BOARD MEETING DATE: November 5, 2004
AGENDA NO. 5

Execute Contract for Laboratory Sample Preparation and Analysis for Naphthalene and Other Selected Polycyclic Aromatic Hydrocarbons for MATES-III

SYNPOSIS:

In July 2004, the Board approved release of an RFP for sample preparation and analysis for ambient naphthalene and other polycyclic aromatic hydrocarbons as part of MATES-III. Eight proposals were received and were reviewed by a panel of experts. This action is to execute a contract with Southwest Research Institute for a total amount not to exceed $180,450 to conduct the analysis. Funding has been included in the FY 2004-05 Budget.

COMMITTEE:

Technology, October 22, 2004, Recommended of Approval

RECOMMENDED ACTION:

Authorize the Chairman to execute a contract with Southwest Research Institute to perform sample preparation and analysis for ambient naphthalene and other polycyclic aromatic hydrocarbons for a total amount not to exceed $180,450.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The state Office of Environmental Health Hazards Assessment (OEHHA) recently adopted a unit risk factor for naphthalene. Naphthalene and other selected polycyclic aromatic hydrocarbons (PAHs) have been found in diesel exhaust and other combustion sources and are proposed to be measured as part of MATES-III. Currently, the AQMD laboratory does not have adequate resources to conduct PAH analysis. Therefore, the Board approved release of RFP #P2005-03 on July 9, 2004 to prepare sample cartridges to collect naphthalene and other PAHs and conduct laboratory analysis of the samples collected.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP/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 Daily Breeze
8.	Inland Empire Hispanic News	17.	Orange County Register	25.	The Excelsior
9.	Inland Valley Daily Bulletin	18.	Philippine News	26.	The Signal
				27.	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/RFQ 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

Twelve copies of the RFP were mailed out in addition to the outreach described above. Eight proposals were received in response to the RFP when final bidding closed at 2:00 p.m. on August 10, 2004. Subsequently, one of the proposers withdrew their proposal. The remaining seven proposals were evaluated by a panel of experts consisting of an Environmental Engineer from the U.S. EPA, a Laboratory Manager from CARB, and three AQMD staff: a Senior Laboratory Manager, Principal Air Quality Chemist, and an Air Quality Chemist. The panel ethnicity consisted of two Asian-Pacific Islander and three Caucasian; one female and four male.

All seven proposals met the criteria stated in the RFP, including cost, understanding of the technical requirements of preparing samples and analyzing samples for ambient PAHs, contractor qualifications, and references regarding experience and quality of service. Of the seven, one is a certified small business enterprise.

Proposal

The panel evaluation scores for the seven proposals are provided in Attachment 1. Texas-based Southwest Research Institute (SwRI) received the highest rating based on a combination of technical merit and cost. SwRI has experience in PAH analysis conducted for U.S. DOE’s National Renewable Energy Lab, U.S. EPA, and CARB. Staff is requesting the Board’s approval to execute a contract with SwRI at a cost not to exceed $180,450.

Resource Impacts

In July 2004, the Board allocated $243,000 from the Clean Fuels Fund to the Science and Technology FY 2004-05 Budget to conduct the naphthalene and PAH analysis. Sufficient funds are available to conduct the analysis. The cost to conduct the analysis is $180,450 which is $62,550 below the amount of $243,000 approved by the Board.

Attachment

1 – Proposal Evaluation for RFQ #2005-08

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