ESBD_File_352484_RFP for Ozone Monitoring v2.docx

RFP-24-025-NR-AMBMON

REQUEST FOR PROPOSALS

AMBIENT MONITORING OF OZONE AND ASSOCIATED PRECURSOR POLLUTANTS DURING 2024-2025

Procurement Department 2700 NE Interstate 410 Loop, Suite 101 San Antonio, TX 78217 Office (210) 362-5302 Fax (210) 225-5937

AACOG should immediately contact AACOG and provide their name, company, and email address in order that an addendum to the RFP or other communication can be delivered. Any prospective proposer who fails to provide the agency with this information assumes complete responsibility for complete submission requirements.

PURPOSE

The Alamo Area Council of Governments (AACOG) is requesting proposals from qualified research firms to conduct real-time ambient monitoring of meteorological parameters and ozone precursors at four existing ozone monitoring sites in Comal and Guadalupe Counties. The successful respondent will collect meteorological data, to include wind speed, direction, and precipitation; nitrogen oxides (NOX), to include nitric oxide (NO) and nitrogen dioxide (NO2); and volatile organic compound (VOC) concentrations; and provide monthly maintenance, calibration, and data quality assurance/quality checks.

The data obtained from these monitoring projects will be suitable to aid in future development of emission control strategies, to verify the performance of photochemical models, to provide additional population exposure information throughout the region, and to improve our understanding of pollutant transport and ozone precursors. The contract offered through this RFP extends from the date of final signature on the contract to December 31, 2025, with an option to renew for an additional two-year term, if funding is available.

The specifications listed herein are to be interpreted as the minimum required by AACOG. The Proposer will commit to providing products and services that are consistent with these specifications in every regard unless an exception is clearly noted. AACOG may accept a proposal subject to an exception if, in the sole judgment of AACOG, the proposal meets or exceeds the specifications. If the services offered do not meet or exceed the specifications because of the exception, AACOG will consider the proposal non-responsive.

BACKGROUND INFORMATION

The Alamo Area Council of Governments (AACOG) is a political subdivision of the State of Texas, defined as a voluntary association of municipal and county governments and special purpose districts located in Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson Counties. AACOG serves its members by planning for common needs, cooperating for mutual benefit, and coordinating sound regional development.

AACOG is dedicated to promoting projects and initiatives that improve air quality across the 13-county Region. Since 2002, AACOG has operated a network of air quality monitoring stations across the Study Area to collect ambient ozone, ozone precursor, and meteorological data. The data collected at these monitors help us characterize the distribution of ground-level ozone concentrations in the region, understand the meteorological and chemical processes that lead to the formation and transport of ozone, and supplement photochemical modeling efforts that identify effective pollution control measures.

The Texas Commission on Environmental Quality (TCEQ) has long funded AACOG air quality monitoring activities. AACOG owns seven ozone monitors currently deployed across the AACOG Region, which are listed in Table 1. All seven ozone monitors have collocated meteorological monitors that measure precipitation, wind speed, and direction. Four of these sites have a collocated NOX monitor, and City of Garden Ridge CAMS 505 also has a collocated automated gas chromatograph (Auto GC) to measure VOC. AACOG also owns two additional NOX monitors, a sulfur dioxide (SO2) monitor, and two pairs of wind and precipitation gauges not currently deployed.

Table 1: List of Existing AACOG-Owned Ozone Monitors

Atascosa, TX 78002

Fair Oaks Ranch, TX 78015

Bulverde Elementary

(CAMS 503) *

1715 Ammann Road Bulverde, TX 78163

New Braunfels Airport

(CAMS 504) *

2090 Airport Road New Braunfels, TX 78130

City of Garden Ridge

(CAMS 505) *

21340 FM 3009

Garden Ridge, TX 78226

Seguin, TX 78155

San Antonio, TX 78254

* Collocated NOX monitor The 88th Texas Legislature approved $4.5 million of funding statewide for air quality planning activities, including monitoring of pollutants, to reduce ozone in areas at significant risk of being designated nonattainment for the National Ambient Air Quality Standards (NAAQS). This appropriation will fund the work solicited under this RFP.

SUBMISSION INSTRUCTIONS

RFP submissions must be clearly identified on the outermost return envelope/packaging and received by the ‘RFP Responses Due’ date/time of March 22, 2024, at 5:00 pm, regardless if by mail, courier/delivery services, or hand delivered, at:

Alamo Area Council of Governments Attn: Debbie Ugarte Procurement Office 2700 NE Interstate 410 Loop, Suite 101 San Antonio, TX 78217

· If the Proposer so chooses, they may submit one (1) original hardcopy of the RFP submission marked ‘Original’ along with four (4) copies marked ‘Copy’ and must include one (1) electronic copy of the complete RFP submission and any related RFP documentation scanned or compiled into a single PDF document on a USB Flash Drive. Note: It is preferred that proposers not use 3-ring binders for submission of RFPs.

