BOARD MEETING DATE: January 7, 2005
AGENDA NO. 10
(Continued from December 3, 2004 Board Meeting)
PROPOSAL:

Approve RFP Issuance and Multiple Contract Awards as Part of MSRC's FY 2004-05 AB 2766 Discretionary Fund Work Program; Grant MSRC Authority to Adjust Project Costs Up to Five Percent; and Authorize Board Chairman to Execute Agreements

SYNOPSIS:

The MSRC developed a $15.3 million FY 2004-05 Work Program consisting of 11 program elements. Four RFPs closed September 21, 2004, and two Program Announcements closed October 26, 2004. The MSRC met on November 18, 2004, to take action on recommendations from its Technical Advisory Committee regarding proposals received under five of the six solicitations. Currently, the MSRC requests approval of multiple contract awards for on-road heavy-duty vehicles, off-road heavy-duty vehicles, alternative fuel/advanced technology transit buses, the upgrade and expansion of existing CNG and LNG refueling stations, and the Local Government Match Program. The MSRC also approved release of an RFP for website development, maintenance and hosting as part of FY 2004-05 Work Program and modifications to a $1 million sole-source contract to Johnson|Ukropina as a follow-on to last year’s rideshare campaign. Further FY 2004-05 contract awards will be considered by the MSRC and AQMD Board in future. Finally, the MSRC requests authority to adjust contracts up to five percent and authority for the Board Chairman to execute agreements.

COMMITTEE:

Mobile Source Air Pollution Reduction Review Committee,
November 18, 2004, Unanimously Approved

RECOMMENDED ACTIONS:

  1. Approve the award of four contracts totaling $465,982 under the On-Road Heavy-Duty Vehicle Program as part of the FY 2004-05 AB 2766 Discretionary Fund Work Program, as described in this letter and as follows:
1.1   A contract with City of Inglewood in an amount not to exceed $37,746 for up to one natural gas potpole patch truck and two natural gas sweepers;
 
1.2   A contract with City of Ontario in an amount not to exceed $191,268 for up to eleven natural gas refuse trucks;
 
1.3   A contract with H&C Disposal in an amount not to exceed $34,068 for up to two natural gas refuse trucks; and
 
1.4   A contract with Waste Management in an amount not to exceed $202,900 for up to ten natural gas refuse trucks;
  1. Approve the award of four contracts totaling $2.75 Million under the Off-Road Heavy-Duty Vehicle Program as part of the FY 2004-05 AB 2766 Discretionary Fund Work Program, as described in this letter and as follows:
2.1   A contract with Sukut Equipment in an amount not to exceed $1,151,136 for up to 12 wheel scrapers;
 
2.2   A contract with Varner Construction in an amount not to exceed $318,000 for up to 4 wheel scrapers;
 
2.3   A contract with Camarillo Engineering in an amount not to exceed $1,167,276 for up to 12 wheel scrapers; and
 
2.4   A contract with Road Builders, Inc. in an amount not to exceed $113,588 for up to two wheel scrapers;
  1. Approve the award of three contracts totaling $740,000 under the Alternative Fuel & Advanced Technology Transit Bus Program as part of the FY 2004-05 AB 2766 Discretionary Fund Work Program, as described in this letter and as follows:
3.1   A contract with SunLine in an amount not to exceed $135,000 for up to 15 alternative fuel buses;
 
3.2   A contract with Los Angeles County Metropolitan Transportation Authority in an amount not to exceed $405,000 for up to 75 alternative fuel buses; and
 
3.3   A contract with Orange County Transportation Authority in an amount not to exceed $200,000 for up to 25 alternative fuel buses;
  1. Approve the award of nine contracts totaling $638,957 under the Upgrade & Expansion of Existing CNG & LNG Refueling Stations Program as part of the FY 2004-05 AB 2766 Discretionary Fund Work Program, as described in this letter and as follows:
4.1   A contract with UCLA in an amount not to exceed $15,921 for expansion/upgrade of existing natural gas refueling station;
 
