BOARD MEETING DATE: March 5, 2004
AGENDA NO. 11

Execute Contracts to Purchase Various Laboratory Equipment for MATES-III and PAMS Programs

SYNOPSIS:

On February 6, 2004, the Board released RFQs to purchase various laboratory equipment to conduct the MATES-III Program. The Board also redirected funds to purchase equipment for the PAMS Program. This action is to issue purchase orders with various vendors for the purchase of the following fixed assets: Energy Dispersive X-Ray Fluorescence for an amount not to exceed $115,000; High Pressure Liquid Chromatograph for an amount not to exceed $55,959; Ion Chromatograph for an amount not to exceed $71,190; and Gas Chromatograph with Flame Ionization Detector for an amount not to exceed $72,162. Funds for the purchase of these capital outlays are available in the FY 2003-04 Budget for the MATES-III and PAMS 12th year Programs.

COMMITTEE:

Technology, February 27, 2004, Recommended for Approval

RECOMMENDED ACTION:

1. Authorize the Procurement Manager to execute a contract with PANalytical Inc. for an amount not to exceed $115,000 for the purchase of one (1) Energy Dispersive X-Ray Fluorescence including tax, shipping, setup and training.
    
2. Authorize the Procurement Manager to execute a contract with Shimadzu Scientific Instruments, Inc. for an amount not to exceed $55,959 for the purchase of one (1) High Pressure Liquid Chromatograph including tax, shipping, setup and training, upon receipt of funding from U.S. EPA.
    
3. Authorize the Procurement Manager to execute a contract with Metrohm-Peak, Inc. for an amount not to exceed $71,190 for the purchase of one (1) Ion Chromatograph including tax, shipping, setup and training.
    
4. Authorize the Procurement Manager to execute a contract with Entech Instruments for an amount not to exceed $72,162 for the purchase of one (1) Gas Chromatograph with Flame Ionization Detector including tax, shipping, setup and training, upon receipt of funding from U.S. EPA.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On February 6, 2004, the Board allocated revenue from the Clean Fuels Fund to purchase laboratory instruments and samplers to support the MATES-III and the PAMS programs. The Board also approved the release of RFQ # Q2004-02 to competitively select a vendor from which to purchase one Energy Dispersive X-Ray Fluorescence to support the MATES-III and PM2.5 programs; RFQ # Q2004-03 to competitively select a vendor from which to purchase one High Pressure Liquid Chromatograph; RFQ # Q2004-06 to competitively select a vendor from which to purchase one Ion Chromatograph; and RFQ # Q2004-07 to competitively select a vendor from which to purchase one Gas Chromatograph with a Flame Ionization Detector.

The primary function of the Energy Dispersive X-Ray Fluorescence (EDXRF) instrument will be in the analysis of particulate matter on Teflon™ filters. The acquisition of a new EDXRF Spectrometer is necessitated by the large increase in the number of samples for MATES-III and the frequent breakdown of the existing, 15-year old instrument. In addition, on-going PM2.5 network samples undergo EDXRF analysis on a routine basis for the determination of many metal species which are emitted by mobile sources. Further, a sizable number of enforcement samples such as lead in paint, chrome in plating solutions, toxic metals in coatings, sulfur in fuel oil, are analyzed using EDXRF.

The laboratory currently has one high pressure liquid chromatograph (HPLC) to analyze for carbonyls such as formaldehyde and acetone. However, an additional HPLC is necessary to process the additional VOC samples for carbonyls under MATES-III. In the longer-term, the second HPLC will provide additional resources for staff to process ambient samples for the PAMS program.

The Ion Chromatograph (IC) is needed for the analysis of hexavalent chromium in ambient air. The analysis of hexavalent chromium is a critical part of MATES-III since hexavalent chromium has one of the highest unit risk factors. In addition, the instrument can also be used for ambient air analysis of cations (e.g. sodium, potassium, and ammonium). Hexavalent chromium and other metals are known to be emitted by mobile sources as well as stationary facilities. The IC can be configured to perform two sets of wholly different analyses with control from one computer. Two autosamplers holding up to 60 samples may be connected to fully automate the system.

An additional gas chromatograph is needed with the capability to analyze for oxygenated hydrocarbons such as MTBE for the MATES-III program. In the longer-term the GC/FID will provide additional resources to staff in processing VOC samples for the PAMS program.

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 Evaluations

Energy Dispersive X-Ray Fluorescence

Seven (7) copies of RFQ # Q2004-02 for the purchase of one (1) Energy Dispersive X-Ray Fluorescence were requested and mailed out. Five (5) quotations were received when the bidding closed on February 24, 2004.

An evaluation panel was convened to evaluate the bids received from the respondents to the RFQ. The panel consisted of one Principal Air Quality Chemist, one Senior Air Quality Chemist, one Air Quality Chemist, and one outside expert in laboratory instrumentation from Desert Research Institute (DRI). The panel makeup relative to ethnicity and gender is as follows: one African American, two Caucasian and one Hispanic, all male. The evaluation process was conducted according to the criteria described in the RFP.

