BOARD MEETING DATE: November 7, 2008
AGENDA NO. 8

PROPOSAL:

Appropriate Funds for the PAMS and NATTS Programs, Recognize and Appropriate Funds for the Enhanced Particulate Monitoring Program and the Community-Scale Air Toxics Monitoring Program, and Authorize Purchases and Contract Amendments

SYNOPSIS:

U.S. EPA and the U.S. Department of Homeland Security have allocated funding for ongoing air monitoring programs. Revenue for the 17th Year PAMS program and the NATTS program has been included in the FY 2008-09 Budget. This action is to: (1) appropriate funds amounting to $797,600 to the FY 2008-09 Budget for the 17th year PAMS program; (2) appropriate NATTS funds amounting to $28,000 to the FY 2008-09 Budget; (3) recognize revenue and appropriate funds amounting to $438,955 for the U.S. Department of Homeland Security Enhanced Particulate Monitoring Program to the FY 2008-09 Budget; (4) recognize revenue and appropriate funds amounting to $390,230 for the U.S. EPA Community-Scale Air Toxics Monitoring program to the FY 2008-09 Budget; and (5) authorize purchases and contract amendments in the amount of $531,500 for services and equipment necessary to conduct air monitoring under these programs.

COMMITTEE:

Administrative, October 10, 2008, Recommended for Approval

RECOMMENDED ACTIONS:

  1. Appropriate $797,600 of the total U.S. EPA Section 105 17th year (FFY 2008-09) PAMS award of $1,239,740 from the Undesignated Fund balance to the Major Objects in the Science & Technology Advancement and Planning, Rule Development & Area Sources FY 2008-09 Budgets as set forth in Attachment 1. Upon receipt of the grant award, appropriate the remaining balance. (Expenditure appropriations exclude $156,140 in Salary and Employee Benefits which is already included in the FY 2007-08 Budget.) The revenue associated with this grant has been included in the FY 2008-09 Budget.
  2. Upon receipt of the NATTS Program Grant award of $157,680, appropriate $28,000 from the Undesignated Fund balance to the Major Objects in Science and Technology Advancement’s FY 2008-09 Budget as set forth in Attachment 2. (Expenditure appropriation excludes $129,680 in Salary and Employee Benefits and indirect costs which are included in the FY 2008-09 Budget). The revenue associated with this grant has already been included in the FY 2008-09 Budget.
  3. Recognize $296,306 in revenue of the total $2,296,306 Department of Homeland Security Grant for the Enhanced Particulate Monitoring program in the FY 2008-09 Budget. (Revenue recognized excludes the remaining $2,000,000 which is already included in the FY 2008-09 Budget).
  4. Appropriate from the Undesignated Fund balance $438,955 to the Major Objects in Science & Technology Advancement's FY 2008-09 Budget as set forth in Attachment 3 for the Enhanced Particulate Monitoring program. (Expenditure appropriations exclude $1,857,351 in Salary and Employee Benefit amounts and indirect costs which were included in the FY 2008-09 Budget).
  5. Recognize $697,669 in revenue from a U.S. EPA Community-Scale Air Toxics Monitoring Grant. Upon receipt of the award, appropriate $390,230 to the Major Objects in Science & Technology Advancement's FY 2008-09 Budget as set forth in Attachment 4. (Expenditure appropriation excludes $307,439 in Salary and Employee Benefits and indirect costs which are included in the FY 2008-09 Budget).
  6. Authorize the Procurement Manager to:
    1. Execute a purchase order with Matheson TriGas for an amount not to exceed $15,000 for the purchase of one (1) Hydrogen Gas Generation System as budgeted in the 17th year PAMS award;
    2. Execute a sole-source purchase order with Entech Instruments Inc. for an amount not to exceed $26,500 for the purchase of a Canister Cleaning Oven as budgeted in the 17th year PAMS award;
    3. Execute a sole-source purchase order with Vaisala, Inc. for extended warranty services for five upper air radar profiler systems at a total cost not to exceed $100,000 as budgeted in the 17th year PAMS award;
    4. Execute a sole-source purchase order with Atmospheric Systems Corporation for extended warranty services for four upper air sodar profiling systems at a total cost not to exceed $27,000 as budgeted in the 17th year PAMS award;
    5. Execute a sole-source purchase order with Wilbur Technical Services for an amount not to exceed $95,000 for the purchase of two (2) Portable Semi-Continuous GC-FID systems as budgeted in the Community-Scale Air Toxics award;
    6. Execute a sole-source purchase order with TSI, Inc. for an amount not to exceed $28,000 for the purchase of two (2) Continuous Optical PM Monitors as budgeted in the Community-Scale Air Toxics award;
    7. Execute a sole-source purchase order with Met One Instruments for an amount not to exceed $22,000 for the purchase of two (2) Continuous Beta Attenuation PM Monitors as budgeted in the Community-Scale Air Toxics award;
    8. Execute a sole-source purchase order with 2B Technologies, Inc. for an amount not to exceed $21,000 for the purchase of two (2) Low-power NOx Analyzer Systems as budgeted in the Community-Scale Air Toxics award; and
    9.  Execute a sole-source purchase order with BGI Incorporated for an amount not to exceed $17,000 for the purchase of four (4) Portable PM Samplers as budgeted in the Community-Scale Air Toxics award.
  7. Authorize the Executive Officer to:
    1. Amend an existing contract with Sonoma Technology, Inc. in an amount not to exceed $80,000 to exercise the third of three renewal options to provide continued technical support for the AQMD PAMS Upper Air Meteorological Monitoring Network as budgeted in the 17th year PAMS award; and
    2. Amend an existing contract with Sonoma Technology, Inc. in an amount not to exceed $100,000 to cover further enhancements to the Air Quality Data Management System currently under development as budgeted in the 17th year 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, the upper air site installed at Moreno Valley in Riverside County, and a new upper air site in Orange County. Since the onset of the PAMS program, U.S. EPA has annually allocated supplemental Section 105 Grant funds in support of this requirement.