4.2   A contract with City of Ontario in an amount not to exceed $117,832 for
expansion/upgrade of existing natural gas refueling station;
 
4.3   A contract with Whittier Union High School in an amount not to exceed $15,921 for expansion/upgrade of existing natural gas refueling station;
 
4.4   A contract with City of Colton in an amount not to exceed $78,720 for expansion/upgrade of existing natural gas refueling station;
 
4.5   A contract with City of Covina in an amount not to exceed $10,000 for expansion/upgrade of existing natural gas refueling station;
 
4.6   A contract with City of Inglewood in an amount not to exceed $150,000 for expansion/upgrade of existing natural gas refueling station;
 
4.7   A contract with Orange County Transportation Authority in an amount not to exceed $75,563 for expansion/upgrade of existing natural gas refueling
station;
 
4.8   A contract with City of Santa Monica in an amount not to exceed $150,000 for expansion/upgrade of existing natural gas refueling station; and
 
4.9   A contract with Omnitrans in an amount not to exceed $25,000 for
expansion/upgrade of existing natural gas refueling station;
  1. Approve the award of 25 contracts totaling $2,705,885 under the Local Government Match Program as part of the FY 2004-05 AB 2766 Discretionary Fund Work Program, as described in this letter and as follows:
5.1   A contract with City of Highland in an amount not to exceed $20,000 for up to two medium-duty CNG vehicles;
 
5.2   A contract with City of Colton in an amount not to exceed $30,000 for up to three medium-duty CNG vehicles;
 
5.3   A contract with County of Los Angeles Beaches in an amount not to exceed $50,000 for up to five medium-duty CNG vehicles;
 
5.4   A contract with County of Los Angeles, Dept. of Power & Water, in an amount not to exceed $140,000 for up to seven heavy-duty LPG street sweepers;
 
5.5   A contract with County of Los Angeles, Dept. of Power & Water in an amount not to exceed $198,333 for up to seven propane refueling stations;
 
5.6   A contract with County of Los Angeles, Dept. of Power & Water in an amount not to exceed $20,000 for one heavy-duty CNG bus;
 
5.7   A contract with County of Los Angeles, Dept. of Power & Water in an amount not to exceed $60,000 for up to three heavy-duty LPG shuttle vans;
 
5.8   A contract with County of Los Angeles, Dept. of Power & Water in an amount not to exceed $349,000 for a traffic signal coordination and synchronization project in conjunction with City of Los Angeles;
 
5.9   A contract with County of Los Angeles, Dept. of Power & Water in an amount not to exceed $313,000 for a traffic signal coordination and synchronization project in conjunction with City of Santa Clarita;
 
5.10   A contract with County of Los Angeles, Dept. of Power & Water in an  amount not to exceed $204,221 for a traffic signal coordination and synchronization project on Florence Avenue;
 
5.11   A contract with City of Lawndale in an amount not to exceed $10,000 for one medium-duty CNG vehicle;
 
5.12   A contract with City of Santa Monica in an amount not to exceed $350,000 for up to six medium-duty CNG vehicles, one LPG sweeper, and 14 CNG refuse trucks;
 
5.13   A contract with City of Signal Hill in an amount not to exceed $126,000 for a traffic signal coordination and synchronization project;
 
5.14   A contract with City of San Bernardino in an amount not to exceed $40,000 for up to four medium-duty CNG vehicles;
 
5.15   A contract with City of Lakewood in an amount not to exceed $10,000 for one medium-duty CNG vehicle;
 
5.16   A contract with City of Pomona in an amount not to exceed $10,000 for one medium-duty CNG vehicle;
 
5.17   A contract with City of Whittier in an amount not to exceed $130,000 for up to one medium-duty CNG vehicle and six CNG refuse trucks;
 
