BOARD MEETING DATE: April 1, 2005
AGENDA NO. 8

Reallocate Funds for U.S. EPA National Air Toxics Monitoring Program, Issue Sole-Source Purchase Orders, and Issue RFQs

SYNOPSIS:

On October 1, 2004, the Board recognized revenue from U.S. EPA Section 103 Grant funds for a special air toxics monitoring program. After assessing the specific monitoring design for the study, staff determined that there is a need to purchase additional monitoring instruments. This action is to reallocate remaining U.S. EPA funds to purchase additional monitoring equipment. Specifically, staff is requesting Board approval to issue sole-source purchase orders for five VOC canister samplers, three PM_2.5 speciation samplers, and two sequential carbonyl samplers, at a total cost not to exceed $101,000. In addition, this action is to issue RFQs for a gas chromatograph/mass spectrometer system and a gas dilution system as part of the U.S. EPA PAMS program. Staff has discussed this request with U.S. EPA and U.S. EPA concurs with the reallocation of funds.

COMMITTEE:

Technology, March 25, 2005, Recommended for Approval

RECOMMENDED ACTIONS:

1. Authorize the Procurement Manager to execute a purchase order with RM Environmental Systems, Inc. for five (5) Model 910A VOC canister samplers at a cost not to exceed $35,500;
    
2. Authorize the Procurement Manager to execute a purchase order with Met One Instruments for three (3) PM_2.5 SASS speciation samplers at a cost not to exceed $37,500;
    
3. Authorize the Procurement Manager to execute a purchase order with ATEC for two (2) Model 8000-2 sequential carbonyl samplers at a cost not to exceed $28,000.
    
4. Issue RFQ for the purchase of a gas chromatograph/mass spectrometer system at a cost not to exceed $162,000.
    
5. Issue RFQ for the purchase of a gas dilution system at a cost not to exceed $35,000.
    
6. Approve reallocation of U.S. EPA funds to accomplish the above-described purchases and solicitations.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On October 1, 2004, the Board recognized revenue from U.S. EPA Section 103 Grant funds under the National Air Toxics Monitoring Program. Two major elements of the study are conducting monitoring programs focused on general aviation airports and diverse emission sources in the Sun Valley region. After further evaluation of the specific monitoring design for the two studies, staff determined that additional sampling instruments would be needed. Specifically, staff determined that five VOC samplers, three PM_2.5 speciation samplers, and two carbonyl samplers will be needed to complete the study. Staff also determined that the additional equipment could be purchased within the existing budget due to savings in fixed assets already purchased and fixed assets no longer necessary to conduct the study. In addition, staff has a need for an additional gas chromatograph/mass spectrometer system and a gas dilution system to analyze the additional VOC canister samples collected as part of the special study and ongoing MATES III. Staff discussed the scope of the study with U.S. EPA and the necessity to purchase additional monitoring equipment. U.S. EPA concurs with staff and has given its approval to revise the budget for the study.

Proposal

Staff assessments of sampling equipment needed for the project identified several additional samplers that will be required for the study. Specifically, five additional VOC samplers, two additional carbonyl samplers, and three additional PM_2.5 speciation samplers are needed for the study at a total cost not to exceed $101,000. Staff reviewed the expenditures to-date for the study and determined that there are sufficient funds in the current budget for the study to purchase the additional equipment. Table 1 provides a list of the equipment originally budgeted for the study, the actual cost of the equipment, and the remaining funds after acquiring the equipment.

In addition to the equipment purchased, Table 1 shows the equipment that staff has determined is no longer needed in order to complete the study. Specifically, the following fixed assets will no longer be needed:

• Two shelters (or station containers) -- staff has identified existing shelters where the monitoring equipment could be placed,
• Two portable meteorological systems -- staff will utilize wind sensors already available, and
• 62 VOC canisters – staff has determined that there are sufficient VOC canisters used for other programs that will be made available for the special study.

