PROPOSAL:

Amend Contracts with COMSYS Technical Services and Majesco Software, Inc. and Issue RFP for Short- and Long-Term Systems Development and Maintenance Support

SYNOPSIS:

On February 14, 1997 the Board approved the execution of task order-type contracts to obtain short- and long-term systems development services on a task-by-task basis. As further system development requirements are identified, additional funding must be added to each contract and additional vendors must be qualified. This action is to amend the contracts with COMSYS and Majesco to add $350,000 and to issue an RFP to solicit bids for system development services. Funds for these services ($1,000,000) are included in the FY 1997-98 Budget.

COMMITTEE:

Administrative, August 22, 1997, Recommended for Approval

RECOMMENDED ACTION:

1. Authorize the Chairman of the Board to execute amendments to the contracts for systems development services with COMSYS Technical Services and Majesco Software, Inc., to increase the contract amount for each by $150,000 and $200,000, respectively.
2. Approve the release of RFP #9798-07 for System Development and Maintenance Services.

Barry R. Wallerstein, D.Env.
Acting Executive Officer

Background

At the February 14, 1997 meeting, the Board approved contracts with several vendors for systems development services, both routine system maintenance for newly migrated systems and additional system development. At the time these contracts were executed, it was expected that the contracts would be modified in the future to add funding from approved budgets as system development requirements were identified and sufficiently defined so that task orders could be prepared. At the May 9, 1997 meeting the Board approved amendments to the contracts to add additional funds.

These contracts are Basic Ordering Agreements where individual task orders are issued on a competitive basis. 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 such as RECLAIM and NSR rules. The estimated cost to complete the work on these additional system development tasks exceeds the amount of funding in the existing contracts.

The current contracts are for one-year with the option to renew for two one-year periods. Renewal of these contracts is contingent upon performance, competitiveness, percent of tasks bid, and overall customer satisfaction. The Mosakin Corporation (Mosakin) has failed to bid any task orders during the contract period and the option to renew may not be executed. We will continue to work with Mosakin to promote participation, however, additional providers must be solicited to maintain the pool of well-qualified professionals available for AQMD use.

In a Board Letter presented at the July 11, 1997 meeting, Information Management included an attached report, "Information Management Major Projects for the Period July 1, 1997 through December 31, 1997". The report identified each of the major projects/contracts or purchases that are expected to come before the Board through the first half of Fiscal Year 97-98. Information provided for each project included a brief project description, FY 97-98 Budget, and the schedule associated with known major milestones (issue RFP/RFQ, execute contract, etc.). The report is included here again as an attachment with an additional column showing the status of each project.

Proposal

The contracts should be amended to add additional funding in the amount of $350,000 to cover this anticipated effort: $150,000 for COMSYS Technical Services and $200,000 for Majesco Software, Inc.

An RFP should be issued to solicit bids for system development and maintenance services on a Task Order basis. The use of pre-approved consultants enables IM to continue to provide highly responsive and cost-effective information services. It also allows IM to obtain specialized expertise to augment staff expertise.

Outreach

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

1. The Antelope Valley Press
2. Black Voice News
3. Chinese Daily News
4. Daily News
5. Eastern Group Publications
6. El Chicano
7. The Excelsior
8. Inland Empire Hispanic News
9. Inland Valley Daily Bulletin
10. Korea Central Daily
11. La Opinion
12. La Voz
13. Los Angeles Daily News
14. Los Angeles Sentinel
15. Los Angeles Times
16. M/W/DVBE Source
17. Orange County Register
18. Palm Springs Desert Sun
19. Philippine News
20. Precinct Reporter
21. Rafu Shimpo
22. Riverside Press Enterprise
23. San Bernardino Sun
24. Santa Clarita Signal
25. State of California Contracts Register

Additionally, potential bidders will be identified using the Los Angeles County MTA, and Cal Trans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; the AQMD’s own electronic listing of certified minority vendors; and the AQMD’s Purchasing mailing list. Copies of the RFP/RFQ will be mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations, including womens’ business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov/rfp/] and AQMD’s 24-hour telephone message line for bidder’s at (909) 396-2724.