5.18   A contract with City of Claremont in an amount not to exceed $20,000 for up to two medium-duty CNG vehicles;
 
5.19   A contract with City of La Canada Flintridge in an amount not to exceed $20,000 for one CNG bus;
 
5.20   A contract with City of Cerritos in an amount not to exceed $10,000 for one medium-duty CNG vehicle;
 
5.21   A contract with City of Malibu in an amount not to exceed $10,000 for one medium-duty CNG vehicle;
 
5.22   A contract with City of Inglewood in an amount not to exceed $60,000 for up to three heavy-duty CNG vehicles;
 
5.23   A contract with City of Beaumont in an amount not to exceed $20,000 for one heavy-duty CNG bus;
 
5.24   A contract with City of Anaheim in an amount not to exceed $85,331 for a traffic signal coordination and synchronization project; and
 
5.25   A contract with City of Los Angeles in an amount not to exceed $420,000 for up to 21 heavy-duty CNG buses;
  1. Approve modifications to $1 million sole-source award to Johnson|Ukropina to edit creative materials as part of the FY 2004-05 Work Program;
     
  2. Approve issuance of RFP totaling $75,000 for website development, hosting and maintenance as part of FY 2004-05 Work Program;
     
  3. Authorize MSRC the authority to adjust contract awards up to five percent, as necessary; and
     
  4. Authorize the Chairman of the Board to execute multiple contracts and/or modifications as part of FY 2004-05 AB 2766 Discretionary Fund Work Programs, as described above and within this letter.

Gwenn Norton-Perry
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.

On August 6, 2004, the AQMD Board approved the MSRC’s $15.3 million FY 2004-05 AB 2766 Discretionary Fund Work Program in Concept, including two sole-source contracts and the release of six solicitations. Two solicitations were Program Announcements that had application acceptance periods from September 24 through October 26, 2004, and four were RFPs that closed 5:00 p.m. September 21, 2004. The status of each solicitation for which action is currently recommended is detailed below. Additionally, a modification to one of the two sole-source awards is recommended and the MSRC also considered a new solicitation as part of its FY 2004-05 Work Program. Further background is below.

1. On-Road Heavy-Duty Vehicle Program
This RFP (#P2005-09) provided $1 million in co-funding for new on-road heavy-duty alternative fuel vehicle purchases for engines certified at 1.8 grams/bhp-hr. It also provided funding for alternative fueling stations up to 50% of costs not to exceed $100,000 MSRC co-funding with a minimum vehicle purchase as well as $10,000 for facility modifications and $5,000 for mechanic training. Funding is to be awarded on a cost-effectiveness basis with projects of $13,600 per tons NOx reduced eligible. A minimum target of $250,000 was reserved for public fleets, with the balance of funds available for both public and private based on cost-effectiveness. Where proposals are equally cost effective, they are to be ranked in order of receipt. Four proposals were received requesting MSRC funds in the amount of $798,214. Four proposals were approved at the MSRC’s November 18, 2004 meeting; details are provided in the Proposals section.

2. Off-Road Heavy-Duty Vehicle Program
This RFP (#P2005-06) provided $2.75 million co-funding for off-road heavy-duty vehicles, allowing alternative fuel and diesel-to-diesel repowers utilizing Tier II engines. Tier II engines must achieve an emissions level of 4.8 g/bhp-hr NOx plus non-methane hydrocarbon (NMHC). Infrastructure funding was also available with a minimum vehicle purchase: up to $100,000 with ten qualifying vehicles and up to $50,000 with five qualifying vehicles. The maximum per vehicle award was capped at the cost-effectiveness threshold of $13,600 per ton of NOx reduced. Funds are to be awarded on a cost-effectiveness basis. Where proposals are equally cost effective, they are to be ranked in order of receipt. Thirteen proposals were received requesting MSRC funds in the amount of $10,354,030. Four proposals were approved at the MSRC’s November 18, 2004 meeting; details are provided in the Proposals section.

3. Alternative Fuel & Advanced Technology Transit Bus Program
This RFP (#P2005-08) provided $1 million co-funding for alternative fuel buses including articulated CNGs, hybrid-electric and gasoline-hybrid electric buses. A geographic minimum of $150,000 per county was included, after which funds would be distributed on a cost-effectiveness basis. The maximum bus award was capped at: 1) the CARB-recommended cost-effectiveness threshold of $13,600 per ton of NOx reduced; and 2) the actual low-emission vehicle incremental cost when the FTA contribution is taken into consideration. Three proposals were received requesting MSRC funds in the amount of $1,350,000. Three proposals were approved at the MSRC’s November 18, 2004 meeting; details are provided in the Proposals section.