NATTS Program

There are currently 188 hazardous air pollutants (HAPs), or air toxics, regulated under the Clean Air Act that are 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 expanded the NATTS program and has awarded Section 103 Grant funds to conduct monitoring for toxic air contaminants at two existing monitoring sites: Downtown L.A. and Rubidoux. The air toxics data serves as a continuum between past and future air toxics measurements programs such as MATES and allow for more accurate evaluation of toxic trends on a regional basis. Since this is a long-term trends monitoring program, it is anticipated that NATTS funding will be granted annually for the foreseeable future.

Enhanced Particulate Monitoring Program
The AQMD has been providing enhanced particulate monitoring support as part of a national monitoring program since 2003. Sample collection began in early February 2003 and will continue for the foreseeable future. Initially, the U.S. EPA provided funding for training, sampling instruments, associated consumables, and labor resources. The U.S. Department of Homeland Security (DHS) is now funding the enhanced monitoring program. In FY 2006-07, DHS provided and continues to provide funds to cover the costs associated with the program.

Community-Scale Air Toxics Monitoring Program

AQMD was recently awarded Section 103 Grant funds for a Community-Scale Air Toxics Monitoring study as part of a U.S. EPA national grant competition. The objective of this two-year study is to further characterize ambient air toxics levels in communities surrounding large commercial airports in the South Coast Air Basin. The study will focus on two of the Basin’s large and expanding commercial international airports, Los Angeles International Airport (LAX) and Long Beach Airport. The work will supplement a concurrent Los Angeles World Airports air quality study by providing additional capabilities for air toxics monitoring at multiple locations in the surrounding communities. The monitoring efforts at both airports will be accomplished with a unique set of rapidly deployable mobile air toxics monitoring platforms using the latest technologies for air toxics measurements, including continuous instrumentation. The mobile platforms will be deployable on the time scale of hours rather than weeks, allowing for more spatial coverage and rapid adjustment to locations based on monitoring results. The platforms and equipment will have sufficient flexibility to operate on both land-based power and self-contained generator or battery power. A variety of traditional time-integrated methods would be combined with newer continuous low power methods for air toxics measurements. When the U.S. EPA funded study is complete, the AQMD will deploy these two new monitoring platforms to address AQMD and community concerns related to local impacts of pollution sources.

