BOARD MEETING DATE: May 4, 2007
AGENDA NO. 7

PROPOSAL:

Issue Purchase Orders Under U.S. EPA PAMS and National Air Toxics Trends Station Programs, Amend Existing and Award New Contracts Under U.S. EPA PAMS Program

SYNOPSIS:

U.S. EPA has allocated grant funds for the PAMS and National Air Toxics Trends Station (NATTS) programs. At its November 3, 2006 and January 5, 2007 meetings, the Board approved budgets for the two programs and authorized the release of RFQs and an RFP. This action is to authorize the Procurement Manager and Executive Officer, upon receipt of grant awards, to issue purchase orders, amend an existing contract, and execute a new contract for budgeted items not to exceed $712,409.

COMMITTEE:

Administrative, April 13, 2007, Recommended for Approval

RECOMMENDED ACTIONS:

1. Upon receipt of grant award funds, authorize the Procurement Manager to issue purchases orders for a total amount not to exceed $502,465 from the Science and Technology Advancement FY 2006-07 Budget, Capital Outlay Major Object, as follows:

1. Issue a purchase order with Matheson Tri-Gas, Inc. for an amount not to exceed $61,000 for the purchase of four (4) hydrogen and one (1) zero air gas generators for the PAMS Program.
2. Issue a purchase order with Airgas West for an amount not to exceed $8,500 for the purchase of one (1) nitrogen gas generator for the PAMS Program.
3. Issue a purchase order with Entech Inc. for an amount not to exceed $163,326 for the purchase of two (2) gas chromatograph systems, one each for the PAMS and NATTS Programs.
4. Issue a purchase order with Reynolds Buick for an amount not to exceed $103,352 for the purchase of two (2) cargo vans for the PAMS Program.
5. Issue a purchase order with Horiba Instruments for an amount not to exceed $32,903 for the purchase of five (5) carbon monoxide (CO) analyzers for the PAMS Program.
6. Issue a purchase order with Teledyne API, Inc. for an amount not to exceed $13,984 for the purchase of two (2) trace-level CO analyzers for the PAMS Program.
7. Issue a purchase order with Environics, Inc. for an amount not to exceed $44,400 for the purchase of three (3) gas calibration systems for the PAMS Program.
8. Issue a purchase order with RM Environmental Systems Inc. for an amount not to exceed $40,000 for the purchase of two (2) Xontech 924 particulate samplers for the NATTS Program.
9. Issue a purchase order with New Day Computer Products for an amount not to exceed $35,000 for the purchase of air quality database hardware and database server software for the PAMS Program.

2. Upon receipt of grant award funds, authorize the Executive Officer to:

1. Amend the existing contract with Sonoma Technology, Inc. in an amount not to exceed $60,000 from the Planning, Rule Development and Area Sources FY 2006-07 Budget, Professional and Special Services Account, to exercise the first of three one-year renewal options to provide continued technical support for the AQMD PAMS Upper Air Meteorological Monitoring Network.
2. Execute a contract with Sonoma Technologies, Inc. for an amount not to exceed $149,944 from the Science and Technology Advancement FY 2006-07 Budget, Professional and Special Services Account, for the development of air quality data management software for the PAMS Program.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In February 1993, the U.S. EPA promulgated the PAMS regulations for areas classified as serious, severe or extreme non-attainment.  These regulations require AQMD to conduct monitoring for ozone precursors with enhanced monitoring equipment at a total of seven sites.  The PAMS program has been funding comprehensive measurements of meteorological parameters in the South Coast Air Basin since 1994, using a network of radar wind and temperature profilers, acoustic wind profilers and tower-mounted meteorological sensors. Data from the upper air measurement stations is routinely used for air quality forecasting and event analyses and had been invaluable for regional modeling efforts. Since 2003, AQMD has utilized consultants to provide operational support, due to the limited availability of staff resources to maintain this valuable network. In addition to the routine site operations and data support, the contract effort also enhances the utility of the upper air data for regional modeling and its accessibility to the public and other agencies. Since the onset of the PAMS program, U.S. EPA has annually allocated Section 105 supplemental Grant funds in support of theses requirements.

There are currently 188 hazardous air pollutants (HAPs), or air toxics, regulated under the Clean Air Act that have been associated with a wide variety of adverse health effects, including cancer and neurological effects. The U.S. EPA Government Performance Results Act specifies a goal of reducing air toxics emissions by 75% from 1993 levels to significantly reduce the health risks. The National Air Toxics Trends Station (NATTS) program was developed to fulfill the need for long-term HAP monitoring data.