4. Upgrade & Expansion of Existing CNG & LNG Refueling Stations Program
This RFP (#P2005-07) provided $1.25 million funding up to $150,000 per station with a $250,000 cap per entity for alternative refueling station modifications to resolve safety issues and expand fuel storage, increase fuel compression capability, add CNG capability at existing LNG only stations, modify the station to provide public accessibility, upgrade card readers, and/or add additional fuel dispensers. A geographic minimum of $200,000 per county was included in this RFP. Proposals are to be ranked primarily based on resulting benefits, including station’s ability to remain viable, operational and accessible, expected utilization of station, strategic location and gap closure, and types and sizes of vehicles accommodated by station. Nine proposals were received requesting MSRC funds in the amount of $722,737. Nine proposals were approved at the MSRC’s November 18, 2004 meeting; details are provided in the Proposals section.

5. Local Government Match Program
This PA (#PA2005-03) provided $3.5 million matching funds to AB 2766 City Subvention Funds towards the purchases of alternative fuel vehicles and infrastructure, video-conferencing equipment and multi-jurisdictional signal synchronization projects. Applications were to be funded on a first-come, first-serve basis with a geographic minimum of $450,000 per county. In the event that the Match Program was oversubscribed the first day, MSRC funds would be distributed on a pro rata share basis to qualified project applications. Matching funds were available as follows: 1) from up 50-70% not exceeding $350,000 for alternative fuel refueling infrastructure; 2) 100% for alternative fuel vehicles up to $10,000 for medium-duty vehicles and $20,000 for heavy-duty vehicles; 3) 33% up to $350,000 per project for multi-jurisdictional traffic signal coordination and synchronization projects; and 4) 33% up to $100,000 per project for video-conferencing. Twenty-six proposals were initially received but one was withdrawn, for a total of $2,705,885 requested in MSRC funding. Twenty-five proposals were approved at the MSRC’s November 18, 2004 meeting; details are provided in the Proposals section.

6. Sole-Source Modification for Pick-A-Day Media Campaign
 The Conceptual FY 2004-05 Work Program included approval of a sole-source contract with Johnson|Ukropina for $1 million to implement a follow-on Pick-a-Day Media Campaign. This program is intended as a follow-on to last year’s rideshare campaign in which the phrase "Pick-A-Day, Any Day" was launched to encourage ridesharing. The intent was to use existing creative material but expand the number of radio spots. Three phases will be launched in winter, spring and fall. The sole-source award went to the agency which developed and implemented the initial campaign last year. Subsequent to this approval, Johnson|Ukropina approached the MSRC to request a modification to the sole-source award. On November 18, 2004, the MSRC considered their request; details are provided in the Proposals section.

7. RFP for MSRC Website Development, Maintenance and Hosting
Five years ago the MSRC launched a website at "http://www.msrc-cleanair.org" to disseminate information about its mission and funding programs as well as act as an outreach tool. The current contract for hosting and maintenance expires March 31, 2005. Additionally, the MSRC believes the website needs a fresh, new look and additional functionality. Thus, the MSRC directed its Administrative Subcommittee to develop an RFP for website development, maintenance and hosting. On November 18, 2004, the MSRC reviewed the RFP specifics; details are provided in the Proposals section.

Outreach

In accordance with the AQMD's consulting and contracting policies, a public notice advertising the solicitations was published on two different days in 25 newspapers and publications, including several targeting minorities. The solicitations were also placed on the MSRC's website at "http://www.msrc-cleanair.org" as well as the AQMD's website at "http://www.aqmd.gov" under the "Business and Job Opportunities" icon, and information was included about them on the AQMD's 24-hour telephone message line for bidders at (909) 396-2724.