· It is the Proposer’s sole responsibility to prepare, submit, and deliver or arrange delivery of the RFP submission(s) with all required exhibits and materials to the designated location on or before the published submittal deadline.

· AACOG will not bear liability for any costs incurred in the preparation and submission of proposals in response to this RFP.

· RFP submission deadline time will be determined by the AACOG procurement clock.

· Courier or delivery services may not deliver directly to the specified department location; therefore, it is strongly recommended:

· Proposers should allow enough time for delivery of proposal prior to the published deadline to the location specified in Section 3.

· Proposers understand that failure to submit a proposal by the designated deadline, for whatever reason, may not be grounds for disputing the procurement solicitation process or any resulting contract award.

· It is the Proposer’s responsibility to ensure any addenda or additional materials pertinent to their proposal be included in or with their RFP submission. AACOG will not be held liable for missing addenda or materials at the time of the RFP Opening and said addenda or additional materials will not be accepted past the RFP submission deadline date and time.

SCOPE OF WORK

AACOG has a contract with the TCEQ to administer the FY 2024-2025 Rider 7 Local Air Quality Planning Grant funding performing various air quality planning tasks within Comal, Guadalupe, and Wilson Counties, hereafter known as the Study Area, during the 2024 and 2025 ozone seasons. The Scope of Work of this RFP covers three required tasks related to monitoring of air pollutants:

· Operate meteorological monitors currently stationed at four existing ozone sites;

· Operate NOX analyzers currently stationed at four existing ozone sites; and

· Operate an Auto GC currently stationed at CAMS 505 Garden Ridge.

The four existing ozone monitoring sites are listed in Table 2.

Table 2: Monitoring Sites

Bulverde Elementary

(CAMS 503)

1715 Ammann Road Bulverde, TX 78163

2025 ozone season

New Braunfels Airport

(CAMS 504)

2090 Airport Road New Braunfels, TX 78130

2025 ozone season

City of Garden Ridge

(CAMS 505) *

21340 FM 3009

Garden Ridge, TX 78226

2025 ozone season

Seguin, TX 78155

2025 ozone season

* Collocated Auto GC Meteorological Monitoring at Four Existing Ozone Sites The purpose of this project is to collect continuous ambient meteorological data during the 2024 and 2025 ozone seasons, which last from March through November. The exact months of operation will be determined during contract negotiations. The proposer will be asked to provide a monthly breakdown of line-item expenditures to make it easier to determine the duration of monitoring activities that best fits within the predetermined budget. End-of-season maintenance and decommissioning activities must be completed by December 15, 2025.

The meteorological parameters to be measured will include wind speed, wind direction, and precipitation. This data will be averaged on an hourly basis and, if available, reported online though the TCEQ’s Leading Environmental Analysis and Display System (LEADS). The data will be reported in a format compatible with the TCEQ LEADS system.

The contractor will be required to provide or purchase all personnel, equipment, supplies, and reporting needed for this proposal. The operation and maintenance of the measurement instruments including the wind monitor, rain gauge, tower, and grounding kit, shall be the property and/or responsibility of the contractor. Equipment is not anticipated to be purchased under this RFP, but in the event it must, all equipment will remain the property of AACOG if it is necessary to ensure the continued operation of these sites in the future.

Monitoring activities shall include installation (if necessary), start-up, operation, maintenance, and shutdown of equipment; quality assurance/control of collected data and associated documentation; and collection, validation, and transmittal of data to LEADS. The proposed specifications for the Monitoring Measurement Data Quality Objectives are listed in Table 3.

Table 3: Meteorological Monitoring Measurement Data Quality Objectives Parameter (units of measure) Analytical Technique Sample Period (seconds) Detection Limit (units ppb unless otherwise stated) Precision (95% Probability Limits) Accuracy (% Difference unless otherwise stated) Completeness

Wind Direction (degrees azimuth)

Wind Speed (knots or meters per second)

(2.55 m/s)

(±2.55 m/s) 95%

Contract Objectives Collecting this data is important in understanding the local and regional atmospheric processes that favor elevated ozone levels at Bexar County regulatory monitors. These measurements will complement the meteorological data collected by TCEQ’s regulatory monitors and other meteorological monitors in the region to provide a more comprehensive regional coverage. The data collected from AACOG’s monitoring operations will support and enhance knowledge of ambient ozone levels in the affected region, will assist local elected officials in their understanding of ozone movement, and will assist local technical assessments related to an understanding of local ozone emissions on the formation and movement of ozone in the region. The data collected may be used in any future State Implementation Plan (SIP) requirements including developing the conceptual model and verification of model performance.

