BOARD MEETING DATE: July 11, 2008
AGENDA NO. 7

RECOMMENDED ACTIONS:

1. Recognize revenue of $324,800 in the FY 2008-09 Budget and reallocate unspent funds of $324,800 from the U.S. EPA Section 105 Grant for the 16^th year PAMS program to the Major Objects in Science and Technology Advancement’s and Planning, Rule Development, and Area Sources’ FY 2008-09 Budgets as set forth in Attachment 2.
2. Recognize, upon receipt of award, $236,526 in revenue of the total $799,465 U.S. EPA Section 103 Grant for the PM2.5 Monitoring program in the FY 2008-09 Budget. (Revenue recognized excludes the remaining $562,939 which is already included in the FY 2008-09 Budget.)
3. Appropriate from the Undesignated Fund balance $365,000 to the Major Objects in Science & Technology Advancement's FY 2008-09 Budget as set forth in Attachment 3 for the PM 2.5 Monitoring program. (Expenditure appropriations exclude $434,465 in Salary and Employee Benefits which is already included in the FY 2008-09 Budget.)
4. Authorize the Procurement Manager to:
   1. Issue a purchase order with Hansel Ford Lincoln Mercury for an amount not to exceed $40,000 for the purchase of one (1) Repair Van as budgeted in the PM2.5 Monitoring Program Award;
   2. Issue a purchase order with Pacific Honda for an amount not to exceed $27,000 for the purchase of one (1) Passenger Vehicle as budgeted in the PM2.5 Monitoring Program Award;
   3. Issue a purchase order with Thermo Fisher Scientific, Inc. for an amount not to exceed $19,000 for the purchase of one (1) NOy Analyzer as budgeted in the PM2.5 Monitoring Program Award;
   4. Issue a purchase order with Thermo Fisher Scientific, Inc. for an amount not to exceed $96,000 for the purchase of eight (8) Trace-Level SO2 Analyzers as budgeted in the PM2.5 Monitoring Program Award (1) and the FY 2008-09 Budget (7);
   5. Issue a sole source purchase order with Milestone Inc. for an amount not to exceed $25,000 for the purchase of one (1) Acid Trace Cleaning System as budgeted in the PM2.5 Monitoring Program Award;
   6. Issue a sole source purchase order with Gerstel Inc. for an amount not to exceed $48,000 for the purchase of one (1) PM Thermal Desorption System as budgeted in the PM2.5 Monitoring Program Award;
   7. Issue a sole source purchase order with Met One Instruments, Inc. for an amount not to exceed $26,000 for the purchase of two (2) PM2.5 Speciation Samplers as budgeted in the PM2.5 Monitoring Program Award;
   8. Issue a sole source purchase order with Environics, Inc. for an amount not to exceed $36,000 for the purchase of two (2) Trace Gas Calibration Systems as budgeted in the PM2.5 Monitoring program award;
   9. Issue a purchase order with Thermo Fisher Scientific, Inc. for an amount not to exceed $240,000 for the purchase of twenty-five (25) Ambient NOx Analyzers as budgeted in the FY 2008-09 Budget;
   10. Issue a sole source purchase order with Hi-Q Environmental Products Company for an amount not to exceed $78,000 for the purchase of thirty (30) PM10 Sampler Modernization Kits as budgeted in the
       FY 2008-09 Budget;
   11. Issue a sole source purchase order with Elemental Scientific, Inc. for an amount not to exceed $22,000 for the purchase of one (1) ICP/MS Sample Introduction System as budgeted in the FY 2008-09 Budget; and
   12. Amend the contract with Sonoma Technologies, Inc. to provide additional funds in an amount not to exceed $30,000 to cover further enhancements to the Air Quality Data Management System currently under development as budgeted in the 16^th year (FFY 2008) PAMS award.
5. Release RFQ #Q2009-02 for one (1) Primary Flow Calibration System at a cost not to exceed $35,000 as budgeted in the 16^th year (FFY 2008) PAMS award.
    