 

Proposal

PAMS Program
U.S. EPA estimated that the 17th year PAMS program (FFY 2009) will be funded at $1,239,740, and the funds have already been recognized in the FY2008-09 Budget. The proposed allocation of the 17th year PAMS funds is provided in Attachment 1. The U.S. EPA concurs with staff’s proposed allocation. To ensure that the AQMD is able to continue program activities prior to receiving the award, we are recommending that a portion of the award be appropriated in the FY 2008-09 Budget. The balance will be appropriated upon receipt of the award.

NATTS Program

The U.S. EPA has provided funding in the amount of $157,680 to continue the NATTS program for the July 1, 2008 to June 30, 2009 time period. The revenue has already been included in the FY 2008-09 Budget. The proposed allocation of the NAATS funds is provided in Attachment 2. The U.S. EPA concurs with staff’s proposed allocation.

Enhanced Particulate Monitoring Program

The U.S. DHS allocated $2,296,306 for the ongoing Enhanced Particulate Monitoring Program for FY 2008-09. Revenue in the amount of $2,000,000 for this grant has already been included in the FY 2008-09 Budget. This action is to recognize the remaining revenue in the amount of $296,306 in the FY 2008-09 Budget. An additional action is proposed to appropriate $438,955 to the Major Objects in the Science and Technology Advancement FY 2008-09 Budget as set forth in Attachment 3. An amount of $1,857,351 associated with Salary and Employee Benefits and indirect costs was previously included in the Board approved FY 2008-09 Budget. The proposed allocations have been discussed with and accepted by U.S. DHS.

Community-Scale Air Toxics Monitoring Program

The U.S. EPA has awarded funding in the amount of $697,669 for the Community-Scale Air Toxics Monitoring Program designed to measure air toxic levels in the communities around two major commercial airports in the South Coast Air Basin. The proposed allocation of the funds is provided in Attachment 4. The U.S. EPA concurs with the staff’s proposed allocation.

Execute a Purchase Order for one (1) Hydrogen Gas Generation System under the PAMS Program

Staff has identified the need to replace one Hydrogen Gas Generation System in the Laboratory that is used as part of PAMS VOC analysis. As a result of RFQ #Q2007-05, four systems were purchased in June 2007. The manufacturer has agreed to the same pricing in their previous quotation. Therefore, based on these recent RFQ results, staff recommends that the Board authorize the Procurement Manager to execute a purchase order with Matheson TriGas for an amount not to exceed $15,000 for the purchase of one (1) Hydrogen Gas Generation System as budgeted in the 17th year PAMS award.

Execute a sole-source Purchase Order for one (1) Canister Cleaning Oven under the PAMS Program

Canisters used in the PAMS program for the determination of ambient VOC/toxic pollutants are reused continuously.   In order to assure that there are no residual hydrocarbons from the prior sampling period, each canister must be cleaned and analyzed to prove it is hydrocarbon free and suitable for the next sample.  The cleaning process is carried out by an automated cleaning oven which cycles canisters through an eight-step process.   Each of the eight cycles involves pressurization of the canisters with pure nitrogen followed by evacuation by a vacuum pump.   The process is carried out at elevated temperatures to assure that all organics are volatilized.  A computer controls and monitors each cycle.   Two of our current canister cleaning ovens are capable of cleaning eight canisters at a time and are not expandable.  They were purchased many years ago and are experiencing breakdowns.  The proposed canister cleaning oven is capable of cleaning 12 canisters per batch and can be expanded in the future if needed.  Therefore, staff proposes the purchase of a canister cleaning oven from Entech Instruments Inc. for an amount not to exceed $26,500 as budgeted in the 17th year PAMS award.

Execute a Purchase Order for Extended Warranty Services for Five Profiler Systems and Four Sodar Systems under the PAMS Program