The central objectives to be fulfilled through this contract are as follows:

· Maintain four meteorological monitoring equipment sets in Comal and Guadalupe Counties to guarantee proper functioning of the equipment;

· Perform data quality assurance/quality control (QA/QC) as necessary to assure that the data may be used to verify the performance of photochemical models and to provide additional population exposure information throughout the region; and

· Ensure successful data transmission from these locations to the TCEQ website through the LEADS system.

The Contractor will designate one primary assigned site operator and two alternates to back up the primary site operator. Site operators will have the responsibility to schedule and perform monthly operations and maintenance site visits. The site operators shall be familiar with and shall adhere to the monitoring operation and maintenance standards and procedures set forth in EPA-454/R-99-005, Meteorological Monitoring Guidance for Regulatory Modeling Applications, February 2000.

Proposer will be required to provide liability coverage against claims. Proof of liability insurance will be required prior to signing a contract with AACOG.

The contractor will be responsible for the work identified in Tasks 1-5, and described below:

Task 1: Start-up of Meteorological Monitoring Equipment

· Verifying the correct operation of the monitoring equipment (i.e., wind monitor, humidity and temperature probe, radiation shield, rain gauge, power supply).

· Calibrating all monitoring equipment following such verification.

· Verifying data delivery by modem through the TCEQ LEADS system.

Task 2: Station Operation and Maintenance The contractor will be responsible for the operation and maintenance of the meteorological equipment and will ensure the quality of the data, which will involve several processes described in Task 3 below. These processes are to be documented in the electronic station operator's log.

The four meteorological monitoring sites will continuously record the following parameters:

· Wind direction

· Wind speed

· Precipitation The resultant vector wind direction and speed will be calculated and reported hourly, along with the hourly standard deviation of wind direction. The meteorological monitors will operate 24 hours a day and seven days a week during the 2024 and 2025 ozone seasons. The data will be relayed to TCEQ via modem or uplink every 15 minutes for entry into the TCEQ’s Leading Environmental Analysis and Display System (LEADS) on a near-“real-time” basis during the ozone season.

Regular site inspections shall include ensuring meteorological equipment is located away from obstructions and vegetation that could skew measurements.

Task 3: Data Validation and Reporting Quality assurance/quality control (QA/QC) checks will be conducted on the start and end dates of each monitoring season. Each QA/QC check will include a visual inspection, which will survey the equipment for visible damage to, or erratic behavior of, wind sensors; cleanliness of radiation shield; and debris in the precipitation collector. Visual inspections will be documented with a description of the equipment “as found”, “as left”, and any actions taken.

The contractor will periodically check reported meteorological data at the four monitoring sites against surrounding meteorological monitoring sites. No other data validation is anticipated during the life of this project. We do not anticipate a need to conduct calibrations of the meteorological monitoring equipment during the life of this project, unless measurements are determined by the contractor and/or AACOG staff to vary greatly from those at surrounding monitors. Results from all QA/QC checks shall be documented in a final report. Other reporting requirements are listed below.

· The final data on all meteorological parameters are to be delivered electronically to AACOG and TCEQ at the end of each ozone season.

· A Data Uncertainty Report shall be delivered to AACOG and TCEQ in Microsoft Excel or Word format electronically by e-mail at the completion of the sampling season. The Data Uncertainty Report shall include a summary of the uncertainty statistics (including accuracy and precision) for each parameter measured, comparisons to other data sources such as ground monitors, calibration standards, etc. The report should provide uncertainty range values for each parameter (e.g. 5 ppb and/or 10%).

· A Monthly Status Report shall be delivered to AACOG and TCEQ in Microsoft Word or other suitable format electronically by e-mail by the 5th day of the following month during the ozone season. This report includes a summary of events and activities completed during the previous month, planned events and activities for the next month, and documentation of outliers and reason for the anomaly.

· A final report will be delivered to AACOG and TCEQ. Enough information needs to be made available so that a third party who is reasonably familiar with the project processes can follow and understand how the raw data was collected, how data adjustment factors were developed and applied (if necessary), and how the final data and products were produced. The report shall include a summary of validated data and support information for the operation of the meteorological equipment. The report must provide an overview of activities undertaken and data collected. It must also highlight major activities and key findings, provide pertinent analysis, and detail relevant statistics including parameter accuracy and precision.

Task 4: Shutdown of Meteorological Monitoring Equipment Shutdown of meteorological equipment will occur on or before December 15, 2024, and December 15, 2025, at which time the contractor will be responsible for removing and uninstalling the equipment. The deinstallation of the equipment should consist of the following major components:

· Acquiring labor to assist in the deinstallation;

· Removing the equipment from the site; and

· Checking that all equipment was returned in working order.