Barry R. Wallerstein, D.Env.
Executive Officer

Background

PAMS Program
In February 1993, the U.S. EPA promulgated the PAMS regulations for areas classified as serious, severe or extreme nonattainment. These regulations require AQMD to conduct monitoring for ozone precursors with enhanced monitoring equipment at a total of seven sites. The PAMS program is also funding the meteorological upper air profilers sited at LAX and Ontario airports, Moreno Valley in Riverside County, Irvine in Orange County, and a new site at Whiteman Airport in the San Fernando Valley. Since the onset of the PAMS program, U.S. EPA has annually allocated Section 105 supplemental Grant funds in support of this requirement.
 

PM2.5 Program
Since 1998, U.S. EPA has provided funds under a Section 103 Grant for a comprehensive PM2.5 air monitoring program. To date, there are 19 ambient monitoring stations operating 22 PM2.5 samplers under U.S. EPA funding. In addition, U.S. EPA has supported the expansion of the network to collect continuous PM mass information at several sites within the South Coast Air Basin. This augmentation substantially adds to the fine particulate data which will help in the characterization of air quality conditions and health impacts.
 

Proposal

PAMS Program
U.S. EPA estimated that the 16^th year PAMS program (FFY 2008) would be funded at $1,189,740. Since that time, an additional $50,000 was made available by U.S. EPA for a total of $1,239,740. As in previous years, there is a need to re-allocate unspent PAMS funds from FY 2007-08 to the FY 2008-09 Budget to cover costs for the fourth quarter of FFY 2008. As shown in Attachment 1, a balance of $324,800 from the 16^th year PAMS program is proposed for carryover to the FY 2008-09 Budget. The proposed re-allocation of these 16^th year PAMS funds is provided in Attachment 2. The U.S. EPA concurs with staff’s proposed re-allocation.
 

PM2.5 Program
U.S. EPA is providing $799,465 in Section 103 Grant funds for the continuation of the PM2.5 Program through March 31, 2009. Of this amount, $74,000 is intended for capital expenditures to meet new U.S. EPA air monitoring regulations regarding a national network of NCore Level II sites which must be implemented by 2011. This year, funding is being provided and capital expenditures are proposed for the second of two NCore Level II sites (Central Los Angeles), including trace-level gas analyzers, an NOy analyzer (total oxidized nitrogen species including NOx, nitric acid and PAN), a digital data logger and trace-gas calibration systems. The proposed allocation of the PM2.5 award is provided in Attachment 3. The U.S. EPA concurs with staff’s proposed allocation.
 

Issue Purchase Order for one (1) Dedicated-CNG Repair Van Under the PM2.5 Program

With an aging fleet of calibration and repair vans, staff has identified the need to replace the older high-mileage vehicles with new CNG-powered vans. Calibration and repair vans are essential for staff to perform routine and non-routine calibration, maintenance, and repair of air monitoring equipment at the over 35 AQMD air monitoring sites. In May 2008, the Board approved the purchase of seven dedicated-CNG Passenger Vans from a vendor selected as a result of RFQ #Q2008-15. The vendor has agreed to honor the quoted price in their bid while modifying the specifications slightly to better suit the requirements of a maintenance vehicle. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with Hansel Ford Lincoln Mercury for an amount not to exceed $39,000 for the purchase of one (1) Repair Van as budgeted in the PM2.5 Monitoring Program Award.
 

Issue Purchase Order for One (1) Dedicated-CNG Passenger Vehicle Under the PM2.5 Program

The air quality instrument technicians who operate the air monitoring network utilize assigned AQMD passenger vehicles to complete their daily assignments at the over 35 AQMD air monitoring sites. Many of these vehicles are aging and have very high mileage. Staff has identified the need to replace the oldest of these vehicles with a new dedicated CNG vehicle. Dedicated-CNG sedans are available from one vendor under the State of California, Department of General Services, Procurement Division, Alternative Fueled Vehicles Contract 1-08-23-22. Based on the AQMD procurement policy section IV, sub-section 5, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with Pacific Honda for an amount not to exceed $27,000 for the purchase of one (1) Passenger Vehicle as budgeted in the PM2.5 Monitoring Program Award.
 