In the current Federal Fiscal Year (FFY 2006-07), the U.S. EPA expanded its NATTS program. As part of that expansion, the AQMD has applied for EPA Section 103 funds to conduct monitoring for toxic air contaminants at two sites. The program will consist of monitoring for both organic and metals species at both the AQMD’s Downtown Los Angeles station, representing a source site, and the Rubidoux station in Riverside County, representing a receptor site.  The data will serve as a continuum between past and future AQMD toxics measurements programs such as the MATES programs and allow for more accurate evaluation of toxic trends on a regional basis. Specifically, monitoring will include many of the organic and metal species analyzed in the MATES III program. Since this is an expansion of a long standing program, it is anticipated that NATTS funding will become part of U.S. EPA’s annual Section 103 supplemental grant funds to the AQMD in support of this program.

U.S. EPA has allocated Section 105 Grant funds of $1,282,303 for the 15^th Year (FFY 2006-07) of the PAMS program.  The PAMS funds will assure adequate support of this project which is of significant importance both to the AQMD and the U.S. EPA.  The Board approved the 15^th year PAMS award and budget in November 2006 and, as a part of the same action, approved the release of an RFQ for the purchase of gas generators and cargo vans, and an RFP for the development and installation of upgraded air quality data software.

U.S. EPA has also allocated Section 103 Grant funds of $253,756 for the NATTS program (Calendar Year 2007).  The NATTS funds will assure adequate support of this project which is of significant importance both to the AQMD and the U.S. EPA.  The Board approved the NATTS award and budget in January 2007 and, as a part of the same action, approved the release of an RFQ for the purchase of a gas chromatograph system.

Proposal

Staff is requesting Board approval to issue purchase orders and award a contract on Board approved budget items based on the evaluation of the RFQs and RFP released in November 2006 and January 2007. Specifically, the request is for the purchase of laboratory and field equipment listed in Table 1 for a total amount of $502,465.

Table 1. List of Laboratory and Field Equipment Purchase Requests

In addition, staff is requesting the Board’s approval to amend an existing contract with Sonoma Technologies, Inc. to support the PAMS Upper Air Meteorological Monitoring Network in an amount not to exceed $60,000 and to execute a new contract with Sonoma Technologies, Inc. for the development of air quality database management software at a cost not to exceed $149,944.

The following sections describe the requested purchases provided in Table 1.

Purchase Six (6) Gas Generators Under the PAMS Program
Currently the AQMD laboratory utilizes bottled gases for all analytical needs.  These gases are provided by a number of vendors on a competitive bid basis.  In addition to the cost of the gases, all vendors charge a daily cylinder rental fee (demurrage).  While typically delivery has been reliable, the cost has increased, in part, due to increased fuel charges.  The purchase of gas generators for use in the AQMD laboratory will provide several advantages over the current practice.  The use of gas generators eliminates the need for vendor gases and thus eliminates the costs of bottled gases and cylinder rental.  Given the cost of the gas generators compared to the cost of bottled gases, it is anticipated that the generators will pay for themselves in less than three years of service. The gas generators were budgeted in the 15^th year PAMS award.

On November 3, 2006, the Board approved the release of RFQ #Q2007-05 to competitively select a vendor from which to purchase six gas generators. At the close of the solicitation on December 5, 2006, two quotations were received.  An evaluation panel was convened to evaluate the bids.  The three-member panel consisted of AQMD staff: a Principal Air Quality Chemist and two Air Quality Chemists. The panel’s ethnicity and gender were as follows: one Caucasian, one Hispanic, and one Asian; one female and two male.

The panel determined that no one vendor was the best supplier for the three types of gas generators listed in the RFQ. The panel agreed that the generator quoted by Matheson Tri-Gas, Inc. met the specifications of the RFQ for both the hydrogen and zero air generators at the best price. Likewise, the gas generator quoted by Airgas West best met the specifications for the nitrogen generator at the most competitive cost. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with Matheson Tri-Gas, Inc. for an amount not to exceed $61,000 for the purchase of four (4) hydrogen gas generators and one (1) zero air gas generator; and to issue a purchase order with Airgas West for an amount not to exceed $8,500 for the purchase of one (1) nitrogen gas generator.

