BOARD MEETING DATE: April 7, 2006
AGENDA NO. 7

Execute Contracts for Technical Assistance for Goods Movement and Fuel Ethanol and Administrative Assistance in Organizing Air Quality Related Conferences and Issue RFP

SYNOPSIS:

On March 3, 2006, the Board approved release of an RFP to solicit proposals for (1) expert technical consultation in goods movement and fuel ethanol to support AQMD technology advancement activities, and (2) assistance in organizing conferences related to port emission controls and health effects of air pollution.  Six technical proposals and two administrative assistance proposals were received and reviewed.  This action is to execute contracts with two technical experts and one administrative assistant consultant to provide services at a total cost not to exceed $300,000 from the Clean Fuels Program.  In addition, staff is recommending that the Board issue a new RFP for technical assistance in goods movement operations.

COMMITTEE:

Technology, March 31, 2006, Recommended for Approval

RECOMMENDED ACTIONS:

Authorize the Chairman to:

1. Execute a contract with TIAX, LLC for technical assistance related to air quality impacts of regional goods movement and technology evaluation of potential mitigation in an amount not to exceed $50,000 from the Clean Fuels Fund;
2. Execute a contract with Engine, Fuel, and Emissions Engineering, Inc. for technical assistance related to air quality impacts of regional goods movement and technology evaluation of potential mitigation in an amount not to exceed $25,000 from the Clean Fuels Fund;
3. Execute a contract with TIAX, LLC for technical assistance related to the air quality impact of fuel ethanol usage in an amount not to exceed $100,000 from the Clean Fuels Fund;
4. Execute a contract with Maria Robles, Consultant for administrative assistance services related to the organization of international conferences on asthma and port emissions control technologies in an amount not to exceed $125,000 from the Clean Fuels Fund; and
5. Issue RFP #2006-18 for expert technical consultant in goods movement operations with specialization in maritime port and related operations.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

Due to the significant growth in regional goods movement and the projected growth in the introduction of ethanol into transportation fuel usage, AQMD staff believes the emissions and air quality impacts from these two activities are significant and need to be addressed expeditiously.  External expertise is needed to assist AQMD staff to address the air quality impacts and potential mitigation strategies related to these two issues as staff prepares the 2007 AQMP Revision and evaluate various approaches to mitigating goods movement related-emissions.

On February 17, 2006, the AQMD hosted a successful Asthma Conference.  Feedback gathered from the conference attendees indicated a strong desire to have a follow-up conference on an international scale to gather additional scientific information and engage in further policy discussions on this subject.  In addition, the AQMD Clean Port Initiative calls for the AQMD to host an international port conference to bring ports along the Pacific Rim to work in a joint effort to reduce emissions from ocean-going ships as well as in-port emissions.  Staff believes acquiring outside assistance to help organize these two international conferences could lead to greater participation.

As a result, the Board released RFP #P2006-17 on March 3, 2006 to solicit level-of-effort expertise in three areas:

• Technical consultation services related to air quality impacts of regional goods movement and technology evaluation of potential mitigation;
• Technical consultation services related to the air quality impact of fuel ethanol usage; and
• Administrative assistance services related to the organization of international conferences on asthma and port emission controls.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP/RFQ and inviting bids was published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and Riverside County Press Enterprise newspapers to leverage the most cost-effective method of outreach to the entire South Coast Basin.

Additionally, potential bidders may have been 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.

Proposal Evaluations

Proposal evaluations are divided into the three topics of interest: goods movement, ethanol, and international conference support.  Evaluation panels were formed to evaluate the technical aspects of each of the proposals received under each topic.  Technically qualified proposals are subsequently evaluated for cost-effectiveness based on the criteria provided in the RFP.  Ten additional points were possible if the proposer is a small business and another five points if located within the AQMD jurisdiction.  The following sections describe the number of proposals received, the makeup of the review panels, and the technical scores of the proposals for each topic category.

Goods Movement

Four proposals were received in response to the RFP for the Goods Movement topic.  The proposals were reviewed and scored by a four member panel in accordance with established AQMD guidelines and using the technical criterion outlined in the RFP.  The panel consisted of one AQMD Deputy Executive Officer, one AQMD Assistant Deputy Executive Officer, one AQMD Senior Policy Advisor, and one CARB Deputy Executive Officer.  The panel’s gender and ethnic distribution were one female, three males and two Asian-Pacific Islanders, two Caucasians.  The resulting average scores, including the cost effectiveness and additional points, are shown in Table 1 for the Goods Movement topic.

Table 1:  Goods Movement Proposal Scores

The evaluation panel discussed the technical qualifications of each of the proposers including relevant direct expertise in the areas of control strategy implementation, control technologies, measures related to goods movement located within and around the ports and other transportation corridors.  In addition, the RFP stated a need for technical assistance relative to port-specific operations, which includes having direct experience or knowledge of on-dock container loading, alternative maritime power, infrastructure planning, and alternatives to current goods movement practice such as advanced goods movement infrastructure, cleaner vehicles, and cleaner marine vessels. 

