Proposal:

Execute Contract to Acquire Meteorological Sensor Systems

Synopsis:

On January 10, 1997, the Board approved an RFQ to acquire Meteorological Sensor Systems for the PAMS program. The replacement sensors are more reliable, easier to maintain and less costly to operate with proposed staffing levels. This action is to execute a contract with Met One Instruments in the amount not to exceed $83,000 for the purchase of seven Meteorological Sensor Systems. Sufficient funds are allocated in FY 1996-97 budget.

Committee:

Administrative, April 18, 1997, Recommended for Approval

Recommended Action:

Authorize the Executive Officer to execute a contract with Met One Instruments for the purchase of seven Meteorological Sensor Systems for the PAMS program in the amount not to exceed $83,000.

James M. Lents, Ph.D.
Executive Officer

Background

On January 10, 1997, the AQMD released RFQ #1911 for the purchase of Meteorological Sensor Systems for the PAMS program. The purpose of this RFQ is to competitively select a vendor(s) from which to purchase ten Meteorological Sensor Systems. The replacement Sensors are of newer technology and will require less maintenance, parts, servicing, and be more automated and compatible with computer systems. This system will also ensure that the air monitoring capability is continued and acceptable levels as required by EPA, ARB and AQMD regulations.

Outreach

In accordance with the AQMD’s Consultant Selection Policy and Procedure, a public notice inviting bids was published in The Los Angeles Times, Orange County Register, San Bernardino Sun, Riverside Press Enterprise, La Opinion, Korea Central Daily, Rafu Shimpo, Philippine News, LA Sentinel, Eastern Group Publications, Inland Valley Daily Bulletin, Precinct Reporter, El Chicano, The Black Voice News, La Voz, The Excelsior, Chinese Daily News, Inland Empire Hispanic News, M/W/DVBE Source, and Contracts Register. In addition, the RFQ was placed on the Internet, the AQMD’s Hotline and was also mailed to the Latino and Black Legislative Caucuses, interested minority contractors and professional associations.

Bid Evaluation

Copies of the RFQ were mailed to 14 vendors and 4 bids were received. The bids were evaluated to determine if the system specifications were met. The recommended selection was made to the lowest cost quotation fully responsive to the criteria set forth in the RFQ. The least expensive quotation did not meet any of the criteria specified in the RFQ. The second least expensive did not fully meet the criteria listed in the RFQ. The vendor selected was the least expensive which was fully responsive to the specifications in the RFQ. Attachment A indicates the evaluation of the bidders’ specifications.

Proposal

This action is to purchase of seven Meteorological Sensor Systems at a cost not to exceed $83,000. Staff originally estimated acquiring ten units which would not exceed $90,000. However, due to PAMS criteria, the Meteorological Sensor Systems exceeded the cost estimate. The currently budgeted allocation is sufficient to purchase seven units.

Resource Impacts

Sufficient funds are included in FY 1996-97 for the purchase of seven Meteorological Sensor Systems. These funds were included in the EPA 105 Supplemental Grant for the fourth year implementation of the PAMS program which was recognized by the Board on July 12, 1996.

Attachment

Attachment A - Quotation Evaluation for the Meteorological Sensor Systems

ATTACHMENT A

METEOROLOGICAL SENSOR SYSTEM - QUOTATION EVALUATION RFQ #1911

Vendor	Comade	Intermountain Environmental	Met One* Instruments	RES** Environmental	Comments
Specification
Instrument of use proven design	Does not meet criteria	Does not meet criteria	Meets Criteria	Does not meet criteria
Sonic WS & D Sensor	Does not meet criteria	Meets Criteria	Meets Criteria	Does not meet criteria	RES-unit does not meet threshold/accuracy criteria.
Indoor Temp	Does not meet criteria	Meets Criteria	Meets Criteria	Meets Criteria
Outdoor Temp	Does not meet criteria	Meets Criteria	Meets Criteria	Meets Criteria
Relative Humidity Sensor	Does not meet criteria	Meets Criteria	Meets Criteria	Meets Criteria
Solar Radiation Sensor (First Class Pyrometer)	Does not meet criteria	Does not meet criteria	Meets Criteria	Meets Criteria
UV Radiation Sensor	Does not meet criteria	Meets Criteria	Meets Criteria	Meets Criteria
Barometric Pressure Sensor	Does not meet criteria	Meets Criteria	Meets Criteria	Meets Criteria
Compatible with ESC 8800	Does not meet criteria	Does not meet criteria	Meets Criteria	Meets Criteria
Mast with HOE	Does not meet criteria	Meets Criteria	Meets Criteria	Meets Criteria
Vendor engaged in manufacturer of sensor for three or more years.	Does not meet criteria	Does not meet criteria	Meets Criteria	Does not meet criteria
Names of four users of instrument (References).	Does not meet criteria	Does not meet criteria	Meets Criteria	Does not meet criteria
Cost (including tax)	$5,798.06	$13,960.50	$11,795.79	$11,328.90

* Recommended selection based on lowest cost quotation which was fully responsive to the criteria set forth in the RFQ.

** WBE