BOARD MEETING DATE: May 5, 2006
AGENDA NO.5

Reallocate Funds from U.S. Department of Defense, Execute Purchase Order, Issue RFQ, and Amend Existing Contract to Conduct Feasibility Demonstration to Measure Low-Level Pollutant Concentrations

SYNPOSIS: 

In November 2005, the Board recognized revenues from the U.S. Department of Defense (DOD) to demonstrate the feasibility to measure low-level pollutant concentrations. Subsequent discussions with DOD regarding the scope of the proposed study has led to a need for different field equipment from the original proposal. This action is to: (1) reallocate funds from the second-year funding based on discussions with DOD, (2) execute a sole-source purchase order for a HAPSITE portable gas chromatograph/mass spectrometer, and (3) release an RFQ to purchase three ion mobility spectrometers.  The total contract award of $876,000 from DOD remains the same with the proposed budget reallocation.  In addition, since the Administrative Committee meeting, staff was notified by U.S. DOD that AQMD has been awarded an extension to the current contract to conduct additional field instrumentation testing at a funding of $964,240.  As such, this action is to execute a contract modification with U.S. DOD to conduct the additional testing at a cost not to exceed $964,240. 

COMMITTEE:

Administrative, April 14, 2006, Recommended for Approval

RECOMMENDED ACTION:

1. Reallocate grant funds from the second-year funding based on discussions with the U.S. Department of Defense (DOD) as set forth in Attachment 1.
2. Execute a purchase order for a HAPSITE portable gas chromatograph/mass spectrometer at a cost not to exceed $130,000 from the Science and Technology Advancement FY 2005-06 Budget.
3. Release RFQ #Q2005-08 for the purchase of three (3) ion mobility spectrometer systems (Attachment 2).
4. Authorize the Chairman to execute a contract modification with U.S. DOD to extend the study to Conduct Feasibility of Measuring Low-Level Pollutant Concentrations and increase the contract funding by $964,240, for a total cost not to exceed $2,740,240 (the cost of the existing contract plus the $964,240 modification).

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In August 2003, the AQMD received an award from the U.S. DOD to demonstrate the feasibility of measuring low-level pollutant concentrations in the ambient air.  The Board then authorized the execution of a contract with U.S. DOD to conduct the project, which was signed in September 2003. The project objectives are to assess, develop and adapt various technologies for both field analysis and sample collection to assist in the characterization of a release of chemical agents or toxic industrial contaminants.  The contract was augmented with an additional $876,000 from U.S. DOD to conduct a second phase study, which the Board subsequently approved in November 2005.

As part of the November 2005 action, the Board approved a budget for the second phase of the study.  In subsequent discussions with U.S. DOD, staff’s evaluation of available technologies narrowed the range of suitable instrumentation and refined the project plan.  Additionally, some of the equipment originally proposed has increased in price since 2003.  Therefore, staff is proposing a revised allocation of funds to conduct the project including specific equipment that is needed.

In addition, since the Administrative Committee meeting, staff was notified by U.S. DOD that the AQMD has received additional funding of $964,240 to investigate additional measurement technologies, extend existing measurement capabilities, and conduct additional field testing.  The expanded testing will require modifications to the current contract to extend the scope of the existing work, revise the cost schedule, increase the monetary value of the contract, and extend the contact term.

Proposal 

In order to complete the project in a timely manner, staff recommends reallocation of project funds as provided in Attachment 1.  Part of this reallocation includes ion mobility spectrometer instrumentation which will allow monitoring of a new set of analytes, previously undetectable with existing project instrumentation.  Staff is also requesting the purchase of an additional HAPSITE gas chromatograph/mass spectrometer identical to units purchased in the first year of the contract, bringing the total number of units deployable to three.  There would be no additional cost incurred with the proposed reallocation.

As a part of this action, staff is requesting the Board’s approval to release an RFQ for three (3) ion mobility spectrometer systems.  A recommendation for the purchase of the spectrometer systems will be made in the early part of FY 2006-07, at which, staff will also bring a revised budget of unspent funds for the Board’s consideration.  Once purchased the three ion mobility spectrometer systems could be operated continuously from the project mobile platforms.  The instruments will monitor ambient air for hazardous air pollutants not detectable by gas chromatograph/mass spectrometers. 

In addition, staff is recommending the sole-source purchase of one (1) HAPSITE gas chromatograph/mass spectrometer system at a cost not to exceed $130,000.  The second year funding of the U.S. DOD contract centers on expansion of the AQMD’s mobile monitoring concept, and includes the need for an additional HAPSITE instrument.  This purchase will bring to three the number of field-deployable portable gas chromatograph/mass spectrometer instruments, either individually to separate incidents or together at a single incident.

Lastly, to expedite the receipt of the third year U.S. DOD award, staff is requesting the Board’s approval to modify the existing contract with U.S. DOD to reflect the additional scope and duration of the study to include additional field instrumentation for further evaluation.  The funding for this contract extension is $964,240 and the total cost of the U.S. DOD contract shall not exceed $2,740,240.

After the Board’s approval of the contract modification and after the contract modification is fully executed, staff will bring forward a budget to conduct the additional work sometime in the beginning of FY 2006-07, recognizing the $964,240 in revenues from U.S. DOD.  In addition, staff will include a request to reallocate unencumbered funds from the current fiscal year to FY 2006-07 to complete the current work efforts.

Sole-Source Justification

Section VIII B.2 of the Procurement Policy and Procedure identifies four major provisions under which a sole-source award may be justified.  This request for a sole-source purchase of the HAPSITE portable gas chromatograph/mass spectrometer is made under provision VIII B.2.d which allows a sole-source purchase for projects involving a commitment to multiple project phases and/or projects requiring compatibility with existing specialized equipment.  In this case, the AQMD has already solicited competitive bids for, and has purchased, two HAPSITE systems with U.S. DOD funds from the first contract year.  Thus, staff recommends the purchase of an additional HAPSITE unit to assure compatibility with existing units.  Under consultation with U.S. DOD, it has been determined that an additional unit should be purchased to augment the program.  The HAPSITE is distributed direct from the manufacturer through a sole representative in the western United States.

Resource Impacts

The AQMD has a current contract with the U.S. DOD to conduct the project and U.S. DOD funding will fully support this effort.  The proposed reallocation of second-year funds will not incur any additional costs to the AQMD.  In addition, staff has received concurrence from U.S. DOD relative to the proposed purchase of equipment and the labor resources needed.  Sufficient funds from U.S. DOD are available as appropriated in the Science and Technology Advancement FY 2005-06 Budget for the purchase of the HAPSITE portable gas chromatograph/mass spectrometer.  The third-year award from U.S. DOD will fully support future efforts.

Attachments (EXE 67.5 KB)
1 - ProposedAllocation of 2^nd Year U.S. DOD Funds
2 - RFQ #Q2005-08 – Request for Quotation for Ion Mobility Spectrometers