Purchase Two (2) Gas Chromatograph Systems Under the PAMS and NATTS Programs
A requirement of the PAMS award is that canister samples are collected to determine ambient concentrations of ozone precursors. These canisters are reused many times over the course of a monitoring program. Prior to each usage, they are rigorously cleaned and checked for cleanliness, a process called blanking. The current instruments used in the canister blanking process are old and no longer supported by the vendor. These instruments are experiencing breakdowns which are difficult for staff to repair. One of the current gas chromatographs used for canister blanking cannot be repaired due to lack of parts. As a result, canister blanking capacity is not sufficient for all the canisters generated by the PAMS program. In addition, the air toxics analysis carried out by the NATTS program will also require additional canister blanking capacity. As such, two gas chromatograph systems are necessary to increase canister blanking capacity to the required level. One gas chromatograph system was budgeted in the 15^th year PAMS award, and one gas chromatograph system was budgeted in the CY 2007 NATTS award.

On January 5, 2007, the Board approved the release of RFQ #Q2007-07 to competitively select a vendor from which to purchase a gas chromatograph system. At the close of the solicitation on February 6, 2007, two quotations were received.  An evaluation panel was convened to evaluate the bids.  The five-member panel consisted of an AQMD Senior Air Quality Chemist, three AQMD Air Quality Chemists, and one CARB Air Resources Engineer. The panel’s ethnicity and gender were as follows: one Caucasian, one Hispanic, and three Asian; one female and four male.

The panel determined that the instrument quoted by Entech Inc. met the specifications of the RFQ at the lowest price. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with Entech Inc. for an amount not to exceed $163,326 for the purchase of two (2) gas chromatograph systems.

Purchase Five (5) Carbon Monoxide Analyzers Under the PAMS Program
Staff has identified the need to replace the existing carbon monoxide (CO) analyzers in the AQMD ambient network. Some of the instruments are over 17 years old. As these instruments age, they are becoming increasingly difficult to maintain and repair. Therefore, staff recommends a replacement program for the CO analyzers to be instituted over the next three years.

On September, 2006, RFQ #Q2007-04 to competitively select a vendor from which to purchase CO analyzers was released according to Procurement Policy and Procedure. At the close of the solicitation on October 10, 2006, four quotations were received. An evaluation panel was convened to assess the bid received from the respondents to the RFQ. The panel consisted of one senior Air Quality Instrument Specialist 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; three male. The evaluation process was conducted according to the criteria set forth in the RFQ.

The panel determined that all four quotations met the minimum technical specifications. The lowest price bid was received from Horiba Instruments. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with Horiba Instruments for an amount not to exceed $32,903 for the purchase of five (5) CO analyzers.

Purchase Two (2) Trace-Level CO Analyzers Under the PAMS Program
According to the new U.S. EPA air monitoring regulations adopted in 2006, AQMD will be required to operate two NCore multipollutant monitoring stations by 2011. NCore station requirements include the measurement of pollutant gases with higher sensitivity, trace-level analyzers for CO, SO2, and NOx. Staff recommends the acquisition of these analyzers over the next few years such that operational experience can be gained prior to the deployment deadline. U.S. EPA has approved the 15^th year PAMS budget that included the purchase of two trace-level CO analyzers for eventual NCore deployment.

As stated above, on September 2006, RFQ #Q2007-04 to competitively select a vendor from which to purchase CO analyzers was released according to Procurement Policy and Procedure. The RFQ also solicited bids for trace-level CO analyzers. At the close of the solicitation on October 10, 2006, four responses were received, and only three included bids for trace-level CO analyzers. Horiba Instruments, the lowest-cost and recommended bid for standard CO analyzers declined to bid on trace-level CO analyzers. As all three remaining bids for trace-level CO analyzers met minimum technical specifications as determined by the evaluation panel described above, staff recommends that the lowest cost bid for trace-level-analyzers be selected. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with Teledyne API, Inc. for an amount not to exceed $13,984 for the purchase of two (2) trace level CO analyzers.

