BOARD MEETING DATE: June 5, 2009
AGENDA NO. 10

PROPOSAL:

Recognize Revenue from Green Tech Connect Forum, Authorize Executive Officer to Approve Conference Expenditures, and Execute Contract for Online Registration Services

SYNOPSIS:

In February 2009, the Board approved the Chairman’s ‘Helping Hand Initiative for 2009’ which included the Clean Air Technology Conference. This action is to recognize revenues, transfer funds from S&TA’s Professional and Special Services into Clean Fuels Conference Special Revenue Fund (Fund 26), approve a conference budget and authorize the Executive Officer to approve conference expenditures not to exceed $380,000. In addition, authorize the Executive Officer to execute a contract to provide online registration services.

COMMITTEE:

Technology, May 22, 2009, Recommended for Approval

RECOMMENDED ACTIONS:

1. Upon receipt, recognize revenue generated from the Green Tech Connect Forum and receive funds in the Clean Fuels Conference Special Revenue Fund (Fund 26);
2. Transfer $96,400 from Science and Technology Advancement budget for Professional and Special Services into Clean Fuels Conference Special Revenue Fund (Fund 26);
3. Authorize the Executive Officer to approve conference expenditures for the Green Tech Connect Forum in the Clean Fuels Conference Special Revenue Fund (Fund 26); and
4. Authorize the Executive Officer to execute a contract with RegOnline for online registration services for a one-year period in an amount not to exceed $8,600.
    

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On February 6, 2009, the Board approved the work plan, estimated expenses, and revenues from Clean Fuels Program and sponsorships proposed to implement the Chairman’s “Helping Hand Initiative for 2009.” One of the initiatives is a Clean Air Technology Conference to link clean technology companies with potential investors. The February 6, 2009 Board action allocated $150,000 Clean Fuels Program funding for this conference. Conference funds committed to date total $53,600, which have been reduced from the original $150,000 conference budget authorized by the Board. AQMD staff anticipates $150,000 from sponsors to help with conference expenditures. Additional revenue will be realized from exhibitors and attendees.
 

The conference, entitled Green Tech Connect Forum, is scheduled for August 3-4, 2009, at the Pasadena Convention Center. On Sunday, August 2, a pre-conference workshop, "Tools to Develop a Green Technology Business Plan and Identify Funding" will be offered at no cost. More information on the Green Tech Connect Forum can be found on the conference website at www.greentechconnectforum.com.
 

Proposal

Revenue will be received into the Clean Fuels Conference Special Revenue Fund (Fund 26). Total Green Tech Connect Forum expenses are estimated to be $380,000, which includes facility rental, tradeshow services, audiovisual, catering, marketing, technical assistance, registration services and speaker’ reimbursements. The Clean Fuels Program will provide $150,000 in funding for event expenses. The remaining $230,000 will be funded by sponsorships, exhibitors and event attendees.

Estimated Expenditures:
 

Anticipated Revenues:
 

Staff is also recommending that an online registration service be used for this conference and potentially future conferences. The service accepts online registrations, allowing processing of registrant payments either by credit card or check. Previously, the AQMD has been unable to accept credit card payments for conferences. The registrant fees collected in the prior month are submitted by check from the vendor to the AQMD. The service allows streamlined design of registration pages including pre- and post-surveys, access of registrant information, preparation of name badges, unlimited email outreach and marketing, and preparation of tailored registration reports. Three online registration services sent proposals as shown below.

Staff recommends RegOnline because the company provides the most security for credit card users and for transmittal of payments to the AQMD. Staff recommends that the Board authorize the Executive Officer to enter into an agreement with RegOnline for online registration services for a one-year period in an amount not to exceed $8,600. Only sufficient funds to use the service for the Green Tech Connect Forum are requested at this time.
 

Bid Evaluation

Informal bids were received from three online registration services according to the AQMD’s Procurement Policies & Procedures Section IV(B)(2)for contracting services less than $25,000. All the vendors proposed maximum costs to the AQMD of less than $9,000 and the bids were evaluated by two AQMD managers and two support staff. RegOnline (www.regonline.com) offers full computer network security for financial transactions, has surety bond coverage to ensure the AQMD receives all registrant fees generated, and will issue the AQMD a certificate of liability to ensure our maximum protection. Based on the above assurances and the fact that the other vendors could not provide all these assurances; staff is recommending RegOnline for this contract.
 

Benefits to AQMD

The Forum will bring developers of clean air technologies and the investment community together to accelerate the introduction of new, low-emission technologies into the commercial marketplace to help clean California’s air and stimulate the economy. Using an online registration company to accept registrations, collect fees and track conference registrants provides an efficient and cost-effective method to assist AQMD staff in meeting the Chairman’s Helping Hand Initiative for 2009.
 

Resources

Sufficient funds will be available upon receipt of sponsorship, registration and exhibit revenue. Currently, there are available funds in the Clean Fuels Conference Special Revenue Fund and Science and Technology Advancement Budget/Clean Fuels Program.