BOARD MEETING DATE: July 9, 2004
AGENDA NO. 9
(Continued from the June 4, 2004 Board Meeting)

Issue RFP to Conduct Survey and Prepare Guidance Document for Appropriate School Site Selection

SYNOPSIS:

AQMD has faced many issues arising from incompatible school site selection, with school children being impacted by air pollution and toxic emissions. There is a need for a school site selection guidance document that can be used effectively by local school districts. This RFP will solicit proposals to survey the school districts within AQMD jurisdiction regarding their future plans, develop a guidance document for use by the school districts, conduct a Focus Group of 12 or more school officials, finalize the guidance document incorporating comments received, and assist staff with outreach. This RFP will not exceed $75,000. Staff expects to recommend contract award(s) at the October Board meeting, with project completion no later than February 2005.

COMMITTEE:

Administrative, May 14, 2004, Recommended for Approval

RECOMMENDED ACTION:

Approve release of RFP #P2004-25 to conduct survey and prepare Guidance Document for appropriate School Site Selection in an amount not to exceed $75,000.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The Board has recently faced many issues regarding school children being impacted by air pollution and toxic emissions at school sites. Many of these schools are located at or near areas which are heavily impacted by diesel traffic and industries, and are home to low-income communities. In view of the Board’s environmental justice priorities and commitment to children’s air quality issues, it is important to provide appropriate guidance for the selection of new school sites. Such guidance will help ensure that adverse air quality situations faced in the past with Wilmington Elementary School in Wilmington, Jefferson Middle School in Los Angeles, Torch Middle School in City of Industry, Riverdale Elementary School in Anaheim, Ramona-Alessandro Elementary School in San Bernardino, and others are less likely to be repeated based on School Board actions.

Proposal

AQMD recently released a draft Model Air Quality Element to assist local cities and counties in taking air quality issues under consideration with land use decisions. A complementary guidance document for school districts to use when siting new schools would fill a void in this area. It is also important for AQMD to take a proactive approach in such cases and not wait on school districts to seek assistance on a voluntary basis or act in a retroactive manner. These issues are best handled at project commencement.

It is proposed that the Governing Board issue an RFP to contract with a consulting firm to draft such a guidance document for school districts.

Under the RFP, the selected consultant shall be responsible for the following tasks:

• Complete a survey within the South Coast Air District, including Coachella Valley, to determine the number, size and location of new schools planned to be constructed by each school district during the upcoming five-year period. The consultant shall contact all school districts within AQMD jurisdiction and also ascertain the approximate construction schedule, if known.
   
• Develop a "general framework" guidance document for AQMD-wide guidelines that identify overall environmental concerns, including environmental justice awareness; air quality; and asbestos exposure. The document will address air quality issues, such as permitted stationary sources, diesel traffic, emergency engines, and suggest appropriate steps that may be taken by school districts to minimize school children exposure to air pollutants or toxic emissions.
   
• Conduct a Focus Group of 12 or more school officials, including membership from all four counties, to solicit feedback on a draft guidance document and make appropriate modifications to such guidelines. All comments received will be addressed in the final document.
   
• Assist AQMD staff with outreach to distribute and educate school officials on the use of the guidance document.

Schedule of Deliverables:

• Initial product-survey of new school construction, with data evaluated and clustered in a matrix; and a report explaining findings, within 30 days of contract execution.
   
• Second product-DRAFT General Framework Guidance Document, within 60 days of contract execution.
   
• Final Product-FINAL General Framework Guidance Document, within 90 days of contract execution.
   
• Outreach to school districts through January 2005. In addition, a panel of school district officials from the four county area will be convened to provide input on interim products as the project proceeds.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP/RFQ and inviting bids will be 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 will be 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/RFQ will be 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 where it can be viewed by making menu selections "Inside AQMD"/"Employment and Business Opportunities"/"Business Opportunities" or by going directly to http://www.aqmd.gov/rfp/index.html). Information is also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bidder’s Conference

A Bidders Conference will be held at the AQMD Headquarters in Diamond Bar, California at 10:00 a.m. on July 27, 2004 to provide additional information on proposal submittal and the attached RFP.

Bid Evaluation

Proposals will be reviewed and evaluated by a diverse, technically qualified panel in accordance with criteria contained in the attached RFP.

Consultant Selection Process

Staff recommends that a consultant or consultants be selected through an open bidding process, according to AQMD’s Consultant Selection Policy and Procedure, Section I (B).

Proposed Budget

The total funding from the AQMD for this RFP will not exceed $75,000.

Resource Impacts

Funding for these services is provided for in AQMD's FY 2003-04 Budget for Public Affairs.

Attachment

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