BOARD MEETING DATE: April 2, 2010
AGENDA NO. 3

PROPOSAL:

Issue Purchase Orders for Carbonyl Samplers and CNG Repair Vehicles

SYNOPSIS:

As part of the 18th Year PAMS program, U.S. EPA has allocated funding for Carbonyl Samplers that has already been recognized into the FY 2009-10 Budget. An RFP for this equipment was issued in December 2009, and bids have been evaluated. This action is to execute a purchase order with ATEC, Inc. for an amount not to exceed $123,817 for the purchase of eight Automated Carbonyl Samplers as budgeted in the 18th year PAMS award. This action is also to execute a purchase order with Downtown Ford Sales for four CNG Repair Vehicles for an amount not to exceed $167,879.

COMMITTEE:

Administrative, March 12, 2010, Recommended for Approval

RECOMMENDED ACTIONS:

Authorize the Procurement Manager to:

1. Execute a purchase order with ATEC, Inc. for an amount not to exceed $123,817 for the purchase of eight Automated Carbonyl Samplers as budgeted in the 18th year PAMS award;

2. Execute a purchase order with Downtown Ford Sales for an amount not to exceed $167,879 for the purchase of four CNG Repair Vehicles provided for in the FY2009-10 Budget.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

PAMS Program

In February 1993, the U.S. EPA promulgated the PAMS regulations for areas classified as serious, severe, or extreme nonattainment. These regulations require the AQMD to conduct monitoring for ozone precursors with enhanced monitoring equipment at a total of seven sites. At two of these sites the AQMD is required to obtain integrated measurements of carbonyl compounds at a collection frequency of eight 3-hour samples every day and one 24-hour sample every sixth day during the PAMS intensive sampling season which last July 1^st through September 30^th. This sample collection frequency necessitates the use of an automated multiple-event sample collection system. Staff has identified the need to replace the automated PAMS carbonyl samplers at the Pico Rivera and Burbank Air Monitoring Stations. The aging samplers currently deployed have a history of poor reliability, require frequent repairs, and have led to lower sample recovery rates.

Repair Vehicles

The AQMD network of over 35 air monitoring stations requires a fleet of Repair Vehicles to transfer equipment, parts, tools, and calibration equipment to and from the stations. Many of the current Repair Vehicles are aging, require frequent and costly repairs, and have mileage totals over 150,000 miles. To address the needed replacement of these vehicles, $180,000 was allocated in the FY2009-2010 budget for three CNG Repair Vans, with plans to replace three more vehicles in each of the next two fiscal years.  

Proposal

Execute a Purchase Order for Eight (8) Automated Carbonyl Samplers under the PAMS Program

RFQ #Q2010-07 for Automated Carbonyl Samplers was advertised in accord with the AQMD advertisement policy on December 4, 2009. Two (2) quotations were received at the close of the solicitation January 8, 2010. An evaluation panel was convened to evaluate the bids received from the respondents to the RFQ. The panel consisted of one Principal Air Quality Instrument Specialist, one Principal Air Quality Chemist, and one Senior Meteorologist. The panel breakdown was as follows: one African American, one Hispanic and one Caucasian; three males. The evaluation process was conducted according to the criteria described in the RFQ.

The panel based on its evaluation on technical specifications, cost, features, capabilities, and the vendor’s reputation and experience. One bid was disqualified for not meeting the minimum specifications and for not submitting a final cost estimate as described in the RFQ. The panel selected ATEC, Inc. as the preferred bid. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with ATEC, Inc. for an amount not to exceed $123,817 for the purchase of eight (8) Automated Carbonyl Samplers as budgeted in the FY2009-10 Budget.

Execute a Purchase Order for Four (4) CNG Repair Vehicles

Trucks, vans, and utility vehicles are available from vendors under the State of California, Department of General Services, Procurement Division, Vehicles Contract 1-10-23-20. Unlike in previous years, there were no state contracts for CNG-fueled trucks and vans available. Therefore, staff has identified gasoline-powered vehicles on the State Contracts list that are eligible for certified CNG conversions. The only certified CNG conversions for model year 2010 trucks and vans are for Ford vehicles, and Downtown Ford Sales is the only Ford dealership on the State Contracts list. Pricing for these proposed purchases is therefore based on the State Contracts price for the base vehicles, with additional charges for the CNG conversion.

Due to the lower than anticipated costs of the vehicles, staff recommends that four vehicles be purchased in FY2009-10. This can be accomplished within the original budget allocation of $180,000 which anticipated the purchase of only three vehicles for that level of funding. This will accelerate the vehicle replacement program and lead to cost savings in FY2010-11. Furthermore, to provide greater flexibility for field operations, staff recommends that two cargo vans and two pick-up trucks be purchased instead of the originally budgeted three repair vans.

Therefore, based on the AQMD procurement policy section IV, sub-section 5, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with Downtown Ford Sales for an amount not to exceed $167,879 for the purchase of four (4) CNG Repair Vehicles. Funding for this purchase is included in the FY2009-10 Budget. 

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, and placed on the Internet at AQMD’s website (http://www.aqmd.gov. Information is also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724. 

Resource Impacts

U.S. EPA Section 105 Grant funding supports the 18th year operation of the PAMS program and funds for the Carbonyl Sampler purchase have already been recognized and appropriated. Funds for the purchase of the CNG Repair Vehicles are already budgeted in the AQMD FY2009-10 Budget.