Field Support for the Canadian National Air Toxics Measurement Program in Ontario

TERMS OF REFERENCE 
SOLICITATION K8A21-14-0099


Field Support for the Canadian National Air Toxics Measurement Program in Ontario 

All enquiries concerning this solicitation must be submitted in writing to the Contracting Authority named below as early as possible within the bidding period.  Enquiries should be received by the Contracting Authority no later than five (5) working days prior to the bid closing date specified herein to allow sufficient time to provide a response.

Intellectual Property 

The Crown has determined that any intellectual property arising from the performance of the Work under the Contract will vest in Canada, on the following grounds: 

6.4 	Where the main purpose of the Crown Procurement Contract, or of the deliverables contracted for, is:

6.4.1 To generate knowledge and information for public dissemination; 

Background    

Environment Canada (EC) is responsible for initiating and maintaining field measurement programs to characterize particulate matter and air toxics concentrations at urban sites. In support of these initiatives, field technologists are required to supplement the normal level of operational support received from the Ontario Ministry of the Environment.

A.  Hamilton Area (3 sites)

Objectives

A Contractor is required to visit the monitoring station at each site in the Hamilton area to operate and maintain on-site equipment, and record sampling event operational data. The on-site equipment will include one or more of the following sampler types: dichotomous particulate matter (PM), speciation particulate matter (PM), volatile organic compound (VOC), carbonyl, and semi-volatile organics (PAH) as well as associated accessory and recording devices, as detailed in Table 1 below.  






Project Description

All Hamilton area samplers are operated, on concurrent dates, as noted in Table 1. Sample media changeover is required every 6 days at all sites.

It is estimated that 60 visits will be required to each sampling site within the interval of contract starting April 1, 2015 to March 31, 2016.  Sample changeover time per sampler is estimated to be 30 minutes.  It is estimated that 250 Km of travel is required to visit all sites.  It is estimated that 6.5 hours will be required for on-site external audits within the interval of April 1, 2015 to March 31, 2016. 

Table 1 - Sites 

SITE Name	No. of sample changeover
per visit	VOC	PAH	PM Dichot	PM Speciation	Carbonyl
Kitchener 	1	X				
Simcoe	7	X and X2	X	(2)X1	X1	X
Beasley Park (Hamilton)	5	X	X	(2)X	X1	

X: Sampling is carried out for 24 continuous hours every 6th day. 
X1: Sampling is carried out for 24 continuous hours every 3rd day but sample media changeover is only required every 6 days.
X2: Sampling is carried out for 4 continuous hours every 3rd day but sample media changeover is only required every 6 days.

Site Locations:

SITE NAME	CITY	LOCATION
 Kitchener	Kitchener	West Ave. & Homewood
 Simcoe	Simcoe	Experimental Farm
 Beasley      Park	Hamilton	Elgin&Kelly


Statement of Work and Deliverables

The Contractor shall perform the following tasks while visiting each site:

1.	Removal of exposed sample media (i.e. dichotomous sampler filters, PM speciation cartridges, VOC canisters, carbonyl and semi-volatile PAH cartridges) and installation of new sample media for subsequent sampling events.
2.	Programming of samplers to operate unattended over the correct time intervals, on the correct dates.
3.	Liaison with EC labs regarding supplies (e.g. sample media, gloves) and parts when required.
4.	Recording of all required field data, including sampler operating parameters and anomalies, on the appropriate data sheets provided by EC.
5.	Packaging exposed sample media in original containers (boxes and cases) with associated data sheets and returning by courier to, 335 River Road, Ottawa, ON, K1V 1C7 on a weekly basis.  Shipping costs will be covered by EC.
6.	Performing flow checks on dichotomous and PM speciation samplers at least every 3 months using a traceable transfer standard provided by EC.  Flow check results must be recorded on data sheets.
7.	Troubleshooting and performing minor repairs of malfunctioning on-site equipment using parts supplied by EC.
8.	Attendance during on-site external audits, if requested.
9.	Capacity to provide support for special short-term intensive monitoring programs or new sampling programs if and as required (extra site visits may be required).
10.	Provide a detailed station report every month.


