South Coast Air Quality Management District

Execute Contracts for Equipment in Air Monitoring Network

SYNPOSIS: 

On October 20, 2000, the Board recognized PAMS funding from EPA and allocated funds for fixed assets to support the PAMS program. On February 16, 2001, the Board recognized subvention funding from the CARB and allocated additional funds for fixed assets to improve air monitoring equipment used for compliance with ambient air quality standards and to add one additional fully instrumented mobile monitoring platform. This action is to execute contracts with various vendors for the purchase of certain equipment for the PAMS program and air monitoring compliance efforts, on a sole-source basis, using the funding previously allocated to the FY 2000-01 Budget for these items.

COMMITTEE: 

Administrative, March 9, 2001, Recommended for Approval

RECOMMENDED ACTION:

1. Authorize the Executive Officer to execute a contract with Sabio Engineering, Inc. for an amount not to exceed $31,280 for the purchase of three (3) automatic gas calibration systems.
   
   
2. Authorize the Executive Officer to execute a contract with Advanced Pollution Instruments, Inc. for an amount not to exceed $7,870 for the purchase of one (1) continuous oxides of nitrogen analyzer.
   
   
3. Authorize the Executive Officer to execute a contract with MetOne Instruments, Inc. for an amount not to exceed $9,000 for the purchase of one (1) meteorological monitoring system.
   
   
4. Authorize the Executive Officer to execute a contract with Aadco Instruments, Inc. for an amount not to exceed $118,840 for the purchase of fifteen (15) clean air generation systems on a sole-source basis.
   
   
5. Authorize the Executive Officer to execute a contract with Horiba Instruments, Inc. for an amount not to exceed $68,000 for the purchase of ten (10) carbon monoxide analyzers on a sole-source basis.
   
   
6. Authorize the Executive Officer to execute a contract with Martin Container, Inc. for an amount not to exceed $36,000 for the purchase of two (2) air monitoring station housings.
   
   
7. Authorize the Executive Officer to execute a contract with Dasibi Environmental Corp. for an amount not to exceed $6,480 for the purchase of one (1) ozone transfer standard.
   
   
8. Authorize the Executive Officer to execute a contract with XonTech Inc. for an amount not to exceed $32,000 for the purchase of two (2) VOC-canister samplers.
   
   
9. Authorize the Executive Officer to execute a contract with ATEC Inc. for an amount not to exceed $16,000 for the purchase of one (1) VOC-carbonyl sampler
   
   
10. Authorize the Executive Officer to execute a contract with XonTech Inc. for an amount not to exceed $19,000 for the purchase of one (1) particulate sampler.
    
    
11. Authorize the Executive Officer to execute a contract with MetOne Instruments, Inc. for an amount not to exceed $16,000 for the purchase of one (1) continuous particulate (PM2.5) monitor.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On October 20, 2000, the Board recognized and appropriated funds to support the eight-year federal PAMS program. Included in these appropriated funds were $535,500 for the purchase of fixed assets for PAMS-related equipment in the ambient air quality network (see Attachment A). On February 16, 2001, the Board recognized and appropriated state subvention funds to support enhanced compliance programs. Included in these appropriated funds were $405,000 for the purchase of fixed assets for two instrumented platforms to enhance Environmental Justice Initiatives monitoring response, and $155,000 for the replacement of equipment in the ambient air quality network (see Attachment B - total of bolded items only). However, due to a slightly lesser amount of subvention funding available to AQMD, only one additional fully-equipped mobile platform can be funded.

The PAMS-related purchases and the purchase of equipment not related to the two mobile platforms would primarily replace aging equipment that is over 10 years old, and in need of increasingly more frequent repair, and to replace older trailers with safer and more secure shelters for use as air monitoring stations. Replacement of the older, outdated equipment, and the continuation of upgrading shelters for air monitoring are needed to ensure that the capture of valid air monitoring data continues at acceptable levels as required by U.S. EPA.

An additional mobile monitoring platform will enhance AQMD’s community monitoring program, by augmenting the existing capability with a truck-mounted configuration for quick response to nuisance and odor complaints.

Proposal

This action is to purchase the following items on a sole-source basis:

• 3 Automatic Gas Calibration Systems from Sabio Engineering, Inc. for an amount not to exceed $31,280
• 1 Continuous Oxides of Nitrogen Analyzer from Advanced Pollution Instrumentation, Inc. for an amount not to exceed $7,870
• 1 Meteorological Sensor System from MetOne Instruments, Inc. for an amount not to exceed $9,000
• 15 Clean Air Generation Systems from Aadco Instruments, Inc, for an amount not to exceed $118,840
• 10 Continuous Carbon Monoxide Analyzers from Horiba Instruments, Inc. for an amount not to exceed $68,000
• 2 Station Housings from Martin Container, Inc. for an amount not to exceed $36,000
• 1 Ozone Transfer Standard from Dasibi Environmental Corp. for an amount not to exceed $6,480
• 2 VOC Canister Samplers from XonTech, Inc. for an amount not to exceed $32,000
• 1 VOC-Carbonyl Sampler from ATEC, Inc. for an amount not to exceed $16,000
• 1 Particulate Monitor from XonTech, Inc. for an amount not to exceed $19,000
• 1 Continuous Particulate Monitors from MetOne Instruments, Inc. for an amount not to exceed $16,000

These items are needed to support the air monitoring network, including the PAMS program, and to establish one additional instrumented mobile platform to respond to community concerns and public complaints of potential exposure to toxics and odiferous compounds.

Sole-Source Justification

A sole-source award is authorized under Sections IV.B. of the Procurement Policy and Procedure when a purchase does not lend itself to substitution. 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 if parts are to be interchangeable with existing equipment. This consistency of instrumentation provides economies of scale in training in the operation, repair and maintenance of the equipment, thereby reducing overall maintenance costs. Also, Section IV(B)(5) allows for sole-source purchasing based on prior bid, last price, if the conditions of the previous purchase are similar. Below is a list of vendors who were awarded contracts based on competitive bids in the previous fiscal year, and who have agreed to maintain the same unit price they proposed under that competitive bidding process. None of the vendors have distributors or representatives in the continental United States that would compete for a contract to supply multiple individual units.
 

In addition, the following equipment must be compatible with equipment currently in use for the PAMS and Environmental Justice monitoring programs, to assure that parts are interchangeable with this existing equipment.
 

Resource Impacts

Sufficient funds are available in the FY 2000-01 Budget for PAMS-funded purchases under Fixed Asset #16, #17, #20, #21, and #24, and for Subvention-funded purchases under Fixed Asset #35, #45, #46, #47, #49, #51, #52, #53, and #54.

Attachments

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