REQUEST FOR PROPOSALS - SLOCleanAir · ABOUT THE PROJECT ... Request for Proposal ... cooling fan....

San Luis Obispo County Air Pollution Control District January 11, 2017

1

REQUEST FOR PROPOSALS

The San Luis Obispo County Air Pollution Control District (District) is seeking a qualified respondent

to construct a Mobile Air Monitoring Station for the District located at:

3433 Roberto Court

San Luis Obispo, CA 93401

Office Tel. 805-781-5912

Office Hours: 08:00 to 17:00 PDT

Submittal: One (1) electronic email for each proposal, supportive documents

and pictures in PDF format must be received at the email address

below on or before:

February 1, 2017 – 5:00 PM

PROPOSALS RECEIVED AFTER THE TIME AND DATE STATED ABOVE

WILL NOT BE ACCEPTED.

Address to: Jaime Contreras

Air Quality Specialist

[email protected]

San Luis Obispo County Air Pollution Control District

Email Subject: “COMPONENT A – Mobile Air Monitoring Shelter”

“COMPONENT B – Mobile Solar Panel Trailer”

ISSUANCE DATE: JANUARY 11, 2017


2

TABLE OF CONTENTS

OVERVIEW ..................................................................................................................................................... 3

ABOUT THE PROJECT ...................................................................................................................................... 3

BACKGROUND ................................................................................................................................................ 3

SCOPE OF WORK ............................................................................................................................................ 4

WORK PRODUCTS/DELIVERABLES .................................................................................................................. 5

PROJECT TIMELINE AND SCHEDULE OF DELIVERABLES ................................................................................... 5

REQUIRED QUALIFICATIONS ........................................................................................................................... 6

RESPONSE SUBMITTAL REQUIREMENTS ......................................................................................................... 6

ESTIMATION OF COSTS ................................................................................................................................... 9

PROPOSAL EVALUATION AND SELECTION ................................................................................................ 10

LICENSE/INSURANCE/BOND ..................................................................................................................... 11

SUGGESTED PROJECT REQUIREMENTS AND SPECIFICATIONS ................................................................... 12

COMPONENT A: MOBILE AIR MONITORING SHELTER ............................................................................... 12

COMPONENT B: MOBILE SOLAR PANEL TRAILER ...................................................................................... 17

WARRANTIES ............................................................................................................................................ 19

NON-DEBARMENT CERTIFICATION ........................................................................................................... 19

INQUIRIES................................................................................................................................................. 20

CONFIDENTIAL INFORMATION ................................................................................................................. 20

REFERENCES ............................................................................................................................................. 20

Request for Proposal – Mobile Air Monitoring Shelter and Mobile Solar Power Trailer


3

OVERVIEW

The San Luis Obispo County Air Pollution Control District (APCD or District) operates an air

monitoring network to collect ambient air quality and meteorological data. The principal

reasons for the collection of ambient air pollutant and meteorological data are to demonstrate

attainment of the National Ambient Air Quality Standard (NAAQS), and the need for a more

comprehensive air quality database. Eight air monitoring stations in the San Luis Obispo County

are operated and maintained by the District; two additional sites are operated by the California

Air Resources Board (ARB).

The District will be enhancing its air monitoring capabilities by adding a mobile monitoring

station that is to be deployed at specific locations with the purpose of performing temporary

automated air quality surveillance, these will be short-term monitoring projects that will help

refine the understanding of the air quality conditions in such locations.

ABOUT THE PROJECT

The District is issuing this Request for Proposal (RFP) for construction of a Mobile Air Monitoring

Station and a Mobile Solar Power Trailer. This project is split in two components and the

respondent can choose to bid on both components or only on one.

RFP Components:

Component A is a Mobile Air Monitoring Shelter.

Component B is a Mobile Solar Power Trailer.

These two components are to be design to work separately and independent or in conjunction

with each other. The District will evaluate all proposals and award the project contracts

independently. Awards will be based on independent merits laid out in each proposal. One

independent fully operational mobile air monitoring shelter that needs connection to a source

of electrical power from a common 120 VAC residential or commercial outlet or from a mobile

solar power trailer. The District is seeking a qualified respondent(s) to build these components

per specifications and details provided within this RFP. This project is scheduled for completion

by end of March 2017.

BACKGROUND

This RFP solicits proposals to construct the following two components:

Component A is a mobile air monitoring shelter to be deployed as needed to

different locations and be towed using a pickup truck or similar vehicle. The shelter

must be designed to adequately transport and house scientific instrumentation and

all associated equipment safely and once parked, provide a safe and reliable work

site for the staff, visitors and the people around it. The shelter is to house automated

instrumentation, including: two particulate matter samplers, various meteorological

instrumentation, one gas analyzer, other computerized equipment and telemetry.

The shelter will include temperature control mechanisms like air conditioner and air

cooling fan. The insulating material for the construction shall be of high rating to

help maintain a stable inside temperature thus minimizing the usage of an air



4

conditioner. The shelter will need to be fitted with a light weight and retractable ten

(10) meter meteorological tower. The shelter must include an external and

permanent mounted ladder to provide means for accessing the roof. The roof must

be walkable and the roof area must include guard railing for safety. Construction

details can be found in Section 13. The shelter is to be delivered at the Districts office

by the set deadline in Table 1, Section 6.