NOX Monitoring at Four Existing Ozone Sites The purpose of this project is to collect continuous ambient NOX data during the 2024 and 2025 ozone seasons, which last from March through November. The exact months of operation will be determined during contract negotiations. The proposer will be asked to provide a monthly breakdown of line-item expenditures to make it easier to determine the duration of monitoring activities that best fits within the predetermined budget. End-of-season maintenance and decommissioning activities must be completed by December 15, 2025.

The parameters to be measured will be NOX, NO, and NO2 and will be reported in parts per billion (ppb). This data will be averaged on an hourly basis and, if available, reported online though the TCEQ’s Leading Environmental Analysis and Display System (LEADS). The data will be reported in a format compatible with the TCEQ LEADS system as Nitric Oxide (ppb), Nitrogen Dioxide (ppb) and Oxides of Nitrogen (ppb).

The contractor will be required to provide or purchase all personnel, equipment, supplies, and reporting needed for this proposal. The operation and maintenance of the measurement instruments and all associated components shall be the property and/or responsibility of the contractor. Equipment is not anticipated to be purchased under this RFP, but in the event it must, all equipment will remain the property of AACOG if it is necessary to ensure the continued operation of these sites in the future.

Monitoring activities shall include installation (if necessary), start-up, operation, maintenance, and shutdown of equipment; quality assurance/control of collected data and associated documentation; and collection, validation, and transmittal of data to LEADS. The proposed specifications for the Monitoring Measurement Data Quality Objectives are listed in Table 4.

Table 4: NOX Monitoring Measurement Data Quality Objectives Parameter (units of measure)

Technique Sample Period (seconds) Detection Limit (ppb) Precision (95% Probability Limits) Accuracy Complete-ness

Nitric Oxide (NO as ppb)

Nitrogen Dioxide (NO2 as ppb)

Collecting this data is important in understanding the local and regional atmospheric and chemical processes that favor elevated ozone levels at Bexar County regulatory monitors. These measurements will complement the ozone precursor data collected by TCEQ’s regulatory monitors and other monitors in the region to provide a more comprehensive regional coverage. The data collected from AACOG’s monitoring operations will support and enhance knowledge of ambient ozone levels in the affected region, will assist local elected officials in their understanding of ozone movement, and will assist local technical assessments related to an understanding of local ozone emissions on the formation and movement of ozone in the region. The data collected may be used in any future State Implementation Plan (SIP) requirements including developing the conceptual model and verification of model performance.

The central objectives to be fulfilled through this contract are as follows:

· Maintain four NOX monitors in Comal and Guadalupe Counties to guarantee proper functioning of the equipment;

· Perform data quality assurance/quality control (QA/QC) as necessary to assure that the data may be used to verify the performance of photochemical models and to provide additional population exposure information throughout the region; and

· Ensure successful data transmission from these locations to the TCEQ website through the LEADS system.

The Contractor will designate one primary assigned site operator and two alternates to back up the primary site operator. Site operators will have the responsibility to schedule and perform monthly operations and maintenance site visits. The site operators shall be familiar with and shall adhere to the monitoring operation and maintenance standards and procedures set forth in the EPA’s Reference Method for the Determination of Nitrogen Dioxide in the Atmosphere (Chemiluminescence).

Proposer will be required to provide liability coverage against claims. Proof of liability insurance will be required prior to signing a contract with AACOG.

The contractor will be responsible for the work identified in Tasks 1-5, and described below:

Task 1: Start-up of NOX Monitoring Equipment

· Verifying the correct operation of the monitoring equipment;

· Calibrating all monitoring equipment following such verification; and

· Verifying data delivery by modem through the TCEQ LEADS system.

The NOX analyzer will be calibrated at startup each season and every three months thereafter. Calibrations may also be required following any of the activities listed below:

· An interruption of more than a few days in analyzer operation;

· Any repairs that might affect its calibration;

· Physical relocation of the analyzer; or

· Any other indication (including excessive zero or span drift) of possible significant inaccuracy of the analyzer.

A Level 1 zero and span check should be made to determine if calibration is necessary following any of the above listed activities. Visual inspections of NOX monitoring equipment will be conducted at the same frequency as the calibration. Visual inspections will be documented with a description of the equipment “as found”, “as left”, and any actions taken.

Task 2: Station Operation and Maintenance The contractor will be responsible for the operation and maintenance of the NOX monitoring equipment and will assure the quality of the data, which will involve several processes described in Task 3 below. These processes are to be documented in the electronic station operator's log.

