BOARD MEETING DATE: January 5, 2007
AGENDA NO. 10

Recognize and Appropriate Funds for U.S. EPA National Air Toxics Trends Station Program, Execute Sole-Source Purchase Orders, and Issue RFQ

SYNOPSIS:

U.S. EPA has allocated Section 103 Grant funds of $253,756 to the AQMD for the National Air Toxics Trends Station (NATTS) program.  This will be the first year of AQMD participation in the national program.  The grant covers Capital Outlays and Services and Supplies’ costs associated with air toxic monitoring at two existing AQMD air monitoring stations.   This action is to: (a) upon receipt of award, recognize revenue of $253,756 from U.S. EPA; (b) upon receipt of award, appropriate funds to the FY 2006-07 Budget for the firstyear NATTS program; (c) upon receipt of award, issue sole-source purchase orders; and (d) issue RFQ.

COMMITTEE:

Administrative, December 8, 2006.  Less than a quorum was present during the discussion of this item; those Committee Members who were present communicated their concurrence.

RECOMMENDED ACTIONS:

1. Upon receipt of award, recognize revenue of $253,756, in the FY 2006-07 Budget, from U.S. EPA Section 103 Grant funds for the National Air Toxics Trends Station Program;
2. Upon receipt of the U.S. EPA Section 103 Grant Funds, appropriate $238,756 from the Undesignated Fund balance to the Major Objects in the Science & Technology Advancement FY 2006-07 Budget as set forth in Attachment 1 (Expenditure appropriations exclude $15,000 in Salary and Employee Benefits and indirect costs that were included in the FY 2006-07 Adopted Budget);
3. Authorize the Procurement Manager to:

1. Upon receipt of award, execute a sole-source purchase order with U.S. EPA’s national contract laboratory (Eastern Research Group) for an amount not to exceed $54,756 for the analysis of PAH samples as budgeted in the Calendar Year 2007 NATTS award;
2. Upon receipt of award, execute a sole-source purchase order with Entech Inc. for an amount not to exceed $30,000 for the purchase of two (2) auto-sampler upgrades as budgeted in the Calendar Year 2007 NATTS award;
3. Upon receipt of award, execute a sole source purchase order with RM Environmental for two (2) Multi-Channel Samplers at a cost not to exceed $40,000 as budgeted in the Calendar Year 2007 NATTS award; and
4. Release RFQ #Q2007-07 for one (1) Gas Chromatograph System at a cost not to exceed $90,000 as budgeted in the Calendar Year 2007 NATTS award.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

There are currently 188 hazardous air pollutants (HAPs), or air toxics, regulated under the Clean Air Act that have been associated with a wide variety of adverse health effects, including cancer and neurological effects.  The U.S. EPA Government Performance Results Act commitments specify a goal of reducing air toxics emissions by 75% from 1993 levels to significantly reduce the health risks.  The National Air Toxics Trends Station (NATTS) program was developed to fulfill the need for long-term HAP monitoring data.

In Calendar Year 2007, the U.S. EPA is expanding its NATTS program.  As part of that expansion, the AQMD has been granted Section 103 funds to conduct monitoring for toxic air contaminants at a two sites. The program will consist of air toxic monitoring for organic and metals species at two existing AQMD monitoring sites: downtown L.A., representing a source site, and Rubidoux, representing a receptor site.   Since this is an expansion of a long-standing program, it is anticipated that NATTS funding will become part of U.S. EPA’s annual Section 103 supplemental grant funds in support of this program.

Proposal

U.S. EPA has allocated NATTS program (Calendar Year 2007) funding to AQMD of $253,756.  The NATTS funds will assure adequate support of this project which is of significant importance both to the AQMD and the U.S. EPA.  This program, which is anticipated to continue into the foreseeable future, will provide air toxic measurements at two locations in the South Coast Basin.  The data will serve as a continuum between past and future AQMD air toxics measurements programs such as MATES and allow for more accurate evaluation of toxic trends on a regional basis. Specifically, monitoring will include many of the organic and metal species analyzed in MATES III.  Staff has prepared a budget to conduct the measurement program for U.S. EPA.  The proposed allocation of the NATTS funds is provided in Attachment 1.  The U.S. EPA concurs with this use of the NATTS funds.

