BOARD MEETING DATE: September 8, 2006
AGENDA NO. 8

Approve Budget for Air Monitoring in the Port Area and I-710 Freeway Corridor and Issue Purchase Orders

SYNOPSIS:

As part of the Clean Port Initiative, enhanced air monitoring of criteria pollutants and air toxics in the port community will be conducted over an 18-month period.  Staff is in the process of developing an air monitoring protocol for the program and has prepared a budget to conduct the program.  In addition, considerable port truck traffic is expected related to the proposed expansion of the I-710.  In order to prepare for future analysis of the proposed freeway corridor, staff proposes to conduct air monitoring at various locations along the corridor in conjunction with the port monitoring program.  This action is to approve a budget to conduct air monitoring in the port-community area and along the I-710 Freeway Corridor at a cost not to exceed $700,000.  In addition, this action is to purchase additional field instruments with the Board’s approval of the proposed budget.  $400,000 is available from the BP/ARCO Settlement funds that the Board approved in April 2006.  Staff is requesting that the remaining $300,000 come out of the Undesignated Fund Balance.

COMMITTEE:

Administrative, July 14, 2006, Recommended for Approval

RECOMMENDED ACTIONS:

1. Approve the budget to conduct an air monitoring program in the port-community area and along the I-710 Freeway Corridor as set forth in Attachment 1.
2. Transfer $400,000 from the BP/Arco Settlement Fund and appropriate $300,000 from the Undesignated Fund Balance to the Major Objects in Science and Technology Advancement’s FY 2006-07 Budget as set forth in Attachment 1.
3. Authorize the Procurement Manager to execute sole-source purchase orders with:
   1. Agilaire LLC for an amount not to exceed $11,400 for the purchase of two (2) data loggers including tax, shipping, setup and training;
   2. Environics Inc. for an amount not to exceed $44,400 for the purchase of three (3) Gas Calibration Systems including tax, shipping, setup and training;
   3. ATEC, Inc. for an amount not to exceed $15,350 for the purchase of one (1) Model 8000 Carbonyl Sampler including tax, shipping, setup and training;
   4. RM Environmental Systems Inc. for an amount not to exceed $55,000 for the purchase of two (2) Xontech 910 Samplers and two (2) Xontech 924 Samplers including tax, shipping, setup and training;
   5. Martin Container, Inc. for an amount not to exceed $73,000 for the purchase of up to five (5) Air Monitoring Station Shelters including tax, shipping and setup;
   6. TSI, Inc. for an amount not to exceed $125,000 for the purchase of ten (10) Condensation Particle Counters including tax, shipping, setup and training;
   7. Magee Scientific Company for an amount not to exceed $75,500 for the purchase of eight (8) Aethalometers including tax, shipping, setup and training; and
   8. Met One Instruments, Inc. for an amount not to exceed $25,200 for the purchase of up to seven (7) Meteorological Stations including tax, shipping and setup.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The Board approved the Chairman’s Clean Port Initiative in January 2006.  As part of the Initiative, the Board directed staff to conduct an enhanced air monitoring program in the port area.  Five tasks were identified under the air monitoring element of the Clean Port Initiative, which includes creation of a technical advisory group; survey of past, current, and future monitoring activities in and around the ports; development of an air monitoring protocol; conducting and reporting the results of the air monitoring program.  A technical advisory group consisting of representatives from the Ports of Los Angeles and Long Beach, CARB, U.S. EPA, community organizations, labor, industry, and academia was formed.  The technical advisory group, known as the Clean Port Air Monitoring Partnership, has met twice and provided input and comments to staff on potential monitoring locations and other emission sources that may have air quality and health impacts.  As part of this effort, staff has discussed with the advisory group other air monitoring studies that are being conducted or planned for the area.  Several groups indicated a desire to coordinate their studies with the AQMD program.

Staff is in the process of developing an air monitoring protocol that will serve as the work plan for the air monitoring program.  The draft protocol will be released for review by the technical advisory group in July.  As part of the draft protocol, staff has identified the field and laboratory resources needed to conduct the air monitoring program. 

