BOARD MEETING DATE: February 3, 2006
AGENDA NO. 16

Execute Purchase Order for Continuous Ozone Analyzers for Ambient Air Monitoring Network

SYNPOSIS:

On March 4, 2005, the Board approved the release of an RFQ to purchase new continuous ozone analyzers to replace older existing units in the ambient monitoring network, as part of a two-year replacement program to replace all ozone analyzers. This item was originally under the FY 2004-05 Budget, but was not purchased pending the receipt of funds from U.S. EPA. On September 9, 2005, the Board authorized reallocating $45,000 of the U.S. EPA PAMS funds to the FY 2005-06 Budget Capital Outlay Major Object to purchase the ozone analyzers. Staff is recommending purchasing the analyzers from the lowest qualified bidder. Because the quoted unit cost is below the fixed asset limit, staff requests Board approval to transfer the available funds from the Capital Outlay Major Object to the Ser-vice and Supplies Major Object. This action is to execute a purchase order with Thermo Electron Corporation for an amount not to exceed $44,415 to purchase ten continuous ozone analyzers

COMMITTEE:

Administrative, January 13, 2006, Recommended for Approval

RECOMMENDED ACTIONS:

1. Transfer $45,000 of U.S. EPA PAMS Funds from the Science and Technology Advancement FY 2005-06 Capital Outlay Major Object to Science and Technology Advancement FY 2005-06 Budget, Small Tools, Instruments, and Equipment account, Services and Supplies Major Object.
2. Authorize the Executive Officer to execute a purchase order with Thermo Electron Corporation for an amount not to exceed $44,415 for the purchase of ten (10) Model 49i continuous ozone analyzers with ethernet option.
    

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On March 4, 2005, the Board approved the release of RFQ #Q2005-08 to competitively select a vendor to purchase eight (8) continuous ozone analyzers. This purchase represents the second year of a two-year replacement schedule for all ozone analyzers, which is being funded under a U.S. EPA Section 105 Grant to support the PAMS program. The ozone analyzers are an integral part of the ambient air monitoring network. The analyzers continuously monitor levels of ozone in ambient air to establish whether federal or state ambient air quality standards are being met in the South Coast Air Basin. On September 9, 2005, the Board authorized reallocating $45,000 from U.S. EPA PAMS fund-ing for the purchase of these analyzers to the Science and Technology Advancement FY 2005-06 Budget, Capital Outlay Major Object.

Proposal

Based on the three-member evaluation panel, staff is recommending the purchase of the Model 49i continuous ozone analyzers from Thermo Electron Corporation. The total cost to purchase the eight ozone analyzers would be at a total cost of $35,532. The per unit analyzer price of $4,441.50 is below the fixed asset limit of $5,000 for major purchases as defined in the AQMD Administrative Policies and Procedures. As such, staff is re-questing the Board to transfer the $45,000 in U.S. EPA PAMS funds from the Science and Technology Advancement FY 2005-06 Budget, Capital Outlay Major Object to the Science and Technology Advancement FY 2005-06 Budget, Small Tools, Instruments, and Equipment account, Services and Supplies Major Object. In addition, staff recommends the purchase of two additional analyzers with the savings incurred to serve as backups or to meet special monitoring needs. Therefore, staff recommends that the Board authorize the Executive Officer to execute a purchase order with Thermo Electron Corporation for an amount not to exceed $44,415 for ten Model 49i continuous ozone analyzers with ethernet communications option.

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:

Additionally, potential bidders were notified utilizing the Los Angeles County MTA Di-rectory 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 where it could be viewed by making menu selections “Inside AQMD”/“Employment and Business Opportunities”/“Business Opportunities” or by going directly to http://www.aqmd.gov/rfp/index.html). Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Three quotations were received when the bidding closed at 2:00 p.m. on April 6, 2005. An evaluation panel was convened to evaluate the bids received from respondents to the RFQ. The three-member panel consisted of two AQMD staff (one Principal Air Quality Instrument Specialist and one Senior Air Quality Instrument Specialist) and one CARB staff (Engineer); two males; two Caucasian and one Hispanic. The panel determined that all of the instruments quoted met the basic specifications of the RFQ. The lowest cost, fully qualified bid is from Thermo Electron Corporation for a Model 49i continuous ozone analyzer (see Attachment).

Resource Impacts

Sufficient funds for the purchase of the ozone analyzers are provided under the U.S. EPA Section 105 Grant PAMS program, as recognized and allocated by the Board at its Sep-tember 9, 2005 meeting. Since this purchase is under the U.S. EPA PAMS funding, there is no impact on the AQMD general fiscal resources. However, since the September 9, 2005 allocation for the purchase of ozone analyzers was placed in the Science and Technology Advancement FY 2005-06 Budget Capital Outlay Major Object, the Board must approve the transference of the funds to the Science and Technology Advancement FY 2005-06 Budget, Small Tools, Instruments, and Equipment account, Services and Sup-plies Major Object in order to proceed with the requested purchase.

Attachment (DOC 26K)
Ozone Analyzer Evaluation Summary – RFQ #Q2005-08

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