BOARD MEETING DATE: July 9, 2004
AGENDA NO. 8

Reallocate Funds Under Ethnic Community Outreach Contract with Lee Andrews Group/FAME Renaissance and Approve New Task Order to Conduct Environmental Justice and Community Health Awareness Training

SYNOPSIS:

At its August 1, 2003 meeting, the Board approved the last in a series of task orders under a pre-existing contract with the Lee Andrews Group/FAME Renaissance for enhanced education and outreach to African-American communities in the South Coast region. Staff recommends canceling the existing task order regarding the Second Annual Air Quality Legislative Summit. Staff further recommends reallocation of the remaining $47,500 to conduct four Environmental Justice and Community Health Awareness training sessions. These events will provide the four-counties of the South Coast region communities with an Environmental Justice (EJ) forum for education and outreach on air quality issues.

COMMITTEE:

Administrative, June 18, 2004, Recommended for Approval

RECOMMENDED ACTION:

1. Cancel the existing Second Annual Air Quality Legislative Summit task order previously approved by the Board on August 1, 2003, in an amount not to exceed $47,500.
    
2. Approve the attached task order with Lee Andrews Group using the unexpended and reallocated funds in an amount not to exceed $47,500 and authorize the Executive Officer to direct Lee Andrews Group to commence work on the replacement task order, to conduct Environmental Justice Training.

Barry R. Wallerstein, D. Env.
Executive Officer

Background

At its March 16, 2001 meeting, the Board appropriated $1.5 million from the AES Settlement Projects Fund for the development of enhanced education and outreach programs to ethnic communities in the four-county South Coast region. The Board subsequently awarded contracts and approved detailed statements of work for specific task orders under these contracts. The task orders were authorized at the December 2001, April 2002, July 2002, March 2003 and August 2003 Board meetings. A report detailing the progress for various tasks undertaken by the Ethnic Community Outreach Consultants was submitted to the Board for review at its May 7, 2004 meeting.

The Board had previously approved a task order in an amount not to exceed $60,000 to conduct the Second Annual Air Quality Legislative Summit to present air quality information to local, state and federal legislators, their staff, and other policy-makers. To date, approximately $12,500 has been expended in planning, scheduling and coordination cost for the event. Given the current pace at which AQMD-sponsored legislation is progressing, staff believes that a scaled-down event conducted by AQMD staff would be as effective, and could be executed at a much lower cost. Staff therefore recommends the cancellation of the remaining work on the Legislative Summit task order and the reallocation of the remaining $47,500 to a replacement task order to provide Environmental Justice issues and Community Health Awareness Training to various communities within the four-county South Coast region. The workshops will serve to provide area employers, local governments, small businesses and professional organizations with an understanding of Environmental Justice and how the AQMD is incorporating critical elements of EJ into regional air quality programs.

Proposal

Staff recommends that the Board cancel the Second Annual Air Quality Legislative Summit task order, and reallocate the remaining unexpended $47,500 for the Lee Andrews Group to conduct four Environmental Justice and Community Health Awareness Training workshops; one each in Los Angeles, Orange, Riverside, and San Bernardino counties.

Resource Impacts

Funding for the task has been previously appropriated under the AES Settlement Project Fund, with allocation to Lee Andrews Group/FAME Renaissance under the contract approved by the Board on July 12, 2002. No new funding is necessary.

Attachment

A-Task Order/Statement of Work

ATTACHMENT A

LEE ANDREWS GROUP
ENVIRONMENTAL JUSTICE
AND COMMUNITY HEALTH AWARENESS TRAINING
TASK ORDER/STATEMENT OF WORK

Overview
AQMD will hold a series of Environmental Justice (EJ) workshops throughout the Basin. The workshops will serve to provide area employers, local governments, small businesses, and professional organizations with an understanding of Environmental Justice issues and how the AQMD is incorporating critical elements of EJ into regional air quality programs.

Projected Tasks
Lee Andrews Group (CONTRACTOR) will develop and implement a series of Environmental Justice and Health Awareness Training workshops focusing on a formal environmental justice awareness program aimed at businesses, educational leaders and communities in impacted areas and low income communities with poor air quality. Upon conclusion of the training workshops, CONTRACTOR will package the environmental justice materials and make them available to other business, community and civic organizations interested in learning more about Environmental Justice and air quality.

Specific Deliverables
CONTRACTOR shall be responsible for completing the following tasks and producing the indicated deliverables:

1. Prior to commencing any work on this project, CONTRACTOR will submit and receive written approval from AQMD on a detailed budget outlining:

1. A list of all activities to be conducted by CONTRACTOR as part of this project. The list will also indicate the staff positions, number of hours and rate of pay and a total cost for each activity.
2. A list of projected postage, advertising, food, structure and equipment rentals, parking and all other direct costs to be associated with each of the workshops.
3. All costs will be arranged under one of the following categories:

1. Preliminary planning and material development

1. Develop strategy and schedule
2. Identify major stakeholders
3. Develop workshop format and content
4. Develop collateral materials

2. Workshop #1 --Planning, coordination and completion
3. Workshop #2 --Planning, coordination and completion
4. Workshop #3 --Planning, coordination and completion
5. Workshop #4 --Planning, coordination and completion
6. Final report preparation and other post-event activities

4. The total cost will not exceed $47,500.

2. CONTRACTOR will complete a total of FOUR Environmental Justice and Health Awareness Workshops; one each in Los Angeles, Orange, Riverside and San Bernardino Counties. As part of this task, CONTRACTOR will:

1. Work with AQMD to develop EJ workshops strategy and schedule;
2. Identify major stakeholders to invite to the workshops. Develop a list of invitees for each workshop and create a stakeholder database;
3. Develop workshop format and content.
4. Develop and produce all collateral materials such as invitations, registration materials, badges, workshop program, overview presentation materials, an EJ and Air Toxics fact sheet, a participant evaluation form, and provide a copy of the AQMD resource guide for community groups listing health/government/environmental agencies that provide research and resource information.
5. Coordinate and host Environmental Justice training workshops;

1. Schedule meeting date and location;
2. Follow-up to confirm attendance after AQMD mails invitations;
3. Make logistical arrangements. Determine and arrange for audio-visual equipment needs, recording, translation and refreshments.
4. Coordinate with AQMD to schedule AQMD Board Member and other AQMD presenters.
5. Provide a list of staffing needs for each event.

6. Complete the Environmental Justice/community training program by December 2004.

3. Prepare a final report that summarizes workshop evaluation, comments and suggestions from participants. The final report shall be due within 30 days of the last EJ workshop held.
    
4. Finalize and distribute to workshop attendees a copy of AQMD’s resource guide for community groups, listing health, government, and environmental agencies who provide research and resource information.

Delivery Schedule
Upon Board Approval, development of the budget as specified under Specific Deliverables, item 1, will begin immediately. The project will be completed no later than December 31, 2004.

Budget/Payment
AQMD shall pay CONTRACTOR an amount not to exceed FORTY-SEVEN THOUSAND, FIVE HUNDRED Dollars ($47,500) for work performed under this task order upon AQMD approval. Incremental payments may be made to CONTRACTOR, consistent with the Specific Deliverables, upon completion of specified subtasks and approved by AQMD staff, within the specified budget.

This is an all-inclusive task order. CONTRACTOR will be responsible for all direct and indirect costs related to this project. AQMD’s funding of this project is limited to the budget specified above.

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