Within the constraints of a fixed sampling schedule (exact sampling dates to be provided by EC), the Contractor is free to schedule the performance of tasks under this contract on dates and at times of the Contractor’s choosing between scheduled sampling dates.

The Contractor will be provided with Standard Operation Procedures for each sampler.





B. London Area ( 2 sites)

Objectives

A Contractor is required to visit the monitoring station at each site in the London area to operate and maintain on-site equipment, and record sampling event operational data. The on-site equipment consists of volatile organic compound (VOC) samplers, as well as associated accessory and recording devices, as detailed in Table 2 below.  


Project Description

Samplers at both sites are operated, on concurrent dates, every 6th day.  Sample media changeover is required every 6 days at both sites.

It is estimated that 60 visits will be required to each sampling site within the interval of contract April 1, 2015 to March 31, 2016.  Sample changeover time per sampler is estimated to be 30 minutes.  It is estimated that 210 Km of travel is required to visit all sites.  It is estimated that 1.0 hours will be required for on-site external audits within the interval of April 1, 2015 to March 31, 2016.


Table 2 - Sites

SITE Name	No. of sample changeover
per visit	VOC
Centennial Park	1	X
London AQI Site	1	X

X: Sampling is carried out for 24 continuous hours every 6th day. 


Site Locations:

SITE NAME	CITY	LOCATION
 Centennial Park	Sarnia	Front St. at C.N. tracks
 London AQI Site	London	900 Highbury Ave


Statement of Work and Deliverables

The Contractor shall perform the following tasks while visiting each site:

1.	Removal of filled VOC canisters and installation of new ones for subsequent sampling. 
2.	Programming of samplers to operate unattended over the correct time intervals, on the correct dates.
3.	Liaison with EC labs regarding supplies.
4.	Recording of all required field data, including sampling anomalies, on the data sheet provided by EC.
5.	Return of samples and completed data sheets by courier to, 335 River Road, Ottawa, ON, K1V 1C7 on a weekly basis.  Shipping costs will be covered by EC.
6.	Basic, prescribed maintenance of all equipment and verification of flow calibrations on a routine basis.
7.	Troubleshooting and performing minor repairs of malfunctioning on-site equipment using parts supplied by EC.
8.	Attendance during on-site external audits, if requested.
9.	Capacity to provide support for special short-term intensive monitoring programs or new sampling programs if and as required (extra site visits may be required).
10.	Provide a detailed station report every month.




Within the constraints of a fixed sampling schedule (exact sampling dates to be provided by EC), the Contractor is free to schedule the performance of tasks under this contract on dates and at times of the Contractor’s choosing between scheduled sampling dates.

The Contractor will be provided with a Standard Operation Procedure for the VOC sampler.



C. Ottawa Area (1 site) 

Objectives

A Contractor is required to visit the monitoring station at each site in the Ottawa area to operate and maintain on-site equipment, and record sampling event operational data. The on-site equipment includes the following sampler and monitor types: dichotomous particulate matter (PM) sampler, speciation particulate matter (PM) sampler, volatile organic compound (VOC) sampler, continuous particulate matter (PM2.5) monitor, as well as associated accessory and recording devices, as detailed in Table 3 below.  


Project Description

Samplers are operated on concurrent dates as noted in Table 3.  Sample media changeover is required every 6 days.

It is estimated that 60 visits will be required to each sampling site within the interval of contract starting April 1, 2015 to March 31, 2016.  Sample changeover time per sampler is estimated to be 30 minutes.  It is estimated that 60 Km of travel is required to visit the site.  It is estimated that 2.5 hours will be required for on-site external audits within the interval of April 1, 2015 to March 31, 2016.






Table 3 - Site 

SITE Name	No. of sample changeover
per visit	VOC	PM Dichot	PM Speciation	Continuous PM2.5 monitor
Ottawa
Downtown	5	X	X	X	two(2) PM2.5 monitor - X3
					

X: Sampling is carried out for 24 continuous hours every 6th day.
X1: Sampling is carried out for 24 continuous hours every 3rd day but sample media changeover is only required every 6 days.
X3: Sampling is continuous 24 hours / 7 days a week and need to be verified / maintain every 6 days.


