as part of the FY 2002-03 Administrative Budget.

The individual target funding allocations for the solicitations may be reassigned by the MSRC based on its review of proposals received in each respective category and to allow for mid-year adjustments. Also, additional dollars may be allocated to each solicitation if the MSRC receives additional revenue or turn-back funds. The MSRC will seek Board approval of the CNG School Bus Incentive RFQ in November 2002.

At this time, the MSRC is requesting the Board's approval to issue six RFPs and two Program Announcements providing funding up to $11.45 million. The two Program Announcements are open for extended periods, and funds will be distributed on a first-come, first-serve basis. Applications for the Local Government Match Program will be accepted December 1, 2002 through April 8, 2003. Applications for the Coachella Valley PM10 Reduction Program will be accepted November 5, 2002 through April 8, 2003. The Infrastructure Program RFP will also have an extended period with applications first accepted on October 4, 2002 and closing April 8, 2003. The FSP RFP will close in April following closure of the state's FSP application period. The remaining four solicitations will close at 5:00 p.m. on January 10, 2003

Second, the MSRC is requesting the Board's approval to award two sole-source contracts. The first in the amount of $500,000 will be awarded to the Bureau of Automotive Repair for participation and expansion of its Light-Duty Vehicle Repair Assistance Program in the South Coast AQMD. The second in the amount of $1 million will be awarded to the Gateway Cities Council of Governments for participation and expansion of its Port Program providing funding for heavy-duty on-road diesel vehicle replacement at the Ports of Long Beach and Los Angeles.

Sole Source Justification

Section VIII.B.2. of the Procurement Policy and Procedure identifies four major provisions under which a sole source award may be justified. This request for four sole source awards is made under provision B.2.d.: Other circumstances exist which in the determination of the Executive Officer require such waiver in the best interest of the AQMD. Specifically, clause B.2.d.(1): Projects including cost sharing by multiple sponsors. These two programs are being administered by other government agencies, which are the major contributing partners.

Third, the MSRC is requesting the Board's approval to allocate $140,754 for technical advisor services performed by Raymond J. Gorski for FY 2002-03, as detailed earlier in this letter.

Fourth, the MSRC requests authority to adjust the funds allocated to contracts specified in this Board letter by up to 5%. The Board has granted this authority to the MSRC in the past.

Finally, the MSRC requests that the Board authorize the AQMD Board Chairman the authority to execute agreements specified in this Board letter as part of the FY 2002-03 Work Program.

Outreach

The above-described funding solicitations mentioned above, in accordance with the AQMD's consulting and contracting policies, will be advertised in a public notice each on two different days in 25 newspapers and publications, including several targeting minorities.

The funding solicitations will be placed on the MSRC's website at "http://www.msrc-cleanair.org" and also included on the AQMD's website under the "Business and Job Opportunities" icon, and information will be included about the RFP/Qs on the AQMD's bidder's 24-hour telephone message line (909) 396-2724.

In addition to the AQMD's standard practices, a brochure announcing these funding opportunities is being mailed to over 1,800 interested parties on the MSRC's mailing list, as well as to the Black and Latino Legislative Caucuses, Ethnic Community Advisory Group, City Managers, Chambers of Commerce, and business associations. The brochure will also be mailed to local legislators, mayors, city council members and city managers in the four counties, and AB 2766 Subvention Fund city administrators. The perforated portion of the brochure may be returned to request copies of the solicitations. Special target mailings for the Regional Vanpool and "Rideshare Thursday" RFPs may also be done, and CVAG will be providing us with a mailing list for a special mailing of the Program Application & Announcement for the Coachella Valley PM10 Reduction Program. The Program Application & Announcement for the Local Government Match Program will be directly mailed to all local jurisdictions receiving AB 2766 Subvention Funds.

To assist potential bidders in submitting qualified proposals, bidders' conferences will be conducted at AQMD Headquarters in Room CC6 as follows:

Proposal Evaluation and Panel Composition

Proposals received for the Work Program's funding solicitations (outlined under the proposals section) will be evaluated by members of the MSRC-TAC, a diverse group of individuals appointed by participating members as prescribed in the Health & Safety Code. Several evaluation teams will be formed to evaluate proposals in the various program solicitations, the membership of which will be identified in the Board letter recommending specific contract awards.

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.

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