Component B is a mobile solar power trailer to adequately provide electrical power

to the Component A in a continuous manner 24 hours a day, for undetermined

periods of time lasting weeks or months. This trailer will be towed with a pickup

truck or similar vehicle and must be designed to adequately transport and house

solar panels, inverters, batteries and all associated equipment safely, and once

parked, provide a safe and reliable work site for the staff, visitors and the people

around it.

Successful respondents to this RFP will have demonstrated proficiency in such work.

Suggested and required specifications are provided in Sections 13 and 14 of this RFP.

Images illustrating the optimal air monitoring station configuration are provided in

Appendix A. Proposals may include deviations from the suggested specifications,

such should meet or exceed expectations laid out in this RFP. If a deviation is

proposed, respondents are expected to provide an explanation and to state whether

such change will cause any delay in the completion of the project. The District

reserves the right to reject proposed deviations or score proposals with one or more

deviation lower than those with fewer or no deviations.

The bidder will have the option to modify the construction options and the bid amount prior to

construction commencing. If the bid amount is modified, the District will evaluate the new bid

amount and reserves the right to select a different bidder if the revised bid amount is not

agreeable to the District. The District will be available to meet and discuss project requirements

and development at key times in the process.

SCOPE OF WORK

4.1. STAFF: The selected respondent will be expected to use professional staff with valid

license(s) and certification(s) required to complete the tasks herein. The bidder must

be able to demonstrate that he/she has the appropriate staff and/or subcontractors

as part of his/her team to accomplish the objective of the applicable components of

this RFP and to comply with all legal requirements. The bidders should include a

business license number in the proposal. Upon request and as necessary, the bidder

must demonstrate that staff has the certifications, licenses, training, and experience

appropriate for the project.

4.2. STRUCTURES: The selected respondent shall ensure that the structures satisfy

District’s guidance for an air monitoring station and that the construction meets

applicable federal and California’s State OSHA safety standards. In addition, both

components A and B are to meet or exceed all safety requirements for their legal

road transportation and circulation on California streets and highways. The design

and installation of all safety equipment within must be approved by the district

safety officer or another person designated by the District Air Pollution Control



5

Officer/Executive Officer. The selected respondent shall guarantee all work for a

period of no less than 12 months after completion of work and acceptance of work

by the District.

WORK PRODUCTS/DELIVERABLES

5.1. INITIAL MEETING/CONFERENCE CALL: Post contract awarding, the contractor or

manager and key personnel will meet with District staff via telephone or in person to

discuss the work plan, details of the tasks, the project schedule, items related to

personnel or changes in personnel, and any issues that must be resolved before

work can begin.

5.2. PERIODIC CONFERENCE CALL AND PROGRESS REPORTS: At regular intervals defined

by the District (approximately every 2 weeks), the project manager and key

personnel will confer with District staff via telephone to discuss the plan and details

of task progress. Prior to the conference call (preferably at least one work day

before), selected respondent will email the District a brief progress report that

includes:

Brief summary of action items;

Current status of work progress; and

Significant upcoming tasks.

5.3. OBTAIN ALL NECESSARY PERMITS: If applicable, the selected respondent will obtain

all necessary applicable permits as specified by law, which may include building

permits, and appropriate approvals for public road transportation and circulation.

The cost of acquiring all necessary permits including but not limited to permitting

fees should be included in the proposal.

5.4. CONSTRUCT THE MOBILE AIR MONITORING SHELTER: The selected respondent will

construct the shelter per requirements and guidance outlined in Section 13

Component A: Mobile Air Monitoring Shelter of this RFP.

5.5. CONSTRUCT THE MOBILE SOLAR POWER TRAILER: The selected respondent will

construct the trailer per requirements and guidance outlined in Section 14

Component A: Mobile Solar Power Trailer of this RFP.

5.6. INVOICES: After completing tasks outlined in Table 1 of Section 6, the selected

respondent shall submit invoices by mail. The invoices must indicate the Action

and/or Work Product that said invoice includes. The selected respondent will be paid

within thirty (30) days of receiving the invoice. A breakdown of the proposed

payments in relative percent is in Table 1. The last payment portion will be made

after inspection and verification of the monitoring station is deemed satisfactory and

in accordance with the contract.

PROJECT TIMELINE AND SCHEDULE OF DELIVERABLES

The District may amend the following tentative timeline for completion of work products. The



6

selected respondent may propose an alternative deliverable and payment schedule. If the

selected respondent would like an alternative deliverable and/or payment schedule this shall

be included in the proposal submitted. Payments must correspond with deliverables.

TABLE 1

Proposed Schedule of Deliverables and Payments

Action/Work Product Approx. Date Percent of Payment

Release of RFP January 11, 2017 -

Proposal Deadline February 1, 2017 -

Selection February 6, 2017 -

Contract Approval, P.O. Issuance February 14, 2017 -

Contract Effective February 14, 2017 -

Final Shelter Design Approved by the

District February 28, 2017 Initial 50%

Station Arrives at the District April 14, 2017 Additional 30%

Station Construction Complete to the

Satisfaction of the District May 14, 2017 Final 20%

REQUIRED QUALIFICATIONS

To be considered by the district, the bidder must have a valid business license and not presently

be debarred, suspended, proposed for debarment, declared ineligible, voluntarily excluded from

participation or otherwise excluded from or ineligible for participation under federal assistance

programs.

