BOARD MEETING DATE: June 4, 2010
AGENDA NO. 7

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 2010, the Board approved the release of an RFQ to purchase compressed U.S. EPA protocol calibration gases, ultrapure air, and other gases needed for satisfying federal air monitoring program requirements. Seven qualifying bids for supplying these gases were received. This action is to issue purchase orders for the purchase of compressed U.S. EPA protocol calibration gases, ultrapure air, and other related gases for FY 2010-11.

COMMITTEE:

Administrative, May 14, 2010, Recommended for Approval

RECOMMENDED ACTIONS:

Authorize issuance of purchase orders with the most qualified vendors among those identified in Attachment 1 for the purchase of compressed U.S. EPA protocol calibration gases, ultrapure air, and other related specialty gases to be identified, based upon best overall cost package per gas, at fixed rates which shall be effective for FY 2010-11 for a cumulative amount not to exceed $45,000.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In March 2010, the Board released RFQ #Q2010-08 to competitively solicit bids for the purchase of compressed 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 $45,000 for the purchase of compressed 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 $45,000 annually. 

Outreach

In accordance with AQMDs 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 Air Basin.

Additionally, potential bidders may have been notified utilizing AQMDs 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 of commerce and business associations, and placed on the Internet at AQMDs website (http://www.aqmd.gov). Information was also available on AQMDs bidders 24-hour telephone message line (909) 396-2724. 

Bid Evaluation

The evaluation panel consisted of three AQMD staff: one Senior Air Quality Chemists, one AQ Instrument Specialist II, 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 male Asian, two male Caucasians, and one male Hispanic. The evaluation process was conducted to qualify vendors according to the criteria described in the RFQ. The panel determined that seven 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 Westair. 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 based upon a 12 month rental period, 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 2010-11. Staff estimates that $45,000 will be needed for the purchase of compressed U.S. EPA protocol calibration gases, ultrapure air, and other specialty gases in fiscal year 2010-11. Sufficient funds are available in the Science and Technology Advancement’s FY 2010-11 Budget. 

Attachment (EXE 92kb)

1 – Comparison of U.S. EPA Protocol, Ultrapure Air, and Specialty Gas Vendors for FY 2010-11, RFQ #Q2010-08

2 - Compiled Proposal Evaluation Score Sheet,
RFQ #Q2010-08