In addition to the AQMD's standard practices, a postcard announcing all of the MSRC's funding opportunities was mailed to over 1,600 interested parties on the MSRC's mailing list, as well as to the Black and Latino Legislative Caucuses, City Managers, Chambers of Commerce, the AQMD's Ethnic Communities Advisory Group, and business associations. Solicitations were downloaded from the MSRC's website and mailed upon request. The Local Government Match Program PA was also mailed to every city and county in the SCAQMD’s jurisdiction.

For RFP #P2005-19 for MSRC website development, maintenance and hosting, the above outreach will also be conducted, including a targeted mailing as applicable.

Bidders' Conferences

Bidders' Conferences were conducted in August 2004 at AQMD headquarters. A general question-and-answer session was conducted. For RFP #P2005-19 for MSRC website development, maintenance and hosting, a bidder’s conference will be held on Friday, December 17, 2004, at 10 a.m. at AQMD Headquarters in Room CC6.

Evaluation Process

The MSRC's Technical Advisory Committee (MSRC-TAC) formed an evaluation subcommittee to review the proposals and applications to determine eligibility, using the criteria within the solicitations (described above). At its November 18, 2004 meeting, the MSRC considered recommendations from its Technical Advisory Committee.

Proposals

On November 18, 2004, in a 6-0 vote, as part of the FY 2004-05 Work Program, the MSRC considered recommendations from its MSRC-TAC and unanimously approved contract awards, a sole-source contract modification, and an RFP. The MSRC actions and recommended contract awards are as detailed below:

  1. On-Road Heavy-Duty Vehicle Program
    Four contract awards were made totaling $465,982, with funds awarded on a cost-effectiveness basis, and a $250,000 reserve set aside for public fleets, as follows:
  1. City of Inglewood in an amount not to exceed $37,746 for up to one potpole patch truck and two sweepers;
  2. City of Ontario in an amount not to exceed $191,268 for up to eleven refuse trucks;
  3. H&C Disposal in an amount not to exceed $34,068 for up to two refuse trucks; and
  4. Waste Management in an amount not to exceed $202,900 for up to ten refuse trucks.

Since public fleet proposals did not utilize all of the $250,000 reserve, the monies became available to private fleets. The funds not awarded under this category may be used to fund additional projects under other categories.

  1. Off-Road Heavy-Duty Vehicle Program
    Four contract awards were made totaling $2.75 million for up to 30 vehicles, with funds awarded on a cost-effectiveness basis, as follows:
  1. Sukut Equipment in an amount not to exceed $1,151,136 for up to 12 wheel scrapers;
  2. Varner Construction in an amount not to exceed $318,000 for up to 4 wheel scrapers;
  3. Camarillo Engineering in an amount not to exceed $1,167,276 for up to 12 wheel scrapers; and
  4. Road Builders, Inc. in an amount not to exceed $113,588 for up to two wheel scrapers.

The MSRC established a backup list of eligible projects under this category requesting funds totaling $5,789,549. If additional monies are identified, the MSRC may consider projects on the backup list. Any contract awards that result will be presented separately for approval by the AQMD Board in the future.

  1. Alternative Fuel & Advanced Technology Transit Bus Program
    Approve the award of three contracts totaling $740,000 for up to 115 new CNG-fueled low-emission transit buses with engines certified at or below CARB’s optional NOx plus NMHC standard of 1.8 g/bhp-hr, with funds awarded on a cost-effectiveness basis, as follows:
  1. SunLine in an amount not to exceed $135,000 for up to 15 CNG buses;
  2. Los Angeles County Metropolitan Transportation Authority in an amount not to exceed $405,000 for up to CNG 75 buses; and
  3. Orange County Transportation Authority in an amount not to exceed $200,000 for up to 25 CNG buses.

Since proposals were not received from San Bernardino County, the monies set aside for the geographic minimum became available for projects in the other counties. No proposals for advanced technology transit buses were received.