The bidder must demonstrate in the proposal, by references or other methods, that the bidder

has excellent working relationships with government agencies. In addition, the bidder should

demonstrate that the bidder has experience and expertise in the following areas:

7.1. Design and construction of air monitoring shelters; and

7.2. Placing air monitoring shelters on mobile platforms for safe transportation and

circulation on public roads, both streets and highways; and

7.3. Obtaining applicable permits, as required, for the construction, operation,

transportation, and usage of the designed mobile air monitoring station from

government agencies including, but not limited to, the State of California, County of

San Luis Obispo, Department of Motor Vehicles, California Highway Patrol, U.S.

Department of Transportation, etc.

The bidder must demonstrate in the proposal that he/she has the ability and resources to

produce the deliverables requested in this RFP. The District reserves the right to reject any

proposal deemed non-responsive, not responsible, and/or not reasonable.

RESPONSE SUBMITTAL REQUIREMENTS



7

CONTENTS OF PROPOSAL

Submitted proposals must provide all the requested information. Failure to submit all requested

information may result in the proposal being deemed unresponsive and disqualified from

consideration. The submitted proposals shall be limited to 20 pages, single sided or 10 pages,

double sided, with 1” margins. Proposals shall be printed on white paper with black font no

smaller than 12 point (preferable). The page limit applies to the body of the proposal only and

does not include resumes, references or appendices.

8.1. COVER LETTER: Must include the name, address, and telephone number of the

company, business license number, total cost of the project, the name of the contact

person for the proposal, and be signed by the person(s) authorized to represent the

company. Submission of the proposal will be a binding commitment (firm offer) by

the bidder to provide the proposed services by the identified personnel at the

specified cost.

8.1.1. TABLE OF CONTENTS: Clearly identify material contained in the proposal by

section and page number.

8.1.2. SUMMARY (SECTION 1): State the overall approach to the project and specific

objective(s). Demonstrate a clear understanding of the project goal. Include

total project cost and list of general tasks to be taken to complete the project.

8.1.3. WORK PROGRAM (SECTION 2): Describe in general the work activities or tasks to

be performed including the sequence of activities, time to completion following

the schedule in Table 1 in Section 6.0.

8.1.4. ASSIGNED PERSONNEL (SECTION 5): Identify the principals having primary

responsibility for implementing the project. Discuss all certifications and

licenses held. Describe the responsibilities and capacity of the technical

personnel involved. Substitution of the project manager and/or lead personnel

will not be permitted without prior written approval of the District.

8.1.5. SLOAPCD RESOURCES (SECTION 6): Describe any District services and staff

resources needed to supplement selected respondent activities to achieve

identified objective(s).

8.1.6. SUBCONTRACTORS (SECTION 7): If subcontractors are to be used, identify each

of them in the proposal. The subcontractor’s name and address must be

included in the proposal. Describe the work to be performed by them. Provide

a list of their assigned staff and summary of qualifications.

8.1.7. BIDDER CAPABILITY AND REFERENCES (SECTION 8): Provide a summary of the

company's relevant background experience. Briefly discuss the applicability of

background experience to this RFP. If referencing examples of related projects

completed for other parties that are of a similar nature to the work requested

the RFP should include telephone numbers and e-mail addresses of references.



8

8.1.8. COSTS OF PROPOSAL (SECTION 9): Identify all costs associated with the

execution of this RFP. These should be itemized in detail. Contracts established

from the proposal are considered to be fixed price, including sales tax and other

miscellaneous expenses. The cost of each component that the bidder is

responding to must be specified along with any reduction in price if the District

chooses not to have the selected respondent complete the component. If the

proposal includes multiple options for the completion of a task the cost of each

option should be listed separately (e.g. “manual crank winch $1,000 or electrical

crank winch $2,000”).

8.1.9. CONFLICT OF INTEREST (SECTION 10): Identify any actual or potential conflicts of

interest resulting from any contractual work performed, or to be performed, for

other clients, as well as any such work done, or to be done, by its proposed

subcontractors. Specifically, bidders must disclose any recent or current

contracts with the District, and/or any environmental or business interest

group.

8.1.10. ADDITIONAL INFORMATION TO DEMONSTRATE PREVIOUS EXPERIENCE

(SECTION 11): Attach a description of any work prepared similar to what is

requested in this RFP. Report samples will not be considered part of the 20-

page limitation set for the proposal. Provide other essential data that may

assist in the evaluation of this proposal.

8.2. PROPOSAL SUBMISSION

All proposals must be submitted per the specifications set forth in Sections 13 and 14 of

this RFP and this section.

8.2.1. SIGNATURE: all proposals shall be signed by an authorized representative of the

bidder.

8.2.2. DUE DATE: The bidder shall submit an electronic copy of the proposal(s) in PDF

format. Proposals must be received at the email address below, no later

than 5:00 p.m. on February 1, 2017. Each component of the proposal must be

emailed separately and identified in the subject line as:

“PROPOSAL – Component A Mobile Air Monitoring Shelter”

“PROPOSAL – Component B Mobile Solar Panel Trailer”

Emails shall be directed to:

Jaime Contreras

Air Quality Specialist

[email protected]

Late proposals will not be accepted. Any correction or resubmission by the



9

proponent will not extend the submittal due.

8.2.3. ADDENDA: The District may modify the request for proposal and/or issue

supplementary information or guidelines relating to the RFP at any time. If the

District modifies the request for proposal the modification will be posted on the

District internet page slocleanair.org. Bidders whose bids are received prior to

the proposal modification will be notified that a proposal modification has been

made and will be allowed to submit a new proposal. However, if a new proposal

is submitted, the new proposal must be received prior to the deadline. The new

proposal will be evaluated in lieu of the prior proposal. The District will not

review multiple proposals from a single bidder.

