BOARD MEETING DATE: September 5, 2008
AGENDA NO. 12

PROPOSAL:

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

SYNOPSIS:

On May 2, 2008, 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 ($692,000) are included in the FY 2008-09 Budget. 

COMMITTEE:

Administrative, July 18, 2008, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman to execute contracts for systems development, maintenance and support services with R Systems, Inc., in the amount of $70,000; Sierra Cybernetics, Inc., in the amount of $195,000; Varsun eTechnologies in the amount of $335,000; and CMC Americas, Inc., in the amount of $92,000.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On May 2, 2008, the Board approved release of RFP #2008-23 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, Permit Streamlining and Annual Emissions Reporting. 
 

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 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, the State of California Contracts Register website, 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

One hundred and three (103) copies of the RFP were mailed out and twenty-two (22) people, representing seventeen (17) firms, attended the mandatory bidders conference held on May 15, 2008.  Seven bids were received in response to the RFP when final bidding closed at 1:00 p.m. on June 5, 2008.  Of the seven bids, one was from a certified minority-owned and woman-owned business enterprise and four were from certified small business enterprises. 

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

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

Panel Composition

The six-member panel consisted of the Director of Client Technology Relations for Paramount Pictures, two Technology Implementation Managers, a Computer Operations Supervisor, and two Systems and Programming Supervisors, from AQMD.  Of these six panelists, one is African-American, one Asian, three are Caucasian, and one is Hispanic; two female, four 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 R Systems, Inc., Sierra Cybernetics, Inc., Varsun eTechnologies Group, Inc., and CMC Americas, 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

Sufficient funding is included in the FY 2008-09 Budget.
 

Attachment(s)

Attachment 1 – Evaluation Summary and Task Order Schedule

Attachment 1
EVALUATION SUMMARY 

TASK ORDER SCHEDULE