PROPOSAL:

Execute Contract to Acquire Meteorological Sensor Systems

SYNOPSIS:

As part of the AQMD’s air monitoring network modernization program, 13 Meteorological Sensor Systems (MSSs) are needed to replace outdated sensors, and to reduce operation and maintenance costs. Under the Board’s Contracting and Purchasing Policy, a prior bid may be used for purchasing this equipment. On May 9, 1997, the Board approved the purchase of seven MSSs from Met One Instruments using a competitive bid process. The vendor has confirmed that the prior bid is still valid. This action is to execute a contract with Met One Instruments in an amount not to exceed $110,000 for the purchase of 13 MSSs. Sufficient funds are allocated in the FY 1997-98 Budget.

COMMITTEE:

Administrative, September 19, 1997, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Acting Executive Officer to execute a contract with Met One Instruments for the purchase of 13 MSSs for the air monitoring network and the Photochemical Assessment Monitoring Stations (PAMS) fifth-year program in an amount not to exceed $110,000.

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

Background

Two years ago the AQMD’s air monitoring network modernization program was initiated to replace aging equipment, reduce maintenance and repair costs, and move toward greater automation of equipment. Many of the meteorological sensors which measure such parameters as wind direction, wind speed, temperature, and solar radiation, are an integral part of the network, and provide key data for modeling and analysis purposes. Most of these sensors have been in place for over 10 years and many of the wind units no longer consistently meet federal requirements for certain operational criteria.

On January 10, 1997, the AQMD released RFQ #1911 as the first step toward the replacement of the aging meteorological sensors. The purpose of the RFQ was to competitively select a vendor from which to purchase new MSSs. On May 9, 1997, the Board approved the purchase of seven MSSs from Met One Instruments in accordance with criteria established in the RFQ. These systems will ensure that the meteorological measurements are conducted at acceptable levels as required by EPA, ARB and AQMD regulations.

This contract is the second segment of the MSS procurement. Under the AQMD Consultant Selection Policy and Procedure and Contracting and Purchasing Policy, Section IV, (B)(5), after confirming the validity of a prior price, an award may be made on the basis of a prior bid or on the basis of the last price, if the conditions of a previous purchase are similar. In this case, Met One Instruments has confirmed that the prices quoted in the original bid are still valid.

Proposal

This action is to purchase 13 MSSs at a cost not to exceed $110,000 from Met One Instruments. Staff recommends purchasing these units from Met One from whom seven units were purchased in May 1997, relying on a prior bid as allowed in the AQMD Consultant Selection Policy and Procedure and Contracting and Purchasing Policy, in order to maintain consistency of equipment in the network. Such consistency makes it more efficient and economical to service and maintain the equipment by having a single-parts inventory. The total cost for the MSSs (20 sensor systems over two fiscal years) is $193,000.

Outreach

In accordance with AQMD's consulting and contracting policies for the original bid, a public notice advertising the RFP and inviting bids was published in the following publications:

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

Additionally, potential bidders were notified from Los Angeles County MTA and Cal Trans Directories of Certified Minority, Women, Disadvantaged and Disabled Veteran Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD's own electronic listing of certified minority vendors; and AQMD Purchasing's mailing list. Copies of the RFQ were mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and were placed on the Internet at AQMD's Web site [http://www.aqmd.gov, click on "Business and Job Opportunities"] and on AQMD’s bidder’s 24-hour telephone message line, (909) 396-2724. In addition, public service announcements were sent to local radio, TV and cable stations. Further personal outreach efforts by staff were made to various minority businesses and chambers of commerce to inform and invite prospective bidders to submit proposals.

Proposition 209 Compliance

On August 28, 1997, Proposition 209 went into effect when a stay of enforcement was lifted. Proposition 209 prohibits granting of preferential treatment based upon race, ethnicity, color, sex or national origin in the operation of public employment, public education, or public contracting. On September 19,1997, the Administrative Committee considered options for amendment of the District’s contracting policies to conform with the Proposition. The matter will be further considered at the Committee’s next meeting. In the meantime to ensure compliance with the Proposition, the Committee recommended for adoption an Interim Contracting Policy. This policy will be considered for adoption as part of another agenda item at the October 10, 1997, Board Meeting. The proposed Interim Policy eliminates the granting of preference points based upon race or gender and only requires a good faith effort to subcontract with minority and women-owned businesses if subcontracts are to be let, when contracts are funded in whole or in part by EPA grant funds. (Proposition 209 does not prohibit actions necessary to maintain eligibility for federal funding.) In addition, in compliance with federal requirements, local preference points are allowed only if the contract does not involve federal funding. If the Interim Policy is adopted by the Board, this contract award will be based on that policy. The remainder of the District’s Contracting and Purchasing Policy and Consultant Selection Policy remains unchanged.

Bid Evaluation

Four bids were received in response to RFQ #1911 (for the original purchase) when final bidding closed at 2:00 p.m. on February 11, 1997. Of the four bids, none were from disabled veteran-owned business enterprises, one was from a women-owned business enterprise, none were from certified minority-owned businesses, and none were from non-certified minority-owned business enterprises. The bids were evaluated to determine if the system specifications were met. As part of the May 1997 Board action, the award was made to the bidder with the lowest cost quotation fully responsive to the criteria set forth in the RFQ. None of the remaining three bidders fully met the criteria as set forth in the RFQ.

Panel Composition

The panel evaluating the responses to RFQ #1911 consisted of staff from AQMD: Mike Agnew, Rene Bermudez, Sandy Ryan, Principal Air Quality Instrument Specialists, and Dennis Delaney, Meteorologist. Of these four panelists, one is a woman and three are men. Additionally, two of the panelists are Hispanic, and two are Caucasian.

Resource Impacts

Sufficient funds are included in the FY 1997-98 budget for the purchase of 11 MSSs, and funds for an additional two MSSs are part of the EPA 105 Supplemental Grant for the fifth-year implementation of the PAMS program, which was recognized by the Board on July 11, 1997.

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