8.2.4. GROUNDS FOR REJECTION: A proposal may be immediately rejected if:

It is received after the due date and time set for receipt of proposals;

It does not include a valid business license; or

It is not signed by an individual authorized to represent the firm.

The District reserves the right to reject all proposals and make no awards.

8.2.5. DISPOSITION OF PROPOSALS: All proposals become the property of the District.

Unless the bidder specifically requests otherwise and the District approves such

a request, all-proposals are considered public information.

8.2.6. MODIFICATION OR WITHDRAWAL: Once submitted, proposals, including the

members of the contracting team, cannot be altered without prior written

consent of the District unless the District issues a modification to the request

for proposal. All proposals shall constitute firm offers and may not be

withdrawn.

ESTIMATION OF COSTS

Costs must be itemized by the following categories:

9.1. TASK: List a total cost for each task. The District reserves the right to remove tasks if

it is deemed necessary to remain within the budget, provides cost savings to the

District, or is determined to be in the District’s best interest;

9.2. LABOR: List estimated labor hours and the rate for each task. The estimated hours

quoted must include labor, general, administrative, and overhead costs. The labor

rate paid to staff must adhere to all state and local requirements for projects funded

with state or federal funds;

9.3. SUPPLIES AND EQUIPMENT: Provide an itemized list of supplies to be purchased or

leased specifically for the project. The cost of each item shall be listed separately.

The District will not pay for any equipment unless adequately justified. Any

equipment paid for by the District to be used in this project will become the property

of the District and shall be delivered to the District prior to the final payment being



10

issued by the District or within thirty (30) days of when it is no longer needed by the

selected respondent for the project, whichever is first.

9.4. SUBCONTRACTOR COSTS: Identify subcontractors by name, list their cost per hour or

per day, and the number of hours or days their services will be used; and

9.5. TRAVEL COSTS: If a need from the District develops which requires the proponent

traveling to our office outside the tasks outlined in Table 1 of Section 6, such travel

costs will be reimbursed at prevailing rates for the contracting company or District

rates, whichever is lower, unless negotiated otherwise.

9.6. MISCELLANEOUS COSTS: If there are any miscellaneous costs these shall be

specifically identified with the cost of each listed.

Total cost for each component must be clearly indicated in the Costs of Proposal section of the

RFP. It is expected that general overhead and administrative costs are included in the hourly rate

for labor. It will be assumed that all contingencies and/or anticipated escalations are included.

No additional funds will be paid above and beyond the original quote given by the selected

respondent unless the project’s components are modified or District requests things beyond the

scope of the original RFP. All changes will be made in writing and addressed to the approved

representatives in the contract.

PROPOSAL EVALUATION AND SELECTION

District staff will evaluate all proposals to determine responsiveness to the RFP. Staff will

recommend the selection of a bidder to District management who, in turn, will recommend to

the Air Pollution Control Office/Executive Director or District Governing Board for final approval

and execution of a contract and/or work order.

The District reserves the right to select the proposal that in its sole judgment best meets the

needs of the District. The lowest proposed cost is not the sole criteria for recommending

contract award, but cost will be considered in the evaluation process.

10.1. Proposal evaluation criteria will include:

a. Clarity and thoroughness of proposal,

b. Thoroughness and appropriateness of proposed work program,

c. Previous successful experience with construction of air monitoring shelters

in mobile platforms,

d. Satisfactory working relationships with government agencies.

e. Recommendations given by references provided,

f. Degree to which the proposal proposes adhering to the required or

recommended specifications of the District,

g. Warranty provided on the work and structure,

h. Speed at which the air monitoring station would be completed, and

i. Cost of proposal.

For clarification purposes, during the selection process, District staff may interview bidders with



11

scores above a natural break. This may include telephone calls to confirm statements made

within the proposal and clarify sections of and equipment specified in the proposal.

A contract will be awarded to the bidder that in the sole discretion of the District is deemed to

best option and most effectively meet the needs of the District. The District may choose not to

award this contract if it is deemed that such action is in the best interest of the District. Failure

to meet to specifications in this RFP may be cause for rejection of the proposal.

The contract is subject to approval by the District Air Pollution Control Officer (APCO)/ Executive

Director or Board of Directors. All proponents will be notified of the results in writing after the

APCO or Board of Directors has approved a contract.

LICENSE/INSURANCE/BOND

The selected respondent and all subcontractors used for the project shall have valid business

licenses, valid certifications and licenses for the tasks they are performing (e.g. contractor’s

license, electrician’s license), and provide insurance coverage in amount acceptable to the

District. Copies of good standing licenses, certifications, and certificates of insurance for the

selected respondent and all subcontractors to be used on the project shall be furnished to the

District upon request at any time before, during, or after the project. The insurance shall be from

an insurer acceptable in California at of the date of the contract or work order.

The selected respondent shall have before commencing any work on the project, a good

standing faithful performance bond and a payment bond with good and sufficient sureties in the

sum of fifty thousand dollars ($50,000) each.

11.1. Without limiting District’s right to obtain indemnification from selected respondent,

all subcontractors, or any third parties, selected respondent and all subcontractors,

at their sole expense, shall maintain in full force and effect throughout the term of

the construction project the following insurance policy(s):

11.1.1. Liability insurance for bodily injury, including automobile liability, with limits

of coverage of not less than Five Hundred Thousand Dollars ($500,000) per

person and one million dollars ($1,000,000) per occurrence;

11.1.2. Liability insurance for property damage with limits of coverage not less than

fifty thousand dollars ($50,000) per occurrence;

11.1.3. Workers compensation insurance in accordance with the California Labor

Code; and

11.1.4. Commercial general liability insurance with minimum limits of coverage of

not less than one million dollars ($1,000,000) per occurrence.

