BOARD MEETING DATE: March 12, 1999 AGENDA NO. 7
PROPOSAL:
Execute Contract to Purchase Instruments for Automatic Gas Calibration Systems
SYNOPSIS:
On August 14, 1998, the Board approved the release of an RFQ to purchase 10 automatic gas calibration systems for the ambient air monitoring network and in support of the PAMS program. This action is to execute a contract with Environics Inc. in the amount of $135,312.00 for the purchase of 10 automatic gas calibration systems. Funds for this purchase are included in the FY 1998-99 Budget.
COMMITTEE:
Administrative, February 19, 1999, Technology, February 26, 1999, Recommended for Approval
RECOMMENDED ACTION:
Authorize the Chairman to execute a contract with Environics Inc. in the amount of $135,312.00 for the purchase of 10 automatic gas calibration systems.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
On August 14, 1998, the AQMD released RFQ #2100 to competitively select a vendor from which to purchase 10 automatic gas calibration systems. Gas calibration systems are an integral part of the air monitoring process, as they automatically perform federally required precision checks and daily calibrations of the carbon monoxide, ozone, nitrogen oxides, and sulfur dioxide instruments. The current systems are more than 20 years old and replacement parts are no longer available. The new instrumentation will require less maintenance, servicing, fewer parts replacement, and will be more automated and compatible with computer systems. This equipment replacement is necessary to ensure that the capture of valid air monitoring data continues at acceptable levels as required by EPA, ARB and AQMD for the air monitoring network, including PAMS sites.
Proposal
This action is to purchase 10 automatic gas calibration systems for the ambient air monitoring network and to support the PAMS program, from the successful bidder, Environics Inc. in the amount of $135,312.00.
Outreach
In accordance with the AQMD’s consulting and contracting policies, public notices advertising the RFQs and inviting bids were published in the following publications:
| 1. | Antelope Valley Press | 10. | La Opinion | 19. | Precinct Reporter |
| 2. | Black Voice News | 11. | La Voz | 20. | Rafu Shimpo |
| 3. | Chinese Daily News | 12. | Los Angeles Daily News | 21. | Riverside Press Enterprise |
| 4. | Eastern Group Publications | 13. | Los Angeles Sentinel | 22. | San Bernardino Sun |
| 5. | El Chicano | 14. | Los Angeles Times | 23. | Santa Clarita Signal |
| 6. | Excelsior, The | 15. | M/W/DVBE Source | 24. | State of California Contracts |
| 7. | Inland Empire Hispanic News | 16. | Orange County Register | Register | |
| 8. | Inland Valley Daily Bulletin | 17. | Palm Springs Desert Sun | ||
| 9. | Korea Central Daily | 18. | Philippine News |
Individuals and vendors from the Los Angeles County MTA and Cal Trans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises, the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory, the AQMD’s certified minority vendors and Purchasing’s mailing list, and the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations were also notified of this RFQ via direct mail. These RFQs were placed on the Internet at AQMD’s Web site [http://www.aqmd.gov, "Business & Job Opportunities" icon], and advertised on the AQMD’s bidder 24-hour telephone message line.
Bid Evaluation
One hundred sixty-seven (167) copies of RFQ #2100 were mailed out. Two quotations were received when the bidding closed at 2:00 p.m. on September 15, 1998. Attachment A summarizes the comparison of the specifications and performance of the two instruments quoted.
An evaluation panel was convened to evaluate the two instruments and their performance during the comparative testing, according to the criteria described in the RFQ. The panel consisted of three AQMD staff: two Principal Air Quality Instrument Specialists, and one Senior Air Quality Instrument Specialist; two Caucasian, one Hispanic; two males and one female. The panel, based on its evaluation, determined that the Environics Inc. Series 9100 met all of the specifications, whereas the Advanced Pollution Instruments Inc. (API) Model 700 with options 01, 02 and 20, failed to meet several key specifications identified in the RFQ. Failure to meet these specifications would potentially compromise the validity of data collected and/or increase the labor effort at air monitoring sites. Based on the importance of meeting instrument specifications, the API quotation was deemed to be not responsive to the RFQ. Therefore, staff recommends that the Board authorize the Chairman to execute a contract with Environics Inc. in the amount of $135,312.00 for 10 Environics Inc. Series 9100 Automatic Gas Calibration Systems.
Resource Impacts
Sufficient funds are available in the FY 1998-99 Budget under Fixed Asset #11 and #30 for the purchase of the automatic gas calibration systems.
Quotation Evaluation of RFQ #2100
/ / /