Issue a sole source purchase order for PAH analyses
The AQMD laboratory does not presently perform PAH analysis.  To develop the expertise to conduct the analysis would not be cost effective given the limited number of samples.  Further, since the U.S. EPA uses a contract laboratory for PAH analysis nationwide, direct comparison of PAH data with other parts of the nation can be made since analytical variables are minimized.  Staff is requesting that the Board authorize the Procurement Manager to execute a sole source purchase order with Eastern Research Group for an amount not to exceed $54,756 for the analysis of up to 108 PAH samples for FFY 2006-07.

Issue a sole source purchase order for the purchase of auto-sampler upgrades
The AQMD laboratory utilizes Entech auto-samplers as a component of the gas chromatographic (GC) systems that perform the air toxic organic (VOC) analysis required by the NATTS program.  The current auto-sampler software and interface boards are not fully compatible with recently purchased GCs and due to their age are no longer supported by the vendor.  The upgrade is necessary to maintain reliable instrument performance and maximize automation thus allowing overnight operation of the GC to perform the analysis in a timely manner for the NATTS program.  The upgrade is only available through the instrument manufacturer.  Therefore, staff is requesting the Board to authorize the Procurement Manager to execute a sole source purchase order with Entech Inc. for an amount not to exceed $30,000 for the purchase of two auto-sampler upgrades.

Issue a sole source purchase order for multi-channel samplers
To conduct the U.S. EPA NATTS Program requires the purchase of additional air toxics samplers.  These samplers will be used to collect filter and canister based samples for the analyses of metals, air toxic VOCs, and hexavalent chrome.  U.S. EPA funding through the NATTS program is sufficient for the purchase of the samplers.  Therefore, this action is to issue a purchase order to RM Environmental for an amount not to exceed $40,000 for the purchase of two Multi-Channel Samplers as budgeted in Attachment 1.

Issue RFQ for a Gas Chromatograph System
As a part of the NATTS award, additional analysis of canister samples to determine ambient concentrations of toxic organic compounds is required to meet award obligations.  These canisters are reused many times over the course of a monitoring program.  Prior to each usage, they are rigorously cleaned and checked for cleanliness, a process called blanking.  The current canister blanking capacity is not sufficient to allow for the additional canisters that will be generated by the NATTS program.  As such, a gas chromatograph system is necessary to increase canister blanking capacity to the required level.  NATTS funding through the U.S. EPA is sufficient for the purchase of a gas chromatographic system.  Therefore, this action is to release RFQ #Q2007-07 (Attachment 2) for a Gas Chromatograph System at a cost not to exceed $90,000 as budgeted in Attachment 1.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP/RFQ and inviting bids will be 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 be notified utilizing AQMD’s own electronic listing of certified minority vendors.  Notice of the RFP/RFQ will be mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations, the State of California Contracts Register website, and placed on the Internet at AQMD’s Web site (http://www.aqmd.gov/ where it can be viewed by making menu selections “Inside AQMD”/“Employment and Business Opportunities”/“Business Opportunities” or by going directly to http://www.aqmd.gov/rfp/index.html).  Information is also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Sole Source Justification

The requests for the sole source purchase of analytical services, the auto-sampler upgrades, and additional air toxics samplers, are made under Section VI.A.4.a of the Procurement Policy and Procedure; the items (services) are available from only one source.  The U.S. EPA has a contract with Eastern Research Group, Inc. to perform all PAH sample analysis as a part of the NATTS program.  Prices are fixed through this contract and all costs are fully reimbursed through the NATTS award.  The current auto-sampler software and interface boards are not fully compatible with recently purchased GCs and due to their age are no longer supported by the vendor.  The upgrade is necessary to maintain reliable instrument performance and maximize automation to meet the goals of the NATTS program.  The upgrade is only available through the auto-sampler manufacturer, Entech, Inc.  The AQMD currently uses RM Environmental samplers for special studies such as MATES and the Port Area Monitoring Program.  These samplers have a proven track record of successful and reliable operation.  Further, AQMD staff is familiar with their operation, calibration, and maintenance.  Parts for the proposed units are compatible with those used in the existing sampler inventory.  The sampler is available through only one vendor, RM Environmental.

Resource Impacts

U.S. EPA Section 103 Grant funding will support the operation of the NATTS program by providing funding for equipment and supplies and services necessary to meet the objectives of the program.  Subsequent years’ funding will fully support operations, supplies, and staff costs. 

Attachments  (EXE 430 kb)

1 –  Proposed NATTS (Calendar Year 2007) Expenditures
2 – RFQ #Q2007-07 for a Gas Chromatograph System