The four NOX monitoring sites will continuously record the following parameters:

· Nitric oxide (NO)

· Nitrogen dioxide (NO2)

· Nitrogen oxides (NOX) The NOX data will be averaged and reported hourly and will operate 24 hours a day and seven days a week during the 2024 and 2025 ozone seasons. The data will be relayed to TCEQ via modem or uplink every 15 minutes for entry into the TCEQ’s Leading Environmental Analysis and Display System (LEADS) on a near-“real-time” basis during the ozone season.

Regular site inspections shall include ensuring exterior monitoring equipment is located away from obstructions and vegetation that could skew measurements.

Task 3: Data Validation and Reporting Quality assurance/quality control (QA/QC) checks will be conducted on the start and end dates of each monitoring season. Each QA/QC check will include a visual inspection, which will be documented with a description of the equipment “as found”, “as left”, and any actions taken. A five-point calibration of the instrument is performed prior to the start of the monitoring season. A multipoint calibration of at least five calibration gas mixtures of NO2 will be introduced into the inlet of the NO2 analyzer(s) by the calibrator. The levels correspond to approximately 0%, 5-15%, 20-30%, 50-60%, and 75-90% of the monitoring range of interest.

Three-point calibrations corresponding to approximately 0%, 5-15%, and 75-90% of the monitoring range of interest will be conducted every three months after start-up.

The contractor will periodically check reported NOX data at the four monitoring sites against other regional NOX monitoring sites and document the findings. All sections of data products (files and/or graphics) that contain “outliers”, in the form of “suspect” or “invalid” data points, shall be clearly flagged as such and the reason for the anomaly or exception to the expected protocol clearly documented in a final report. Other reporting requirements are listed below.

· The final data on all NOX parameters are to be delivered electronically to AACOG and TCEQ at the end of each ozone season. Flags are to be included on the data to denote non-compliance with the requirements.

· A Data Uncertainty Report shall be delivered to AACOG and TCEQ in Microsoft Excel or Word format electronically by e-mail at the completion of the sampling season. The Data Uncertainty Report shall include a summary of the uncertainty statistics (including accuracy and precision) for each parameter measured, comparisons to other data sources such as ground monitors, calibration standards, etc. The report should provide uncertainty range values for each parameter (e.g. 5 ppb and/or 10%)

· A Monthly Status Report shall be delivered to AACOG and TCEQ in Microsoft Word or other suitable format electronically by e-mail by the 5th day of the following month during the ozone season. This report includes a summary of events and activities completed during the previous month (past 30 days) and planned events and activities for the next month (next 30 days).

· A final report will be delivered to AACOG and TCEQ. Enough information needs to be made available so that a third party who is reasonably familiar with the project processes can follow and understand how the raw data was collected, how data adjustment factors were developed and applied (if necessary), and how the final data and products were produced. The report shall include a summary of validated data and support information for the operation of the meteorological equipment. The report must provide an overview of activities undertaken and data collected. It must also highlight major activities and key findings, provide pertinent analysis, and detail relevant statistics including parameter accuracy and precision.

Task 4: Shutdown of Monitoring Equipment Shutdown of monitoring equipment will occur on or before December 15, 2024, and December 15, 2025, at which time the contractor will be responsible for removing and uninstalling the equipment. The deinstallation of the equipment should consist of the following major components:

· Acquiring labor to assist in the deinstallation;

· Removing the equipment from the site; and

· Checking that all equipment was returned in working order.

VOC Monitoring at CAMS 505 Garden Ridge The purpose of this project is to collect continuous ambient VOC data at CAMS 505 Garden Ridge during the 2024 and 2025 ozone seasons, which last from March through November. The exact months of operation will be determined during contract negotiations. The proposer will be asked to provide a monthly breakdown of line-item expenditures to make it easier to determine the duration of monitoring activities that best fits within the predetermined budget. End-of-season maintenance and decommissioning activities must be completed by December 15, 2025.

Ambient VOC concentrations will be measured using an automated gas chromatograph (Auto-GC), which will be configured to speciate the data for the same targeted VOCs as the Camp Bullis, Floresville, and Karnes City Auto-GCs. The parameters to be measured are listed Table 5 and will be reported in parts per billion-Carbon (ppb-C) and parts per billion-volume (ppb-V). This data will be averaged on an hourly basis and, if available, reported online though the TCEQ’s Leading Environmental Analysis and Display System (LEADS). The data will be reported in a format compatible with the TCEQ LEADS system.

Table 5: List of Auto GC Parameters to be Measured at CAMS 505 Garden Ridge

The contractor will be required to provide or purchase all personnel, equipment, supplies, and reporting needed for this proposal. The operation and maintenance of the measurement instruments and all associated components shall be the property and/or responsibility of the contractor. Equipment is not anticipated to be purchased under this RFP, but in the event it must, all equipment will remain the property of AACOG if it is necessary to ensure the continued operation of these sites in the future.