Of the four proposals received, only one proposal described experience in cargo handling equipment operations, while the other three described general goods movement and technical expertise in relationship to control technologies.  The panel recommended that for the two technically qualified proposals, smaller award amounts be made at this time.  In addition, the panel recommended that another RFP be released that focuses specifically on retaining technical expertise in port-related operations with basic knowledge of various alternatives to current operations.

Fuel Ethanol

Two proposals were received in response to the RFP regarding fuel ethanol.  The proposals were reviewed and scored by a three member panel in accordance with established AQMD guidelines and using the technical criterion outlined in the RFP.  The panel consisted of one AQMD Assistant Deputy Executive Officer, one AQMD Planning and Rules manager, and one CARB manager, fuels section.  The panel’s gender and ethnic distribution were three males; one Asian-Pacific Islander and two Caucasians.  The resulting average scores, including the cost-effectiveness and additional points, are shown in Table 2 for the Fuel Ethanol topic. 

Table 2:  Fuel Ethanol Proposal Scores

Of the two proposals, only one proposal qualified under the technical evaluation.  The evaluation panel believes that TIAX can provide assistance to the AQMD.  However, TIAX’s expertise does not cover all areas related to ethanol, specifically, in the area of refinery operations.  The AQMD has retained an expert on fuel ethanol as it relates to refinery processing and blending.  The evaluation panel felt that retaining the qualified proposer will complement the AQMD’s existing outside expertise.

International Conference Support

Two proposals were received in response to the RFP regarding administrative assistance for conference support.  The proposals were reviewed and scored by a three member panel in accordance with established AQMD guidelines and using the technical criterion outlined in the RFP.  The panel consisted of two AQMD Assistant Deputy Executive Officers and the Executive Director from the Los Angeles and Orange County Lung Association.  The panel’s gender and ethnic distribution were three males; two Asian-Pacific Islander and one Caucasian.  The resulting scores, including the cost-effectiveness and additional points, are shown in Table 3 for the conference support topic.

Table 3:  Administrative Assistance for Conference Support Proposal Scores

Proposal

Based on the scores from the review panels provided in Tables 1, 2, and 3, staff recommends the following awards.

For the Goods Movement topic, staff recommends funding TIAX, LLC in an amount not to exceed $50,000 and Engine, Fuel, and Emissions Engineering, Inc. in an amount not to exceed $25,000 from the Clean Fuels Fund.  Staff believes that based on the evaluation panel’s recommendation that the two recommended awards will provide the AQMD outside technical assistance relative to control strategy and technology evaluations.  However, technical assistance regarding goods movement operations, specifically port-related operations, is still desired and the attached RFP focused on the desired technical expertise is presented for the Board approval.

Staff recommends funding TIAX, LLC. in an amount not to exceed $100,000 for the Fuel Ethanol subject area.  Depending on the nature of the work to be performed, staff may request that the remaining funds allocated to this category be added to the contract by the Board at a later date.

Lastly, for the conference support topic, staff recommends funding Maria Robles, Consultant in an amount not to exceed $125,000.  Ms. Robles demonstrated excellent abilities  in securing sponsors and speakers in addition to event planning and miscellaneous administrative support when she assisted AQMD staff in organizing the highly successful Asthma Conference.  In addition her proposal contained more project hours at the desired level of expertise.  Given her demonstrated capabilities, the evaluation panel believes that she is capable of working on two conferences as long as the conferences are a few months apart from each other as currently planned by staff.

Benefits to AQMD

AQMD’s Clean Fuels Program has supported the development and demonstration of low emission, alternative fuel technologies since its inception in 1988.  The broad range of technologies being developed--from alternative fuel cars to fuel cells--requires that the AQMD have access to specific expertise on an as-needed basis.  The proposed level-of-effort contracts will provide this access.  The contracted experts will be utilized on a task order basis, and only after it is determined that the information or expertise required is not available in-house.

Resource Impacts

The following table summarizes the recommended support for the three topic areas at a total not to exceed $300,000 from the Clean Fuels Fund.

These expenditures are included in the March 2006 Technology Advancement Plan Update under the Outreach and Technology Transfer category as “Assessment and Technical Support of Advanced Technologies and Information Dissemination.”

Sufficient funds are available from the Clean Fuels Program Fund, established as a special revenue fund resulting from the state-mandated Clean Fuels Program.  The Clean Fuels Program, under Health and Safety Code Sections 40448.5 and 40512 and Vehicle Code Section 9250.11, establishes mechanisms to collect revenues from mobile sources to support projects to increase the utilization of clean fuels, including the development of the necessary advanced enabling technologies.  Funds collected from motor vehicles are restricted, by statute, to be used for projects and program activities related to mobile sources that support the objectives of the Clean Fuels Program.

Attachment (DOC 1009KB)
RFP #2006-18 - Technical Assistance in Goods Movement Operations