BOARD MEETING DATE: January 21, 2000
AGENDA NO. 13

PROPOSAL: 

Recognize and Appropriate EPA 105 Grant Funds and Approve Purchase of Paperless Chart Recorder Data Acquisition Systems

SYNOPSIS: 

AQMD received $42,500 in EPA Section 105 Grant funds originally allocated for a demonstration of a Remote Optical Sensing. With the concurrence of AQMD, EPA redesignated these funds for the purchase of paperless chart recorder data acquisition systems. EPA has also previously provided $99,000 in Section 105 Grant funds for the purchase of paperless chart recorder data acquisition systems. This action is to recognize the $42,500 from EPA and appropriate these funds to the FY 1999-00 Budget; and to approve the purchase of forty-five (45) paperless chart recorder data acquisition systems from Yardley Instruments, Inc., on a sole-source basis.

COMMITTEE: 

Administrative, December 17, 1999, Recommended for Approval

RECOMMENDED ACTION:

1. Recognize $42,500 from U.S. EPA Section 105 Grant funds and appropriate from the Undesignated Fund Balance to the Fixed Asset Major Object in Monitoring and Analysis this amount for the purchase of paperless chart recorder data acquisition systems.
   
   
2. Approve purchase of thirty-five (35) paperless chart recorder data acquisition systems from Yardley Instruments Inc., on a sole-source basis, in an amount not to exceed $108,045.
   
   
3. Approve purchase of an additional ten (10) paperless chart recorder data acquisition systems with advanced mathematical function capability and ten (10) additional data storage media from Yardley Instruments, Inc. , on a sole-source basis, in amount not to exceed $33,455.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

Historically, the AQMD has used mechanical strip chart recorders to create a graphical record of the output from instruments used to monitor air quality levels, meteorological data, and other information, at the stations that make up the air monitoring network and other remote, unattended special monitoring projects. As an integral part of the air monitoring network, the chart recorders provide a back-up data collection mechanism during periods when the telemetry system is not able to collect data. At unattended special monitoring projects, in many cases they provide the only means of data recording. The graphical output also facilitates the detection of instrument problems, calibration and repair of analyzers to minimize downtime. However, mechanical chart recorders are costly, take up significant space, and require regular maintenance and repair, expensive chart paper, and manual data reduction. A single paperless recorder replaces up to twelve (12) mechanical recorders, has no mechanical parts, requires no regular maintenance, can store several months of data, can download data to a computer in spreadsheet format for subsequent analysis, and is comparable in cost to a mechanical strip chart recorder. To reduce costs and increase efficiency, mechanical chart recorders are being replaced with paperless chart recorders. The first five (5) paperless chart recorders were purchased from Yardley Instruments in June 1999, following a formal bidding process (RFQ #2116). They have proved accurate and reliable as back-up systems for the telemetry data system, and as the primary data acquisition system for the monitoring conducted for the State of California Children’s Asthma Study.

Recognizing the benefit of paperless recorders as a replacement for aging mechanical strip chart recorders, the EPA has provided funding for their purchase through Section 105 Grant funds.

The AQMD originally received $42,500 in Section 105 Grant funds from the EPA toward a demonstration of Remote Optical Sensing technology. These funds were to supplement an EPA-sponsored study of remote sensing, which ultimately did not enter the demonstration phase. AQMD staff discussed the reallocation of these funds with EPA, and EPA has redesignated these funds for the purchase of paperless chart recorder data acquisition systems.

In addition to the $42,500 Section 105 Grant funds, $99,000 in Section 105 prior-year Grant funds to support the PAMS program have been previously received from the EPA, recognized and allocated to the FY 1999-00 Budget for the purchase of twenty-two (22) paperless chart recorder data acquisition systems ($71,000 under fourth and sixth year carry-over PAMS funds, $28,000 under seventh year PAMS funds). The thirty-five total units will serve the needs of the ambient air monitoring network (two units are needed for some sites). The price quote from Yardley Instruments, however, permits the purchase of ten (10) additional units with advanced math function and back-up data storage media to support special monitoring projects and to serve as back-up in the event of equipment malfunction.

Proposal

Staff proposes that the Board recognize and appropriate an additional $42,500 in Section 105 Grant funds to the FY 1999-00 Budget and combined with $99,000 previously approved by EPA, approve the purchase of a total of 45 paperless chart recorder data acquisition systems, ten (10) with advanced math function and back-up storage media from Yardley Instruments on a sole-source basis. Given the availability of EPA funds for this purpose, staff is requesting that the purchase of 45 units be authorized, increased from 22 units authorized in FY 1999-00 Budget. This acquisition will meet all data recording monitoring needs for the foreseeable future.

Sole-Source Justification

A sole-source award is authorized under Sections IV.B.4 and IV.B.5 of the Procurement Policy and Procedure when a purchase does not lend itself to substitution and when an award may be made on the basis of a prior bid on the basis of a last price, respectively.

On May 14, 1999, the AQMD issued an RFQ for the purchase of five Paperless Chart Recorder Data Acquisition Systems. Based on an evaluation of fifteen (15) quotations received, five paperless chart recorders were purchased from Yardley Instruments on June 24, 1999, at a cost of $3,082 each. None of the other quotations were fully responsive, particularly in the capability to remotely and automatically download data files through a dial-up modem, a key element for the efficient use of resources. The quotations that came closest to meeting all of the specifications were also significantly greater in cost and are not expected to be reduced to the point of competitiveness with the quotation from Yardley Instruments. There would be no significant savings, if any, from reissuing the RFQ, and the cost to reissue would exceed any potential savings. Yardley Instruments has provided a written statement extending this price through the end of March 2000.

Several months of experience with the five units purchased from Yardley Instruments, they have provided all of the required functionality and have gained universal acceptance by the staff working with them. In addition, since the paperless chart recorders are the interface between the instruments and staff from different sections, it is important that they are compatible with existing equipment and are interchangeable without having to do significant reconfiguration. Also, the consistency of instrumentation provides economies of scale in training in the operation, repair and maintenance of the units.

Resource Impacts

Since the receipt and appropriation of funds by the AQMD constitutes a budget supplement within the definition of Health and Safety Code Section 40720(j), public notice of this proposed supplement was published in the Los Angeles Daily Journal, Riverside Press Enterprise, Orange County Register, San Bernardino Sun, and the Inland Valley Daily Bulletin. Sufficient funds are available in the FY 1999-00 Budget with the recognition and allocation of the $42,500 in EPA 105 Grant funds and the previously allocated $99,000 in EPA 105 Grant Funds for the PAMS program.

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