BOARD MEETING DATE: July 11, 2003
AGENDA NO. 8

Recognize and Appropriate Funds and Purchase Scientific Modeling Computer for PAMS Program

SYNOPSIS:

On April 4, 2003, the Board approved the released of an RFQ to select vendors capable of providing a scientific computer for AQMD's air quality modeling. This action is to: 1) recognize and appropriate $132,000 from the Undesignated Fund Balance to the FY 2003-04 Budget for the PAMS Program, and 2) issue a purchase order with Future Computing Solutions Inc. for the purchase of a Hewlett Packard Itanium2 rx2600 computer system. Funds for this capital outlay are allotted under the U.S. EPA Section 105 Grant for the PAMS Program.

COMMITTEE:

Administrative, June 13, 2003, Recommended for Approval

RECOMMENDED ACTION:

1. Recognize $132,000 in revenue from prior year’s unspent U.S. EPA Section 105 Grant funds (PAMS 9^th and 10^th Year). Appropriate a total of $132,000 from the Undesignated Fund Balance to the FY 2003-04 Budget Capital Outlay Major Object, Planning, Rule Development and Area Sources, for purchase of the PAMS scientific modeling computer.
    
2. Authorize the Procurement Manager to issue a purchase order for a Hewlett Packard Itanium2 rx2600 computer system to Future Computing Solutions Inc. at a cost not to exceed $132,000.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

An integral component in the AQMD's quest for clean air is the ability to project control strategy and rule impacts. This projection is made possible through the use of sophisticated meteorological and air quality models that are run on powerful scientific computers. The modeling programs allow staff to evaluate future air quality and economic impacts resulting from specific emission control strategies. In February 1999, the AQMD acquired a Scientific Computer Digital Alpha 4100 to run the air quality and meteorology models. However, this computer is no longer sufficient to meet the expanded modeling needs as this unit has reached its maximum utilization. This procurement will provide a computer system that will allow staff to perform concurrent modeling at a faster rate and provide greater disk storage capacity. In addition, this system will provide a platform for detailed photochemical data analyses needed for the U.S. EPA PAMS program.

On April 4, 2003 the AQMD released RFQ #Q2003-16 to identify and select vendors capable of providing a scientific computer for AQMD's air quality modeling. Staff was unable to award this contract and spend the PAMS funds, as appropriated in the September 13, 2002 Board Letter (Agenda Number 15), by June 2003. Thus, it is necessary to recognize and appropriate the PAMS funds from the Undesignated Fund Balance to the FY 2003-04 Budget in order to authorize this purchase for the PAMS program. $100,000 will be reallocated from the unspent FY2002-03 Capital Outlay Number 48. For the remaining $32,500, $30,500 will come from the unspent allocation for Upper Air Site Installation and $1,500 will come from the unspent allocation for Upper Air Program Audits as detailed in Attachment 3 of the September 13, 2002 Board Letter, Agenda Number 15(Account Number 67450). This carryover of unexpended grant funds was discussed with and accepted by U.S. EPA.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids was published in the following publications:
 

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

Additionally, potential bidders were notified utilizing the Los Angeles County MTA Directory of Certified Firms, the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; and AQMD’s own electronic listing of certified minority vendors. Notice of the RFP were 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 Web site [http://www.aqmd.gov, "Business and Job Opportunities" icon, or http://www.aqmd.gov/busjob/] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Thirty-eight copies of the RFQ were mailed out and eight bids were received in response to the RFQ when final bidding closed at 10:00 a.m. on May 6, 2003. Of the eight bids, none were from disabled veteran-owned business enterprises, two were from women-owned business enterprises, two were from certified minority owned businesses, and one was from a small business enterprise.

Attachment 1 reflects the evaluation of the bids and the respective costs for vendors who submitted bids. Of the responsive quotes, the lowest was from Future Computing Solutions Inc. at $129,365.37. Staff recommends that the Board award the contract to Future Computing Solutions Inc. for the purchase of the Hewlett Packard Itanium2 rx2600 computer system.

Panel Composition

The panel consisted of a Program Supervisor and an Air Quality Specialist from Planning, Rule Development and Area Sources and a Technology Implementation Manager, a Program Supervisor, and a Computer Operator from Information Management. Of these five panelists, one is female and four are male; four are Asian/Pacific Islander and one is Caucasian.

Resource Impacts

Funds for this contract have been earmarked from the U.S. EPA Section 105 Grant for the PAMS program, 9^th and 10^th years of implementation. Since this purchase uses existing PAMS pass-through funds, it will not impact AQMD staff or fiscal resources.

Attachment(s)

Attachment 1 - Evaluation of Respondents to RFQ #2003-16
 

ATTACHMENT 1

Evaluation of Bids from Respondents to RFQ #2003-16

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