Monitoring activities shall include installation (if necessary), start-up, operation, maintenance, and shutdown of equipment; quality assurance/control of collected data and associated documentation; and collection, validation, and transmittal of data to LEADS. The proposed specifications for the Monitoring Measurement Data Quality Objectives are listed in Table 6.

Table 6: NOX Monitoring Measurement Data Quality Objectives Parameter (units of measure)

Technique Sample Period (seconds) Detection Limit (ppb) Precision (95% Probability Limits) Accuracy Complete-ness

ppb-C

Collecting this data is important in understanding the local and regional atmospheric and chemical processes that favor elevated ozone levels at Bexar County regulatory monitors. These measurements will complement the ozone precursor data collected by TCEQ’s regulatory monitors and other monitors in the region to provide a more comprehensive regional coverage. The data collected from AACOG’s monitoring operations will support and enhance knowledge of ambient ozone levels in the affected region, will assist local elected officials in their understanding of ozone movement, and will assist local technical assessments related to an understanding of local ozone precursor emissions on the formation and movement of ozone in the region. The data collected may be used in any future State Implementation Plan (SIP) requirements including developing the conceptual model and verification of model performance.

The central objectives to be fulfilled through this contract are as follows:

· Maintain an Auto GC in Comal County at CAMS 505 Garden Ridge to guarantee proper functioning of the equipment;

· Perform data quality assurance/quality control (QA/QC) as necessary to assure that the data may be used to verify the performance of photochemical models and to provide additional population exposure information throughout the region; and

· Ensure successful data transmission from these locations to the TCEQ website through the LEADS system.

The Contractor will designate one primary assigned site operator and two alternates to back up the primary site operator. Site operators will have the responsibility to schedule and perform monthly operations and maintenance site visits. The site operators shall be familiar with and shall adhere to the monitoring operation and maintenance standards and procedures set forth in 40 CFR Appendix E to Part 58.

Proposer will be required to provide liability coverage against claims. Proof of liability insurance will be required prior to signing a contract with AACOG.

The contractor will be responsible for the work identified in Tasks 1-4 described below:

Task 1: Start-up of Auto GC

· Verifying the correct operation of the monitoring equipment;

· Calibrating all monitoring equipment following such verification; and

· Verifying data delivery by modem through the TCEQ LEADS system.

The Auto GC will be calibrated at startup each season and every three months thereafter. Calibrations may also be required following any of the activities listed below:

· An interruption of more than a few days in analyzer operation;

· Any repairs that might affect its calibration;

· Physical relocation of the analyzer; or

· Any other indication (including excessive zero or span drift) of possible significant inaccuracy of the analyzer.

Visual inspections of the Auto GC will be conducted at the same frequency as the calibration. Visual inspections will be documented with a description of the equipment “as found”, “as left”, and any actions taken.

Task 2: Auto GC Operation and Maintenance The contractor will be responsible for the operation and maintenance of the Auto GC and will quality-assure the data, which will involve several processes described in Task 3 below. These processes are to be documented in the electronic station operator's log.

The Auto GC will continuously record the parameters listed in Table 5. The VOC data will be averaged and reported hourly and will operate 24 hours a day and seven days a week during the 2024 and 2025 ozone seasons. The data will be relayed to TCEQ via modem or uplink every 15 minutes for entry into the TCEQ’s Leading Environmental Analysis and Display System (LEADS) on a near- “real-time” basis during the ozone season.

Regular site inspections shall include ensuring exterior monitoring equipment is located away from obstructions and vegetation that could skew measurements.

Task 3: Data Validation and Reporting Quality assurance/quality control (QA/QC) checks will be conducted on the start and end dates of each monitoring season. Each QA/QC check will include a visual inspection, which will be documented with a description of the equipment “as found”, “as left”, and any actions taken. The operation of the Auto GC shall follow the guidelines presented in Section 4.0 of the EPA’s PAMS Required Site Network Technical Assistance Document, except concerning the list of parameters measured, which are presented in Table 5.

The contractor will periodically check reported VOC data at the four monitoring sites against other regional VOC monitoring sites and document the findings. All sections of data products (files and/or graphics) that contain “outliers”, in the form of “suspect” or “invalid” data points, shall be clearly flagged as such and the reason for the anomaly or exception to the expected protocol clearly documented in a final report. Other reporting requirements are listed below.

· The final data on all NOX parameters are to be delivered electronically to AACOG and TCEQ at the end of each ozone season. Flags are to be included on the data to denote non-compliance with the requirements.