11.2. The foregoing insurance policy(s) shall not be canceled, reduced, or changed without

a minimum of thirty (30) calendar days in advance, written notice given to the District

and written approval by the District to do so.



12

Each bond and insurance policy shall be listed as an item in the budget with an

associated cost. If the bond or insurance policy cost is included in general overhead

or will not be billed to the District, please note that in the line item and put “N/A” for

the cost.

SUGGESTED PROJECT REQUIREMENTS AND SPECIFICATIONS

The specifications and project design provided in this section may be used by the bidder for

guidance. Proposals may include deviations from the suggested specifications, provided a

detailed explanation is provided unless otherwise noted in this RFP. Modifications may result in

a proposal receiving a lower rank than comparable proposals with no modifications. If a

modification is proposed, it is expected from the vendor to provide an explanation for the

alternative; however, should the bidder be willing to do the project without the modification, the

bidder should include this intention and include the cost with the modification and the cost

without modification in the proposal. Optimal project steps and specifications are as follows:

12.1. MANAGEMENT: The respondent’s project manager will meet with District staff in

person or via internet service, or conference call for an initial kick-off meeting within

ten (10) days of signing of the agreement or making a work. Afterwards, the selected

respondent is expected to report on the project’s progress in short, 15 minute or

less, via bi-weekly conference calls to the designated District contact.

12.2. PERMITS & BUILDING CODE: The selected respondent and/or subcontractors will

obtain the appropriate permits that the city, county, and any other government

agency require for construction, transportation, circulation of the mobile air

monitoring shelter and/or the mobile solar power trailer including engineering

permits for the installation of electrical service panels, meteorological tower and/or

the mobile solar panel trailer. If Division of State Engineering review is required then

the selected respondent and/or subcontractor will submit all required or requested

information, forms, and other documents for this. The selected respondent and/or

subcontractors will arrange for and successfully pass all inspections required or

requested by a federal, state, or local government entity. These costs shall be

included in the cost of the proposal. Shelter, trailer and all equipment and structures

installed as part of this project must meet the following (as applicable): California

Building Specifications Code (bsc.ca.gov). Wind Load Design Factor of 75 MPH,

Seismic Zone 4 (seismic.ca.gov). To the extent required by law and pursuant to

Chapter 1 of Part 7 of Division 2 of the Labor Code (commencing with Section 1720).

COMPONENT A: MOBILE AIR MONITORING SHELTER

The selected respondent shall construct a mobile air monitoring shelter and must conform to

the following requirements; bidders are encouraged to conform to all recommended and

preferred specifications. Please note that a portion of the scoring of proposal is to what degree

the proposal meets the needs and preferences of the District.

The mobile air monitoring station will shelter analytical equipment of ambient air pollutants and

meteorological sensors. This project will include two particulate matter (PM) samplers; Met One



13

Instruments model BAM-1020, one configured as PM10 and the second as PM2.5. Occasionally,

the station will also include an ozone analyzer (2B Technology model 205). The station will be

fitted with a Met One sonic wind sensor Model 50.5. Lastly, the station will include data recorder

capabilities from Agilaire using a datalogger (model TBD) and the necessary wireless telemetry

for communications support. The analytical equipment and sensors will operate continuously in

a room temperature-controlled environment.

13.1. SHELTER GENERAL BUILDING SPECIFICATIONS

13.1.1. The shelter shall be at least 8 feet wide by 8 feet long and approximately 8 feet

high (minimum 6.5 feet interior height).

13.1.2. No hemlock fir is to be used in the framing of the structure. Steel or Douglas Fir

#2 or better (kiln dried lumber is preferred) shall be used.

13.1.3. The shelter shall have a weather resistant exterior finish. White or similar light

color finish is preferred. The color is important as it will help reflect sunlight and

keep the shelter’s interior as cool as possible; the desired room temperature

range will be between 70 and 80 degrees Fahrenheit

13.1.4. The shelter shall have insulation rate R-15 or greater in the roof, floors, walls

and door.

13.1.5. One steel 36-inch-wide entry door shall be installed. The door shall have steel

frame. A Schlage (preferred brand) double-cylinder deadbolt is to be installed in

the door and a set of two keys must be included. The hinges used are to be the

type with index pins to prevent opening of a closed door through removal of the

hinge pins. The doorframe is to have a good quality weather seal to keep

moisture, dust and insects out.

13.1.6. For security, no windows within the doors or structure are to be mounted.

13.1.7. The shelter will have entry ports (penetrations) for sample probes and

meteorological cabling. Two 3-inch weatherproof ports installed on the exterior

roof area. These ports will accommodate roof flange(s) compatible with the

design of the BAM sampler (District will procure such flange kits and other

details). One 3-inch port with a PVC pipe will be on an upper side of a wall to

serve as entry for cabling and plastic tubing. One 2-inch port shall be installed

in the lower area to serve as the exhaust port with black ABS pipe. Lastly, a

perforation on the floor, wall or celling will be made to accommodate

installation of an air ventilation fan of ~11-inches in diameter. This fan will help

to control the temperature inside the shelter while minimizing the operation of

the air conditioner. The exact locations of the ports and ventilator will be

determined in cooperation with the District contact prior to commencement of

construction.

