Back

Approve Reallocation of PAMS Funds for Fixed Assets and Execute Contracts for Equipment in Air Monitoring Network

SYNOPSIS: 

On October 8, 1999, the Board recognized PAMS funding from EPA and allocated some of those funds for fixed assets to replace old air monitoring equipment. On January 21, 2000, the Board approved the release of four RFQs to purchase the designated equipment. Results from the RFQs indicate that some equipment now cost less than the original estimates, and reallocation of the PAMS fixed asset budget is needed to maximize the utilization of federal PAMS funding. This action is to approve reallocation of PAMS funds for Fixed Assets #34, #41, #44, and #45, and execute contracts with four vendors for the purchase of equipment for the air monitoring network and the PAMS program. Sufficient funding is available in the FY 1999-00 Budget.

COMMITTEE: 

Administrative, May 12, 2000, Recommended for Approval

RECOMMENDED ACTION:

1. Approve reallocation of PAMS funds as shown in Attachment 1, for the following Fixed Assets: #34-meteorological sensor systems; #41-continuous oxides of nitrogen analyzers; #44-automatic gas calibration systems; and #45-clean air generation systems.
   
   
2. Authorize the Chairman to execute a contract with MET ONE Instruments (MET ONE) for an amount not to exceed $41,870 for the purchase of 10 meteorological sensor systems.
   
   
3. Authorize the Chairman to execute a contract with Advanced Pollution Instruments, Inc. (API), for an amount not to exceed $31,500 for the purchase of four (4) continuous oxides of nitrogen analyzers.
   
   
4. Authorize the Chairman to execute a contract with Sabio Engineering, Inc. (Sabio) for an amount not to exceed $114,700 for the purchase of 11 automatic gas calibration systems.
   
   
5. Authorize the Chairman to execute a contract with Aadco Instruments, Inc. (Aadco) for an amount not to exceed $142,600 for the purchase of 18 clean air generation systems.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

For the past seven years, EPA has provided grant funds to AQMD specifically to operate the PAMS program, as required by the 1990 CAAA. Last October, the Board recognized EPA funding for PAMS, and allocated some of the funds toward fixed assets needed to replace aging air monitoring equipment. On January 21, 2000, the AQMD released RFQs #2000-05, #2000-06, #2000-07, and #2000-08, to competitively select vendors from which to purchase twelve (12) automatic calibration systems, four (4) oxides of nitrogen analyzers, nine (9) meteorological sensor systems, and seven (7) clean air generation systems. These instruments and systems are integral parts of the air monitoring network and are necessary to assure continuing compliance with EPA requirements and to validate data from instruments in the air monitoring network. The ages of existing instruments and systems to be replaced range from 10 years to over 20 years old, and require increasingly more frequent and costly maintenance and repair. 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 PAMS program.

The solicitation for quotations resulted in significantly lower costs for some of the items than were first estimated. In order to make the optimum use of the funds, staff recommends a reallocation of PAMS funds. This would enable the AQMD to procure additional clean air generation systems that are in critical need of replacement. These changes have been discussed with EPA Region IX and they have agreed to the reallocation of those funds. For two equipment items, the automatic gas calibration systems and oxides of nitrogen analyzers, funds for additional units were included as part of the AQMD FY1999-00 Budget (as Fixed Assets #14 and #18) and these remain unchanged. The original allocations and proposed changes are shown in Attachment 1.

Proposal

This action is to approve reallocation of PAMS funds for Fixed Assets #34, #41, #44 and #45, as shown in Attachment 1, and execute contracts for the purchase of equipment for the air monitoring network and the PAMS program, as follows:

1. Ten (10) meteorological sensor systems to MET ONE Instruments, Inc. for an amount not to exceed $41,870.
   
   
2. Four (4) oxides of nitrogen analyzers to Advanced Pollution Instruments, Inc. for an amount not to exceed $31,500.
   
   
3. Eleven (11) automatic gas calibration systems to Sabio Engineering for an amount not to exceed $114,700.
   
   
4. Eighteen (18) clean air generation systems to Aadco Instruments, Inc. for an amount not to exceed $142,600.

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

A listing of open RFQs was made available to various legislative caucuses, community groups, trade organizations, chambers of commerce and other interested parties at the time the Notice Inviting Bids/Proposals is submitted for publication.

