BOARD MEETING DATE: February 5, 2010
AGENDA NO. 13

PROPOSAL:

Execute Contract to Provide Technical Support for AQMD PAMS Upper Air Meteorological Monitoring Network

SYNOPSIS:

On November 6, 2009, the Board approved release of an RFP to provide technical support for the AQMD PAMS Upper Air Monitoring Network. The contracted effort will provide field support of the upper air meteorological stations and data management. This action is to execute a contract with Sonoma Technology, Inc., in the amount of $90,000 with options to renew in each of the next three fiscal years, based upon availability of funds and satisfactory performance. Adequate funding is allocated for this purpose in the U.S. EPA 18^th Year Section 105 Grant for the PAMS Program.

COMMITTEE:

Administrative, January 15, 2010, Recommended for Approval 

RECOMMENDED ACTIONS:

Authorize the Chairman to execute a contract with Sonoma Technology, Inc. to provide technical support for the AQMD PAMS Upper Air Meteorological Monitoring Network in an amount not to exceed $90,000 with annual renewal options for the next three fiscal years based upon availability of funds and satisfactory performance.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

As part of the U.S. EPA PAMS Program, comprehensive measurements of meteorological parameters have been collected 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 proposed contract effort is also expected to enhance the utility of the upper air data for regional modeling and its accessibility to the public and other agencies.

On November 6, 2009, RFP #P2010-09 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. Since this will be a time and materials contract for field work that cannot be completely defined in advance, the bid costs and staff resource allocations were analyzed based on a provided sample work plan. It is intended that this time and materials contract be awarded for $90,000, with future-year renewals for up to $100,000 per year or as funding allows. Staff will return to the Board for approval of any additional funding.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP 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 web site (http://www.aqmd.gov). Information is also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724. 

Bid Evaluation

Copies of the RFP were downloaded from the AQMD web site, mailed and emailed in response to requests and only one bid was received in response to the RFP when final bidding closed at 1:00 p.m. on December 8, 2009. This reflects the highly specialized nature of this work involving radar and sodar systems and the importance of having trained local technicians to conduct the field work for cost effectiveness. The bid from Sonoma Technology, Inc. was deemed highly responsive to the RFP. STI is a small business enterprise and has local staff, although as a U.S. EPA-funded contract, no local business points are awarded in this case; they are not a disabled veteran owned business enterprise. Two subcontractors for this bid are also small business enterprises and local businesses.

Attachment 1 reflects the evaluation of the proposal and the costs specified in the RFP sample work plan for the consultant who submitted the bid. Using the prescribed evaluation criteria to consider cost, technical qualifications and minority/small business status, Sonoma Technology, Inc. received an excellent overall score. The RFP sample work plan required a cost estimate only for the costs related to the parameters specified in the RFP for bid comparison. It did not include all the tasks and expenses, which will be assigned by staff in the time and materials contract for this program, including repairs and maintenance of equipment, data management and transfer, and site visits. Based upon prior years, staff estimates that the total cost will be $90,000 per year. Staff recommends that the Board award the contract to Sonoma Technology, Inc. for the Technical Support of the AQMD PAMS Upper Air Meteorological Monitoring Network.

Panel Composition

The panel consisted of one Senior Staff Specialist and one Senior Meteorologist from Planning, Rule Development and Area Sources, one Principal Air Quality Instrument Specialist from Science and Technology Advancement, and one Senior Meteorologist from the San Diego Air Pollution Control District. Of these four panelists, four are male, three are Caucasian and one is African American. 

Resource Impacts

Funds for this contract have been earmarked from the U.S. EPA Section 105 Grant for the 18^th Year PAMS program. These funds were recognized, appropriated and reallocated by the Board at the October 2, 2009 meeting. Since this contract uses PAMS pass-through funds it will not impact AQMD staff or fiscal resources.

Attachment

Attachment 1 - Evaluation of Respondents to RFP #2010-09.

ATTACHMENT 1 

Evaluation of Bid from Respondent to RFP #2010-09

* Reflects only costs for sample work plan tasks required by RFP. Additional tasks and work to be assigned by staff for five (5) stations monitored and served by contractor during the year.