PROPOSAL:
Reallocate Funds from U.S. Department of Defense, Execute Purchase
Order, Issue RFQ, and Amend Existing Contract to Conduct Feasibility
Demonstration to Measure Low-Level Pollutant Concentrations
SYNPOSIS:
In November 2005, the Board recognized revenues from the U.S.
Department of Defense (DOD) to demonstrate the feasibility to measure
low-level pollutant concentrations. Subsequent discussions with DOD
regarding the scope of the proposed study has led to a need for different
field equipment from the original proposal. This action is to: (1)
reallocate funds from the second-year funding based on discussions with
DOD, (2) execute a sole-source purchase order for a HAPSITE portable gas
chromatograph/mass spectrometer, and (3) release an RFQ to purchase three
ion mobility spectrometers. The total contract award of $876,000 from DOD
remains the same with the proposed budget reallocation. In addition,
since the Administrative Committee meeting, staff was notified by U.S. DOD
that AQMD has been awarded an extension to the current contract to conduct
additional field instrumentation testing at a funding of $964,240. As
such, this action is to execute a contract modification with U.S. DOD to
conduct the additional testing at a cost not to exceed $964,240.
COMMITTEE:
Administrative, April 14, 2006, Recommended for Approval
RECOMMENDED ACTION:
- Reallocate grant funds from the second-year funding based on
discussions with the U.S. Department of Defense (DOD) as set forth in
Attachment 1.
- Execute a purchase order for a HAPSITE portable gas chromatograph/mass
spectrometer at a cost not to exceed $130,000 from the Science and
Technology Advancement FY 2005-06 Budget.
- Release RFQ #Q2005-08 for the purchase of three (3) ion mobility
spectrometer systems (Attachment 2).
- Authorize the Chairman to execute a contract modification with U.S.
DOD to extend the study to Conduct Feasibility of Measuring Low-Level
Pollutant Concentrations and increase the contract funding by $964,240,
for a total cost not to exceed $2,740,240 (the cost of the existing
contract plus the $964,240 modification).
Barry R. Wallerstein, D.Env.
Executive Officer
Background
In August 2003, the AQMD received an award from the U.S. DOD to
demonstrate the feasibility of measuring low-level pollutant concentrations
in the ambient air. The Board then authorized the execution of a contract
with U.S. DOD to conduct the project, which was signed in September 2003.
The project objectives are to assess, develop and adapt various technologies
for both field analysis and sample collection to assist in the
characterization of a release of chemical agents or toxic industrial
contaminants. The contract was augmented with an additional $876,000 from
U.S. DOD to conduct a second phase study, which the Board subsequently
approved in November 2005.
As part of the November 2005 action, the Board approved a budget for the
second phase of the study. In subsequent discussions with U.S. DOD, staff’s
evaluation of available technologies narrowed the range of suitable
instrumentation and refined the project plan. Additionally, some of the
equipment originally proposed has increased in price since 2003. Therefore,
staff is proposing a revised allocation of funds to conduct the project
including specific equipment that is needed.
In addition, since the Administrative Committee meeting, staff was
notified by U.S. DOD that the AQMD has received additional funding of
$964,240 to investigate additional measurement technologies, extend existing
measurement capabilities, and conduct additional field testing. The
expanded testing will require modifications to the current contract to
extend the scope of the existing work, revise the cost schedule, increase
the monetary value of the contract, and extend the contact term.
Proposal
In order to complete the project in a timely manner, staff recommends
reallocation of project funds as provided in Attachment 1. Part of this
reallocation includes ion mobility spectrometer instrumentation which will
allow monitoring of a new set of analytes, previously undetectable with
existing project instrumentation. Staff is also requesting the purchase of
an additional HAPSITE gas chromatograph/mass spectrometer identical to units
purchased in the first year of the contract, bringing the total number of
units deployable to three. There would be no additional cost incurred with
the proposed reallocation.
As a part of this action, staff is requesting the Board’s approval to
release an RFQ for three (3) ion mobility spectrometer systems. A
recommendation for the purchase of the spectrometer systems will be made in
the early part of FY 2006-07, at which, staff will also bring a revised
budget of unspent funds for the Board’s consideration. Once purchased the
three ion mobility spectrometer systems could be operated continuously from
the project mobile platforms. The instruments will monitor ambient air for
hazardous air pollutants not detectable by gas chromatograph/mass
spectrometers.
In addition, staff is recommending the sole-source purchase of one (1)
HAPSITE gas chromatograph/mass spectrometer system at a cost not to exceed
$130,000. The second year funding of the U.S. DOD contract centers on
expansion of the AQMD’s mobile monitoring concept, and includes the need for
an additional HAPSITE instrument. This purchase will bring to three the
number of field-deployable portable gas chromatograph/mass spectrometer
instruments, either individually to separate incidents or together at a
single incident.
Lastly, to expedite the receipt of the third year U.S. DOD award, staff
is requesting the Board’s approval to modify the existing contract with U.S.
DOD to reflect the additional scope and duration of the study to include
additional field instrumentation for further evaluation. The funding for
this contract extension is $964,240 and the total cost of the U.S. DOD
contract shall not exceed $2,740,240.
After the Board’s approval of the contract modification and after the
contract modification is fully executed, staff will bring forward a budget
to conduct the additional work sometime in the beginning of FY 2006-07,
recognizing the $964,240 in revenues from U.S. DOD. In addition, staff will
include a request to reallocate unencumbered funds from the current fiscal
year to FY 2006-07 to complete the current work efforts.
Sole-Source Justification
Section VIII B.2 of the Procurement Policy and Procedure identifies four
major provisions under which a sole-source award may be justified. This
request for a sole-source purchase of the HAPSITE portable gas
chromatograph/mass spectrometer is made under provision VIII B.2.d which
allows a sole-source purchase for projects involving a commitment to
multiple project phases and/or projects requiring compatibility with
existing specialized equipment. In this case, the AQMD has already
solicited competitive bids for, and has purchased, two HAPSITE systems with
U.S. DOD funds from the first contract year. Thus, staff recommends the
purchase of an additional HAPSITE unit to assure compatibility with existing
units. Under consultation with U.S. DOD, it has been determined that an
additional unit should be purchased to augment the program. The HAPSITE is
distributed direct from the manufacturer through a sole representative in
the western United States.
Resource Impacts
The AQMD has a current contract with the U.S. DOD to conduct the project
and U.S. DOD funding will fully support this effort. The proposed
reallocation of second-year funds will not incur any additional costs to the
AQMD. In addition, staff has received concurrence from U.S. DOD relative to
the proposed purchase of equipment and the labor resources needed.
Sufficient funds from U.S. DOD are available as appropriated in the Science
and Technology Advancement FY 2005-06 Budget for the purchase of the HAPSITE
portable gas chromatograph/mass spectrometer. The third-year award from
U.S. DOD will fully support future efforts.
Attachments
(EXE 67.5 KB)
1 - ProposedAllocation of 2nd Year U.S. DOD Funds
2 - RFQ #Q2005-08 – Request for Quotation for Ion Mobility Spectrometers
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