Site Location:

SITE NAME	CITY	LOCATION
Ottawa Downtown	Ottawa	Wurtemburg St, near Rideau St.
		



Statement of Work and Deliverables

The Contractor shall perform the following tasks while visiting the site:


1.	Removal of exposed dichotomous sampler filters, PM speciation cartridges, VOC canisters, maintain the particulate PM2.5 monitors and installation of new sampling media for subsequent sampling.
2.	Performing leak check and replacing the sampling filter on the PM2.5 monitors,
3.	Programming of samplers to operate unattended over the correct time intervals, on the correct dates.
4.	Liaison with EC labs regarding supplies.
5.	Recording of all pertinent field data including instrument operating parameters and anomalies.
6.	Return of all data sheets and exposed samples by courier to Ottawa on a weekly basis.  Shipping costs will be covered by Environment Canada.
7.	Basic, prescribed maintenance of all equipment and verification of flow calibrations on a routine basis.
8.	Basic troubleshooting and minor repairs of malfunctioning equipment using parts supplied by EC.
9.	Attendance during on-site external audits, if requested.
10.	Capacity to provide support for special short-term intensive monitoring programs or new sampling programs if and as required (extra site visits may be required).
11.	Provide a detailed station report every month.

Within the constraints of a fixed sampling schedule (exact sampling dates to be provided by EC), the Contractor is free to schedule the performance of tasks under this contract on dates and at times of the Contractor’s choosing between scheduled sampling dates.

The Contractor will be provided with Standard Operation Procedures for each sampler and monitor.
D. Toronto Area (4 sites)

Objectives

A Contractor is required to visit the monitoring station at each site in the Toronto area to operate and maintain on-site equipment, and record sampling event operational data. The on-site equipment will include one or more of the following sampler types: PM2.5 and dichotomous (coarse and fine) particulate matter (PM), and volatile organic compound (VOC), as well as associated accessory and recording devices, as detailed in Table 4 below. 


Project Description

All Toronto area samplers are operated, on concurrent dates, every 6th day, except as noted in Table 4. Sample media changeover is required every 6 days at all sites.

It is estimated that 60 visits will be required to each sampling site within the interval of contract starting April 1, 2015 to March 31, 2016.  Sample changeover time per sampler is estimated to be 30 minutes.  It is estimated that 200 Km of travel is required to visit all sites.  It is estimated that 3 hours will be required for on-site external audits within the interval of April 1, 2015 to March 31, 2016. 

Table 4 - Sites 

SITE Name	No. of sample changeover
per visit	VOC	PAH	PM Dichot.	PM 2.5 Sampler
Brampton 	1	X			
Etobicoke West	2	X			X1
Newmarket	1	X			
Kipling
	2	X		X	

X: Sampling is carried out for 24 continuous hours every 6th day. 
X1: Sampling is carried out for 24 continuous hours every 3rd day but sample media changeover is only required every 6 days.


Site Locations:

SITE NAME	CITY	LOCATION
Brampton	Brampton	525 Main St. N. 
Etobicoke West	Toronto	Elmcrest Rd., Etobicoke
Newmarket	Newmarket	Hwy 47 & Hwy 48
Kipling	Toronto 	461 Kipling Ave., Etobicoke


Statement of Work and Deliverables

The Contractor shall perform the following tasks while visiting each site:

1.	Removal of exposed dichotomous and PM2.5 sampler filters, VOC canisters, and installation of new sampling media for subsequent sampling.
2.	Programming of samplers to operate unattended over the correct time intervals, on the correct dates.
3.	Liaison with EC labs regarding supplies.
4.	Recording of all pertinent field data including instrument operating parameters and anomalies.
5.	Return of all data sheets and exposed samples by courier to Ottawa on a weekly basis.  Shipping costs will be covered by Environment Canada.
6.	Basic, prescribed maintenance of all equipment and verification of flow calibrations on a routine basis.
7.	Basic troubleshooting and minor repairs of malfunctioning equipment using parts supplied by EC.
8.	Attendance during on-site external audits, if requested.
9.	Capacity to provide support for special short-term intensive monitoring programs or new sampling programs if and as required (extra site visits may be required).
10.	Provide a detailed station report every month.