Issue Purchase Order for One (1) NOy Analyzer Under the PM2.5 Program

Total Reactive Nitrogen (NOy) Analyzers are required under the U.S. EPA’s new NCore air monitoring regulations. AQMD is scheduled to operate two of these enhanced NCore monitoring sites, one at Rubidoux, and one at Central Los Angeles. A purchase order for the NOy analyzer for the Rubidoux site was placed in March 2008 as a result of evaluations of bids received in response to RFQ #Q2008-19. As the pricing in the selected bid is still valid, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with Thermo Fisher Scientific, Inc. for an amount not to exceed $19,000 for the purchase of one (1) NOy Analyzer as budgeted in the PM2.5 Monitoring Program Award.
 

Issue Purchase Order for Eight (8) Trace-Level SO2 Analyzers Under the PM2.5 Program and the FY2008-09 Budget

Trace-Level SO2 Analyzers are required under the U.S. EPA’s new NCore air monitoring regulations. AQMD is scheduled to operate two of these enhanced NCore monitoring sites, one at Rubidoux, and one at Central Los Angeles. Furthermore, the levels of SO2 observed in the AQMD monitoring network are at levels too low to be accurately measured by the current network of seven standard SO2 monitors. Although recently measured SO2 levels do not approach Ambient Air Quality Standards, accurate measurements provide valuable information for modeling efforts and for tracking reductions in the sulfur content of fuels in trucks and ships. In order to measure the current levels of SO2 accurately, seven new trace-level SO2 analyzers are required as budgeted in the FY 2008-09 Budget. The eighth Trace-Level SO2 Analyzer for the NCore site at Central Los Angeles is budgeted as part of the PM2.5 Monitoring Program.
 

A purchase order for the Trace-Level SO2 analyzer for the Rubidoux site was placed in March 2008 as a result of evaluations of bids received in response to RFQ #Q2008-12. As the pricing in the selected bid is still valid, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with Thermo Fisher Scientific, Inc. for an amount not to exceed $96,000 for the purchase of eight (8) Trace-Level SO2 Analyzers as budgeted in the PM2.5 Monitoring Program Award (1) and the FY2008-09 Budget (7).
 

Issue Purchase Order for One (1) Acid Trace Cleaning System Under the PM2.5 Program

Staff has identified the need for an Acid Trace Cleaning System for the automated cleaning of glassware and equipment for use in trace metals analysis for the PM speciation program. The TraceCLEAN System® from Milestone Inc. is used for rapid cleaning of microwave vessels, ICP-MS torches and other labware including glass, quartz, Teflon and other standard materials. The system has a rapid cleaning cycle, completing a load in approximately one hour. The cleaning is done with pure nitric acid vapor from a continuously recycled reservoir, with a substantial savings on the cost of chemicals and the disposal of acid waste. This product is the only bench-top acid cleaning system on the market which is completely self-contained and automated. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with Milestone Inc. for an amount not to exceed $25,000 for the purchase of one (1) Acid Trace Cleaning System as budgeted in the PM2.5 Monitoring Program Award.
 

Issue Purchase Order for One (1) PM Thermal Desorption System Under the PM2.5 Program

The current PM2.5 program includes chemical speciation which helps to determine sources of PM to ambient samples. However, the major components of PM that are currently reported, such as elemental and organic carbon, ions, and metals, are sometimes insufficient to determine the contributions of different sources to a PM sample. In MATES III, where an accurate estimate of diesel contributions to PM was critical, additional analysis was performed for individual organic species that are more unique to certain PM sources. While the analysis performed by an external laboratory was costly, it provided a more robust and accurate estimate of diesel PM levels for the MATES III study.

Staff believes that developing the capability for this detailed analysis in the AQMD Laboratory would be a more cost-effective option for current and future studies that aim to determine source contributions to ambient PM levels. In addition, the analysis could be applied to individual high-concentration PM samples when a question arises about the source of the high levels (i.e. wildfires, dust, diesel traffic, etc.) Advanced methods for this type of analysis have been developed by several research laboratories around the world, and staff would like to adopt these techniques. Almost all of these methods utilize a unique GC/MS sample introduction system manufactured by a single vendor, and staff believes that the identical system is required to successfully implement these new analysis capabilities. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with Gerstel Inc. for an amount not to exceed $48,000 for the purchase of one (1) PM Thermal Desorption System as budgeted in the PM2.5 Monitoring Program Award.
 

