BOARD MEETING DATE: July 7, 2006
AGENDA NO. 12

Issue Purchase Orders for Purchase of Compressed Gases and Cryogenic Liquids

SYNOPSIS:

In March 2006, the Board approved release of an RFQ to purchase compressed gases and cryogenic liquids. Several bids for compressed gases and cryogenic liquids were received and evaluated. This action is to issue purchase orders for the purchase of compressed gases and cryogenic liquids for FY 2006-07 with an optional extension to cover FY 2007-08.

COMMITTEE:

Administrative, June 9, 2006, Recommended for Approval

RECOMMENDED ACTION:

Issue purchase orders with the vendors identified in Attachments 1 and 2 for the purchase of compressed gases and cryogenic liquids, at fixed rates which shall be effective for two years for a cumulative amount not to exceed $90,000 per year.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In March 2006, the Board released RFQ  #Q2006-06 to competitively solicit bids for the purchase of compressed gases and cryogenic liquids. The AQMD Laboratory uses compressed gases as carrier gases and purging agents, and cryogenic liquids are used to concentrate samples for gas chromatographic analysis for PAMS, MATES, enforcement and other network samples. 

Proposal

Staff requests that the Board approve issuance of purchase orders for  a cumulative amount not to exceed $90,000 (per year) for the purchase of compressed gases and cryogenic liquids. Orders will be placed with the vendor having the best cost package quotation, while meeting the delivery requirements specified in the RFP. Purchase order amounts will be decided based upon the overall cost package submitted and the historical consumption of the various gases and cryogenic liquids. No individual purchase order will exceed $50,000.

Outreach

In accordance with the AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP/RFQ and inviting bids was published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and the Riverside County Press Enterprise newspapers to leverage the most cost-effective method of outreach to the entire South Coast Basin.Additionally, potential bidders may have been notified utilizing 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 on commerce and business associations, and placed on the Internet at the AQMD’s Web site (http://www.aqmd.gov). Information was also available on the AQMD’s bidders 24-hour telephone message line (909) 396-2724.

Bid Evaluation

The evaluation panel consisted of three AQMD staff: a Senior Air Quality Chemist, and two Air Quality Chemists. The panel makeup relative to ethnicity and gender is as follows: Asian Pacific-Islander/Caucasian, Caucasian, and Hispanic; one female, two male. The evaluation process was conducted according to the criteria described in the RFQ’s.

Attachment 1 reflects the price quotations and overall ranking of vendors from whom compressed gases will be purchased. Attachment 2 lists the price quotations and overall ranking of vendors from whom cryogenic liquids will be purchased.

Resource Impacts

The term of the purchase orders is for FY 2006-07 with an optional extension to cover FY 2007-08. The first quotation will be valid until June 30, 2007. The additional quotation will be effective until June 30, 2009. Staff estimates that $90,000 will be needed for the purchase of compressed gases and cryogenic liquids each year. Sufficient funds are available in the Science and Technology Advancement budget for the current fiscal year, and next year’s budget, upon approval by the Board.

Attachments  (EXE 54 KB)
Attachment 1 – Comparison of Compressed Gas Vendors for FY  2006-07, RFQ #Q2006-07
Attachment 1A – Comparison of Compressed Gas Vendors for FY 2007-08, RFQ #Q2006-06
Attachment 2 – Comparison of Cryogenic Liquids Vendors for FY 2006-07, RFQ #Q2006-06
Attachment 2A – Comparison of Cryogenic Liquids Vendors for FY 2007-08, RFQ #Q2006-06