13.1.8. The interior walls are to have a structural covering with wood paneling or other

type of synthetic fire proofed material that is easy to clean.



14

13.1.9. The live load-bearing capacity of the floor and roof must be at least 150 pounds

per square foot for the full length of the structure. The floor is to be completely

covered with high quality, commercial grade flooring tile (12-inch squares) or

commercial grade linoleum.

13.2. SHELTER LADDER SPECIFICATIONS

13.2.1. The shelter shall include an exterior ladder leading to the roof. The ladder shall

meet all state and federal OSHA requirements and have a 250 pound or greater

weight rating.

13.2.2. The ladder shall be attached to the exterior wall of the shelter and enable

climbing from the ground onto the roof.

13.2.3. The ladder must have a safety cover to help prevent unauthorized climbing on

the ladder and a latch or other way to lock it up.

13.2.4. The ladder roof entry must have a safety feature that prevents the technician

from falling once standing on the roof.

13.3. SHELTER GENERAL ROOF SPECIFICATIONS

13.3.1. The roof must be a walkable surface of non-slip material, with a 1-inch slope

(direction away from entry door) to prevent standing water to collect when

raining. If the roof is not meant to be walked on, then the shelter must

accommodate for the installation of a permanent platform that will allow a

person(s) to walk on the roof. The platform must be made of light weight and

rust resistant materials. If a platform is installed, coordination with District staff

must be made to discuss location of roof ports/penetrations.

13.3.2. The roof or the platform must be able to hold at least 100 pounds per square

foot.

13.3.3. The platform must be at minimum of 6 x 6 feet in size.

13.3.4. There must be a drip cap all along the roof on each side.

13.3.5. The shelter roof or platform shall have a guardrail approximately 4 feet high,

meeting federal and state OSHA standards surrounding the roof or platform

area with no gaps through which a person could walk through unimpeded. See

this website for example and guidance: http://www.tfco.com/GEN-OSHA.htm

13.4. SHELTER GENERAL ELECTRIC SPECIFICATIONS

http://www.tfco.com/GEN-OSHA.htm



15

13.4.1. The shelter shall have 110v electrical power outlets, door, lighting, etc., in

locations determined by the District prior to commencement of construction.

13.4.2. The shelter will be a mobile air monitoring station with short term periods of

operation, therefore permanent connection to electrical power will not be

required, rather, the shelter must come with a 100foot power cord of adequate

gauge to supply a minimum of 60 amps and connect to an external source, such

as the solar power trailer specified in this RFPQ, or a commercial or residential

power 120 VAC outlet.

13.4.3. The shelter shall have any exterior conduits constructed with metal conduit.

Wherever possible, electrical conduits are to be recessed into the wall(s), floor

or ceiling. There shall not be any conduit laid out on the floor as to represent a

tripping hazard.

13.4.4. A 60 Amp/120 Volt split phase sub-panel with at least 6 circuit slots that meets

all applicable California state and federal electrical codes is to be placed inside

the structure.

13.4.5. Preferably the circuit breaker panel and outlets will be recessed in the inside

wall or mounted to the wall in a location approved by District staff.

13.4.6. There are to be a minimum of six separate 120 Volt outlet circuits inside the

shelter.

13.4.7. For the exterior, there is to be one 20-amp circuit for a GFCI protected outside

outlet. Any exterior receptacles are to be weather resistant and shall be

installed on the side away from the swing of the door.

13.4.8. All wiring is to be 12 gauge or better, stranded copper and run through the

conduits.

13.5. SHELTER GENERAL SPECIFICATIONS

13.5.1. For operation when the shelter is parked, there should be permanently

attached rustproof stabilizers meeting a Wind Load Design Factor of 75 MPH,

Seismic Zone 4, and Exposure C building specifications so that no movement

can occur vertically or horizontally.

13.5.2. As part of the level stabilization system, two bubble level indicators shall be

included and attached to the frame to help setup trailer level to ground.



16

13.6. SHELTER TRANSPORTATION

13.6.1. The complete mobile air monitoring shelter’s total weight should be below 6000

pounds GVWR.

13.6.2. The shelter on trailer must be well balanced as to allow lifting the loaded

trailer’s tongue by hand by a single person.

13.6.3. The shelter must meet all transportation requirements for California public

roads and highways.

13.7. SHELTER AIR CONDITIONER

13.7.1. The shelter is to have a small wall-mounted air conditioner (A/C) unit, no heating

is necessary. The District’s preference is a 5,000 BTU A/C unit from Kenmore

mini-compact model 87050 or similar BTU rated model. Location of the wall

mounted A/C will be discussed with District’s staff.

13.8. SHELTER OTHER SPECIFICATIONS

13.8.1. The shelter design should be such that access and entry to the shelter is not

difficult by an average person. Otherwise and if necessary, the design should

include metal steps that facilitate access and entry to the shelter. It is highly

preferable that such steps are to be a fixed part of the trailer.

13.8.2. Lighting will consist of no less than two (2) separate fluorescent fixtures, or

preferably L.E.D. type for energy efficiency. Each one is to be a four (4)-foot long

twin-tube light fixture. They are to be mounted in a way that maximizes room

illumination. A double switch next to the entrance door will control the light

fixtures independently. The shelter shall have an exterior weather-proof light

fixture by the door with an additional interior switch to control its operation.