Purchase Three (3) Gas Calibration Systems Under the PAMS Program
Automated Gas Calibration Systems are located at all air monitoring stations where continuous gas pollutant measurements are being made. These systems allow for the daily, early morning span and zero check necessary to validate instrument performance and provide data for subsequent data adjustments, if needed. Three additional gas calibration systems are needed to replace older systems in the air monitoring network. These older systems are becoming more difficult and costly to maintain and repair. The Board approved a sole-source purchase of five gas calibration systems from Environics Inc. at its July 14, 2006 meeting. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with Environics Inc. for an amount not to exceed $44,400 for the purchase of three (3) gas calibration systems.

Purchase Two (2) Xontech 924 Samplers Under the NATTS Program
Xontech 924 samplers are required to measure the atmospheric concentrations of particle phase air toxics such as hexavalent chromium, as well as some gaseous air toxics on sorbent media. Two additional Xontech 924 Samplers are needed to carry out the NATTS sampling program. AQMD currently has 20 Xontech 920/924 manufactured by RM Environmental Systems, Inc. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with RM Environmental Systems Inc. for an amount not to exceed $40,000 for the purchase of two (2) Xontech 924 samplers

Purchase Two (2) Cargo Vans Under the PAMS Program
Vehicles are needed by staff to maintain field equipment at the AQMD monitoring stations. Each staff member responsible for calibration or repair needs a van to carry calibration and repair equipment to and from the air monitoring stations. As additional staff are being trained and utilized to perform calibrations and repair, additional vans are needed. Furthermore, several vehicles are no longer operating, and others have accumulated greater than 150,000 miles. Consistent with AQMD practice of procuring alternative-fueled vehicles, CNG-powered repair and calibration vans have been purchased in the past.

On November 3, 2006, the Board approved the release of RFQ #Q2007-03 to competitively select a vendor from which to purchase two new dedicated CNG cargo vans. At the close of the solicitation on December 5, 2006, only one quotation was received. An evaluation panel was convened to assess the bid received from the respondent 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: one Caucasian, one Hispanic, and one Asian; three male. The evaluation process was conducted according to the criteria set forth in the RFQ.

The panel determined that the quotation met the technical specifications and received perfect technical scores. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with Reynolds Buick for an amount not to exceed $103,352 for the purchase of two (2) Cargo Vans.

Amend Contract for Technical Support for the AQMD Upper Air Meteorological Monitoring Network under the PAMS Program
On June 3, 2005, RFP #P2005-24 was released to solicit consultants capable of providing technical support for the operation of the AQMD PAMS upper air meteorological monitoring network, as a contract with multi-year renewal options to provide for greater continuity of the measurements. On November 4, 2005, the Board awarded a contract to Sonoma Technology, Inc. (STI) for this effort, with future-year renewals for up to $60,000 per year, based upon availability of funds and satisfactory contractor performance.

STI has provided excellent service under this contract, which has included installation and testing of the radar wind and temperature profiler in Irvine and upgrades to the other three profiler systems, as well as the continuing development of standard operating procedures, data archives and web access. The contractor is also assisting with the acquisition of a new profiler site and in moving the Moreno Valley system. Data recovery percentages have been high and the data collected has been proven to be an important component of analyses and modeling efforts. Based on STI’s responsiveness and satisfactory performance, staff recommends exercising the first of three one-year renewal options in STI’s contract for an amount not to exceed $60,000.

Contract for Software Development Under the PAMS Program
Staff has identified a need to upgrade the AQMD air quality data software, including data retrieval, storage, access and validation. The current system is based on outdated software that has proven difficult to modify. In addition, historical data are currently stored in multiple database formats that are difficult to access simultaneously. Furthermore, current data validation procedures are cumbersome and time consuming as they are conducted manually.

On November 3, 2006, the Board approved the release of RFP #P2007-16 to competitively select a company to develop, create, and install a new state-of-the-art air quality data software system that will be easy to modify, provide consistent database structure, allow for user-friendly data access and report writing, include automated data validation tools, and be sufficiently flexible to handle future hardware changes and telemetry protocols. A mandatory bidder’s conference was held on November 15, 2006 with six companies represented. At the close of the solicitation on January 5, 2007, three proposals were received.  An evaluation panel was convened to evaluate the proposals.  The four-member panel consisted of an AQMD Senior Air Quality Instrument Specialist, an AQMD Air Quality Specialist, an AQMD Manager in Information Management Division, and a U.S. EPA Region IX Environmental Protection Specialist. The panel’s ethnicity and gender were as follows: three Caucasian, one African-American; two female and two male.

Average score from the panel evaluation are provided in the following table.