Issue Purchase Order for Two (2) PM2.5 Speciation Samplers Under the PM2.5 Program

The current PM2.5 monitoring program includes chemical speciation which helps to determine sources of PM to ambient samples. In addition PM2.5 Speciation Samplers are frequently deployed as part of Special Monitoring studies. The year 2009 is scheduled to be an AQMP modeling year, and staff has identified the need for enhanced PM2.5 speciation data in 2009 to aid in model development and validation. In order to accomplish this, two additional PM2.5 Speciation Samplers are needed. The Samplers must be consistent with the current inventory of PM2.5 Speciation Samplers to ensure comparability across sites. 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 $26,000 for the purchase of two (2) PM2.5 Speciation Samplers as budgeted in the PM2.5 Monitoring Program Award.
 

Issue Purchase Order for Two (2) Trace Gas Calibration Systems Under the PM2.5 Program

Trace-Level Gas Analyzers are required under the U.S. EPA’s new NCore air monitoring regulations. AQMD is scheduled to operate two of these enhanced NCore monitoring sites, one at Rubidoux, and one at Central Los Angeles. In order to perform daily automated calibrations at these new monitoring locations, enhanced gas calibration systems are needed to provide the accurate trace-level calibration gas flows required for these trace-level instruments. The majority of the gas calibration systems in the current network are manufactured by a single vendor. The vendor has offered a custom modification to provide the enhanced capabilities. 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 $36,000 for the purchase of two (2) Trace Gas Calibration Systems as budgeted in the PM2.5 Monitoring program award.
 

Issue Purchase Order for Twenty-Five (25) Ambient NOx Analyzers

The AQMD maintains a network of 25 ambient NOx Analyzers. The units currently deployed have had a poor history of reliability and require an extensive program to keep the instruments working. They require a three-monthcalibration schedule rather than the standard six-month schedule utilized for other instruments. The replacement of these analyzers will result in substantial savings in operating costs and parts. The replacement costs are budgeted in the FY2008-09 Budget

RFQ #Q2008-19 for the purchase of the Ambient NOx Analyzers was advertised in accord with the AQMD advertisement policy on February 1, 2008. Four (4) quotations were received at the close of the solicitation April 4, 2008. An evaluation panel was convened to evaluate the bids received from the respondents to the RFQ. The panel consisted of one Principal Air Quality Instrument Specialist, one Senior Air Quality Instrument Specialist, and one Air Quality Instrument Specialist II. The panel makeup relative to ethnicity and gender is as follows: one African American and two Caucasians; three male. The evaluation process was conducted according to the criteria described in the RFQ.

The panel, based on its evaluation of minimum technical specifications and cost, selected Thermo Fisher Scientific, Inc. as the preferred bid. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a purchase order with Thermo Fisher Scientific, Inc. for an amount not to exceed $240,000 for the purchase of twenty-five (25) Ambient NOx Analyzers as budgeted in the FY 2008-09 Budget.
 

Issue Purchase Order for Thirty (30) PM10 Sampler Modernization Kits

AQMD operates and maintains over 30 PM10 samplers district-wide for both the ambient monitoring network and special monitoring projects. Each sample-run generates data that the operator manually copies and flow rates are recorded visually on an analog chart. Laboratory personnel manually review the chart and visually calculate flow rates. The current inventory of samplers use a brush motor to generate the flow which only operates for about six months between major maintenance. New modern alternatives are now on the market that are more precise and would allow the District to realize substantial savings on labor and replacement parts. These new systems measure flow in a digital format, saving laboratory staff time and increasing accuracy. New brushless motors last at least four times as long as the brush motors currently in use. There is only one known company selling retrofit kits that are compatible with our equipment. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with Hi-Q Environmental Products Company for an amount not to exceed $81,000 for the purchase of thirty (30) PM10 Sampler Modernization Kits as budgeted in the FY2008-09 Budget.
 

