| The Technology Advancement program relies on proposals
submitted to determine funding for the most innovative and
technologically-advanced projects. There are two types of
proposals considered: Solicited Proposals
and Unsolicited Proposals.
Solicited proposals are submitted in
response to a Board-approved Request for Proposals (RFP).
They have specific requirements
for type of technology or category (e.g., fuel cell
development, infrastructure development and implementation,
demonstration of hybrid electric vehicles). These
proposals provide significant detail on the proposed project,
including anticipated emission reductions, project cost,
project schedule and cosponsors.
Unsolicited proposals
or proposals, submitted in response to a Program Opportunity
Notice (PON) generally provide an initial project idea which
includes project summary, a brief discussion of anticipated
reductions, project cost and schedule, and potential
cosponsors.
Table of Contents
Solicited Proposals (Responses to
RFP's)
Pre-Proposals (Unsolicited Proposals)
SOLICITED PROPOSALS
Any solicited proposal submitted to the South Coast Air
Quality Management District (AQMD), Technology Advancement office should
follow the format outlined below and include all requested information to
expedite the review process. However, proposal solicitations
may request specific information not requested here.
It is highly recommended that each request for proposal be
reviewed to ensure that proposals submitted cover the
required information needed. Proprietary information must be specifically
indicated as such in the proposal document.
Format
All proposals shall be submitted in an environmentally friendly format:
recycled paper; stapled, not bound; double-sided, black and white print; no
three-ring, spiral, or plastic binders; and no card stock or colored paper.
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Contents)
Cover Letter
Transmittal of the proposal must specify the subject of the proposal and
include a descriptive yet concise project title, and Bidder name, address, and
telephone number. The letter must include specify contact person(s) for technical and
contractual matters and be signed by the person(s) authorized to represent the
firm. (Return to Table
of Contents)
Table of Contents
Clearly identify material contained in the proposal by section and page
number. Each proposal shall contain the following sections:
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Section 1 - Executive Summary
Limited to 3 pages, this section shall contain a short, definitive statement
of the problem; the approach to solve that problem; emission control objectives
or goals to be achieved; reference to applicable AQMD and/or California Air
Resources Board (CARB) Rules and Regulations (if applicable); unique
qualifications of the Bidder to solve the problem; summary of costs, including
total costs, requested AQMD contribution, and other cost sharing.
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Section 2 - Technical Approach
This section shall contain a comprehensive discussion of the technical issues
associated with the proposed project; the objectives and goals; the technical
approach proposed to resolve these issues, and the expected end product and
benefits. Specific attention should be given to the following areas:
- Reference to AQMD and/or ARB Rules and Regulations,
Air Quality Management Plan control measures, or the Clean
Air Act.
- Background on the proposed technical approach,
including previous research and development progress and
results, prior and potential applications of the
technology, projected performance, and a description of
the basic principles of operation for the proposed
technology.
- A clear statement of objectives and goals to be
accomplished with specific emphasis placed on anticipated
emissions benefits, potential market for the technologies,
and the potential emission inventory impact and cost
effectiveness.
- An overview of how the technical approach will be accomplished. Specific
reference shall be made to the Statement of Work (Section 3).
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Section 3 - Statement of Work
List and concisely describe tasks and subtasks to be accomplished during the
proposed project. The task and subtask descriptions shall be sufficiently
specific for inclusion into a binding contract document. Please bear in mind the
following when constructing the Statement of Work:
- Tasks shall be listed in sequential order.
- Task and subtask descriptions shall state specifically what will be done
in each in the basic format of "CONTRACTOR shall..."
- Narrative descriptions shall be minimized.
- The product of each task shall be specified as a contractual
deliverable. Minimum deliverables for each project shall include monthly
progress reports a comprehensive final report that summarizes the project and
its results; and a set of photographs (35 mm slides) illustrating any hardware
developed, evaluated, and/or demonstrated during the project.