13.8.3. The selected respondent shall provide a permanently mounted work desk

running the 4 to 6 feet along one side wall of the enclosure. The desk will

include 2 or 3 pull out drawers that are each 18-24 inches wide, a base cabinet,

and an open space below the desk top on one end to act as a desk-type sitting

area for working. The work desk shall be covered with a suitable protective

covering (Formica or better).

13.9. SHELTER METEROLOGICAL TOWER

13.9.1. The preferred tower type is a triangular body, lattice type aluminum tower,

telescopic feature up to a height of 35 feet. The telescopic tower should be of

light weight approximately 55 lbs. and the up/down movement is achieved with

a manual crank up mechanism. Substitutions with other towers are discouraged

unless the substituted tower model is telescopic or retractable of similar in

design and lighter construction.



17

13.9.2. The telescoping meteorological tower must have a feature that allows the tower

to be safely cranked up and down by a single person standing at ground level.

13.9.3. When in the lowered (nested) position the tower installation design must allow

instruments to be easily accessible from the roof of shelter. This means that the

instruments should be approximately 5 feet above the roof line when the tower

is lowered. Fully extended, the tower must allow for installation of air

monitoring equipment on the mast at a height of 10-meters (33 feet high).

13.9.4. The tower must be installed as to remain stable at the top and plumb when the

tower is fully extended from a leveled trailer, and this must be accomplished

without the use of guy wires.

13.9.5. The tower must be attached to the shelter. Care shall be taken to ensure that

the structure is properly reinforced at the points of attachment, using steel

plates or other suitable support material.

13.9.6. The meteorological tower must meet all applicable guidelines for 75 MPH wind

load, exposure, and seismic zone without the use of guy wires.

13.9.7. A grounded lightning rod must be mounted atop the tower, above the

instrumentation. The tower shall be independently grounded in accordance

with all applicable electrical, local, and state regulations and guidance. The

tower must come with ground cable attached to one of the legs with 6 feet of

cable length for its connection to a ground rod.

COMPONENT B: MOBILE SOLAR PANEL TRAILER

The selected respondent shall construct a mobile solar power trailer capable of supplying

electrical power to operate the mobile air monitoring shelter continuously (described in section

13.0), during 24 hours a day for indefinite periods ranging from weeks to months. The analytical

equipment manufacturers have power support recommendations that are generous; however,

the District has taken actual wattage measurement during a month period in actual field

conditions and calculated our own power operational recommendations. Note, the sampling

period included ambient temperature varying from 3 deg. °C to 30 deg. °C.

14.1. SOLAR POWER REQUIREMENTS

The solar power electrical requirements to support the instrumentation operating in

the mobile air monitoring station follow. These wattage usage measurements were

made under 120 VAC supply.

One BAM 1020 sampler (PM10) with smart heater and pump:

192 Watts for 50 minutes/hour of operation

84 Watts for 10 minute/hour of operation

Total for 60 minutes @ 120VAC is 0.276 Kilowatts per hour (KWh)



18

0.276 KWh per hour x 24 hours = 6.624 KWd

So, for two BAMs 1020 the KWd is calculated multiplying the one BAM 1020 KWd

average times 2. Although the PM2.5 sampler pump work for less time (42 minutes

instead of 50) and the total KWh should be less, we will duplicate the KWd values for

simplicity, so:

6.624 KWd for one BAM x 2 = 13.248 KWd

In addition, the shelter will include other instruments and support equipment, the

total of KWd consumption in a 24-hour average are as follow:

One 5,000 BTU Air Conditioner = 1.2 KWd

One AC cooling fan (part of energy efficient system that will run most of time and turn

off when air conditioner is triggered on) = 0.6 KWd

One Sonic anemometer, a data logger, modem and router = 0.864 KWd

Occasionally the station will shelter an Ozone analyzer, the District will use a low power

model 2B-205. Such analyzer will not require calibration support equipment as all

QA/QC verifications will be done at the District’s office = 1.440 KWd

The total minimal KWd needed with all instruments and equipment operating in a

normal way is:

13.248 KWd 2 BAMs

1.200 KWd 1 Air Conditioner

0.600 KWd 1 Cooling Fan

0.864 KWd 1Logger and telemetry

1.440 KWd 1 O3 analyzer

17.352 KWd Watts for one day of operation

18.000 KWd Total Watts for this RFP

There are other small items that will need power periodically during short periods of

time while visiting the site, such as a laptop and light(s). Connecting power tools to

charge or their usage will be avoided during normal site operation. The District

proposes to round up the operational power needed to 18.000 KWd, The District does

not expect the solar panel array to have an extraordinary bank of batteries to support

the site during multiple days, but should harvest sufficient power for support the

operation for 24 hours. Accommodation for using a portable generator to aid in the

recharging of the batteries will be considered.

For the proper electrical design of this mobile P.V. system, the vendor is must consider

a required high-quality grade of the sine wave generated from the inverter and

compensate for power issues not limited to: inverter loss, battery voltage, battery

charger loss, average solar insolation, etc.



19

14.2. TRAILER GENERAL SPECIFICATIONS

14.2.1. Construction of the trailer, assembly of solar panels and all electrical connectors

must be durable weather proof quality of material and workmanship.

14.2.2. The desired mobile solar power trailer is to include all inverters and batteries in

the same trailer, sheltered from weather and kept secure while remaining

accessible to staff for service and inspection.

14.2.3. The trailer must meet all transportation requirements on public roads and

California Highways. Any and all DMV registrations fees will be paid by the

District.