Proposition 209 Compliance

It is AQMD policy to award up to 10 additional points or cost benefits to minority-owned, woman-owned, and/or disabled veteran-owned business enterprises. On November 5, 1996 California voters approved Proposition 209 which prohibits discrimination or granting preferential treatment based upon race, ethnicity, color, sex or national origin in the operation of public employment, public education, or public contracting. (Proposition 209 does not address disabled veteran-owned business enterprises.) On August 28, 1997, a stay of enforcement of Proposition 209 was lifted. The District is currently evaluating the effect of Proposition 209 on its contracting and purchasing policy. Should it be determined that any portion of the policy violates Proposition 209, any RFP or RFQ will be deemed modified to comply with existing law and any provisions in conflict with existing law will not be enforced.

Resource Impacts

Funds for these services are included in the Fiscal Year 1997-98 Budget.

The total encumbrance and task order award for each contract is as follows:

Total Encumbrance:

Contractor	FY 1996-97 Budget	This Addition	Total	FY 1997-98 Budget
COMSYS Tech. Svcs.	$372,834	$150,000	$522,834	$150,000
Majesco Software Inc.	$337,833	$200,000	$537,833	$200,000
Sierra Cybernetics	$337,833	---	$337,833	---
Mosakin Corporation	$125,000	---	$125,000	---
TOTALS	$1,173,500	$350,000	$1,523,500	$350,000

Task Orders Awarded to Date:

Company	Task Order No.	Task Order Title	Amount
COMSYS	IM01-97	CLASS Compliance System/16- to 32-Bit Migration	$18,816
COMSYS	IM02-97	New System Development/Hearing Board	$114,630
COMSYS	IM04-97	Finance Systems/Address Modifications	$7,250
COMSYS	IM09-97	Financial Systems Remote Procedure Revision	$32,680
COMSYS	IM13-97	Financial System, Finance Enhancements I	$20,940
COMSYS	IM15-97	Interim Title V Tracking	$8,030
MAJESCO	IM03-97	Facility Permit System/16- to 32-Bit System	$53,200
MAJESCO	IM05-97	Rule 301 Fee Changes	$31,000
MAJESCO	IM06-97	AQMD Permitting System/16- to 32-Bit Migration	$38,200
MAJESCO	IM08-97	Title V Tracking System, Part I	$99,800
MAJESCO	IM10-97	Enhance the RECLAIM Trading System and PowerBuilder Migration/Trading Screens	$52,300
MAJESCO	IM11-97	Enhance the RECLAIM Trading System and PowerBuilder Migration/Reports and RTC Adjustment Screens	$52,300
SIERRA	IM07-97	16- to 32-Bit Migration of the Current Central Station Computer System	$45,550
SIERRA	IM14-97	Smoking Vehicle Tracking	$39,740

Task Order Awards Pending Board Approval:

Company	Task Order No.	Task Order Title	Amount
COMSYS	IM17-97	Financial System, Facility Transfers	$12,870
COMSYS	IM18-97	Financial System , 16 to 32-Bit Migration	$11,084
COMSYS	IM19-97	Agenda Tracking System Migration	$38,900
COMSYS	IM21-97	Contracts Tracking System New System Development	$45,080
MAJESCO	IM08-97	Title V Tracking System, Part II	$51,800

Task Order Awards Pending Board Approval (continued):

Company	Task Order No.	Task Order Title	Amount
MAJESCO	IM12-97	Enhance the RECLAIM Trading System and PowerBuilder Migration/Facility and Certificate Information Screens	$49,800
MAJESCO	IM16-97	Enhancement to the AQMD Permitting System	$10,180
MAJESCO	IM20-97	CLASS Compliance System Enhancements	$27,800
MAJESCO	IM24-97	Enhancements to the AQMD Permitting System/Application Tracking System	$24,840
MAJESCO	IM25-97	CLASS Permitting System Enhancements	$38,540
SIERRA	IM22-97	Finance System Invoice Printing	$25,757

Attachments

RFP #9798-07

* Pending further technical and financial analysis.