BOARD MEETING DATE: June 3, 2005
AGENDA NO. 10

Execute Contract to Purchase Sulfur Dioxide Analyzers for Ambient Air Monitoring Network

SYNOPSIS:

On April 1, 2005, the Board approved release of an RFQ to purchase sulfur dioxide analyzers to replace antiquated units in the ambient air monitoring network. This action is to execute a contract with Thermo Environmental Instruments, Inc. for an amount not to exceed $49,584 to purchase continuous sulfur dioxide analyzers. Sufficient funds are available in the FY 2004-05 Budget.

COMMITTEE:

Administrative, May 13, 2005, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman to execute a contract with Thermo Environmental Instruments, Inc. for an amount not to exceed $49,584 for the purchase of eight (8) continuous model 43i sulfur dioxide analyzers, utilizing the Science and Technology Advancement FY 2004-2005 Capital Outlay Budget.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On April 1, 2005, the Board approved release of RFQ #Q2005-09 to competitively select a vendor from which to purchase four sulfur dioxide (SO₂) analyzers. This was to be the first of two purchases of sulfur dioxide analyzers to replace the seven SO₂ analyzers presently in operation in the ambient air quality network. The SO₂ analyzers currently in use are over 15 years old, the manufacturer is out of business and spare parts are no longer available. Funds for this instrument replacement are included in the Science and Technology Advancement FY 2004-05 Budget.

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	11.	La Opinion	21.	Rafu Shimpo
2.	Black Voice News	12.	La Prensa Hispana	22.	San Bernardino Sun
3.	Chinese Daily News	13.	La Voz Publications	23.	State of California Contracts
4.	Desert Sun	14.	Los Angeles Daily News		Register
5.	Eastern Group Publications	15.	Los Angeles Sentinel	24.	The Daily Breeze
6.	El Chicano	16.	Los Angeles Times	25.	The Excelsior
7.	El Informador	17.	Orange County Register	26.	The Signal
8.	Inland Empire Hispanic News	18.	Philippine News	27.	Wave Community Newspapers
9.	Inland Valley Daily Bulletin	19.	Precinct Reporter
10.	Korea Central Daily	20.	Press Enterprise

Additionally, potential bidders may have been 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

Eight copies of RFQ #Q2005-09 were mailed to potential bidders. Three (3) quotations were received when the bidding closed at 2:00 p.m. on May 3, 2005. A three-member evaluation panel was assembled to evaluate the bids received from respondents to the RFQ. The evaluation panel included two AQMD staff – one Principal Air Quality Instrument Specialist and one Senior Instrument Specialist, and one CARB Air Quality Specialist; two Caucasian and one Hispanic; three male. The panel determined that all of the instruments quoted met the basic specifications of the RFQ. Attachment 1 summarizes the evaluation of the bids. The lowest cost, fully qualified bid is from Thermo Environmental Instruments, Inc. The evaluation panel recommended purchase of the Thermo Environmental Model 43i SO₂ analyzer.

Proposal

The total cost to purchase the four SO₂ analyzers is $24,792; based on the bid quote from Thermo Environmental Instruments, Inc., the lowest qualified bidder recommended by the evaluation panel, which is below the $60,000 budgeted to this capital outlay. Since the replacement of all the SO₂ analyzers is planned for completion next year, staff recommends taking advantage of current low costs to purchase four additional SO₂ analyzers this year. The requested purchase would allow the replacement of all existing SO₂ analyzers with one additional analyzer to serve as a back-up.

Therefore, staff recommends that the Board authorize the Chairman to execute a contract with Thermo Environmental Instruments, Inc. for an amount not to exceed $49,584 for eight Model 43i sulfur dioxide analyzers.

Resource Impacts

Sufficient funds are available for the purchase of the sulfur dioxide analyzers in the Science and Technology Advancement FY 2004-05 Budget, Capital Outlay Major Object. The requested purchase will result in a net savings of $10,416 in the current fiscal year budget. The replacement of the existing SO₂ analyzers will provide the AQMD continuous measurements of ambient SO₂ as required by U.S. EPA.

Attachment

Attachment 1 – Evaluation of Bids from Respondents to RFQ #Q2005-09

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