Within the constraints of a fixed sampling schedule (exact sampling dates to be provided by EC), the Contractor is free to schedule the performance of tasks under this contract on dates and at times of the Contractor’s choosing between scheduled sampling dates.

The Contractor will be provided with Standard Operation Procedures for each sampler.


E. Windsor Area (1 sites)

Objectives

A Contractor is required to visit the monitoring station at each site in the Windsor area to operate and maintain on-site equipment, and record sampling event operational data. The on-site equipment will include one or more of the following sampler types: dichotomous particulate matter (PM), speciation particulate matter (PM), volatile organic compound (VOC), and carbonyl, as well as associated accessory and recording devices, as detailed in Table 5 below.  


Project Description

All Winsor area samplers are operated, on concurrent dates, every 6th day, except as noted in Table 5. Sample media changeover is required every 6 days at all sites. 

It is estimated that 60 visits will be required to each sampling site within the interval of contract starting April 1, 2015 to March 31, 2016.  Sample changeover time per sampler is estimated to be 30 minutes.  It is estimated that 240 Km of travel is required to visit all sites.  It is estimated that 2.5 hours will be required for on-site external audits within the interval of April 1, 2015 to March 31, 2016. 

Table 5 - Site

SITE Name	No. of sample changeover
per visit	VOC	PAH	PM
Dichot.	PM Speciation	Carbonyl
						
Windsor AQI site	5	X1		(2)X	X	X



X: Sampling is carried out for 24 continuous hours every 6th day. 
X1: Sampling is carried out for 24 continuous hours every 3rd day but sample media changeover is only required every 6 days.

Site Location:

SITE NAME	CITY	LOCATION
		
Windsor AQI site	Windsor	College St. & South St.


Statement of Work and Deliverables

The Contractor shall perform the following tasks while visiting the monitoring stations:

1.	Removal of exposed dichotomous and PM2.5 sampler filters, PM speciation cartridges, VOC canisters and aldehyde and installation of new sampling media for subsequent sampling.
2.	Programming of samplers to operate unattended over the correct time intervals, on the correct dates.
3.	Liaison with EC labs regarding supplies.
4.	Recording of all pertinent field data including instrument operating parameters and anomalies.
5.	Return of all data sheets and exposed samples by courier to Ottawa on a weekly basis.  Shipping costs will be covered by Environment Canada.
6.	Basic, prescribed maintenance of all equipment and verification of flow calibrations on a routine basis.
7.	Basic troubleshooting and minor repairs of malfunctioning equipment using parts supplied by EC.
8.	Attendance during on-site external audits, if requested.
9.	Capacity to provide support for special short-term intensive monitoring programs or new sampling programs if and as required (extra site visits may be required).
10.	Provide a detailed station report every month.


Within the constraints of a fixed sampling schedule (exact sampling dates to be provided by EC), the Contractor is free to schedule the performance of tasks under this contract on dates and at times of the Contractor’s choosing between sampling dates.

The Contractor will be provided with Standard Operation Procedures for each sampler.



Access to Sites

All sites are managed by the Environmental Monitoring and Reporting Branch (ERMB) of the Ontario Ministry of Environment (MOE).  EMRB will provide appropriate access to the sites. 


Method of Payment 

The Contractor will invoice EC monthly during the contract period, in accordance with the cost breakdown submitted in their proposal.



Award of Five (5) Separate Contracts

EC has a requirement to operate, maintain and record operational data from on-site sampling equipment in five (5) different areas of Ontario (Hamilton, London, Ottawa, Toronto and Windsor) and will, accordingly, be awarding 5 separate contracts.