BOARD MEETING DATE: January 5, 2007
AGENDA NO. 9

Reallocate Funds Received from U.S. Department of Defense and Issue Purchase Order to Conduct Feasibility Demonstration to Measure Low-Level Pollutant Concentrations and Issue Purchase Orders

SYNOPSIS:

In August 2003, the AQMD received an award from the U.S. Department of Defense to demonstrate the feasibility of measuring low-level pollutant concentrations in the ambient air.  The original award has been augmented twice to conduct a second phase study to expand the utility of this program.  This action is to reallocate remaining funds, issue a purchase order for three ion mobility spectrometers, and issue a sole-source purchase order for a gas chromatograph/mass spectrometer smart chemical identification system. 

COMMITTEE:

Administrative, December 8, 2006.  Less than a quorum was present during the discussion of this item; those Committee Members who were present communicated their concurrence.

RECOMMENDED ACTIONS:

1. Reallocate grant funds of $1,944,789 to the FY 2006-2007 budget as set forth in Attachment 2, which funds were received from the first, second, and third-year funding from the U.S. Department of Defense (DOD).
2. Authorize the Procurement Manager to execute a purchase order with Draeger Safety, Inc. for an amount not to exceed $150,000 for the purchase of three (3) ion mobility spectrometers. 
3. Authorize the Procurement Manager to execute a sole-source purchase order with Inficon Corporation for an amount not to exceed $140,000 for the purchase of one (1) portable HAPSITE gas chromatograph/mass spectrometer (GC/MS) Smart Chemical Identification System.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In August 2003, the AQMD received an award from the U.S. Department of Defense (DOD) to demonstrate the feasibility of measuring low-level pollutant concentrations in the ambient air.  The Board 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 approved in November 2005.  AQMD has received additional funding of $964,240 to extend technology development and to demonstrate a program through which these technologies can be made available to local first responders.  The Board approved a contract extension in May 2006 to conduct the third year’s program.

Under the first and second year awards, staff discussed with U.S. DOD the appropriateness of demonstrating several air measurement systems for the study.  Many of the instruments that staff originally considered had been previously evaluated by U.S. DOD.  Based on their experience, it was decided that several new instruments would be evaluated including a chemical agent detection system and other air monitoring instruments to measure low level pollutants that could be adapted to measure chemical releases.  Much of the first year’s expenditure occurred with the purchase of the two systems.  Second-year funding was used to deploy two fully mobile, stand-alone vans and monitoring trailers, each equipped with advanced, integrated instrumentation and meteorological systems.  The mobile units were field tested and have been deployed in several emergency situations.  Given the success of the first two systems, remaining funds from the first and second year awards are proposed to be used to purchase additional instruments that could be loaned to first responders. 

In addition to the two mobile air measurement units, staff developed an example training program for first responders on the use of the mobile units.  After review by U.S. DOD, U.S. DOD indicated that training should be provided to local first responders on a more formal basis.  A more detailed progress report on the first and second-year activities is provided in Attachment 1.

As mentioned above, the AQMD received a third-year award, which the Board approved to enter into a new contract with U.S. DOD in May 2006.  In August 2006, staff prepared a draft work plan for the third-year funding.  The U.S. DOD gave their initial concurrence with the draft work plan in October 2006.  Under the third-year funding, U.S. DOD requested a change in direction to further develop the training program and conduct training to local first responders.  In addition, staff proposes that more advanced measurement technologies such as remotely-triggered sampling systems and other emerging air measurement technologies be evaluated.  A timeline to complete the remaining activities proposed in this study is provided in the progress report (Attachment 1).

Proposal

A total of $1,944,789 [$234,435 (Contract No. C040251) and $746,114 (Contract No. C040252) from the first and second-year awards, and $964,240 (Contract No. C06222) from the third-year award] is proposed to be reallocated into the AQMD Budget to complete the program.  Staff has been in discussions with U.S. DOD on completing the contract with the remaining funds.  Remaining activities include the addition of new instruments into the two rapid-response vans.  These vans will continue to assist AQMD compliance staff and local first responders in hazardous materials incidents by providing additional detection, safety, and meteorological capabilities.  Staff is proposing to implement a regionwide training program per the request of U.S. DOD.  In addition, staff is recommending the purchase of three ion mobility spectrometers (IMS) and one additional HAPSITE gas chromatograph/mass spectrometer smart chemical identification system.  The IMS instruments will allow monitoring of a new set of chemical pollutants previously undetectable with existing project instrumentation and are companion instruments to the portable gas chromatograph-mass spectrometers already purchased for this project.  Staff has prepared a proposed budget for the remaining funds as provided in Attachment 2.  The U.S. DOD concurs with the proposed budget. 

Issue Purchase Order to Draeger Safety, Inc. for Three (3) Ion Mobility Spectrometers
Field-portable gas chromatograph-mass spectrometer (GC/MS) instruments already purchased under U.S. DOD funds have the capability of measuring pollutants such as benzene at the part-per-billion level.  However, these GC/MS are inherently incapable of measuring some common industrial toxics including acids, carbon monoxide, ammonia, etc.  Ion mobility spectrometers were chosen as companion instruments because their capabilities dovetail with GC/MS.  An RFQ was approved for release by the Board and was issued on May 5, 2006.  The RFQ was advertised in accordance with AQMD’s Procurement Policy and Procedures.  In addition, numerous other advertising sources were used.

Issue Sole-Source Purchase Order with Inficon Corp. for one (1) Portable HAPSITE Gas Chromatograph/Mass Spectrometer
The AQMD laboratory utilizes the HAPSITE GC/MS Smart Chemical Identification Systems as a component of the AQMD’s Emergency Response Program.  Through previous U.S. DOD funding three HAPSITE instruments have been purchased from Inficon Corp. and deployed.  A fourth instrument is needed to fully equip each of the vans and trailers.  Therefore, staff is requesting that the Board authorize the Procurement Manager to execute a sole-source purchase order with Inficon Corp. for an amount not to exceed $140,000 for the purchase of one portable HAPSITE GC/MS Smart Chemical Identification System.

Bid Evaluation

One quotation was received when the bidding closed.  An evaluation panel was convened to evaluate the bid received.  The three-member panel consisted of AQMD staff: a Principal Air Quality Chemist and two Air Quality Chemists; one Caucasian, one Hispanic, and one Asian; one female and two male.  The panel determined that the instrument quoted met the basic specifications of the RFQ.

Based on the panel evaluation of the bid received, staff recommends that the Board authorize the Purchasing Manager to issue a purchase order with Draeger Safety, Inc. for an amount not to exceed $150,000 for the purchase of three ion mobility spectrometers.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the 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 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 (http://www.aqmd.gov/ where it can 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 is also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Sole Source Justification

The request for the sole-source purchase of the HAPSITE GC/MS Smart Chemical Identification System is made under Section VI.A.4.a of the Procurement Policy and Procedure; the item is available from only one vendor. The AQMD currently has three portable HAPSITE gas chromatograph/mass spectrometer (GC/MS) Smart Chemical Identification Systems.  A fourth system is necessary to fully equip each of the vans and trailers to meet the goals of the U.S. DOD program.  The HAPSITE is only available through Inficon Corp.

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 purchases 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.

Attachments (EXE 65.5 kb)

1. U.S. DOD Contract Progress Report
2. Proposed Allocation of Remaining U.S. DOD Funds