Table 1. Fixed Asset Equipment Requested Under
the U.S. EPA National Air Toxics Monitoring Program
 

The total remaining funds available under the current budget is $104,976. Based on the current scope of the study, staff determined that five additional Xontech Canister Samplers, three additional PM_2.5 SASS Samplers, and two additional ATEC 8000-2 Carbonyl Samplers would be needed for the study. As such, staff is recommending that the $104,976 be reallocated as provided in Table 2.
 

Table 2. Proposed Reallocation of the Remaining
National Air Toxics Monitoring Program Expenditures
 

Staff is also requesting the Board to approve the issuance of purchase orders for the purchase of the fixed assets proposed in Table 2. Staff evaluated prior quotes for identical equipment purchased in September 2004. The vendors were contacted to verify that the quoted prices were still in effect. The suitability of the instruments and prices of the samplers are consistent with the monitoring requirements for the U.S. EPA National Air Toxics Monitoring Program. As such, staff recommends issuance of purchase orders on a sole source basis to:

1. RM Environmental Systems, Inc. for five (5) Xontech Model 910A VOC canister samplers at a cost not to exceed $35,500;
2. Met One Instruments for three (3) PM_2.5 SASS speciation samplers at a cost not to exceed $37,500; and
3. ATEC for two (2) Model 8000-2 sequential carbonyl samplers at a cost not to exceed $28,000.

Lastly, staff has a need for an additional gas chromatograph/mass spectrometer system and gas dilution system to analyze the VOC canister samples collected for the special study and ongoing MATES III. In October 2004, the Board recognized the 13^th Year U.S. EPA PAMS funds and approved the allocation of these funds for the purchase of a gas chromatograph/mass spectrometer system which includes a continuous gas chromatograph, mass selective detector, and an autosampler tower at a total cost not to exceed $162,000. In addition to the gas chromatograph/mass spectrometer system, staff has a need to purchase a gas dilution system at a cost of about $30,000 to assist in the preparation of standards necessary to calibrate the gas chromatograph system. Staff has identified that the purchase of a calibration/repair vehicle at a cost not to exceed $35,000 from the 13^th Year PAMS funds could be delayed to a subsequent year PAMS funding request in order to cover the cost of the gas dilution system. Staff has prepared RFQs with the specific specifications for the gas chromatograph/mass spectrometer system at a cost not to exceed $162,000 and a gas dilution system at a cost not to exceed $35,000 (Attachments A and B) and requests the Board’s approval to release the RFQs. Staff will bring to the Board a recommendation to purchase the gas chromatograph/mass spectrometer system and the gas dilution system at a future Board meeting and will detail the allocation of the 13^th Year PAMS funds. Staff has discussed this request with U.S. EPA and has received their concurrence.

Sole-Source Justification

Pursuant to the AQMD Procurement Policy & Procedures, staff is recommending a sole-source purchase of these items under Section VIII B.2.d. (3&6). Projects requiring commitment to multiple project phases – the National Air Toxics Program has multiple phases that coincide with the MATES III Microscale Program. Projects requiring compatibility with existing specialized equipment - the AQMD monitoring network currently uses only VOC canister samplers from RM Environmental Systems, carbonyl samplers from ATEC and PM_2.5 speciation samplers from Met One Instruments, Inc. Compatibility of this specialized equipment must be maintained to assure consistent data comparability for the AQMD monitoring network.

Fiscal Impacts

Sufficient funds are available under the U.S. EPA 103 Grant for the National Air Toxics Monitoring Program to purchase the additional sampling equipment. In addition, sufficient funds are available in the 13^th Year PAMS program to cover the cost of the gas chromatograph/mass spectrometer system and the gas dilution system. The recommendation to reallocate existing funds to purchase additional fixed assets will have not impact the Budget.

Attachments

1. RFQ #Q2005-07 – Gas Chromatograph Mass Spectrometry System for the Speciation, Measurement and Identification of Toxic Air Contaminants and Volatile Organic Compounds within Ambient Air
2. RFQ #Q2005-10 –RFQ for a Gas Dilution System with Humidification Capability

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