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Section 4 - Program Schedule
This section shall identify anticipated dates of completion of all tasks and
subtasks specified in the Statement of Work, including a list of milestones.
Specifically, this section should include:
- An overall time schedule, in Gantt chart form.
- A list of significant milestones, project
deliverables, and the projected calendar delivery dates of
each. Milestones include
- project kickoff meetings
- completion of design efforts
- completion of hardware fabrication and delivery
- task start and completion dates
- start and completion of testing
- availability of test data
- progress reports
- interim reports
- final reports
- project review meetings (Return to
Table of Contents)
Section 5 - Project Organization
This section shall describe the labor organization required to perform the
proposed project. This shall include assigned personnel, contractors and
subcontractors. Resumes of key personnel and a summary of corporate capabilities
and experience should be included.
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Section 6 - Conflict of Interest
Address possible conflicts of interest with other clients affected by actions
performed by the firm on behalf of the AQMD. Although the proposer will not be
automatically disqualified by reason of work performed for such firms, the AQMD
reserves the right to consider the nature and extent of such work in evaluating
the proposal. (Return to
Table of Contents)
Section 7 - Cost Schedule
This schedule shall include the total project cost figure and a breakdown of
all in-kind and direct project funding by source. Additionally, a complete
breakdown of the total project costs in the format identified below is required.
- Labor - Identify each professional category or individual, the
number of hours for each, and the fully-burdened rate per hour. The rates
quoted must include labor, general, administrative, and overhead costs.
- Supplies and Equipment - Provide an itemized list of supplies and
equipment to be used and/or purchased (the name brand, number, and cost of
each) in excess of Five Hundred Dollars ($500). The AQMD will not pay for any
equipment unless adequately justified. The AQMD reserves the right to retain
ownership of any equipment purchased with AQMD funds.
- Subcontractor Costs - Identify subcontractors by name, list their
cost per hour or per day, and the number of hours or days their services will
be used.
- Travel Costs - Identify estimated travel costs, including the
number of trips required, destinations, and approximate cost of travel. Travel
costs are reimbursed at the rates detailed below.
- Lodging - up to $90/day
- Car rentals - class C or economy rates, unless prior written approval
is received from the AQMD’S Program Supervisor.
- Airfare - coach rates only.
- Mileage reimbursement - 36 cents/mile.
- Meals - up to $35.50/day.
- Miscellaneous Costs
- 7. General and Administrative Costs
Include flat rates, the percentages of each, and the base upon which they
are calculated.
(Please consider the following when preparing the cost schedules:
AQMD does not pay cost of money; charges for supplies, equipment,
travel, and subcontractors will be paid at cost. No profit will be paid
on these costs, costs are reimbursed on an as-incurred basis only, fee shall
not exceed 5 percent, and bids submitted will be held to the total cost
given in the response quote. It will be assumed that all contingencies
and/or anticipated escalations are included. No additional funds will be paid above and beyond the original quote given by the selected bidder.)
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Disposition of Proposals
The AQMD reserves the right to reject any or all proposals. All responses
become the property of the AQMD. One copy of the proposal shall be retained for
AQMD files. Additional copies and materials will be returned only if requested
and at the bidder's expense.
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Minority Business Enterprises, Women Business
Enterprises, and Disabled Veteran Business Enterprises
It is the policy of the South Coast Air Quality Management AQMD to ensure
that minority business enterprises, women business enterprises, and disabled
veteran business (MBES/WBES/DVBES) enterprises have a fair and equitable opportunity to compete
for and participate in AQMD contracts. All prime contractors submitting
proposals to the AQMD shall comply with this policy.
AQMD will ensure that discrimination in the award and performance of
contracts does not occur on the basis of race, color, sex, national origin,
marital status, sexual preference, creed, ancestry, medical condition, or
retaliation for having filed a discrimination complaint in the performance of
AQMD contractual obligations.
