BOARD MEETING DATE: November 7, 2003
AGENDA NO. 8

Execute Contracts for Legislative Representation in Sacramento

SYNOPSIS:

At the June 6, 2003 Governing Board meeting, the Board approved release of an RFP to solicit proposals for legislative representation in Sacramento. Six proposals were submitted. Based on the evaluation of the proposals submitted and interviews of finalists, the Legislative and Administrative Committees recommend that the Board authorize the Chairman to execute two contracts, one with Richard Polanco (Tres Es, LLC) and the second with Allan Lind, and also approve that the budget for this program be increased with a provision that sufficient funds be placed in reserve for additional future consultant services.

COMMITTEES:

Legislative and Administrative, October 10, 2003, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman to:

1. Approve a Sacramento legislative representation budget increase from $137,000 to $274,000;
    
2. Appropriate $137,000 from the Undesignated Fund Balance to the Public Affairs Office Budget, Professional & Special Services account. Funding for these contracts shall not exceed $274,000/year and
    
3. Execute contracts with Richard Polanco (Tres Es, LLC) for an amount not to exceed $137,000 for one year, with an option to renew for up to two additional one-year terms, and with Allan Lind for an amount not to exceed $97,000 for one year, with an option to renew for up to two additional one-year terms, and reserve $40,000 for an additional consultant to be identified in the future.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

Currently, the AQMD contracts with Allan Lind & Associates for legislative representation in Sacramento. The contract expires December 31, 2003. On June 6, 2003, AQMD released RFP #12003-37 to solicit proposals for legislative representation in Sacramento. The AQMD, as the largest local air quality agency in California and a leader in air quality innovations, is an important contributor to the state policymaking debate. This agency needs to maintain a continued presence in Sacramento to communicate and support Board policies and AQMD programs. This effort includes providing liaison, technical information, and assistance to legislators, as well as advocacy of AQMD’s position on air quality-related bills.

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	11.	La Opinion	21.	Rafu Shimpo
2.	Black Voice News	12.	La Prensa Hispana	22.	Riverside Press Enterprise
3.	Chinese Daily News	13.	La Voz Publications	23.	San Bernardino Sun
4.	Eastern Group Publications	14	Los Angeles Daily News	24.	Santa Clarita Signal
5.	El Chicano	15.	Los Angeles Sentinel	25.	State of California Contracts Register
6.	El Informador	16.	Los Angeles Times	26.	Sacramento Bee
7.	Excelsior, The	17.	Orange County Register	27.	Wave Community Newspapers
8	Inland Empire Hispanic News	18.	Palm Springs Desert Sun
9.	Inland Valley Daily Bulletin	19.	Philippine News
10.	Korea Central Daily	20.	Precinct Reporter

Additionally, potential bidders were identified using the Los Angeles County MTA and Cal Trans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Notice of the RFP was mailed to the Black and Latino Legislative Caucuses, various minority chambers of commerce and business associations, placed on the Internet at AQMD’s Web site [http://www.aqmd.gov, "Business & Job Opportunities" icon], and on AQMD’s 24-hour telephone message line for bidders.

Bid Evaluation

Six proposals were received in response to the RFP. The proposals were evaluated and scored by a five-member evaluation panel (three AQMD staff, one Environmental/
Community Group representative, and one Business Council representative. Of the six proposals evaluated, two were forwarded to the Legislative Committee for their consideration based on establishing qualifying scores. As a result of the panel evaluation, Tres Es, LLC scored 83 and Allan Lind & Associates received a score of 87. The attached matrix reflects the panel evaluation of the two proposals.

Panel Composition

The evaluation panel consisted of the Policy Director for the California Environmental Rights Alliance; Executive Vice President of Public Affairs for the Orange County Business Council; AQMD Executive Officer, District Counsel, and Assistant Deputy Executive Officer of Public Affairs. Of these, four are Caucasian and one is Hispanic; two are female and three are male.

Committee Discussion

At the Legislative Committee meeting held October 10, 2003, Committee Chair Beatrice LaPisto-Kirtley, Committee Vice-Chair Jane Carney, and Committee members Michael Antonovich, William Burke and Roy Wilson interviewed representatives from Tres Es, LLC and Allan Lind & Associates. The firms had earlier been ranked in terms of technical expertise. The Committee felt that both firms strongly presented a depth of knowledge about the AQMD and how best to represent this agency in Sacramento.

The Committee recommended unanimously that the 2003-04 Sacramento legislative budget be increased to $274,000 (with an additional $137,000 from the Undesignated Fund Balance) and that contracts be authorized for Richard Polanco (Tres Es, LLC) and Allan Lind & Associates, and an additional firm to be identified in the future ($40,000). The Executive Officer was directed to negotiate with the firms and derive a funding formula. The proposal contained herein maintains Mr. Lind’s personal service to AQMD at his current level (on-call, based on AQMD needs). The focus of his efforts will be on a day-to-day bill tracking, strategy, committee hearing monitoring and testimony. Mr. Polanco will be providing a similar level of service but will specialize in strategy development and large project (legislative proposal) management and key contacts.

Resource Impacts

Funding will be obtained from current funding included in the FY 2003-04 Budget and from the Undesignated Fund Balance. Funding for the remainder of the first year and the optional second and third year renewals will be proposed as part of the Budget for the respective fiscal years in the future.

Attachment

Evaluation Matrix

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