BOARD MEETING DATE: August 6, 2004
AGENDA NO. 13

Execute Purchase Orders for Portable Low-Level Pollutant Analytical Instruments to Demonstrate Feasibility to Measure Low-Level Pollutant Concentrations

SYNPOSIS:

On June 4, 2004, the Board recognized funds from U.S. Department of Defense (U.S. DOD) and approved release of RFQs to purchase various instruments to demonstrate the feasibility to measure low-level pollutant concentrations. This action is to execute purchase orders for two portable gas chromatograph/mass spectrometers, two portable automatic chemical agent detection and alarm systems, and two cargo vans to conduct the demonstration. Funds for these purchases are available in the FY 2004-05 Budget.

COMMITTEE:

Administrative, July 16, 2004. Less than a quorum was present for the discussion of this item; those Committee members who were present communicated their concurrence

RECOMMENDED ACTIONS:

1. Authorize the Procurement Manager to execute a purchase order with Inficon for an amount not to exceed $241,000 for the purchase of two (2) portable gas chromatograph/ mass spectrometers to support the U.S. DOD project;
    
2. Authorize the Procurement Manager to execute a purchase order with Smith Detection Inc. for an amount not to exceed $57,240 for the purchase of two (2) automatic chemical agent detection and alarm systems; and
    
3. Authorize the Procurement Manager to execute a purchase order with Thorson Motor Center for an amount not to exceed $56,000 for the purchase of two (2) natural gas fueled cargo vans.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In August 2003, the Board authorized the execution of a contract with U.S. DOD to demonstrate the feasibility of measuring low-level pollutant concentrations in the ambient air conduct the project. The project will assess, develop and adapt various technologies for both field analysis and sample collection to assist in the characterization of a release of chemical agents or toxic industrial contaminants. Specifically, gas chromatographs, automatic chemical agent detection and alarm (ACADA) systems, and portable meteorological systems will be deployed at various locations to determine if lower levels of pollutant concentrations could be measured. On June 4, 2004, the Board approved release of RFQs to purchase various instruments and vans to demonstrate the feasibility to measure low-level pollutant concentrations. Price quotes for the gas chromatographs, ACADA systems, and vans were received on July 6, 2004 (the closing date of the RFQs). Staff is requesting the Board’s approval to purchase the equipment to conduct the study.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFQs and inviting bids was published in the following publications:
 

1.	Antelope Valley Press	11.	La Opinion	21.	Rafu Shimpo
2.	Black Voice News	12.	La Prensa Hispana	22.	San Bernardino Sun
3.	Chinese Daily News	13.	La Voz Publications	23.	State of California Contracts
4.	Desert Sun	14.	Los Angeles Daily News		Register
5.	Eastern Group Publications	15.	Los Angeles Sentinel	24.	The Daily Breeze
6.	El Chicano	16.	Los Angeles Times	25.	The Excelsior
7.	El Informador	17.	Orange County Register	26.	The Signal
8.	Inland Empire Hispanic News	18.	Philippine News	27.	Wave Community Newspapers
9.	Inland Valley Daily Bulletin	19.	Precinct Reporter
10.	Korea Central Daily	20	Press Enterprise

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 RFQs 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). Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Besides the outreach described above, two copies of RFQ #Q2004-11 for the purchase of two Portable Gas Chromatograph/ Mass Spectrometer (GC/MS) systems were mailed out to specific vendors. One quotation was received when the bidding closed at 2:00 p.m. on July 6, 2004. An evaluation panel was convened to evaluate the bid received. The three member panel consisted of AQMD staff – a Senior Manager, a Principal Air Quality Chemist, and an Air Quality Chemist; three Caucasian; one female and two male. The panel determined that the instrument quoted met the basic specifications of the RFQ. Table 1 provided in Attachment 1 summarizes the evaluation of the bid.

Three copies of RFQ #Q2004-12 for the purchase of two portable ACADA systems were mailed out. Two quotations were received when the bidding closed at 2:00 p.m. on July 6, 2004. An evaluation panel was convened to evaluate the bids received from respondents to the RFQ. The four member panel consisted of three AQMD staff– a Senior Manager, a Principal Air Quality Chemist, and an Air Quality Chemist; and one U.S. DOD staff. The makeup of the panel consisted of one Asian and three Caucasian; one female and three male. The panel determined that one of the instruments quoted met the basic specifications of the RFQ and the other failed to meet the bid specifications. Table 2 shown in Attachment 1 summarizes the evaluation of the bids.

Twenty-three copies of RFQ #Q2004-14 were mailed out. One quotation was received when the bidding closed at 2:00 p.m. on July 6, 2004. An evaluation panel was convened to evaluate the bid received. The panel consisted of three members from the AQMD staff – a Senior Manager, a Principal Air Quality Chemist, and an Air Quality Chemist. The makeup of the panel consisted of three Caucasian; one female, two male. The panel determined that the cargo vans quoted met the basic specifications of the RFQ. Table 3 provided in Attachment 1 summarizes the evaluation of the bid.

Based on the panel evaluations of the bids received, staff recommends that the Board authorize the Chairman to execute a contract with Inficon for an amount not to exceed $241,000 for the purchase of two portable gas chromatograph/mass spectrometers; execute a contract with Smith Detection Inc. for an amount not to exceed $57,240 for the purchase of two ACADA systems; and execute a contract with Thorson Motor Center for an amount not to exceed $56,000 for the purchase of two natural gas cargo vans.

Resource Impacts

The AQMD has a current contract with the U.S. DOD to conduct the project and U.S. DOD funding will fully support this effort. The proposed purchases will not incur any additional costs to the AQMD. In addition, staff has received concurrence from U.S. DOD relative to the proposed purchase of equipment.

Attachment

1 - Evaluation of Bids from Respondents to RFQ #Q2004-11, #Q2004-12, #Q2004-14

ATTACHMENT 1

Table 1. Evaluation of Bids from Respondents to RFQ #Q2004-11 – Portable GC/MS

Table 2. Evaluation of Bids from Respondents to RFQ #Q2004-12 - ACADA

* Not responsive to bid specifications

Table 3. Evaluation of Bids from Respondents to RFQ #Q2004-14 - Cargo Vans

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