The Contractor must provide certification of MBE/WBE/DVBE status or
documentation of its good faith effort to obtain such certification at the time
of proposal submission. Evidence of all pending certification will not suffice.
To the extent that any conflict exist between this policy and any
requirements imposed by federal and state law relating to participation in a
contract by a certified MBE/WBE/DVBE as a condition of receipt of federal or
state funds, the federal or state requirements shall prevail.
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General Evaluation Criteria
Submittal of a proposal is not a guarantee of cofunding by the AQMD. Each
submitted proposal undergoes a comprehensive review process. Technology
Advancement staff initiate the process with a technical and cost evaluation of
each proposal. The staff evaluation is reviewed by Technology Advancement
management and results in a recommendation to either fund or not fund the
proposal. Any recommendation to fund a proposed project is then reviewed by the
Executive Officer, and, if approved, is presented to the Technology Committee
of the Governing Board. If approved by the Technology Committee, the proposal is
presented to the Governing Board at its monthly meeting for final review and
approval.
Key criteria used to evaluate proposals are summarized below:
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Contents)
Target Pollutant Emission Reduction Potential
Emission control technologies typically target reductions in one or more
criteria pollutants. Since the Technology Advancement program focuses on the
development and demonstration of new technologies, emission reductions cannot be
guaranteed. However, prospective contractors must demonstrate the potential of
the technology to reduce emissions using appropriate data generated through
accepted testing protocols, models, or experimental methodologies. The emissions
performance benchmarks generally used in evaluating technologies for funding
consideration include current AQMD rules and regulations, current Best Available
Control Technology (BACT), ARB Low Emission Vehicle (LEV) Program including
zero emission electric vehicles, and EPA rules and regulations.
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Technological Innovation
One of the fundamental objectives of the Technology Advancement program is to
develop and demonstrate technologies that can achieve emission reductions beyond
those achievable with current technologies. These new technologies are needed to
meet the goals of the AQMP. Thus, technical innovation is a key criteria for
prospective projects. Simply applying existing technologies does not meet the
need for advanced technologies. Prospective contractors must demonstrate what
advancement is being proposed that contributes to developing, demonstrating, and
implementing progressively lower emitting technologies.
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Potential to Reduce the Cost of Emission Control
The emissions performance of an advanced technology must
be considered in the context of control costs. The cost of
the demonstration project itself will not necessarily be
representative of the potential or ultimate cost of the
technology being demonstrated, since the demonstration
project usually involves a unique, expensive, custom-built
prototype unit However, prospective contractors should be
able to provide cost estimates and projections for the
proposed technology based on reasonable assumptions of
expected system performance, market potential, and mass
production costs. The goals of the demonstration projects
are to reduce emissions on a wide-scale basis and to
consider a commercialization path that allows the technology
to be cost effective and readily available.
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Overall Environmental Impact
Some currently
available air pollution control technologies are known to
increase by-product emissions at the expense of the target
pollutant. The Technology Advancement program considers and
evaluates the overall environmental impact of proposed
technologies. Ideally, advanced technologies would be
environmentally friendly, pollution prevention processes.
Factors Technology Advancement considers when assessing the
overall environmental impact of proposed technologies
include by-product pollutant formation; global warming,
ozone depleting compound, and toxic emissions; liquid and
solid waste production and disposal; resource usage,
including electricity, water, fuel, etc.; hazardous material
handling; and impact on process operation.
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Contents)
Contractor Experience and Capabilities
A contractor’s experience and capabilities are as important to the success of
a given development and demonstration project as the technology itself.
Prospective contractors must provide evidence of their experience with the
proposed technology and their capabilities to complete the proposed scope of
work, including meeting all reporting requirements.
