H--Services for Asbestos Survey and Asbestos Inventory
Department of Veterans Affairs, Nashville VAMC | Published August 6, 2015 - Deadline August 13, 2015
The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract.
The offeror shall provide past performance evidence. This assessment is based on the offeror's record of relevant and recent past performance.
The offeror shall submit certifications from the state of Tennessee illustrating that they are certified Asbestos accredited building inspectors within the State of Tennessee.
All questions should be emailed to Victoria.Rone3@va.gov by August 11, 2015 at 8:00am CST. All responses to questions will be incorporated into a written amendment posted to the Federal Business Opportunities website (www.fbo.gov). Offerors are encouraged to monitor the Federal Business Opportunities website with respect to this solicitation any amendments to this Solicitation will be posted on that website (www.fbo.gov).
Quotes must be received by August 13, 2015 at 8:00am CST. Email your quote to Victoria.Rone3@va.gov. The subject line must specify VA249-15-Q-0672 - VAMC Memphis Asbestos Services. There will be no automated email notification of amendments or receipts of quotes.
The solicitation package will be posted on FedBizOpps, which can be accessed at www.fedbizopps.gov. The Government will not provide paper copies of the solicitation. Telephone, written, or facsimile, requests, for the solicitation package will not be honored. All interested parties MUST be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at 866-606-8220 or register on-line at https://www.sam.gov. There will be no automated email notification of amendments. To keep informed of changes: Check www.fedbizopps.gov frequently.
DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or enter into the award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis.
See Attached Statement of Work
Statement of Work
Asbestos Inventory and Labeling-
1. Scope of Work:
A. The service provider will complete a comprehensive asbestos survey and asbestos inventory of building materials for the VAMC Memphis, 1030 Jefferson Ave, Memphis, TN. Buildings including basements, sub-basements and roofs subject to this contract scope include:
Bldg No Function Title Yr Built # Flrs Total GSF
1 Administration Building 1967 6 552,223
1A Bed Tower 2000 7 329,656
5 Clinic Annex 1981 4 68,881
6 Telephone 1979 1 900
7 SCI 1986 4 205,337
8 1101 Poplar 1902 2 5,716
9 MRI 1994 1 6,785
10 M&R Shops 1996 1 10,407
SITE Building Owned Totals 1,179,905
The inspections and surveys for asbestos will be conducted by Tennessee certified Asbestos accredited building inspectors who will locate and identify homogeneous areas (HAs), identify asbestos content of HAs, quantify asbestos HAs, assess the condition of HAs, assess the friability and risk of occupant exposure to existing asbestos materials, and provide cost estimates and priorities for damaged or compromised asbestos discovered during the inspections. Furthermore, the service provider will follow Class IV OSHA procedures (29CFR 1926.1101) and label all existing, exposed, accessible asbestos containing building materials (ACBM) with labels conforming to that shown in Attachment A, every 6 feet of accessible thermal system insulation (TSI) containing asbestos, and every visible side of tanks and other surfacing asbestos containing material. Labels must be of such quality that they can be expected to remain adhered for 20 years.
B. The survey and inventory for asbestos will be conducted in compliance with applicable local, state, and federal codes, rules, and regulations including the Asbestos Hazard Emergency Response Act (AHERA), OSHA, title 29 Code of Federal Regulations 29(CFR) 1910.1001, 29 CFR 1926.1101, and the Asbestos School Hazard Abatement Reauthorization Act (ASHARA). Laboratories employed for identification of asbestos in bulk samples must participate in the National Institute of Standards and Technology (NIST), National Voluntary Accreditation Program (NVLAP) and prove current proficiency for asbestos identification by polarized light microscopy. Note for the purposes of this contract, any asbestos identified in a bulk sample equal to or above trace quantities shall be reported as "Positive- Asbestos Containing Material". Labs must have the ability to "point count" asbestos samples that contain 10% or less asbestos.
C. Personnel conducting this asbestos survey will be AHERA-certified asbestos building inspectors and possess applicable state professional license. Contractor will furnish all services, materials, labor, insurance, personal protective equipment, training, tools and equipment for the inspection and assessment. Contractor will properly dispose of asbestos waste generated during the course of the contract services, to include the laboratory work. Waste disposal records must be provided to the VA Medical Center Contracting Officer, Contracting Officers Representative and Safety Officer within 72 hours of removal.
