BOARD MEETING DATE: July 11, 2008
AGENDA NO. 8

RECOMMENDED ACTIONS:

Authorize the Procurement Manager to issue purchase orders with the qualified vendors identified in Attachment 1 for the purchase of compressed gases and cryogenic liquids, according to low bid first, at fixed rates which shall be effective for FY 2008-09 for a cumulative amount not to exceed $105,000 per fiscal year.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In April 2008, the Governing Board released RFQ #Q2008-23 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 programs such as PAMS, NATTS, the port study, compliance samples, and other network samples.
 

Proposal

Staff requests that the Board approve issuance of purchase orders with a cumulative amount not to exceed $105,000 (per fiscal 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 annually.
 

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: two Senior Air Quality Chemists, and the Quality Assurance Manager. An additional outside evaluator, the Bay Area Air Quality Management District (BAAQMD) Laboratory Services Manager, also participated in the evaluation process. The panel makeup relative to ethnicity and gender was as follows: one Asian, one Caucasian/Asian/Pacific-Islander, one Caucasian, and one Hispanic; four male. The evaluation process was conducted according to the criteria described in the RFQ’s. Attachment 1 lists the compiled scores from bid reviewers.
 

Resource Impacts

The term of the purchase orders is for FY 2008-09 with an optional extension to cover FY 2009-10. Staff estimates that $105,000 will be needed for the purchase of compressed gases and cryogenic liquids for each fiscal year. Sufficient funds are available in the Science and Technology Advancement budget for the current fiscal year and each of the years, upon approval by the Board.
 

Attachment (doc 56 kb)

1 – Compiled Proposal Evaluation Score Sheet