BOARD MEETING DATE: June 5, 2009
AGENDA NO. 4

PROPOSAL:

Issue Purchase Orders for Purchase of Compressed U.S. EPA Protocol Calibration Gases, Ultrapure Air, and Other Gases Needed for Satisfying Federal Air Monitoring Program Requirements

SYNOPSIS:

In March 2009, the Board approved the release of RFQ to purchase compressed U.S. EPA protocol calibration gases, ultrapure air, and other gases needed for satisfying federal air monitoring program requirements. Six qualifying bids for supplying these gases were received. This action is to issue purchase orders for the purchase of U.S. EPA protocol calibration gases, ultrapure air, and other related gases for FY 2009-10.

COMMITTEE:

Administrative, May 8, 2009, Recommended for Approval

RECOMMENDED ACTIONS:

Issue purchase orders with the vendors identified in Attachment 1 for the purchase of U.S. EPA protocol calibration gases, ultrapure air, and other related specialty gases, at fixed rates which shall be effective for FY 2009-10 for a cumulative amount not to exceed $40,000.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In March 2009, the Board released RFQ #Q2009-04 to competitively solicit bids for the purchase of U.S. EPA protocol calibration gases, ultrapure air, and other specialty gases. The AQMD uses compressed U.S. EPA protocol calibration gases, ultrapure air, and other specialty gases in the sampling and analysis of ambient air pollutants. The data from these analyses are required for satisfying Federal Air Monitoring program requirements and are reported to the U.S. EPA.

Proposal

Staff requests that the Board approve issuance of purchase orders with a cumulative amount not to exceed $40,000.00 for the purchase of U.S. EPA protocol calibration gases, ultrapure air, and other specialty gases. Orders will be placed with the vendor having the best cost package quotation per product, while meeting the delivery requirements specified in the RFQ. Purchase order amounts will be decided based upon the overall costs and the historical consumption of the various gases. No individual purchase order will exceed $40,000 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 breakdown was as follows: one Asian, one Pacific-Islander, one Caucasian, and one Hispanic; four male. The evaluation process was conducted to qualify vendors according to the criteria described in the RFQ. The panel determined that all six bidders met specifications for one or more gas products and satisfied delivery requirements. The best overall cost package for EPA Protocol gases is offered by Matheson Tri-Gas followed by a tie between Air Liquide and Scott-Marrin. Scott-Marrin is a qualifying small business. Future acquisition of specific gases will be based on the cost package submitted by the qualified vendors. The cost package includes cost of gases (product), demurrage/rental, delivery and pick-up costs, fuel fees, and haz-mat fees.

Attachment 1 reflects the price quotations of vendors from whom compressed gases will be purchased. Gases will be purchased from the vendor having the best cost package quotation per product, while meeting the delivery requirements specified in the RFQ. In the event a vendor cannot supply gases meeting the delivery requirements or where a vendor has repeated quality failures, gases will be purchased from the vendor with the next best cost package.
 

Resource Impacts

The term of the purchase orders is for FY 2009-10. Staff estimates that $40,000.00 will be needed for the purchase of U.S. EPA protocol calibration gases, ultrapure air, and other specialty gases in fiscal year 2009-10. Sufficient funds are available in the Science and Technology Advancement’s FY 2009-10 budget, upon Board approval.
 

Attachment (XLS, 304k)

1 – Comparison of U.S. EPA Protocol, Ultrapure Air, and Specialty Gas Vendors for FY 2009-10, RFQ #Q2009-04