Staff has been participating in the discussions regarding the proposed expansion of the I-710 freeway corridor.  The lead agency is in the process of preparing an environmental impact report.  In order to prepare for future analysis of the proposed freeway corridor, staff proposes to conduct air monitoring at various locations along the corridor in conjunction with the port monitoring program.

Proposal

Staff envisions that three additional air monitoring locations will be needed to augment the existing air monitoring sites located in the port community area.  The AQMD is operating three existing sites in the Long Beach area and the two ports are operating six monitoring sites.  For the I-710 monitoring portion, staff is proposing to deploy two mobile platforms at various locations along the freeway.  Staff evaluated existing resources and determined that additional equipment and resources are needed in order to complete the monitoring programs.  Attachment 1 shows a proposed budget for the air monitoring program at a cost not to exceed $700,000.  Staff is proposing that $400,000 of the total cost be covered with the BP ARCO Settlement Funds set aside by the Board in April 2006 for two air monitoring platforms be used for the port air monitoring program.  The proposed air monitoring locations will be in communities adjacent to the BP ARCO facility.  For the $300,000 balance, staff is requesting the Board to appropriate the funds from the Undesignated Fund Balance. 

To start the monitoring program as early as possible, staff is recommending that some of the capital outlay items identified in Attachment 1 be purchased at this time with approval from the Board.  The following sections describe the requested purchases provided in Attachment 1.

1.         Purchase of Two (2) Data Loggers ($11,400)

On July 14, 2006, the Board approved the purchase of six Data Loggers with Agilaire LLC based on a panel evaluation of RFQ # Q2006-12.  The primary function of the data Loggers is to record ambient air quality data at the air monitoring stations and enable the data to be sent via telemetry to the central computer system at AQMD.  The acquisition of the new Data Loggers will provide the ability to collect air quality data at additional sites for the proposed monitoring program. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with Agilaire LLC for an amount not to exceed $11,400 for the purchase of two Data Loggers. 

2.         Purchase of Three (3) Gas Calibration Systems ($44,400)

Automated Gas Calibration Systems are located at all air monitoring stations where continuous gas pollutant measurements are being made.  These systems allow for the daily, early morning span and zero check necessary to validate instrument performance and provide data for subsequent data adjustments, if needed.  Three additional gas calibration systems are needed for the proposed air monitoring program.  In addition, the Board approved a sole-source purchase of five gas calibration systems from Environics Inc. at its July 14, 2006 meeting.  Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with Environics Inc. for an amount not to exceed $44,400 for the purchase of three Gas Calibration Systems.

3.         Purchase of One (1) Model 8000 Carbonyl Sampler ($15,350)

Carbonyl Samplers are required to measure the atmospheric concentrations of carbonyl compounds, many of which are considered air toxics.  One additional Carbonyl Sampler is needed for the proposed air monitoring program.  AQMD currently has 10 Carbonyl Samplers manufactured by ATEC, Inc.  Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with ATEC, Inc. for an amount not to exceed $15,350 for the purchase of one Model 8000 Carbonyl Sampler.

4.         Purchase of Two (2) Xontech 910 Samplers ($16,000) and Two (2) Xontech 924 Samplers ($39,000)

Xontech samplers are required to measure the atmospheric concentrations of Volatile Organic Compounds (VOCs), many of which are considered air toxics.  The Samplers also allow the measurement of some particle phase air toxics such as hexavalent chromium.  Two additional Xontech 910 and two additional Xontech 924 Samplers are needed for the proposed air monitoring program.  AQMD currently has 19 Xontech 910 Samplers and 18 Xontech 920/924 manufactured by RM Environmental Systems, Inc.  Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with RM Environmental Systems, Inc. for an amount not to exceed $55,000 for the purchase of two Xontech 910 Samplers and two Xontech 924 Samplers.

5.         Purchase of five (5) Air Monitoring Station Shelters ($73,000)

Portable shelters, which are basically customized shipping containers to provide housing for the air monitoring equipment, are needed for the air monitoring program.  Five additional portable Station Shelters are needed for the proposed air monitoring program.  In July 2006, the Board approved a sole-source purchase of one Station Shelter from Martin Container, Inc.  Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with Martin Container, Inc. for an amount not to exceed $73,000 for the purchase of five portable Air Monitoring Station Shelters.