Additionally, potential bidders were identified using the Los Angeles County MTA Directory of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business and Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Notice of the RFQ was mailed to the African-American and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov, "Business and Job Opportunities" icon] and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.

Bid Evaluation

Four (4) copies of RFQ #2000-05 were mailed out. Four (4) quotations were received when the bidding closed at 2:00 p.m. on February 23, 2000. Two instruments were provided by March 28, 2000, the last date to submit a demonstration instrument. Environics, Inc. (Environics) and Sabio submitted units for evaluation. Attachment 2 summarizes the comparison of the specifications and performance of the four (4) instruments quoted.

Five (5) copies of RFQ #2000-06 were mailed out. Five (5) quotations were received when the bidding closed at 2:00 p.m. on February 23, 2000. One instrument was provided by March 28, 2000, the last date to submit a demonstration instrument. API submitted this unit for evaluation. Attachment 3 summarizes the comparison of the specifications and performance of the five (5) instruments quoted.

Three (3) copies of RFQ #2000-07 were mailed out. Only one quotation was received when the bidding closed at 2:00 p.m. on February 23, 2000. An instrument was provided by March 28, 2000, the last date to submit a demonstration instrument. MET ONE submitted this unit for evaluation. Attachment 4 summarizes the comparison of the specifications and performance of the instrument quoted.

Two (2) copies of RFQ #2000-08 were mailed out. Two (2) quotations were received when the bidding closed at 2:00 p.m. on February 23, 2000. Two instruments were provided by March 28, 2000, the last date to submit a demonstration instrument. Aadco and Advanced Pollution Instruments, Inc. (API) submitted units for evaluation. Attachment 5 summarizes the comparison of the specifications and performance of the two (2) instruments quoted.

An evaluation panel was convened to evaluate all instruments and their performance during the comparative testing, according to the criteria described in the RFQs. The panel consisted of three (3) AQMD staff: one - Principal Air Quality Instrument Specialist, one - Senior Air Quality Instrument Specialist, and one - Air Quality Instrument Specialist II; one - Caucasian, two - Hispanic; three - males. The panel, based on its evaluations, determined the following:

Automatic Gas Calibration Systems (RFQ #2000-05). The Environics, Thermo Environmental Instruments, Inc. (TECO), and Sabio units met all of the specifications, whereas the Advanced Pollution Instruments, Inc. (API) failed to meet 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. Although the TECO bid was slightly lower overall, they did not include an annual repair cost estimate and did not provide a unit for evaluation, so the actual performance of the TECO unit could not be compared with the Sabio unit. Although the total cost of the Sabio bid was about $1,300 higher than the TECO bid (due to training and shipping costs), staff’s evaluation of the performance during the evaluation was very good, and that the added feature of extreme stability of the ozone generation would result in a cost savings over the long term. Therefore, staff recommends that a contract be awarded to Sabio.

Oxides of Nitrogen Analyzers (RFQ #2000-06). All five (5) units met all of the specifications. API submitted the lowest cost proposal of the five that were submitted. Therefore, staff recommends that a contract be awarded to Advanced Pollution Instruments, Inc.

Meteorological Sensor Systems (RFQ #2000-07). The instrument quoted by MET ONE Instruments, the only bidder, met all of the critical specifications identified in the RFQ. Therefore, staff recommends that a contract be awarded to MET ONE Instruments.

Clean Air Generation Systems (RFQ #2000-08). The Aadco unit met all of the specifications, whereas the API unit failed to meet 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. In particular, the API unit does not have the capability to be turned on by a remote signal and this capability is required to ensure proper integration with the automatic gas calibration systems. Based on the importance of meeting instrument specifications, the API quotation was deemed to be not responsive to the RFQ. Therefore, staff recommends that a contract be awarded to Aadco.

Resource Impacts

Sufficient funds are available in the FY 1999-00 Budget for the reallocation and purchase of these equipment. As shown in Attachment 1, the level of funding remains unchanged.

Attachments

Attachment 1 - Recommended Reallocation of Fixed Assets
Attachment 2 - Quotation Evaluation of RFQ #2000-05
Attachment 3 - Quotation Evaluation of RFQ #2000-06
Attachment 4 - Quotation Evaluation of RFQ #2000-07
Attachment 5 - Quotation Evaluation of RFQ #2000-08

/ / /