BOARD MEETING DATE: February 6, 2004
AGENDA NO. 7
Issue Purchase Orders for Compressed Pure Gases and Cryogenic Liquids
SYNOPSIS:
On October 3, 2003, the Board approved release of an RFP to purchase compressed pure gases and cryogenic liquids. These gases are used in a wide variety of analytical and monitoring needs. Several bids for compressed pure gases and cryogenic liquids were received and evaluated. This action is to issue purchase orders for the purchase of compressed pure gases and cryogenic liquids for calendar year 2004, with an optional extension to cover calendar year 2005.
COMMITTEE:
Administrative, January 16, 2004, Recommended for Approval
RECOMMENDED ACTION:
Authorize staff to issue purchase orders with the vendors identified in the attachments for the purchase of compressed pure gases and cryogenic liquids, at fixed rates which shall be effective for one year for a cumulative amount not to exceed $60,000 per year with an optional extension for one additional year.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
On October 3, 2003, the Board released RFP #P2004-05 to competitively solicit bids for the purchase of compressed pure gases and cryogenic liquids. The AQMD Laboratory uses compressed pure gases as carrier gases and purging agents, and cryogenic liquids are used to concentrate samples for gas chromatographic analysis for PAMS, children’s agenda, enforcement and other network samples.
Proposal
Staff requests that the Board authorize issuance of purchase orders with a cumulative amount not to exceed $60,000 (per year) for the purchase of compressed pure gases and cryogenic liquids. Orders will be placed with the vendor having the best total cost package and that meet the delivery requirements specified in the RFP. Purchase order amounts will be decided based upon the overall cost package submitted and the historical consumption of the various gases and cryogenic liquids. No individual purchase order will exceed $50,000.
Outreach
In accordance with AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids was published in the following publications:
Additionally, potential bidders were identified using AQMD and other agency listings of vendors licensed and specializing in investment/financial consultant services. Notices 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] and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.
Bid Evaluation
The five-member evaluation panel consisted of four AQMD staff: a Principal Air Quality Chemist, a Senior Air Quality Chemist, two Air Quality Chemists, and one CARB staff. The panel makeup relative to ethnicity and gender is as follows: three Caucasian, one Caucasian/Asian/Pacific-Islander, and one Hispanic; three female and two male. The evaluation process was conducted according to the criteria described in the RFPs.
Attachment 1 and 1A reflect the price quotations and overall ranking of vendors from whom compressed pure gases and cryogenic liquids will be purchased in calendar year 2004. Attachment 2 and 2A list the price quotations and overall ranking of vendors from whom compressed pure gases and cryogenic liquids will be purchased in calendar year 2005.
Resource Impacts
The term of the purchase orders is for the calendar year 2004 with an optional extension to cover calendar year 2005. The first quotation will be valid until December 31, 2004. The additional quotation will be effective until December 31, 2005. Staff estimates that $60,000 will be needed for the purchase of compressed pure gases and cryogenic liquids for each year. Sufficient funds are available in the Science and Technology Advancement Budget for the current fiscal year and succeeding years, upon approval by the Board.
Attachment 1 – Comparison of Compressed Pure Gas Vendors for Calendar Year 2004
Attachment 1A – Comparison of Cryogenic Liquids Vendors for Calendar Year 2004
Attachment 2 – Comparison of Compressed Pure Gas Vendors for Calendar Year 2005
Attachment 2A – Comparison of Cryogenic Liquids Vendors for Calendar Year 2005
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