BOARD MEETING DATE: January 10, 2003
AGENDA NO. 16
Issue RFP for Coordination and Assistance with Second International Conference on Air Quality Related Energy Issues and Health Effects
SYNOPSIS:
This action is to release a RFP for consultant services to assist staff with the organization and planning of a two-day International Conference on Air Quality related Energy Issues and Health Effects to be held in Southern California in the fall of 2003. The event would feature speakers and attendees on a worldwide basis and allow AQMD to share the latest information on energy issues and health effects of air pollution with the international community. The estimated cost of consultant(s) services will not exceed $78,000.
COMMITTEE:
Not applicable
RECOMMENDED ACTION:
Approve the issuance of RFP #P2003-23 at a cost not to exceed $78,000 from the Clean Fuels Fund, for assistance to coordinate, plan and present an International Conference on Air Quality related Energy Issues and Health Effects in fall of 2003.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
Due to the overwhelming success and the continued interest in the Clean Air Technologies 2001 Conference that was held on November 4 and 5, 2001, AQMD will host a second International Conference that will address new topics such as Air Quality related Energy Issues and Health Effects.
As the premier air quality agency in the country, the programs of the AQMD are used as models by agencies worldwide when adopting policies and strategies to reduce air pollution and address health-effects, particularly in the energy area. Over the past decade, some 600 delegations representing over 100 countries have visited the AQMD Headquarters to learn about the latest advances in clean fuels, power generation, alternative sources of energy, toxic controls, innovative marketing programs, air monitoring strategies, health risk studies, environmental justice, and outreach/education support programs. These topics and others are also frequently presented and discussed at international conferences and meetings. Board Members and staff from the AQMD are also in high demand to make presentations and participate in international conferences on energy, air pollution controls, and health-effects issues.
Since the international dissemination of information regarding AQMD policies and programs assists in the widespread advancement of clean air approaches and health benefits, it is both beneficial and productive for the AQMD to seek to host such a conference.
Proposal
It is proposed that the AQMD host an International Conference on Air Quality related Energy Issues and Health Effects to be scheduled in the fall of 2003. The two-day event would consist of presentations, demonstrations, and/or breakout sessions and workshops with prominent technical and environmental speakers from the AQMD, and the national and international community. It would also provide participants opportunities to obtain information on significant related energy demonstration projects and advancements in health affects studies. The conference would be held in a suitable area hotel or conference center. An attendance fee and corporate sponsorship would be sought to help cover event costs.
Existing AQMD staff are allocated to other tasks and it is appropriate to engage consultant(s) to act as Conference Coordinator to complete such a project. Therefore, staff recommends the Board approve the issuance of the proposed Request for Proposal to hire outside consultant(s) to coordinate and implement one or more of the identified tasks of an International Conference on Air Quality related Energy Issues and Health-Effects. More specifically, the successful bidder(s) will be capable of coordinating and facilitating the conference, planning the program, arranging speakers, booking facility and catering services, producing conference packets and materials, handling registration, and providing assistance in obtaining corporate sponsorships and exhibitors to help underwrite the cost of the conference. The consultant(s) will also provide assistance in securing corporate sponsors and exhibitors.
Consultant Selection Process
Staff recommends that consultant(s) be selected through an open bidding process according to the AQMD’s Consultant Selection Policy and Procedure, Section I (B): Due to the nature of the work to be performed or the staffing level required, it may, from time to time, be necessary to utilize the services of outside contractors/consultants who are not employees of the District. One or more consultant may be selected through this process.
Bid Evaluation
Proposals will be evaluated by a diverse, technically qualified panel in accordance with criteria contained in the RFP.
Proposed Budget
The total funding from the AQMD for this RFP will not exceed $78,000.
Resource Impacts
Funding for these services is available from the Clean Fuels Fund.
RFP #P2003-23
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