BOARD MEETING DATE: January 7, 2005
AGENDA NO. 4

Execute Contract to Provide Technical Support for AQMD Coachella Valley Meteorological Network

SYNOPSIS:

On August 6, 2004, the Board approved release of an RFP to provide technical support for the AQMD Coachella Valley meteorological network. The contracted effort will provide field support of the meteorological stations, instrument testing and data management. This action is to execute a contract with Technical and Business Systems, Inc. in the amount of $50,000 with options to renew in each of the next three fiscal years, based upon availability of funds and satisfactory performance.

COMMITTEE:

Administrative, December 10, 2004, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman to execute a contract with Technical and Business Systems, Inc. to provide technical support for the AQMD Coachella Valley meteorological network in an amount not to exceed $50,000 with annual renewal options for the next three fiscal years based upon availability of funds and satisfactory performance.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

Since 1995, the AQMD Meteorology Unit has been operating a supplemental meteorological network in the Coachella Valley. The Coachella Valley Meteorological Network provides real-time data used for developing improved high-wind and windblown particulate matter forecasting throughout the Valley, and for public warning of such events. The data has also been invaluable for the analysis of windblown particulate events, especially for the evaluation of the applicability of the U.S. EPA Natural Events Policy to high wind events that cause violations of the PM10 National Ambient Air Quality Standards.

In June 2003, Technical and Business Systems, Inc. (T&B) was the successful bidder for an initial contract to provide technical support to the Coachella Valley Meteorological Network, due to the limited availability of staff resources to maintain this valuable network. In addition to successfully performing instrumentation upgrades, calibrations, maintenance and data processing tasks at the operational meteorological stations, T&B has played a critical role in obtaining new station locations, testing sensors and resolving instrumentation problems, and improving operations with wireless communications and solar power. The initial $50,000 contract was very cost effective, providing service for more than one year.

On August 6, 2004, RFP #P2005-04 was released to solicit qualified consultants capable of providing technical support for the operation of the AQMD Coachella Valley meteorological monitoring network, as a contract with multi-year renewal options to provide for greater continuity of the measurements. Since this will be a time and materials contract for field work that cannot be completely defined in advance, the bid costs and staff resource allocations were analyzed based on a provided sample work plan. It is intended that this time and materials contract be awarded for $50,000, with future-year renewals for up to $50,000 per year or as funding allows.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP/RFQ 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.	San Bernardino Sun
3.	Chinese Daily News	13.	La Voz Publications	23.	State of California Contracts
4.	Desert Sun	14.	Los Angeles Daily News		Register
5.	Eastern Group Publications	15.	Los Angeles Sentinel	24.	The Daily Breeze
6.	El Chicano	16.	Los Angeles Times	25.	The Excelsior
7.	El Informador	17.	Orange County Register	26.	The Signal
8.	Inland Empire Hispanic News	18.	Philippine News	27.	Wave Community Newspapers
9.	Inland Valley Daily Bulletin	19.	Precinct Reporter
10.	Korea Central Daily	20	Press Enterprise

Additionally, potential bidders were 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 was 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). Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Twenty-six copies of the RFP were mailed out and five bids were received in response to the RFP when final bidding closed at 1:00 p.m. on September 7, 2004. One of the five cost proposals did not provide a detailed cost analysis of the sample work plan outlined in the RFP and was considered incomplete. Of the four responsive bids, none were disabled veteran owned business enterprises, one was a certified minority owned business, and three were small business enterprises.

Attachment 1 reflects the evaluation of the proposals and the respective costs for the consultants who submitted bids. Using the prescribed evaluation criteria to consider cost, technical qualifications and minority/small business status, the highest overall score of the responsive quotes was for T&B. Staff recommends that the Board award the contract to T&B for the technical support of the Coachella Valley meteorological network.

Panel Composition

The panel consisted of one Senior Meteorologist and two Air Quality Specialists from Planning, Rule Development and Area Sources, and one Senior Meteorologist from the San Diego County Air Pollution Control District; four Caucasian; one female and three male.

Resource Impacts

The Board allocated funds for this contract in the amount of $50,000 in the Planning, Rule Development and Area Sources FY 2004-05 Budget.

Attachment

1 - Evaluation of Respondents to RFP #2005-04

ATTACHMENT 1

Evaluation of Bids from Respondents to RFP #2005-04

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