BOARD MEETING DATE: January 5, 2007
AGENDA NO. 4

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

SYNOPSIS:

On October 6, 2006, the Board approved the release of an RFP to obtain short- and long-term systems development, maintenance and support 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 ($469,300) are included in the FY 2006-07 Budget. 

COMMITTEE:

Administrative, December 8, 2006.  Less than a quorum was present during the discussion of this item; those Committee Members who were present communicated their concurrence.

RECOMMENDED ACTIONS:

Authorize the Chairman to execute contracts for systems development, maintenance and support services with Sierra Cybernetics, Inc., in the amount of $150,000, CMC Americas, Inc., in the amount of $266,000, and R Systems, Inc., in the amount of $53,300.

Barry R. Wallerstein, D.Env.
Executive Officer

 Background

On October 6, 2006, the Board approved release of RFP #2007-12 for Systems Development, Maintenance and Support Services.  The requested services include both routine 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 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 were notified utilizing AQMD’s own electronic listing of certified minority vendors.  Notice of the RFP/RFQ was mailed to the Black and Latino Legislative Caucuses; various minority chambers of commerce and business associations; the State of California Contracts Register website, and on the internet at AQMD’s website http://www.aqmd.gov/ “Inside AQMD/Employment and Business Opportunities/Business Opportunities” or http://www.aqmd.gov/rfp/index.html.

Bid Evaluation

Ninety-six (96) copies of the RFP were mailed out and 25 people, representing 21 firms, attended the mandatory bidders conference held on October 25, 2006.  Four bids were received in response to the RFP when final bidding closed at 1:00 p.m. on November 9, 2006.  Of the four bids, one was from a certified minority-owned business enterprise. 

Of the four responding bids, three were rated technically qualified to perform the work identified in the RFP; one did not achieve the minimum 56 points required to meet the technical criteria.

Attachment 1 reflects the evaluation of the three remaining proposals and the respective ratings/costs. 

Panel Composition

The five-member panel consisted of an Engineering and Compliance Manager, two Technology Implementation Managers, a Computer Operations Supervisor, and a Systems and Programming Supervisor.  Of these five panelists, one is African-American, three are Caucasian, and one is Hispanic; two are female, three are male.

Proposal

Staff recommends that the Board award task order contracts (each with the option to renew for two one-year periods) for systems development, maintenance and support services with Sierra Cybernetics, Inc., CMC Americas, Inc., and R Systems, Inc.  Staff believes 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.

Resource Impacts

Funds for these services in the amount of $469,300 are included in the FY 2006-07 Budget.