BOARD MEETING DATE: May 7, 2004
AGENDA NO. 12

Reallocate Funds from U.S. Department of Defense to Conduct Feasibility Demonstration to Measure Low-Level Pollutant Concentrations, Issue RFQs and Purchase Two Cargo Vans

SYNOPSIS:

In August 2003, the Board authorized the execution of a contract with the U.S. Department of Defense (DOD) to demonstrate the feasibility to measure low-level pollutant concentrations. At that time, staff proposed a budget to conduct the work including acquisition of several measurement equipment. Subsequent discussions with U.S. DOD staff have identified specific fixed assets and supplies required for the project. This action is to reallocate funds based on discussions with U.S. DOD to accommodate these changes, approve release of three RFQs to purchase various equipment, and purchase two cargo vans.

COMMITTEE:

Administrative, April 9, 2004, Recommended for Approval

RECOMMENDED ACTIONS:

1. Reallocate grant funds from the U.S. DOD to demonstrate feasibility to measure low-level pollutant concentrations as set forth in Attachment 2.
    
2. Issue RFQ #Q2004-11 for the purchase of two (2) Portable Gas Chromatograph/ Mass Spectrometer (GC/MS) Systems to support the U.S. DOD project.
    
3. Issue RFQ #Q2004-12 for the purchase of two (2) Portable Automatic Chemical Agent Detection and Alarm (ACADA) Systems to support the U.S. DOD project.
    
4. Issue RFQ #Q2004-10 for the purchase of two (2) Portable Meteorological Monitoring Systems to support the U.S. DOD project.
    
5. Approve purchase of two (2) Cargo Vans from the State of California Contract for 2004 Model Year vehicles on a sole-source basis at a cost not to exceed $80,000.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In August 2003, the Board recognized revenues from the U.S. Department of Defense (DOD) to demonstrate the feasibility of measuring low-level pollutant concentrations in the ambient air. In addition, the Board authorized the execution of a contract with U.S. DOD to conduct the project and the contract was signed in September 2003. 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. As part of the August 2003 action, staff provided a description of the funds required to conduct the project. Initial allocation of funds as outlined in the August 2003 proposal was based on a projected action plan and approximated suitability of available technologies.

In ongoing discussions with U.S. DOD staff, evaluation of available technologies narrowed the range of suitable instrumentation and refined the project plan, and some of the equipment originally proposed are not being considered at this time. Under the original proposal, remote monitoring would be conducted to determine low-level concentrations of specific chemicals. However, after discussions with U.S. DOD, it was decided that a more feasible first-phase approach is to deploy mobile units equipped with sampling and analysis instruments to locations where specific chemical releases may occur. The mobile unit could serve as a first-line warning system or a post-release monitor. As such, staff is proposing a revised allocation of funds to conduct the project including specific equipment that would be needed. Part of this reallocation includes two vans that would be equipped with the requested instruments for deployment. Staff is also requesting the purchase of two trailers that would house the Automated Chemical Agent Detection and Alarm (ACADA) systems. In addition, staff is proposing to reallocate labor resources to complete the project in a timely manner. The original proposal called for $140,000 in salaries to cover staff time to conduct this project; $660,000 in fixed assets; $90,000 in laboratory supplies; and $5,000 each for travel and mileage. With the revised proposal, it is envisioned that all of the work will be performed in-house. In order to meet the contractual deadlines, additional funds for overtime are necessary. As such, the reallocation of labor resources is increased to reflect the overtime costs. There would be no additional cost incurred with the proposed reallocation.

Proposal

In order to complete the project in a timely manner, staff recommends reallocation of project funds. Proposed funding as approved by the Board is provided in Attachment 1. Staff recommends that the funds be reallocated as provided in Attachment 2.

In addition to the reallocation request, staff is requesting the Board’s approval to release three RFQs for the following needed equipment:
 

(a)	Two (2) Portable Gas Chromatograph/Mass Spectrometer (GC/MS) Systems (Not to exceed a total cost of $230,000) This RFQ is to purchase two portable GC/MS instruments that could be operated in both monitoring and response modes. The instruments will be tested against simulants and typical air pollutants.
(b)	Two (2) Portable Automatic Chemical Agent Detection and Alarm (ACADA) Systems (Not to exceed a total cost of $60,000) This RFQ is to purchase two portable ACADA systems in both monitoring and response modes. The ACADA will be tested against simulants and typical air pollutants. Although specifically tuned to chemical warfare agents (CWA), these instruments can detect low molecular weight industrial pollutants, providing real-time information that gas chromatograph/mass spectrometers are not able to.
(c)	Two (2) Portable Meteorological Monitoring Systems (Not to exceed a total of $25,000) Each of the two mobile monitoring platforms dedicated to the Urban Air Monitoring/Low-Level Pollutant program will field a meteorological monitoring system (met system) consisting of sensors for wind speed and direction, relative humidity, temperature, and directional correction compass, and will interface with pollutant plume dispersion modeling software. The monitoring system will be specifically designed for mounting in a cargo van.

Staff further requests the Board’s approval to purchase two (2) cargo vans from the State of California Contract for 2004 Model Year vehicles on a sole-source basis at a cost not to exceed $80,000. In addition to the met system mentioned in (c) above, the vans will each house a portable GC/MS and required support equipment and supplies.

An important instrument needed for this project is an ion mobility spectrometer (IMS) that will be commercialized within the next few months. Staff will bring forward an RFQ for this instrument at that time, should the Board approve the reallocation.

Sole-Source Justification

Section VIII, (B)(2) of the Procurement Policy and Procedure identifies four major provisions under which a sole-source award may be justified. This request for a sole-source purchase is made under provision VIII, (B)(2)(a) which allows a sole-source purchase if "the cost of labor for preparation of the described documents exceeds the possible savings that could be derived from such detailed documents." In this case, the State of California has already solicited competitive bids for the vans required, as well as many other vehicles, and has selected the most cost-competitive proposals. A second solicitation for a far smaller quantity of vehicles is not expected to provide cost savings significant to offset the cost of labor involved in soliciting bids through an RFP process.

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 reallocation 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 and the labor resources needed.

Attachments

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