6.         Purchase of ten (10) Condensation Particle Counters ($125,000)

Condensation Particle Counters (CPCs) are required to measure the continuous particle number concentrations in the atmosphere.  Ambient number concentrations are dominated by ultrafine particles, which derive primarily from the mobile and combustion sources that are the focus of this monitoring program.  Recent evidence suggests that ultrafine particles may be more toxic than larger particles.   Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with TSI, Inc. for an amount not to exceed $125,000 for the purchase of ten Condensation Particle Counters.

7.         Purchase of eight (8) Aethalometers ($75,500)

Aethalometers are required to measure the continuous elemental (or black) carbon concentrations in the atmosphere.  PM2.5 elemental carbon concentrations in the South Coast Basin are dominated by emissions from mobile-source diesel engines, including the diesel trucks and marine vessels that are the focus of this monitoring program.  Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with Magee Scientific Company for an amount not to exceed $75,500 for the purchase of eight Aethalometers with PM2.5 cyclone inlets.

8.         Purchase of seven (7) Meteorological Stations ($25,200)

Meteorological Stations are required to measure the wind speed, wind direction, temperature, and relative humidity at each of the monitoring sites.  This data is essential in the interpretation of air quality data.  Seven additional Meteorological Stations are needed for the proposed air monitoring program.  Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with Met One Instruments, Inc. for an amount not to exceed $25,200 for the purchase of seven meteorological stations.

Sole-Source Justifications

A sole-source award is authorized under Sections IV.B. of the Procurement Policy and Procedure when a purchase does not lend itself to substitution.  Section VIII, (B) (2) of the Procurement Policy and Procedure identifies four major provisions under which a sole-source award may be justified.

The requests for a sole- source purchase of the data loggers(item 1), the gas calibration systems (item 2), the Model 8000 Carbonyl Sampler (item 3), the Xontech 910 and 924 samplers (item 4), and the meteorological stations (item 8) are made under Section VIII, Section B.2.d (6) of the Procurement Policy and Procedure.  The equipment must be compatible with existing specialized equipment currently in use for the AQMD air monitoring network in order to maintain operational consistency with equipment currently used in the network and to assure that parts are interchangeable with the current equipment.

The requests for a sole-source purchase of the replacement of the air monitoring station shelter (item 5), the condensation particle counters (item 6), and the aethalometers (item 7) are made under Section VIII, B.2.c of the Procurement Policy and Procedure:  The desired services are available from only the sole-source based upon the unique experience and capabilities of the proposed contractor or contractor team; (2) The project involves the use of proprietary technology; and (3) The contractor has ownership of key assets required for project performance.

All of the new AQMD station shelters have been purchased from Martin Container, Inc. as a result of an RFQ issued in 2003.  Only two bids were received at that time, and one was disqualified for lack of relevant experience.  Therefore, this single vendor is the only known vendor with the unique expertise and capabilities required.

TSI Inc. is the only company that manufactures water-based condensation particle counters.  Water-based CPCs, as opposed to alcohol–based CPCs, are necessary to avoid the odors and hazards associated with using and storing butanol in the air monitoring stations.  TSI Inc. is by far the world leader in CPC technology and their units have become the industry and scientific standard for particle counting applications. Therefore, this single vendor is the only known vendor with the unique expertise and capabilities required.

Magee Scientific Company is the only company that manufactures aethalometer instrumentation that measures the elemental carbon content of particulate matter continuously. Therefore, this single vendor is the only known vendor with the unique expertise and capabilities required.

Resource Impacts

$400,000 has already been approved by the Board from the BP/ARCO Settlement Fund 46 as Project E-10-R, Portable Air Monitoring Stations.  Staff is requesting that the remaining $300,000 be appropriated from the Undesignated Fund Balance.

Attachment (XLS 29kb)

1 – Proposed Expenditures for the Port and I-710 Monitoring Studies