BOARD MEETING DATE: June 6, 2008
AGENDA NO. 10

RECOMMENDED ACTIONS:

Authorize the Procurement Manager to execute a purchase order with Entech Instruments for the purchase of a gas chromatograph system for an amount of $81,362.59.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

Through U.S. EPA funding the AQMD operates 7 sites as part of the Photochemical Assessment Monitoring Stations (PAMS) network. The PAMS program uses, in part, automated gas chromatographs for the characterization of ambient organic hydrocarbons. These hydrocarbons are precursors in the formation of atmospheric ozone, air toxics, and PM.

On October 5, 2007, the Board approved the U.S. EPA Section 105 Grant Funding for PAMS, and on February 1, 2008, authorized the release of RFQ #Q2008-20 to competitively solicit bids for the purchase of an automated gas chromatograph system to replace an aging instrument currently being used at one of the air monitoring stations. The RFQ was advertised as listed in the outreach sector of the letter. In response, one proposal was received and reviewed.
 

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 has been 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. Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
 

Bid Evaluation

At the close of the solicitation on March 4, 2008, only one quotation was received. An evaluation panel was convened to evaluate the bids. The three-member panel consisted of an Air Quality Specialist from CARB, an AQMD Principal Air Quality Chemist, and a Senior Air Quality Chemist. The panel’s ethnicity and gender breakdown was as follows: two Asian-American, and one Hispanic-American; one female, two male.

The bid submitted by Entech Instruments was determined by the evaluation panel to meet the specifications of the RFQ; their bid received an overall score of 88.
 

Proposal

Staff is recommending that the Board approve issuance of a purchase order with Entech Instruments for an amount of $81,362.59 for the purchase of an automated gas chromatograph system. The proposed award of purchase is based upon the bid meeting the RFQ’s requirements and the overall cost package submitted, including annual maintenance warranties.

Therefore, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with Entech Instruments for an amount of $81,362.59 for the purchase of an automated Gas Chromatograph system as configured in the submitted bid.
 

Resource Impacts

U.S. EPA Section 105 Grant funding for PAMS 16^th Year will support the purchase of the gas chromatograph system as approved the Board on October 5, 2007. The allocation for the gas chromatograph was only for $77,000, but there is enough money in the grant funding to cover the total cost of $81,362.59 for the purchase of the gas chromatograph system. Funds are available in the FY 2007-08 Science and Technology Budget, Capital Outlay Major Object.