  1. Upgrade & Expansion of Existing CNG & LNG Refueling Stations Program
    Approve the award of nine contracts totaling $638,957, for station upgrades/expansions, with funds awarded based on several factors including geographic location as described above in Background, as follows:
  1. UCLA in an amount not to exceed $15,921 for expansion/upgrade of existing natural gas refueling station;
  2. City of Ontario in an amount not to exceed $117,832 for expansion/upgrade of existing natural gas refueling station;
  3. Whittier Union High School in an amount not to exceed $15,921 for expansion/upgrade of existing natural gas refueling station;
  4. City of Colton in an amount not to exceed $78,720 for expansion/upgrade of existing natural gas refueling station;
  5. City of Covina in an amount not to exceed $10,000 for expansion/upgrade of existing natural gas refueling station;
  6. City of Inglewood in an amount not to exceed $150,000 for expansion/upgrade of existing natural gas refueling station;
  7. Orange County Transportation Authority in an amount not to exceed $75,563 for expansion/upgrade of existing natural gas refueling station;
  8. City of Santa Monica in an amount not to exceed $150,000 for expansion/upgrade of existing natural gas refueling station; and
  9. Omnitrans in an amount not to exceed $25,000 for expansion/upgrade of existing natural gas refueling station.
  1. Local Government Match Program
    The MSRC unanimously approved funding 25 applications totaling $2,705,885 under the Local Government Match Program. Only Los Angeles County met its geographic minimum; therefore, the monies set aside for the geographic minimum for the other three counties became available for projects in Los Angeles County. A summary of all contract awards specifying applicant, funding amount and project specifics is attached (Attachment 1) and detailed in Recommended Actions above.
     
  2. Sole-Source Modification for Pick-A-Day Media Campaign
     As mentioned in the Background section, the Conceptual FY 2004-05 Work Program included approval of a sole-source contract to Johnson|Ukropina, the agency which developed and implemented the initial campaign last year, for $1 million. The intent was to implement a follow-on Pick-a-Day Media Campaign using existing creative material, which included 60-second length radio spots. Developments in the radio market now require changes in the creative materials to correspond to a new standard for many major stations, which is a 30-second advertising spots. Ultimately, this will yield more radio spots. Johnson|Ukropina estimates the cost of these changes to be $10,600. On November 18, 2004, the MSRC unanimously approved reallocating $10,600 from radio buys to fund these necessary editing/creation costs.
     
  3. RFP for MSRC Website Development, Maintenance and Hosting
    As described in the Background section above, the MSRC launched its website five years ago to disseminate information about its mission and funding programs as well as act as an outreach tool. Because the current contract for hosting and maintenance expires March 31, 2005, the MSRC directed its Administrative Subcommittee to develop an RFP for website development, maintenance and hosting. The intent is to find a new website designer to develop a fresh, updated look and handle maintenance and hosting. Bidders should also propose how they would set up a mechanism to accept proposals online. On November 18, 2004, the MSRC unanimously approved issuance of an RFP (Attachment 2) in the amount of $75,000 for this work as part of the FY 2004-05 Work Program. Proposals are due no later than 5:00 p.m. January 18, 2005.

The MSRC respectfully requests the AQMD Board’s approval of the above contract awards, contract modification, and RFP issuance as part of the FY 2004-05 AB 2766 Discretionary Fund Work Program.

In some cases the full amount requested in an application or proposal is not recommended for funding or the proposed scope of work has been modified. This is consistent with the MSRC's administrative policies, which allow the MSRC to approve a portion of a proposer’s scope of work and/or funding request. In those cases where the proposed funding level or scope of work has been modified by the MSRC, and the proposer cannot perform the project as approved, the MSRC may rescind the funding commitment and retain the funds in the Discretionary Fund for future work programs.

The MSRC requests authority to adjust the funds allocated to each project specified in this Board letter by up to five percent of the project's recommended funding. The Board has granted this authority to the MSRC for all past work programs. Finally, the MSRC requests the Board authorize the AQMD Chairman of the Board the authority to execute all agreements and/or modifications described in this letter as part of FY 2004-05 Work Program.

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.

Attachments

Attachment 1: FY 2004-05 AB 2766 Local Government Match Program Summary
Attachment 2: RFP #2005-19: Development, Hosting and Maintenance of MSRC Website

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