BOARD MEETING DATE: November 4, 2005
AGENDA NO. 3

Execute Contract to Provide Technical Support for AQMD PAMS Upper Air Meteorological Monitoring Network

SYNOPSIS:

On June 3, 2005, the Board approved release of an RFP to provide technical support for the AQMD PAMS Upper Air Monitoring Network. The contracted effort will provide field support of the upper air meteorological stations and data management. This action is to execute a contract with Sonoma Technology, Inc. in the amount of $60,000 with options to renew in each of the next three fiscal years, based upon availability of funds and satisfactory performance.

COMMITTEE:

Administrative, October 14, 2005. Less than a quorum was present during the discussion of this item; those Committee Members who were present communicated their concurrence.

RECOMMENDED ACTION:

Authorize the Chairman to execute a contract with Sonoma Technology, Inc. to provide technical support for the AQMD PAMS Upper Air Meteorological Monitoring Network in an amount not to exceed $60,000 with annual renewal options for the next three fiscal years based upon availability of funds and satisfactory performance.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

As part of the U.S. EPA Photochemical Assessment Monitoring Stations (PAMS) Program, comprehensive measurements of meteorological parameters have been collected in the South Coast air basin since 1994, using a network of radar wind and temperature profilers, acoustic wind profilers and tower-mounted meteorological sensors. Data from the upper air measurement stations is routinely used for air quality forecasting and event analyses and has been invaluable for regional modeling efforts. Since 2003, AQMD has utilized consultants to provide operational support, due to the limited availability of staff resources to maintain this valuable network. In addition to the routine site operations and data support, the proposed contract effort is also expected to enhance the utility of the upper air data for regional modeling and its accessibility to the public and other agencies.

On June 3, 2005, RFP #P2005-24 was released to solicit consultants capable of providing technical support for the operation of the AQMD PAMS upper air meteorological monitoring network, as a contract with multi-year renewal options to provide for greater continuity of the measurements. Since this will be a time and materials contract for field work that cannot be completely defined in advance, the bid costs and staff resource allocations were analyzed based on a provided sample work plan. It is intended that this time and materials contract be awarded in an amount not to exceed $60,000, with future-year renewals not to exceed $60,000 per year or as funding allows.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP 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 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). Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Thirty copies of the RFP were mailed out and three bids were received in response to the RFP when final bidding closed at 2:00 p.m. on July 13, 2005. All three bids were deemed responsive and all three companies provided certifications as small business enterprises.

Attachment 1 reflects the evaluation of the proposals and the respective cost points for the consultants who submitted bids. Using the prescribed evaluation criteria to consider cost, technical qualifications and minority/small business status, the highest overall score of the responsive quotes was from Sonoma Technology, Inc. Staff recommends that the Board award the contract to Sonoma Technology, Inc. for the technical support of the AQMD PAMS Upper Air Meteorological Monitoring Network.

Panel Composition

The panel consisted of one Senior Staff Specialist, one Senior Air Quality Instrument Specialist, one Air Pollution Specialist from CARB, and one Senior Meteorologist from the San Diego Air Pollution Control District. Of these four panelists, four are Caucasian; four are male.

Resource Impacts

Funds for this contract have been earmarked from the U.S. EPA Section 105 Grant for the PAMS program. These funds were recognized, appropriated and reallocated by the Board at the September 9, 2005 meeting (Agenda Item No. 9). Since this contract uses PAMS pass-through funds, it will not impact AQMD staff or fiscal resources.

Attachment(s)

1 - Evaluation of Bids from Respondents to RFP #2005-24

ATTACHMENT 1

Evaluation of Bids from Respondents to RFP #2005-24

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