BOARD MEETING DATE: July 9, 2010
AGENDA NO. 9

PROPOSAL:

Issue RFP for Installation and Maintenance of Air Filtration Systems in Wilmington Area Schools

SYNOPSIS:

In December 2009, AQMD released an RFP to identify air filtration contractors and devices for installation and maintenance in classrooms and common areas of Wilmington area schools. There were only two responses to the RFP primarily due to a lack of existing data on the effectiveness of different filtration technologies. AQMD will be conducting additional testing to prequalify multiple filtration technologies, thus allowing for a greater number of eligible applicants for the installation and maintenance of the systems. Therefore, this action is to issue an RFP to identify qualified contractors that have the necessary technical expertise to install and maintain prequalified air filtration technologies. Total funding for this RFP will be a maximum of $5,400,000 from the TraPac Settlement Special Revenue Fund (52). 

COMMITTEE:

Administrative, June 11, 2010, Recommended for Approval

RECOMMENDED ACTIONS:

Issue RFP #2011-04 for the installation and maintenance of air filtration technologies for Wilmington schools in an amount not to exceed $5.4 million from the TraPac Settlement Special Revenue Fund (52).
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

As part of a settlement to mitigate impacts from the TraPac Container Terminal Project, the Port of Los Angeles (City of Los Angeles) set aside $6 million towards the installation and maintenance of air filtration systems in Wilmington area schools. Based on AQMD’s prior experience in conducting a pilot study and implementation program for air filtration technologies in classrooms, the City of Los Angeles and the TraPac Appellants¹ asked AQMD to implement and administer an air filtration program for Wilmington schools. Consequently, RFP #2010-11 was released in December 2009 to seek technologies and contractors for the installation and maintenance of air filtration and HVAC systems in Wilmington area schools. A panel of technical experts, comprised of two AQMD staff members, a Senior Scientist from the National Resources Defense Council, and a Manager in the Research Division from CARB, evaluated all submitted proposals. Of the two proposals received, only one met the minimum performance requirements specified in the RFP. Thus, staff was directed by the Administrative Committee to conduct greater outreach and to identify a larger number of potential air filtration devices and contractors.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP 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 Air Basin. Additionally, potential bidders were notified utilizing AQMD’s TAO mailing list and other mailing lists as appropriate. These mailing lists were used to create a mailing list of companies involved in air filtration and HVAC technologies to be used for this and future air filtration solicitations. 

Proposal

To better evaluate the performance of a larger number of air filtration systems, AQMD engaged the services of CE-CERT (University of California Riverside Center for Environmental Research & Technology) to independently assess the particle removal efficiency of multiple air filtration devices in a test classroom. A Program Opportunity Notice (PON) was issued on May 7, 2010 to have vendors submit air filtration systems for independent testing.  Depending on the number of technologies submitted, testing should be completed between July 30 and August 13, 2010. When testing is finalized, CE-CERT will compile a list of pre-qualified air filtration manufacturers, vendors and devices to be installed in Wilmington area schools by qualified contractor(s). The proposed RFP is for air filtration installation and maintenance only, with selected contractor(s) using the list of approved technologies.  

RFP #P2011-04 (Attachment) for $5.4 million to select an appropriate contractor(s) with expertise in installing and maintaining air filtration systems in schools is proposed to be released pending Board approval. The contractor(s) will be selected based on established AQMD criteria for research and demonstration projects. As with the previous RFP, the City of Los Angeles and the TraPac Appellants have agreed to an overhead fee of 10% towards costs for program administration, technical guidance, reporting, and monitoring by AQMD staff. AQMD will also convene meetings with the City of Los Angeles and the TraPac Appellants to provide progress on the program, technical guidance, regular oral and written reports, and conduct post-installation monitoring to verify performance of the air filtration systems. The program term is five years, with an option to renew if there are remaining funds and continued satisfactory progress in the program. 

Benefits to AQMD

This air filtration program at Wilmington area schools will further both the community’s desire and AQMD’s goal of reducing children’s exposure to PM.  

Resource Impacts

The cost of the contract will be fully covered by the TraPac Settlement Special Revenue Fund (52). Up to a 10% administrative fee will cover AQMD staff time and resources needed for technical analysis and overall implementation of the program. Execution of the contract is contingent upon the receipt of funds from the City of Los Angeles.

¹ TraPac Appellants include Natural Resources Defense Council, American Lung Association of California, Change to Win, Coalition for a Safe Environment, Coalition for Clean Air, Communities for a Better Environment, Communities for Clean Ports, Earth Day LA, Environmental Priorities Network, Harbor Watts Economic Development Corporation, International Brotherhood of Teamsters, Physicians for Social Responsibility, San Pedro and Peninsula Homeowners Coalition, Sierra Club Harbor Vision Task Force, Kathleen Woodfield, and Chuck Hart.

Attachment (DOC, 1.7M)

RFP #P2011-04 – Implementation of High Performance Air Filtration Systems in Schools