The panel, based on its evaluation, determined that two (2) of the bids meet the basic specifications of the RFQ for the Energy Dispersive X-Ray Fluorescence instrument. PANalytical Inc. meets the bid requirements and at the lowest cost. Spectro also met the bid requirement but with a 24% higher cost. Attachment 1 summarizes the evaluation of the bids.

No bidder met the AQMD’s definition of a "small business" or "minority woman owned business."

High Pressure Liquid Chromatograph

Three (3) copies of RFQ # Q2004-03 for the purchase of a High Pressure Liquid Chromatograph were requested and mailed out. Two (2) quotations were received when the bidding closed on February 24, 2004.

An evaluation panel was convened to evaluate the bids received from the respondents to the RFQ. The panel consisted of one Senior Air Quality Chemist, one Air Quality Chemist, and an Air Resources Engineer from CARB. The panel makeup relative to ethnicity and gender is as follows: three Asian; one female and two male. The evaluation process was conducted according to the criteria described in the RFP.

The panel, based on its evaluation, determined that two (2) of the bids meet the basic specifications of the RFQ for the High Pressure Liquid Chromatograph. Shimadzu Scientific Instruments, Inc. meets the bid requirements and at the lowest cost. Waters Corporation also met the bid requirement but with a 15% higher cost. Attachment 2 summarizes the evaluation of the bids.

Neither Shimadzu Scientific Instruments, Inc., nor Waters Corporation meet the AQMD definition of a "small business" or "minority woman owned business."

The lowest-cost, qualified bid is from Shimadzu Scientific Instruments, Inc., for the High Pressure Liquid Chromatograph. Therefore, staff recommends that the Board authorize the Procurement Manager to execute a contract with Shimadzu Scientific Instruments, Inc., for an amount not to exceed $55,959 for the purchase of one (1) High Pressure Liquid Chromatograph.

Ion Chromatograph

Four (4) copies of RFQ # Q2004-06 for the purchase of an Ion Chromatograph were requested and mailed out. Two (2) quotations were received when the bidding closed on February 24, 2004.

An evaluation panel was convened to evaluate the bids received from the respondents to the RFQ. The panel consisted of one Principal Chemist, one Senior Air Quality Chemist, one Air Quality Chemist, and one outside expert on laboratory instrumentation from DRI. The panel makeup relative to ethnicity and gender is as follows: one African-American, one Asian, one Caucasian and one Hispanic; one female and three male. The evaluation process was conducted according to the criteria described in the RFP.

The panel, based on its evaluation determined that two (2) of the bids meet the basic specifications of the RFQ for the Ion Chromatograph instrument. Metrohm-Peak, Inc., meets the bid requirements and at the lowest cost. Dionex Inc. also met the bid requirement but with a 12% higher cost. Attachment 3 summarizes the evaluation of the bids.

No bidder met the AQMD’s definition of a "small business" or "minority woman owned business."

The lowest-cost, qualified bid is from Metrohm-Peak, Inc., for the Ion Chromatograph. Therefore, staff recommends that the Board authorize the Procurement Manager to execute a contract with Metrohm-Peak, Inc., for an amount not to exceed $71,190 for the purchase of one (1) Ion Chromatograph.

Gas Chromatograph with a Flame Ionization Detector

Sixteen (16) copies of RFQ # Q2004-07 for the purchase of a Gas Chromatograph with a Flame Ionization Detector were requested and mailed out. Three (3) quotations were received when the bidding closed on February 24, 2004.

An evaluation panel was convened to evaluate the bids received from the respondents to the RFQ. The panel consisted of two Air Quality Chemists, and an Air Resources Engineer from CARB. The panel makeup relative to ethnicity and gender is as follows: two Asian and one Caucasian; three male. The evaluation process was conducted according to the criteria described in the RFP.

The panel, based on its evaluation determined that two (2) of the bids meet the basic specifications of the RFQ for the Gas Chromatograph with a Flame Ionization Detector. Entech Instruments meets the bid requirements and at the lowest cost. Thermo Electron LLC also met the bid requirement but with an 18% higher cost. Attachment 4 summarizes the evaluation of the bids.

None of the two (2) vendors meets the AQMD’s definition of a "small business" and "minority woman owned business."

The lowest-cost, qualified bid is from Entech Instruments for the Gas Chromatograph with a Flame Ionization Detector. Therefore, staff recommends that the Board authorize the Procurement Manager to execute a contract with Entech Instruments for an amount not to exceed $72,162 for the purchase of one (1) Gas Chromatograph with a Flame Ionization Detector.

Resource Impacts

Funds for the purchase of these capital outlays are available in the FY 2003-04 Budget for the MATES-III and PAMS 12th year Programs as appropriated and redirected by the Board on February 6, 2004.

Attachments

Attachment 1 - Evaluation of Bids to RFQ # Q2004-02, EDXRF
Attachment 2 - Evaluation of Bids to RFQ # Q2004-03, HPLC
Attachment 3 - Evaluation of Bids to RFQ # Q2004-06, IC
Attachment 4 - Evaluation of Bids to RFQ # Q2004-07, GC/FID

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