BOARD MEETING DATE: February 3, 2006
AGENDA NO. 12

Execute New Contracts for Short- and Long-Term Systems Development and Support Services

SYNPOSIS:

On November 4, 2005, the Board approved the release of an RFP to obtain short- and long-term systems development services. This action is to execute new contracts to obtain these services on a task order basis. Executing contracts with multiple bidders provides a pool of well-qualified professionals who have demonstrated their understanding of and expertise in meeting agency needs and enables AQMD to obtain cost-effective and technically responsive support. Funds for these services ($565,000) are included in the FY 2005-06 Budget. Also, the AQMD currently has existing contracts with three companies set to expire this fiscal year. This action is to amend those Board-approved contracts for an additional six months to allow completion of previously awarded task orders. This contract amendment is a time extension only and will have no fiscal impact.

COMMITTEE:

Administrative, January 13, 2006, Recommended for Approval

RECOMMENDED ACTIONS:

1. Authorize the Chairman to execute contracts for systems development services with mLogica in the amount of $283,000 and Applied Knowledge, Inc. in the amount of $282,000.
2. Authorize the Chairman to extend three existing contracts with Applied Knowledge, Inc., CMC Americas, and R Systems, Inc. for six months, to expire September 30, 2006.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On November 4, 2005, the Board approved the release of RFP #2006-09 for System Development and Support Services. The requested services include both routine system maintenance of functional systems as well as enhancements to existing systems and new system development. Additional development efforts are needed to enhance system functionality and to provide AQMD staff with additional automation for improving productivity. At the same time, Information Management is developing and/or acquiring systems capable of efficiently implementing new and evolving rules and programs such as New Source Review, Title V Federal Permit Operating Program (Title V), and Permit Streamlining.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids were published in the following publications:

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 were 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, "Business and Job Opportunities” icon, or http://www.aqmd.gov/busjob/ ] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Seventy two (72) copies of the RFP were mailed out and 18 people, representing 17 firms, attended the mandatory bidders conference held on November 30, 2005.  Four bids were received in response to the RFP when final bidding closed at 1:00 p.m. on December 13, 2005.  Of the four bids, one was from a certified minority-owned business enterprise.

One of the four bids was deemed non-responsive to the bid requirements and one of the four bids did not achieve the minimum 56 points required to pass the technical criteria.

 Attachment 1 reflects the evaluation of the remaining proposals and the respective ratings/costs.  Of the responsive bids, two were rated technically qualified to perform the work identified in the RFP.  

Panel Composition

The panel consisted of five panelists including an Engineering and Compliance Manager, a Technology Implementation Manager, a Financial Services Manager, and two Systems and Programming Supervisors. Of these five panelists, one is African-American, two are Asian-Pacific Islander, and two are Caucasian; two are female, and three are male.

Contract Extension

AQMD currently has existing contracts with three companies set to expire this fiscal year.  These Board-approved contracts are periodically extended in order to allow completion of previously awarded task orders.  The task order projects that have been assigned to these contracts are substantially into design and development.  These contract amendments are time extensions only and will have no fiscal impact.

Proposal

Staff recommends that the Board award task order contracts (each with the option to renew for two one-year periods) for systems development and support services with mLogica and Applied Knowledge, Inc.  Staff believes that awarding multiple contracts will better meet AQMD needs and requirements.  This will enable the AQMD to have a pool of well-qualified professionals who have demonstrated their understanding of and expertise in system maintenance and development tasks.

Also, staff recommends that the Board amend approved existing contracts to provide for a six-month extension in order to complete task order projects that are currently in progress.

Resource Impacts

Funds for these services in the amount of $565,000 are included in the approved FY 2005-06 Budget.

ATTACHMENT 1
Evaluation Summary and Task Order Schedule

Section A

Summary of Evaluation of Respondents to RFP #2006-09

Section B

Task Order Schedule

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