Currently, there are five Model LAP-3000 radar wind and temperature profilers manufactured by Vaisala Inc. in operation in the South Coast Air Basin. In addition, four acoustic profiling systems (Sodars) are also in operation. These instruments reduce the need for balloon-borne soundings and help fulfill upper air monitoring requirements of the PAMS program and data needs for air quality analysis, modeling and forecasting. After the initial one-year warranty period, annual extended warranty services have been purchased from the instrument manufacturers, Vaisala, Inc. and Atmospherics Systems Corp., to cover repairs and parts replacement. The extended warranties cover contact with Vaisala programmers, engineers and technicians for system analysis and operational advice; priority for response when further testing, part replacement or repairs are needed; and the cost of all replacement parts and repairs. The warranty service assures that electronics, hardware and software problems will be resolved in a timely manner, without the need to separately obtain funding for individual tests and parts. Therefore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with Vaisala, Inc. for an amount not to exceed $100,000 for extended warranty services for five upper air profiler systems as budgeted in the 17th year PAMS award. Furthermore, staff recommends that the Board authorize the Procurement Manager to issue a sole-source purchase order with Atmospheric Systems Corporation for an amount not to exceed $27,000 for extended warranty services for four upper air Sodar systems as budgeted in the 17th year PAMS award.

Amend existing contract to provide continued technical support for the PAMS Upper Air Meteorological Monitoring Network

On June 3, 2005, RFP #P2005-24 was released to solicit consultants capable of providing technical support for the operation of the AQMD PAMS upper air meteorological monitoring network as a contract with multi-year renewal options to provide for greater continuity of the measurements. On November 4, 2005, the Board awarded a contract to Sonoma Technology, Inc. (STI) for this effort, with future-year renewals, based upon availability of funds and satisfactory contractor performance. On June 1, 2007, the Board awarded the first $60,000 renewal of this contract, which was delayed by the availability of U.S. EPA funding. On February 1, 2008 the Board awarded the second renewal of this contract, increasing funding to $70,000. Since the start of this contract the number of stations in the upper air network has increase from three to five, necessitating an increase in the contract amount for the additional support. STI has provided excellent service under this contract, which has included installation and testing of the radar wind and temperature profiler at Whiteman Airport in Pacoima, troubleshooting and repairs of component failures and the relocation of the Moreno Valley station, as well as the continuing maintenance of all five stations, data archives and web access. Data recovery percentages have been high and the data collected has been proven to be an important component of analyses and modeling efforts. Due to increasing costs and the addition of the new stations, staff recommends that the Board authorize the Executive Officer to amend the existing contract with Sonoma Technology, Inc. in an amount not to exceed $80,000 to exercise the third of three renewal options to provide continued technical support for the AQMD PAMS Upper Air Meteorological Monitoring Network as budgeted in the 17th year PAMS award.

Amend existing contract to cover enhancements to the Air Quality Data Management System under the PAMS Program

Sonoma Technologies Inc. is currently 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 Executive Officer to amend the contract with Sonoma Technologies, Inc. to provide additional funds in an amount not to exceed $100,000 to cover further enhancements to the Air Quality Data Management System currently under development as budgeted in the 17th year PAMS award.

Execute sole-source Purchase Order for two (2) Semi-Continuous GC-FID systems under the Community-Scale Air Toxics Monitoring Program

Continuous measurements of air toxic VOCs are an essential part of this mobile monitoring project. Highly time-resolved data aids in determining the source of air toxic pollutants, and a field deployable instrument provides real-time data while reducing costs associated with laboratory analyses. For this mobile application, low power requirements are essential. Staff has identified one system on the market that meets these criteria manufactured by Synspec b.v. Wilbur Technical Services is the exclusive U.S. sales representative for Synspec b.v. Therefore, staff recommends that the Board authorize the Procurement Manager to execute a sole-source purchase order with Wilbur Technical Services for an amount not to exceed $95,000 for the purchase of two Semi-Continuous [gas chromatograph-flame ionization detector] (GC-FID) systems as budgeted in the Community-Scale Air Toxics award.

Execute sole-source Purchase Order for two (2) Continuous Optical PM Monitors under the Community-Scale Air Toxics Monitoring Program

Continuous measurements of PM are an important part of this mobile monitoring project. Highly time-resolved data aids in determining the source of PM, and a field deployable instrument provides real-time data while reducing costs associated with laboratory analyses. For this mobile application, low power requirements are essential. Staff has identified one optical PM measurement system capable of providing real-time concurrent PM10 and PM2.5 data with the demonstrated accuracy required for this application. Therefore, staff recommends that the Board authorize the Procurement Manager to execute a sole-source purchase order with TSI, Inc. for an amount not to exceed $28,000 for the purchase of two Continuous Optical PM Monitors as budgeted in the Community-Scale Air Toxics award.

