BOARD MEETING DATE: May 8, 1998 AGENDA NO.18
PROPOSAL:
Reallocate Funds and Approve Purchase of Laboratory Equipment Upgrades
SYNOPSIS:
For the sixth-year PAMS implementation, $35,000 was approved by the Board in February 1998 for purchase of one concentrator for gas chromatographic analysis of VOCs. The AQMD Laboratory recently received ARB-surplused equipment at no cost to AQMD, including one Entech concentrator and three Entech canister auto samplers. Although the equipment is outdated, upgrades are available from Entech Instruments, Inc. Staff believes that upgrading the concentrator and the three canister samplers is more cost effective than purchasing one new piece of equipment. This action is to reallocate $35,000 to purchase equipment upgrades from Entech Instruments, Inc. on a sole-source basis.
COMMITTEE:
Administrative, April 17, 1998, Recommended for Approval
RECOMMENDED ACTION:
- Reallocate $35,000 originally approved for one concentrator under the PAMS sixth-year expenditures to purchase equipment upgrades for three canister auto samplers and one concentrator donated by the ARB.
- Approve purchase of equipment upgrades for three canister auto samplers and one concentrator from Entech Instruments, Inc. on a sole-source basis.
Barry R. Wallerstein, D.Env.
Acting Executive Officer
Background
In February 1998, the AQMD Board approved appropriation of EPA Section 105 grant funds to support the sixth-year PAMS program. A $35,000 line item allocation for the purchase of one concentrator for gas chromatographic analysis of VOCs was concurrently authorized.
The AQMD Laboratory has received ARB-surplused used equipment which includes one Entech concentrator and three Entech canister auto samplers. These were provided by ARB at no cost to AQMD. Although the concentrators and samplers are outdated, the manufacturer, Entech Instruments, Inc. sells equipment upgrades which will allow for this equipment to meet our PAMS monitoring needs. Staff can upgrade the three canister auto samplers and the concentrator for $33,877.25, less than the authorized amount for the purchase of one new concentrator. Staff believes that it will be more cost effective to upgrade existing equipment than to purchase a new one.
Proposal
Reallocate $35,000 and approve the purchase of equipment upgrades for three canister auto samplers and one concentrator from Entech Instruments, Inc.
Sole Source Justification
A sole-source award is authorized under Section IV (B)(4) of the Procurement Policy and Procedure when an item can only be obtained from one source. In this instance, Entech equipment upgrades are only available from Entech Instruments, Inc. The Entech samplers and concentrator cannot be upgraded with parts produced by another manufacturer. Furthermore, Section VIII, (B)(2) of the Procurement Policy and Procedure identifies four major provisions under which a sole-source award may be justified. This request for a sole source purchase is made under provision B.2.d.(6). This equipment must be compatible with existing equipment in order to meet PAMS requirements.
Equipment upgrading will yield four pieces of equipment. The total cost of the equipment upgrades for the three samplers and one concentrator is $33,877.25. This amount is within the $35,0000 approved budget allocation for one concentrator.
Resource Impacts
Sufficient funds are available in the FY 1997-98 Budget under Fixed Asset #71.
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