BOARD MEETING DATE: June 2, 2006
AGENDA NO. 3

PROPOSAL:

Execute Contracts for CEQA Consultant Assistance

SYNOPSIS:

At its March 3, 2006 meeting, the Board approved release of an RFP to secure assistance with preparing the Program Environmental Impact Report (PEIR) for the 2007 Air Quality Management Plan and other CEQA projects including updating the AQMD’s CEQA Air Quality Handbook.  Two proposals were received and reviewed by a qualified panel.  Both proposals passed the technical evaluation step and were further evaluated and scored by costs, based on the cost proposal for preparing the PEIR.  Both consultants are well qualified CEQA consulting firms and, therefore, it is recommended that both consultants be awarded time and materials contracts, divided between the consultants, in an amount not to exceed $118,000.  This action is to execute contracts with Environmental Audit, Inc., for $90,000 and PCR Services Corporation for $28,000.  Funds for this proposal in an amount not to exceed $118,000 are available in the FY 2005-06 Budget. 

COMMITTEE:

Mobile Source, May 26, 2006, Recommended for Approval

RECOMMENDED ACTIONS:

1. Authorize the Chairman to execute a contract with Environmental Audit, Inc., for an amount not to exceed $90,000 to assist with preparation of the Program EIR for the 2007 AQMP.

2. Authorize the Chairman to execute a contract with PCR Services Corporation for an amount not to exceed $28,000 to assist with other CEQA tasks including revising the CEQA Air Quality Handbook.

Any contracts awarded would be valid for a period of up to two years, with an option to extend as necessary.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

Pursuant to the state Public Resources Code, CEQA applies to projects undertaken by, funded by, or requiring discretionary approval from public agencies.  Consequently, CEQA analyses and documents or notices are required for most AQMD rules, regulations, or plans prior to their adoption or modification by the Board.  In connection with preparing past AQMPs, the AQMD, as the lead agency under CEQA, has typically prepared program EIRs pursuant to CEQA Guidelines §15168 because past AQMPs have typically been proposed “in connection with the issuance of rules, regulations, plans or other criteria to govern the conduct of a continuing program…”

At its March 3, 2006 Board meeting, the Board authorized release of an RFP to solicit proposals to augment current staff resources to assist with preparing the 2007 AQMP Program EIR and other CEQA-related tasks including preparing all or portions of CEQA documents for AQMD rule-related projects, revising the AQMD’s CEQA Air Quality Handbook, preparing comment letters on CEQA documents prepared by other public agencies, and other tasks as necessary.  Total amount of funding for this RFP is $118,000.

Proposal

Two proposals were received by the April 4, 2006 closing date of the RFP solicitation.  Both proposals were evaluated according to the technical proposal and cost proposal to prepare the Program EIR for the 2007 AQMP.  The technical proposal was evaluated according to the criteria specified in the RFP, including the consultants’ experience preparing CEQA documents; knowledge of CEQA case law; technical expertise performing air quality modeling analyses; knowledge of mobile and stationary source air pollution control technologies, organization of the proposal and writing skills. 

The technical proposals for both consultants exceeded the minimum number of points for technical merit, 50 out of a total of 70 points.  The cost proposal for preparing the Program EIR for the 2007 AQMP submitted by Environmental Audit, Inc., $86,336.00, was less than the cost proposal submitted by PCR Services Corporation, $98,000.00.  Consequently, Environmental Audit, Inc. was awarded the full cost score of 30 points and PCR Services Corporation received a cost score that was prorated using the methodology described in the attached RFP.  Environmental Audit, Inc., also qualified as a small business, and, therefore, was awarded an additional 10 points.  Consultant scores are shown in Attachment A.

It is proposed that AQMD contract with both CEQA consulting firms; Environmental Audit, Inc., to assist staff with preparing the 2007 AQMP Program EIR and other CEQA tasks as funding permits and with PCR Services Corporation to provide assistance with other CEQA-related tasks including preparing all or portions of CEQA documents for AQMD rule-related projects, revising the AQMD’s CEQA Air Quality Handbook, preparing comment letters on CEQA documents prepared by other public agencies, and other tasks as necessary.  Projects prepared pursuant to this RFP would be under the direction of the Program Supervisor of the AQMD’s CEQA section in consultation with the Planning and Rules manager for that section.  Proposed contracts would be valid for up to two years with an option to extend as necessary.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP 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 AQMD’s own electronic listing of certified minority vendors.  Notice of the RFP 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

Two proposals were received and evaluated according to the AQMD’s Consultant Selection Policy and Procedure, Section I (B).  Proposals received were evaluated by a diverse panel of technically qualified individuals according to the criteria described in the attached RFP.  The evaluation panel consisted of two Senior Deputy District Counsel, one Planning and Rules Manager, and one Planning and Rules Program Supervisor.  The panel breakdown was one African American, one Asian/Pacific Islander; two Caucasian; three female, one male.  Attachment A provides a summary of the proposals received, ranked by the scores from the evaluation panel.  Both bids met the minimum technical standards and are being recommended for funding.

Resources Impacts

Funds for this proposal in an amount not to exceed $118,000 are available in Planning, Rule Development and Area Sources’ FY 2005-06 Budget, Professional and Special Services Major Object.

Attachment
A – Evaluation of RFP #P2006-16 Proposals

Attachment A

EVALUATION OF PROPOSALS
 
FOR RFP #P2006-16

*50 point minimum score to proceed to cost evaluation step.