Issue Purchase Order for One (1) ICP/MS Sample Introduction System

The AQMD Laboratory uses ion chromatography for the determination of hexavalent chromium (Cr6+) in ambient air samples. While the majority of sampling sites show levels of Cr6+ below the method detection limit; there have been recent occasions where the ambient concentration has been significant enough to warrant further investigation. Although the ion chromatographic method has outstanding sensitivity and linearity, it has never provided the opportunity to determine trivalent chromium (Cr3+) along with Cr6+. The ratio of the two species in each sample is important to characterize and identify the uniqueness of each site and possible sources. A chromium speciation interface for the ICP/MS will give the Laboratory the capability to provide the concentrations of both species of chromium, will have comparable sensitivity with the current method, and will also provide speciation information for other metals such as arsenic. There is only one device on the market that is compatible with the current ICP/MS sample introduction interface. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with Elemental Scientific, Inc. for an amount not to exceed $22,000 for the purchase of one (1) ICP/MS Sample Introduction System as budgeted in the FY2008-09 Budget.
 

Amend Contract to cover enhancements to the Air Quality Data Management System Under the PAMS Program

Sonoma Technologies Inc. is current under contract to develop an enhanced Air Quality Data Management System to store, validate, analyze and archive data from the AQMD monitoring network. Additional features and tasks are desired, such as assistance with historical data migration and enhanced data analysis capabilities. Therefore, staff recommends that the Board authorize the Procurement Manager to amend the contract with Sonoma Technologies, Inc. to provide additional funds in an amount not to exceed $30,000 to cover further enhancements to the Air Quality Data Management System currently under development as budgeted in the 16^th year (FFY 2008) PAMS award.
 

Issue RFQ for one (1) Primary Flow Calibration System

Staff has identified the need to procure a primary standard flow device that will be used to calibrate transfer standards and verify secondary standard flow meters. This calibration system is an integral quality assurance tool for air quality monitoring and is essential in maintaining high quality data. Proper calibration of flow meters is necessary to help ensure that data collected for many federally-funded programs such as the air monitoring network, PAMS, NATTS, and PM2.5 speciation network meets federal, state, and AQMD quality assurance requirements. Currently, flow devices are returned to the manufacturers annually for recertification, and a primary flow standard would eliminate the cost and lost time of this practice. Therefore, staff is requesting the Board to release RFQ #Q2009-02 (Attachment 4) for one (1) Primary Flow Calibration System at a cost not to exceed $35,000 as budgeted in the 16^th year (FFY 2008) PAMS award.
 

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 sole-source purchases of the Acid Trace Cleaning System, the PM Thermal Desorption System, the ICP/MS Sample Introduction System and the PM10 Sampler Modernization Kits, are made under Section VI.A.4.a of the Procurement Policy and Procedure; the items are available from only one source. For all of these purchases, extensive searches by staff has not identified alternate vendors that provide the required capabilities and compatibilities.

The requests for sole-source purchases of the PM2.5 Speciation Samplers, the Trace Gas Calibration Systems, are made under Section VIII.B.2.d (6) of the Procurement Policy and Procedure; the items require compatibility with existing specialized equipment. The PM2.5 Speciation Samplers and the Trace Gas Calibration System require consistency across the AQMD monitoring network. Potential differences in methodologies will reduce data comparability across the air monitoring network. Furthermore, compatibility of parts is essential for rapid repairs and smooth network operation.
 

Outreach

In accordance with AQMD’s 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 Basin.

Additionally, potential bidders may have been notified utilizing AQMD’s own electronic listing of certified minority vendors. Notice of the RFP/RFQ has been 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). Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
 

Resource Impacts

U.S. EPA Section 105 Grant funding will support the 16^th year operation of the PAMS program, including equipment, contracts, temporary services, and supplies necessary to meet the objectives of the program.

U.S. EPA Section 103 Grant funding will support the continuation of the PM2.5 Programs, including equipment, contracts, temporary services, and supplies necessary to meet the objectives of the program.

All other purchases are budgeted fixed assets included in the FY 2008-09 Budget.

Attachments (exe 442 kb)

1. Proposed PAMS 16^th Year Budget and Estimated Remaining Balance as of 6/30/2008

2. Proposed PAMS 16^th Year Carryover Budget to FY 2008-09

3. Proposed PM2.5 Program Expenditures FY 2008-09

4. RFQ #Q2009-02 for one Primary Flow Calibration System