· A Data Uncertainty Report shall be delivered to AACOG and TCEQ in Microsoft Excel or Word format electronically by e-mail at the completion of the sampling season. The Data Uncertainty Report shall include a summary of the uncertainty statistics (including accuracy and precision) for each parameter measured, comparisons to other data sources such as ground monitors, calibration standards, etc. The report should provide uncertainty range values for each parameter (e.g. 5 ppb and/or 10%)

· A Monthly Status Report shall be delivered to AACOG and TCEQ in Microsoft Word or other suitable format electronically by e-mail by the 5th day of the following month during the ozone season. This report includes a summary of events and activities completed during the previous month (past 30 days) and planned events and activities for the next month (next 30 days).

· A final report will be delivered to AACOG and TCEQ. Enough information needs to be made available so that a third party who is reasonably familiar with the project processes can follow and understand how the raw data was collected, how data adjustment factors were developed and applied (if necessary), and how the final data and products were produced. The report shall include a summary of validated data and support information for the operation of the meteorological equipment. The report must provide an overview of activities undertaken and data collected. It must also highlight major activities and key findings, provide pertinent analysis, and detail relevant statistics including parameter accuracy and precision.

Task 4: Shutdown of Auto GC Shutdown of monitoring equipment will occur on or before December 15, 2024, and December 15, 2025, at which time the contractor will be responsible for removing and uninstalling the equipment. The deinstallation of the equipment should consist of the following major components:

· Acquiring labor to assist in the deinstallation;

· Removing the equipment from the site; and

· Checking that all equipment was returned in working order.

Proposal Budget AACOG has approximately $270,000 available through December 31, 2025, to fund monitoring operations during the 2024 and 2025 ozone seasons. In San Antonio, the ozone season runs from March 1 through November 30. The earliest that AACOG anticipates being able to begin monitoring in 2024 is May 1. The Proposer shall provide a line-item budget showing the month-by-month cost to perform the work outlined in this RFP. The proposer should indicate in this monthly budget proposal the length of time the equipment can remain in operation while meeting the overall budget. An example of a budget table is shown in Figure 1.

Figure 1: Sample Budget Table

ELIGIBLE PROVIDERS

· Proposers must have the technical competence, administrative capacity, management and administrative skills, program experience and expertise, fiscal management systems, the financial resources and stability to accomplish the work identified in this RFP and meet high standards for public service and fiduciary responsibility.

· AACOG is prohibited from contracting with any entity debarred, suspended, or otherwise excluded from or ineligible for participation. Accordingly, a contract requires Contractors to certify that they are following the Federal regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98-510, Participant’s Responsibilities. The Contractor must certify that to the best of its knowledge and belief that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by a federal department or agency.

· The proposer certifies that no member of or delegate to the Congress of the United States (US) shall be admitted to any share or part of this contract or to any benefit arising therefrom.

· The proposer certifies that no member, officer or employee of the Public Body or of a local public body during his or her tenure or one year thereafter shall have any interest, direct or indirect, in this contract or the proceeds thereof.

· The proposer agrees to comply with mandatory standards and policies relating to energy efficiency, which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

· The proposer acknowledges and agree that, notwithstanding any concurrence by the Federal Government in or approval of the solicitation or award of the underlying contract, absent the express written consent by the Federal Government, the Federal Government is not a party to this contract and shall not be subject to any obligations or liabilities to the Purchaser, Contractor or any other party (whether or not a party to that contract) pertaining to any matter resulting from the underlying contract).

· The proposer will be free of all obligations and interests that might conflict with the best interests of AACOG;

· The proposer will have the capacity of providing services on a timely basis;

· The proposer will warrant that they nor any member of their controlling management presently has a relationship with any member of the AACOG Board of Directors or an AACOG officer with contractual authority and will not enter into any such relationship, directly or indirectly, which would create or provide the appearance of a conflict of interest in the performance of any agreement with AACOG. If an applicant cannot make such representation, the person(s) having a relationship with the AACOG Board member or officer, shall file the attached Conflict of Interest Questionnaire with their response to this request for applications. Nothing contained in this paragraph shall relieve Contractor of its obligation to file a Conflict of Interest Questionnaire later if such conflict arises.

· The submission of an applications shall be prima facie evidence that the proposer has full knowledge of the scope, nature, quantity and quality of work to be performed; the detailed requirements of the specifications; and the conditions under which the work is to be performed.

· The proposer shall furnish AACOG such additional information as AACOG may reasonably require.

· Responses will remain on file in accordance with the Texas Open Records Act.

GOVERNING PROVISIONS & LIMITATIONS

· The application, if accepted, will become the basis for the contract scope of work.

· The only purpose of this RFP is to ensure uniform information in the solicitation of applications for the procurement of identified services. This RFP is not to be construed as a purchase agreement, contract or as a commitment of any kind; nor does it commit AACOG to pay for costs incurred prior to the execution of a formal contract unless such costs are specifically authorized in writing by AACOG.

· AACOG reserves the right to accept or reject any or all applications received, to cancel or reissue this RFP in part, or its entirety.

