BOARD MEETING DATE: October 3, 2003
AGENDA NO. 4

Recognize and Appropriate Funds and Execute Contract to Purchase Continuous Oxides of Nitrogen Analyzers for Ambient Air Monitoring Network

SYNOPSIS:

On April 4, 2003, the Board approved the release of an RFQ to purchase 22 oxides of nitrogen (NOx) analyzers to replace high maintenance units in the ambient monitoring network. This action is to recognize and appropriate $147,900 from the Undesignated Fund Balance to the FY 2003-04 Budget for the PAMS program, and issue a purchase order with Teledyne Instruments (API) for an amount not to exceed $147,900, to purchase 22 continuous NOx analyzers. Funds for this capital outlay are allocated under U.S. EPA Section 105 Grants for the PAMS program.

COMMITTEE:

Administrative, September 12, 2003, Recommended for Approval

RECOMMENDED ACTION:

1. Recognize $147,900 in revenue from prior year's unspent U.S. EPA Section 105 Grant funds (PAMS 8^th, 9^th, and 10^th Years). Appropriate a total of $147,900 from the Undesignated Fund Balance to the FY 2003-04 Budget Capital Outlay Major Object, Science & Technology Advancement, for the purchase of 22 continuous NOx analyzers.
    
2. Authorize the Chairman to execute a contract with Teledyne Instruments (API) for an amount not to exceed $147,900 for the purchase of 22 continuous Model API Model 200E NOx analyzers with ethernet communications option.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On April 4, 2003, the Board approved release of RFQ #Q2003-15 to competitively select a vendor from which to purchase 22 continuous NOx analyzers. The NOx analyzers are an integral part of the ambient air monitoring network; these instruments continuously monitor levels of nitric oxide and nitrogen dioxide in ambient air to establish whether federal or state ambient air quality standards are being met in the South Coast Air Basin.

Initially, on September 13, 2002, the Board allocated $75,000 under PAMS funding, to begin the replacement of NOx analyzers under a multi-year replacement; however, maintenance and the cost for repair parts, staff time expended to repair and recalibrate NOx analyzers; and analyzer down time indicated that an accelerated replacement schedule was warranted. The situation was discussed with U.S. EPA and they concurred with the reallocation of PAMS funds for the replacement of all NOx analyzers in one year. On April 4, 2003, the Board reallocated $262,255 from the eighth and ninth year carryover PAMS funds to supplement the $75,000 already allocated in the PAMS budget, to purchase the NOx analyzers necessary to replace all analyzers in the ambient air monitoring network.

Outreach

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

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 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 was 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

Ten (10) copies of RFQ #Q2003-15 were mailed out. Five (5) quotations were received when the bidding closed at 2:00 p.m. on June 6, 2003 (original closing date was extended for 30 days).

An evaluation panel was convened to evaluate the bids received from respondents to the RFQ. The panel consisted of four AQMD staff – three Senior Air Quality Instrument Specialists, one Air Quality Instrument Specialist II, and one CARB staff - Manager; Air Monitoring Operation Support Section; one African-American, two Caucasian, two Hispanic; all male. The panel, based on its evaluation, determined that all of the instruments quoted met the basic specifications of the RFQ. The only bidder to include the option for ethernet communication was Teledyne Instruments. Since the telemetry system leased telephone lines are being upgraded to a frame relay system this year, that is ethernet-compatible, the ethernet communication option would facilitate remote instrument diagnostics and adjustment of the NOx analyzers. CARB staff reported that the unit proposed by Teledyne Instruments also meets their current specification for ambient NOx analyzer.

Attachment 1 summarizes the evaluation of the bids. The RFQ provided the bidder with the option of discounting the price by taking the old analyzer in trade. Staff is recommending that this option be taken since the current analyzers require significant maintenance, and this is reflected in Attachment 1. The lowest qualified bid is from Teledyne Instruments, even including the ethernet option. Therefore, staff recommends that the Board authorize the Chairman to execute a contract with Teledyne Instruments (API) not to exceed $147,900 for 22 API Model 200E continuous NOx analyzers with ethernet communications option.

Resource Impacts

Funds for this purchase are provided under U.S. EPA Section 105 Grants from the 8th, 9th and 10th year PAMS program implementation. Since this purchase uses existing PAMS funds pass-through funds, there is no impact on AQMD fiscal resources.

Attachments

Evaluation of Bids from Respondents to RFQ #Q2003-15

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