Execute sole-source Purchase Order for two (2) Continuous Beta Attenuation PM Monitors under the Community-Scale Air Toxics Monitoring Program

Continuous measurements of PM are an important part of this mobile monitoring project. Highly time-resolved data aids in determining the source of PM, and a field deployable instrument provides real-time data while reducing costs associated with laboratory analyses. For this mobile application, low power requirements are essential. In addition to the optical device described above, staff recommends the deployment of a beta attenuation PM monitor that is similar to Federal Equivalent Methods for PM. This will provide better comparisons of data to AQMD fixed site monitors using beta attenuation technology. Therefore, staff recommends that the Board authorize the Procurement Manager to execute a sole-source purchase order with Met One Instruments for an amount not to exceed $22,000 for the purchase of two Continuous Beta Attenuation PM Monitors as budgeted in the Community-Scale Air Toxics award.

Execute sole-source Purchase Order for two (2) Low-power NOx Analyzer Systems under the Community-Scale Air Toxics Monitoring Program

NOx measurements are an important part of the study to help identify sources of combustion influencing readings at the mobile monitoring platform. Traditional NOx analyzers are large and require significant power for operation. For this mobile application, low power requirements are essential. Staff has identified one small portable NOx analyzer capable of providing NOx data with the demonstrated accuracy required for this application. Therefore, staff recommends that the Board authorize the Procurement Manager to execute a sole-source purchase order with 2B Technologies, Inc. for an amount not to exceed $21,000 for the purchase of two Low-power NOX Analyzer Systems as budgeted in the Community-Scale Air Toxics award.

Execute sole-source Purchase Order for four (4) Portable PM Samplers under the Community-Scale Air Toxics Monitoring Program

In addition to continuous PM measurements, the mobile platform will need to collect PM on filters for subsequent analyses. This more traditional 24-hour sampling provides a check on continuous PM mass data, as well as allowing for PM speciation analyses in the Laboratory. Staff has identified one small, portable, low-power, low-cost PM sampling device capable of PM10, PM4, and PM2.5 collection. Two samplers are requested per platform to provide added flexibility related to particle size and chemical analyses. Therefore, staff recommends that the Board authorize the Procurement Manager to execute a sole-source purchase order with BGI Incorporated for an amount not to exceed $17,000 for the purchase of four Portable PM Samplers as budgeted in the Community-Scale Air Toxics 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 extended warranty services 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. Vaisala, Inc. and Atmospheric Systems Inc. are the only companies capable of providing repair parts and services for the equipment they manufacture.

The request for a sole- source purchase of the canister oven is 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 used in the AQMD Laboratory in order to maintain operational consistency and to assure that parts are interchangeable with the current equipment. The current ovens are manufactured by Entech Instruments, and Entech is the only company that manufactures a canister oven that is compatible with the existing Entech ovens.

The request for the sole-source purchase of the GC-FIDs, the PM Monitors and Samplers, and the NOx analyzers are made under Section VI.A.4.a of the Procurement Policy and Procedure; the items are available from only one source. Staff has extensively researched the available technologies that would meet the accuracy, low-power, and size constraints of this mobile monitoring platform application. Much of this technology is new and state-of-the-art and the number of manufacturers is very limited. Therefore, each monitor is unique in its capabilities, performance and specifications. Other manufacturers represent very significant trade-offs in instrument capabilities. Staff has identified the specific monitors that would best fit the needs of this program, and each one is available from only one source.

 

Resource Impacts

U.S. EPA Section 105 Grant funding will support the 17th year operation of the PAMS program and will further provide for equipment, temporary services, supplies and services, necessary to meet the objectives of the program.

U.S. EPA Section 103 Grant funding will support the continuation of the NATTS Program and the Community Scale Air Toxics Monitoring Program.

U.S. DHS funding will fully support the Enhanced Particulate Monitoring Program.

 

Attachments (ZIP, 73k)

1 – Proposed PAMS 17th Year Expenditures
2 – Proposed NATTS Expenditures FY 2008-09
3 – Proposed DHS Enhanced Particulate Monitoring Program Expenditures
     FY 2008-09
4 – Proposed Community Scale Air Toxics Monitoring Program Expenditures


 


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