*  A proposal must receive at least 56 out of the 70 points allocated for
   technical criteria in order to be deemed qualified for award.

Of the three proposals received, only the proposal by Sonoma Technologies was evaluated by the panel to merit an average technical score above the minimum of 56. Sonoma Technologies is a full service air pollution consulting firm, with over 24 years of extensive experience in air monitoring, air quality data management and analysis, and software development. In addition to being a software developer, Sonoma Technologies has conducted several air quality analysis studies for the AQMD and other air agencies. Sonoma Technologies is currently designing a similar system for the Bay Area AQMD, and any features or functions developed now or in the future for either District will be made available to the other District at no charge. One of the goals of the Bay Area AQMD project, also funded by U.S. EPA, was to develop software that could be adapted to other Districts, thus leveraging U.S. EPA funds and providing additional value. The long-term success of this project will require a partnership between the software developer and AQMD to adapt the system to changing instrumentation and network needs that occur in the future. Staff believes that Sonoma Technologies has the required experience and track record in providing long-term support and consulting services, and will therefore be in a good position to anticipate data management and validation needs.

Therefore, staff recommends that the Board authorize the Executive Officer to execute a contract with Sonoma Technologies, Inc. for an amount not to exceed $149,944 for the development of air quality data management software.

Purchase Air Quality Database Computer Hardware and Database Server Software Under the PAMS Program
As part of the aforementioned software development project, the Board also allocated funds to purchase the server hardware and the associated enterprise database software (SQL server) that will serve as the infrastructure for the newly developed software application. In accordance with the AQMD’s Purchasing Policy and Procedure No. 35, bids for the server hardware and software were solicited from the firms on the list of pre-qualified vendors for the Purchase of Computer, Network, Printer, and Related Services in order to obtain the best available price.

The pre-qualified vendor list was approved by the Board on February 3, 2006, and is in effect for a period ending February 2, 2008. Of the twelve vendors on the list, one was from certified disabled veteran-owned, three were from certified women-minority-owned, seven were from certified minority-owned, and one was from a non-certified minority-owned business enterprise.

Two vendors submitted bids for the server hardware and software, and New Day Computer Products submitted the lowest cost bid. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with New Day Computer Products for an amount not to exceed $35,000 for the purchase of air quality database hardware and database server software.

Sole-Source Justification

A sole-source award is authorized under Sections IV.B. of the Procurement Policy and Procedure when a purchase does not lend itself to substitution. Section VIII, (B) (2) of the Procurement Policy and Procedure identifies four major provisions under which a sole-source award may be justified.

The requests for a sole-source purchase of the gas calibration systems and the Xontech 924 samplers are made under Section VIII, B.2.d (6) of the Procurement Policy and Procedure. The equipment must be compatible with existing specialized equipment currently in use for the AQMD air monitoring network in order to maintain operational consistency with equipment currently used in the network and to assure that parts are interchangeable with the current equipment.

The Xontech 924 sampler from RM Environmental Systems is the only air toxics sampling equipment on the market that allows for both hexavalent chrome and carbonyl sampling simultaneously. Under Section VIII, B.2.c, a sole-source purchase is also justified based on the unique capabilities of the vendor.

The two established manufacturers of automated gas calibration systems for air monitoring are Environics, Inc. and Sabio Instruments, Inc. A previous RFP resulted in the purchase of several Sabio systems, and over time, staff has determined that they do not perform satisfactorily, exhibiting poor reliability and repeatability. The request to purchase new calibration systems from Environics is to replace aging and poorly performing Sabio systems.

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. Lastly, the RFQs were mailed directly to potential vendors.

Resource Impacts

U.S. EPA Section 105 Grant funding for PAMS will fully support the purchase of the six gas generators, one of the gas chromatograph systems, two cargo vans, five CO analyzers, two trace-level CO analyzers, three gas calibration systems, the amended upper-air technical support contract, the contract to develop air quality database software, and the associated server hardware. The total cost of all fixed assets recommended for purchase under the PAMS program is within the 15^th year PAMS capital outlay budget of $421,200 as approved by the Board in November 2006.

U.S. EPA Section 103 Grant funding for NATTS will fully support the purchase of one of the gas chromatograph systems and the Xontech 924 air toxics samplers. The total cost of all fixed assets recommended for purchase under the NATTS program is within the CY 2007 NATTS capital outlay budget of $160,000 as approved by the Board in January 2007.