· AACOG reserves the right to award a contract(s) for any services solicited in this RFP in any quantity AACOG determines is in its best interests.

· AACOG reserves the right to extend, shorten, increase or decrease any contract awarded because of this RFP.

· AACOG reserves the right to request additional information, clarification of or explanation for any aspect of a response to this RFP.

· AACOG reserves the right to waive any minor defect in the procurement process or to correct any error(s) and/or make changes to this solicitation it deems necessary. AACOG will provide notifications of any changes in this RFP to all interested parties having requested or received a copy of this RFP.

· AACOG reserves the right to negotiate the final terms of all contracts or agreements with selected proposers and any such terms negotiated because of this RFP may be renegotiated and/or amended to successfully meet the needs of the regional area.

· AACOG reserves the right to contact any individual, agency, employer or granting agencies listed in an application, contact others who may have experience and/or knowledge of the respondent’s relevant performance and/or qualifications; and to request additional information from all respondents.

· AACOG reserves the right to withdraw or reduce the amount of an award or to cancel any contract or agreement resulting from this RFP if adequate funding is not received by AACOG from any other funding sources or due to legislative changes.

· Respondents shall not, under penalty of law, offer or provide any gratuities, favors or anything of monetary value to any officer, board member, employee, application evaluator, or agent of AACOG or elected official for purposes of having an influencing effect on this procurement.

· Respondents shall not attempt in any manner to advocate for, lobby or otherwise attempt to influence any officer, board member, employee, application evaluator, or agent of AACOG or elected official for purposes of having an influencing effect on this procurement.

· No officer, board member, employee, application evaluator, or agent of AACOG shall participate in the selection, award or administration of a contract if a conflict of interest, or potential conflict, is involved.

· Respondents shall not engage in any activity that will restrict or eliminate competition. Violation of this provision will cause a respondent’s application to be disqualified and rejected. This does not preclude joint ventures or subcontracts.

· The contents of a successful application will become a contractual obligation if selected for the award of a contract. Failure of a respondent to accept this obligation may result in cancellation of an award. No plea of error or mistake shall be available to successful proposer as a basis for release from proposed services at the stated price/cost. Any damages accruing to AACOG because of a successful proposer’s failure to contract with AACOG may be recovered from the proposer.

· A contract with a selected proposer may be withheld, at the sole discretion of AACOG, if issues of contract or questions of non-compliance, questioned/disallowed costs, audit/monitoring findings or legal issues exist, until such issues are satisfactorily resolved. AACOG may withdraw the award of a contract if the resolution is not satisfactory to AACOG.

· AACOG is exempt by law from paying State Sales Tax and Federal Excise Tax.

ADMINISTRATIVE REQUIREMENTS & LIMITATIONS

· Respondents must be able to demonstrate the necessary administrative and fiscal capability necessary to successfully provide required services and to meet the financial accountability requirements of federal grants.

· Contractors must agree to comply with any applicable Federal, State, and AACOG rules, policies, directives, procedures, and plans and unilateral contract modifications.

· AACOG Contractors are subject to compliance monitoring. At any time during normal business hours, and as often as deemed necessary, AACOG, and its funding source agencies, or any of their duly authorized representatives shall have complete access to any books, invoices, payrolls, time sheets, or any other records or papers which are related to a contract resulting from this RFP for the purpose of verifying contractual, program and financial compliance with all applicable laws, rules, regulations and policies.

TECHNICAL ASSISTANCE

· AACOG RFP Point of Contact:

Alamo Area Council of Governments Attn: Debbie Ugarte Procurement Office 2700 NE Interstate 410 Loop, Suite 101 San Antonio, TX 78217 O: 210-362-5302 C: 210-540-4536 Email: dugarte@aacog.com

· Proposers may email questions up to March 15, 2024, at 2:00 pm Central time.

· An Addendum to the RFP, to include all questions received via email, will be delivered to all interested parties, and included in archived documents.

· Other than written questions submitted to AACOG prior to the deadline for such questions, as specified in the RFP, potential respondents are prohibited from contacting AACOG staff or Board of Directors at any time during this procurement process regarding the RFP, the evaluation process, recommendation and/or award of contracts, or to gain any other information that could provide a competitive advantage of one respondent over another. Violations of this prohibition will result in the automatic disqualification of the offending proposer.

· Other than as specified above, all members of the AACOG Board, AACOG staff, individuals that have reviewed the RFP prior to its release, authorized representatives or agents of AACOG are precluded from entertaining or answering questions concerning this RFP or the procurement process.

· Responses: Proposers must go online to http://www.aacog.com/bids.aspx to retrieve responses to all questions asked, no earlier than March 22, 2024, at 4:00 pm.