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Commercialization and Business Development Potential
The successful development and commercialization of new technologies provides
the opportunity for business development and job creation for the technology
developer and ultimate manufacturer. In addition, if the technology developed is
more cost effective than current technologies, the technology could potentially
represent a cost savings to the end user and indirectly result in a business
benefit. Although this criteria can be considered to be speculative, a
qualitative assessment of a proposed technology’s commercialization potential
could be made. For example, the potential for the commercialization of a new
technology would be expected to be enhanced with the participation of an
original equipment manufacturer in the development of the technology, thus
avoiding the "not-invented-here" syndrome that can literally bury an otherwise
promising technology. There is a preference to support technologies developed in
Southern California by Southern California companies for application in Southern
California. (Return to
Table of Contents)
Cost Sharing
The Technology Advancement program generally requires proposed projects that
develop and demonstrate new technologies to be cost shared with at least 50
percent of outside, i.e. non-AQMD, funding. Technology Advancement has
historically co-funded only about 20-30 percent of total project cost. Cost
sharing by a prospective contractor above the 50 percent minimum is desirable
and would be credited during review of the proposal. Prospective contractors can
directly cost share the project or secure cost sharing from other agencies and
organizations. Prospective contractors are required to provide evidence of cost
sharing, such as letters of intent, in their proposals.
PRE-PROPOSALS (UNSOLICITED PROPOSALS)
Unsolicited proposals differ from solicited proposals in
the length and detail of the submittal. Unsolicited
proposals are considered pre-proposals as they are used to
determine if a full proposal will be requested.
Pre-proposals can be submitted to the Technology Advancement
program at any time. These proposals will be reviewed and
responded to by the appropriate project officer.
Unsolicited proposals may, however, be incorporated into a
Program Opportunity Notice (PON). At that time all
pre-proposal will be reviewed.
The AQMD utilizes unsolicited proposals and the Program
Opportunity Notice (PON) as a mechanism to seek out
co-funding opportunities for projects involving advanced and
progressively lower-emitting technologies and clean fuels.
Through these projects, the costs and risks of developing
innovative products and processes are shared, while the
potential for achieving sustainable commercial success is
maximized. Information needed in response to a PON will be
included with the notice. Submitters are discouraged from
including proprietary information in pre-proposals. All
responses become the property of the AQMD. Submittal alone
is not a basis for contract award, and the AQMD reserves the
right to make no contract awards.
Format
Pre-proposals must be stapled, produced in
black-and-white type, may not exceed three double-sided
pages in length including the cover, and shall include the
following sections:
Cover Letter
Transmittal of the proposal must include a descriptive
project title; contract information including principal
investigator, business, mailing address, telephone, fax
number and email address; and contact person for contractual
matters. The letter must be signed by the person authorized
to represent the firm.
Project Description
The project description should include the following: a
concise description of proposed technology and principle of
operation, a summary of the work program and expected
contract deliverables, the potential air quality benefits in
the South Coast Air Basin and projected cost of technology,
and the anticipated project time schedule.
Qualifications and Capabilities of Project Team
The project team should include the principal
investigator, other staff working on the proposed project,
and subcontractors. For each person listed, qualifications
should be stated. A brief discussion of the individual’s
and combined team’s capabilities and contributions to the
proposed project should be briefly acknowledged.
Proposed Budget
The proposed budget must include requested funding from
AQMD, total project cost, and a full breakdown of all
in-kind and direct cost-sharing, secured and anticipated.
Evaluation Criteria
Pre-proposals will be evaluated on
the basis of the following criteria:
-
Completeness of submittal and adherence to submittal
guidelines
-
Consistency with funding constraints
-
Target
pollutant emission reduction potential and emissions
inventory impact
-
Technological innovation and applicability
-
Potential to reduce the cost of emission control
-
Overall environmental impact
-
Contractor experience, capabilities, and past performance
-
Commercialization and business development potential
-
Project cost-sharing
Candidate projects should be at a technology development
stage that will result in real-world demonstrations of
advanced, low- and zero-emission hardware. Fundamental,
laboratory or concept feasibility studies should not be
expected to receive funding. (Return to Table
of Contents)
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