BOARD MEETING DATE: April 4, 2003
AGENDA NO. 11

Issue RFQs to Purchase Oxides of Nitrogen Analyzers for Air Monitoring Network and Various Laboratory Instruments

SYNPOSIS: 

Replacement of NOx analyzers is necessary due to the high expenditure of resources needed to ensure valid data. There is also an urgent need to replace three laboratory instruments in support of VOC compliance and rule development. With U.S. EPA’s concurrence, PAMS 105 grant funds will be reallocated for NOx analyzers and laboratory instruments. These actions are to: (1) reallocate $250,000 from FY 2002-03 Professional and Special Services account to Capital Outlay Item #37-NOx analyzers and approve a transfer of funds in the amount of $12,255 from Capital Outlay Item #45 to Item #37; (2) approve issuance of an RFP to purchase 22 NOx analyzers; and (3) reallocate $100,000 from Capital Outlay Items #40, #41, and #47 and $12,000 from the Building Maintenance account to purchase one total combustion analyzer with flame ionization detector (FID) in the amount of $48,000, one gas chromatograph (GC) with thermal conductivity detector in the amount of $32,000, and one GC/FID in the amount of $32,000.

COMMITTEE: 

Administrative, March 14, 2003, Recommended for Approval

RECOMMENDED ACTION:

1. Transfer $250,000 in the Science and Technology Advancement FY 2002-03 Budget from the Services and Supplies Major Object, Professional & Specialized Services account and $12,255 from Item #45 in the Capital Equipment Major Object to Item #37 (NOx Analyzers) in the Capital Equipment Major Object and increase the number of units to be purchased from 5 to 22.
   
   
2. Transfer $12,000 in the Science and Technology Advancement FY 2002-03 Budget from the Services and Supplies Major Object, Building Maintenance & Operation account, and $60,000 from Item #40, $30,000 from Item #41, and $10,000 from Item #47 in the Capital Equipment Major Object, to the Capital Equipment Major Object for the purchase of one TCA/FID ($48,000), one GC/TCD ($32,000) and one GC/FID ($32,000).
   
   
3. Issue RFQ Q#2003-15 for the purchase of NOx Analyzers.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On September 13, 2002, the Board recognized $1,247,903 in revenue from U.S. EPA Section 105 Grant funds for the tenth year PAMS program and allocated a portion of these funds ($75,000) for the purchase of five (5) NOx analyzers to begin a multi-year program to replace these instruments in the ambient air monitoring network. In that action, the Board also reappropriated $680,841 in eighth and ninth year carryover PAMS funds from the Undesignated Fund Balance. Annual maintenance costs for the current NOx analyzers, in terms of both replacement parts and staff time to address repair and recalibration needs, have increased significantly. Therefore, staff has recommended that all NOx analyzers be replaced now, to reduce these costs. Staff has discussed the matter with U.S. EPA and with their concurrence has identified $262,255 PAMS funds that may be used to purchase the additional NOx analyzers necessary to complete the replacement of all 22 analyzers in the ambient air monitoring network. The $262,255 will be from the following PAMS line items: $12,255 Cooling and Heating System (8^th year), $200,000 PAMS Data Analysis (9^th year), $50,000 Profiler Maintenance (9^th year).

The Laboratory has also identified an urgent need to replace three instruments that form the core of VOC analyses to support the AQMD compliance program for VOC related rules and regulations, and the AQMD rule development program. These three instruments are a TCA/FID ($48,000), a GC/TCD ($32,000) and a GC/FID ($32,000). The existing instruments are over thirteen (13) years old, are more frequently in need of repair, and new instruments would provide the sensitivity and precision necessary to adequately support compliance requirements for new rules and regulations that have driven VOC levels down to extremely low levels. Staff has discussed this need with U.S. EPA and with U.S. EPA concurrence has identified $112,000 from ninth year carryover PAMS and tenth year PAMS funds that may be used to purchase these critical instruments.

Proposal

Staff's proposal is to: (1) reallocate $250,000 in the Science and Technology Advancement FY 2002-03 Budget from the Professional & Specialized Services account and $12,255 from Item #45 in the Capital Equipment account to Item #37 (NOx Analyzers) in the Capital Equipment account and increase the number of units to be purchased from 5 to 22; (2) reallocate $12,000 in the Science and Technology Advancement FY 2002-03 Budget from the Building Maintenance & Operation account, and $60,000 from Item #40, $30,000 from Item #41, and $10,000 from Item #47 in the Capital Equipment account, to the Capital Equipment account for the purchase of one total combustion analyzer (TCA)/flame ionization detector (FID) ($48,000), one gas chromatograph (GC)/thermal conductivity detector (TCD) ($32,000) and one GC/FID ($32,000); and (3) Issue RFQ Q#2003-15 for the purchase of NOx Analyzers. The RFQ for the NOx Analyzers is attached.

Staff proposes that RFQ's for the three (3) laboratory instruments be issued according to the purchasing policies and procedures for fixed assets under $50,000.
 

1.	Antelope Valley Press	10.	Korea Central Daily	19.	Precinct Reporter
2.	Black Voice News	11.	La Opinion	20.	Press Enterprise
3.	Chinese Daily News	12.	La Prensa Hispana	21.	Rafu Shimpo
4.	Desert Sun	13.	La Voz Publications	22.	San Bernardino Sun
5.	Eastern Group Publications	14.	Los Angeles Daily News	23.	State of California Contracts
6.	El Chicano	15.	Los Angeles Sentinel		Register
7.	El Informador	16.	Los Angeles Times	24.	The Excelsior
8.	Inland Empire Hispanic News	17.	Orange County Register	25.	The Signal
9.	Inland Valley Daily Bulletin	18.	Philippine News	26.	Wave Community Newspapers

Additionally, potential bidders will be notified utilizing 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; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Notice of the RFP will be mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Website [http://www.aqmd.gov, "Business and Job Opportunities" icon] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Proposal Evaluation

Proposals received will be evaluated by a diverse panel of technically qualified individuals familiar with the subject matter of the project or equipment and may include outside public sector or academic community expertise.

Resource Impacts

With the approval of the proposed reallocation of eighth and ninth year carryover PAMS funds and tenth year PAMS funds, there will be sufficient funds for these purchases.

Attachment

RFQ Q#2003-15 for Oxides of Nitrogen Analyzers for Air Monitoring Network

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