BOARD MEETING DATE: February 2, 2007
AGENDA NO. 18

Issue Purchase Order for CNG Passenger Vehicles to Conduct Special Particulate Air Monitoring Program

SYNOPSIS:

On November 3, 2006, the Board approved the release of an RFQ to competitively select a vendor from which to purchase nine new dedicated CNG compact cars to conduct the U.S. Department of Homeland Security enhanced particulate monitoring program.  This action is to issue a purchase order for the nine vehicles based on the RFQ results.  The allocation for this purchase has been discussed with and approved by the U.S. Department of Homeland Security.

COMMITTEE:

Administrative, January 12, 2007.  Less than a quorum was present during the discussion of this item; the Chairman communicated his concurrence and recommendation that this item be forwarded for Board consideration with no approval or disapproval recommendation from the Committee."

RECOMMENDED ACTION:

Authorize the Procurement Manager to execute a purchase order with Honda of Thousand Oaks for an amount not to exceed $232,800 for the purchase of nine dedicated CNG compact cars.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The AQMD has been providing special particulate monitoring support to U.S. EPA as part of a national monitoring program since 2003.  Actual sample collection began in early February 2003 and will continue for the foreseeable future.  To date, U.S. EPA has provided funding for training, sampling instruments, associated consumables, and AQMD labor resources. The U.S. Department of Homeland Security (DHS) is now funding the special monitoring program.  For FY 2006-07, U.S. DHS expanded the current program scope and is providing additional funds to cover the costs associated with the expanded program.  In order to successfully execute this program, each of nine staff members assigned to this program requires an assigned vehicle.

On November 3, 2006, the Board approved the budget for the DHS program and also the release of RFQ #Q2007-02 to competitively select a vendor from which to purchase nine new dedicated CNG passenger vehicles.  The allocation for this purchase has been discussed with and approved by the U.S. Department of Homeland Security.

Outreach

In accordance with 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 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 of commerce and business associations, the State of California Contracts Register website, and placed on the Internet at AQMD’s Web site.   Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Proposal

On November 3, 2006, the Board approved the budget for the DHS program allocating $252,000 for vehicles and also approved the release of RFQ #Q2007-02 to competitively select a vendor from which to purchase nine new dedicated CNG passenger vehicles.  At the close of the solicitation on December 5, 2006, four quotations were received.  An evaluation panel was convened to assess the bids received from the respondents to the RFQ.  The panel consisted of one Program Supervisor and two principal Air Quality Instrument Specialists from AQMD.  The three-member panel’s ethnicity and gender were as follows:  two Caucasian and one Hispanic; four male.  The evaluation process was conducted according to the criteria set forth in the RFQ.

All four quotations met the technical specifications and received perfect technical scores.  All four bids were for the same 2007 Honda Civic GX Sedan, so the final selection was based on price alone.  Therefore, staff recommends that the Board authorize the Procurement Manager to execute a purchase order with Honda of Thousand Oaks for an amount not to exceed $232,800 for the purchase of nine new dedicated CNG passenger vehicles.  Sufficient funds are available in the Science and Technology Advancement FY 2006-07 Budget as approved by the DHS particulate air monitoring program.   

Resource Impacts

The funding provided by the U.S. Department of Homeland Security is sufficient to support this purchase.