14.2.4. For operation when the shelter is parked, there should be permanently

attached rustproof stabilizers meeting a Wind Load Design Factor of 75 MPH,

Seismic Zone 4, and Exposure C building specifications so that no movement

can occur vertically or horizontally.

14.2.5. As part of the level stabilization system, two bubble level indicators should be

included and attached to the frame to help level the trailer to the ground.

14.2.6. The mobile solar power trailer should provide receptacles to connect to it the 60

amp, 240 v power cord from the mobile air monitoring shelter. The mobile solar

power trailer shall be equipped with 120v, 20 amp, protected convenience

outlets.

14.3. TRAILER TRANSPORTATION

14.3.1. The complete mobile air monitoring shelter and the solar panel trailer should

keep total weight below 6000 pounds GVWR or as close to it as possible.

14.3.2. The trailer must be well balanced as to allow lifting the trailer’s tongue by hand

by a single person.

14.3.3. The mobile solar power trailer must meet all transportation requirements for

use on public roads and California Highways.

WARRANTIES

The mobile air monitoring shelter and mobile solar power trailer are expected to be constructed

of good quality, durable materials, and high grade workmanship from certified and licensed

workers. As such the warranty of the Component A and/or Component B of this RFP is set to be

of no less than 12 months after completion of work and acceptance of work by the District.

NON-DEBARMENT CERTIFICATION

The contract for this project will include the following language or similar addressing non-



20

debarment certification:

“CONTRACTOR certifies by signing the signature page of this original document and any

amendment signature page(s) that the CONTRACTOR is not presently debarred, suspended,

proposed for debarment, declared ineligible, voluntarily excluded from participation, or

otherwise excluded from or ineligible for participation under federal assistance programs.

The CONTRACTOR must complete and return the certification regarding debarment,

attached as Exhibit A, before the contract can be finalized. CONTRACTOR must ensure that

all subcontractors employed for conduct of this project certify to CONTRACTOR compliance

with this provision of law.”

INQUIRIES

Technical and administrative questions concerning this RFP shall be directed to Jaime Contreras,

Air Monitoring Air Quality Specialist, Karl Tupper Air Quality Specialist and/or Brian Aunger, Air

Quality Engineer from the San Luis Obispo County Air Pollution Control District at 805-781-5912.

CONFIDENTIAL INFORMATION

All responsible proposals received by the District are public records and will be available for

review by the public after the selection process is completed. Proposals containing information

the bidder requires to be kept confidential will be rejected as non-responsive.

REFERENCES

Federal Register, 40 CFR Parts 53 and 58

San Joaquin Valley Air Pollution Control District RFP – Hanford Air Monitoring Station

United States EPA QA-Handbook Vol-II, Air Monitoring Guidelines - APPENDIX A



21

IMAGES OF MOBILE AIR MONITORING SHELTER AND SOLAR POWER TRAILER

Component A: Mobile Air Monitoring Shelter

Example mobile shelter model shown is an acceptable type and construction in general; please

note, certain details in this picture that are not desired in this RFP:

1. The pneumatic telescopic mast,

2. Roof safety railing is missing;

3. The exterior ladder is missing desired safety cover;

4. Power generator is not needed; and

5. A tool box is not required.



22

Example mobile shelter model is acceptable type. Observe that original roof is not walkable so a

platform was permanently built and the met tower is the correct telescopic lattice type. Please

note, features not desirable in this RFP:

1. Missing safety cover of the ladder;

2. The gaps in between the safety railing are excessive and a person may fit thru them,

see attached OSHA standard;

3. The air conditioner is an industrial 2-ton type, therefore, the BTU output is excessive.



23

Crank up meteorological tower

Left picture is the desired type Telescopic tower, cranks up and down by hand. Picture shows

meteorological sensors (extra weight) not to be used in this project.

The right picture shows the expected type of equipment and lesser weight to be used in this

project; however, the tower is incorrect as it is not telescopic.



24

Guardrail

The safety guardrail is permanent and surrounding only the necessary work area. The original

roof of this shelter was not flat so a walkable platform was installed permitting staff to walk on

the roof.



25

Interior desk

Pictured work desk is neat and finish materials are ideal. Also, the walls and floor show surface

finish that are easy to clean. Please note, characteristics not desired in this RFP:

1. The desk is too big and occupies two walls due to “L” shape.

Interior desk work area below air conditioning units

Air conditioner is a window type, similar to what’s desired in this RFP. Surface mounted metal

conduit is acceptable but prefer them to be behind walls.



26

COMPONENT B – Mobile Solar Panel Trailer

Trailer carries and supports solar panels for road transportation. Trailer provides stabilizers for safe

deployment. Not shown, but desired is to include batteries, inverters and other support equipment

to feed power to the mobile air monitoring shelter. All of that must be in weather proof casing and

protected from unwanted handling/tampering.

Picture of shelter with solar panels as one unit. Note that this is not the mobile air monitoring

shelter. Vendor of this type of mobile solar panel trailer includes the batteries, inverters and support

equipment inside the shelter to keep them safe in a weather-proof environment. H:\TECH\Sites Info\Mobile Shelter Info\MobileAirMonitoringStationRFP_Final_ARR.docx

REQUEST FOR PROPOSALS - SLOCleanAir · ABOUT THE PROJECT ... Request for Proposal ... cooling fan....

Documents

Transcript of REQUEST FOR PROPOSALS - SLOCleanAir · ABOUT THE PROJECT ... Request for Proposal ... cooling fan....