BOARD MEETING DATE: June 4, 2004
AGENDA NO. 12

Execute Contract to Purchase Continuous Ozone Analyzers for Ambient Air Monitoring Network

SYNOPSIS:

On April 2, 2004, the Board approved release of an RFQ to purchase sixteen (16) ozone analyzers to replace high maintenance units in the ambient monitoring network, as part of a two-year replacement program to replace thirty-two (32) analyzers. The $120,000 allocated to this purchase is sufficient to purchase eight (8) additional ozone analyzers now, rather than waiting until next year’s PAMS allocation. This action is to increase the number of ozone analyzers to be purchased from sixteen (16) to twenty-four (24) and execute a contract with Teledyne/Advanced Pollution Instrumentation for an amount not to exceed $118,000 to purchase twenty-four (24) continuous ozone analyzers. Funds for this capital outlay are allocated under a U.S. EPA 105 Grant for the PAMS program.

COMMITTEE:

Administrative, May 14, 2004, Recommended for Approval

RECOMMENDED ACTION:

1. Reallocate the number of ozone analyzers to be purchased from sixteen (16) to twenty-four (24) allocated in the 12^th year PAMS Program to the FY 2003-04 Budget.
    
2. Authorize the Chairman to execute a contract with Teledyne/Advanced Pollution Instrumentation (API) for an amount not to exceed $118,000 for the purchase of twenty-four (24) continuous API Model400E ozone analyzers with ethernet option, utilizing PAMS pass-through funds from U.S. EPA Section 105 grant monies.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On April 2, 2004, the Board approved release of RFQ #Q2004-08 to competitively select a vendor from which to purchase sixteen (16) continuous ozone analyzers. This purchase represents the first year of a two-year replacement schedule for all ozone analyzers, which is being funded under a U.S. EPA Section 105 Grant to support the federal PAMS program. The ozone analyzers are an integral part of the ambient air monitoring network. They continuously monitor levels of ozone in ambient air to establish whether federal or state ambient air quality standards are being met in the South Coast Air Basin. On December 5, 2003, the Board recognized $120,000 under PAMS 12^th year funding and directed that, upon receipt, this amount be appropriated to the AQMD FY 2003-04 Capital Outlay Account for the purchase of these analyzers.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP/RFQ and inviting bids will be 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 will be 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/RFQ 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 Web site (http://www.aqmd.gov where it can be viewed by making menu selections "Inside AQMD"/"Employment and Business Opportunities"/"Business Opportunities" or by going directly to http://www.aqmd.gov/rfp/index.html). Information is also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Nineteen (19) copies of RFQ #Q2004-08 were mailed out. Four (4) quotations were received when the bidding closed at 2:00 p.m. on May 4, 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 – two Principal Air Quality Instrument Specialists, one Senior Air Quality Instrument Specialist and one CARB staff - manager; two African-American and two Caucasian; four 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/Advanced Pollution Instrumentation (API). Attachment 1 summarizes the evaluation of the bids. The lowest cost, fully qualified bid is from Teledyne API. Including the ethernet option, the cost of the Teledyne API ozone analyzer is higher than the next lowest bid (ThermoElectron who did not include the ethernet option) by $35 per analyzer. API’s quote for the Ethernet option, including tax, is $271. API was also the highest rated of all of the units. Since the air monitoring station communications have been upgraded to be ethernet-capable, staff believes that the cost differential is justified.

The total cost to purchase the sixteen ozone analyzers would not exceed $78,000; however, $120,000 is allocated to this capital outlay. Since the replacement of all ozone analyzers is planned for completion next year, staff recommends taking advantage of current low costs and purchase an additional eight ozone analyzers this year with the remainder of already allocated funds.

Therefore, staff recommends that the Board authorize the Chairman to execute a contract with Teledyne/Advanced Pollution Instrumentation for an amount not to exceed $118,000 for twenty-four (24) API Model 400E continuous ozone analyzers with ethernet communications option.

Resource Impacts

Funds for the purchase of the ozone analyzers are provided under U.S. EPA Section 105 Grants from the 12th year PAMS program implementation, as recognized and allocated by the Board at their December 5, 2003 meeting. Execution of this contract is contingent upon advisement from U.S. EPA that the PAMS 12^th year funds have become available for draw-down. Since this purchase uses PAMS pass-through funds, there is no impact on AQMD general fiscal resources.

Attachment

Attachment 1 - Evaluation of Bids from Respondents to RFQ #Q2004-08

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