BOARD MEETING DATE: December 3, 2010
AGENDA NO. 16

PROPOSAL:

Execute Sole Source Contract to Purchase and Implement Contact Database of E-mail Addresses 

SYNOPSIS:

To communicate in a more interactive, cost-effective and time-sensitive manner with residents in the AQMD’s jurisdiction, staff proposes to contract for an initial database of more than 900,000 contacts including e-mail addresses.  CHMB Consulting Firm has the requisite knowledge, skills and experience for this effort, as they are proprietors of, and have invested substantial efforts into amassing and reviewing the information in the existing database.  Categories included in the database would facilitate targeted contact with educators, health professionals, small business owners, advocates and supporters of environmental issues, and other core groups that might have interest in AQMD issues and activities.  This action is to execute a sole source contract with CHMB Consulting Firm to purchase a database in an amount not to exceed $100,000, and for consulting services for the implementation and other technical services in an additional amount not to exceed $20,000. 

COMMITTEE:

Stationary Source, November 19, 2010, Recommended for Approval

RECOMMENDED ACTIONS:

1. Appropriate $120,000 from the Undesignated Fund Balance to Information Management’s FY 2010-11 Capital Outlays Major Object, Computer Software Intangible Account.

2. Authorize the Executive Officer to execute a contract with CHMB Consulting Firm to purchase and implement an electronic contact database.

 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The Administrative Committee and the Board Chair had previously requested the development of an electronic contact database for expedient digital outreach with diverse individuals and groups. Such a database would enable the AQMD to communicate more immediately with local residents, officials and stakeholders regarding air quality disturbances, items and events of community interest, and to inform targeted audiences on rulemaking and clean air initiatives of possible impact to them.

Proposal

Purchase of the contact database would provide immediate E-mail access to more than 900,000 voters in the South Coast basin who have opted-in to receive E-mail communications. The addresses break-out per county as follows:

Database searches could be conducted using the following criteria: zip codes, race/ethnicity, language, age, gender, phone (some), address and E-mail address. Demographic information could be extrapolated from the database to target recipients by language, profession (such as educators and health professionals), and to identify residents with school-age children.  

Additional categories which could be included in the database with additional research include small business owners, and other core groups that might have interest in AQMD issues and activities.

Specifically, CHMB Consulting Firm has proposed a project to increase the effectiveness and efficiency of the AQMD’s communication efforts through the utilization of precisely targeted unique E-mail databases.

This one-time purchase would provide information in a ready-to-use format. AQMD would own the information for its own use.

Benefits of purchasing an existing database rather than developing one include:

• Rapid deployment and communication with a larger number of Southland residents.

• Database consists of individuals who have already opted to receive information by E-mail.

Sole Source Justification

Section VIII.B.2 of the Procurement Policy and Procedures identifies circumstances under which a sole source purchase award may be justified. This request for a sole source contract is made under provision VIII (B.2.d) – the unique experience and capabilities of the proposed contractor or contractor team, CHMB Consulting Firm.

CHMB specializes in communications and strategic management, and has a wealth of experience providing outreach to elected officials, residents, local agencies, state and federal legislators. The firm has experience with successful internet/electronic media communication projects and has compiled a uniquely suitable database. CHMB has the requisite knowledge, skills and experience for this effort, as they are proprietors of, and have invested substantial efforts into amassing and reviewing the information in the existing database.

Resource Impacts

AQMD’s Undesignated Fund Balance has sufficient resources and $120,000 is recommended to be appropriated to Information Management’s FY 2011-12 Budget, Capital Outlays Major Object, Computer Software Intangible Account, for this purpose. Once purchased and implemented, the database becomes property of the AQMD.

Staff Recommendation

Authorize the Executive Officer to execute a sole source contract with CHMB Consulting Firm to purchase and implement a contact information database to aid in improving digital communications with residents, stakeholders, elected officials, professionals, and business owners and operators.