D. The survey will assess all locations to include, but not limited to: roofs, caulks, glazing, piping, insulation, tile and mastics, rooms, utility closets, penthouse, basement, sub-basement, crawl space, overhead spaces; pipe chases, vaults, above suspended ceilings, etc. The survey report and inventory will detail the findings of all surveyed and sampled building material and HAs categorized by locations, asbestos content, quantity of asbestos HAs, condition of HAs, friability and risk of occupant exposure to existing asbestos materials, cost estimates and priorities for damaged or compromised asbestos and suspect debris. The report will include recommendations for ACBM Operations and Maintenance (O/M), cleanup, repair and management to minimize risk to occupants. The deliverables to the VAMC include 4 sets of hard copy binders, with each binder containing the following information from a single building:
1. Building identity and description/age
2. Inspector names, company, address, and contact information
3. Copies of inspector Asbestos Building Inspector training
4. Certificate and applicable licenses
5. Asbestos sampling forms
6. Lab identity, contact information, and results
7. HA descriptions and information (quantity, location, condition, friability and photos)
8. Risk assessment forms
9. Cost estimates and priority for abatement
10. Floor plans
11. Detailed written summary of the completed survey
12. Identify interior/exterior doorway warning signs leading into all building and mechanical spaces with identified Asbestos or
13. ABCM and photos.
E. Required bulk samples shall be taken by the contractor as defined below. For the purpose of this inspection, all building materials shall be suspect. The contractor will attach asbestos danger labels to accessible ACBM as indicated above using Class IV asbestos procedures, since labeling will have potential for incidental asbestos exposure.
Comply with OSHA 26CFR1910.1001 Class IV procedures during application of asbestos labels. TSI must be cleaned with high efficiency particulate air (HEPA) vacuums prior to warning label application. Sample locations must be clearly identified with a sample number.
F. The contractor will install asbestos warning signs on all interior/exterior doorways leading into all building and mechanical spaces that contain asbestos-containing material using a vinyl engraved sign shown in Attachment B.
G. The contractor will provide four (4) hard copies of the completed inventory binders (one binder per building) per above, along with one (2) electronic copy as an editable CD excel workbook, including photos and drawings, with each building having its own Excel worksheet. Drawing of each Building's floor plan showing sample locations and homogenous areas shall be provided in the final report. All homogenous areas shall be photographed. Color photos will be incorporated into the finished survey including the Excel spreadsheets. Photos shall be labeled as to homogenous area (by sample number), location, and type of material. Sample number shall be readable when viewed from photograph and sample location. All work shall be completed within 90 calendar days of the award. The inventory/survey report shall be reviewed and certified accurate by a Licensed Asbestos Project Designer in the State of Tennessee.
2. Contracting Officer's Representative (COR):
The VA's COR shall answer questions, escort and provide construction details, building schematics, past asbestos surveys, inspections, and related files as needed for reference. The COR will provide access to all building areas, as necessary. The VAMC Engineering Service will ensure contract compliance through routine reviews of the contractor's work, work products, and will field verify labeling meets the intent of the contract.
Past Asbestos Surveys:
Any existing asbestos surveys provided in the past are considered to be obsolete/void and shall be used "FOR REFERENCE ONLY" and shall not be a part of this new Inventory/Survey. Re-sampling of the material reference to the existing asbestos surveys shall be required.
3. Submittal and Notices
After award but prior to field work, the contractor shall meet with the VAMC Facilities Support personnel, Chief Engineer and the VAMC Asbestos Program Manager and at that time submit the following:
1) Provide a copy of State of Tennessee certification cards for all employees who will perform work on this project. Specific and current credentials for asbestos building inspectors must be provided.
2) Asbestos hazard prevention plan documenting training, PPE, procedures, and controls to ensure field work (sampling and labeling) do not create an asbestos hazard. This plan is subject to the approval of the VAMC Chief Engineer and Asbestos Program Manager prior to initiating the field work. Note: Emissions, releases, or spills of asbestos created by the contractor during the course of this work shall be remedied and resourced by the contractor and mitigated in accordance with federal and state asbestos regulations.
4. Inspection/Sampling/Evaluation Procedure
A. The contractor shall:
1) Attend a pre-survey meeting with the CO, COR, Chief Engineer and Safety Manager/Industrial Hygienist/Asbestos Program Manager prior to the submission of the proposal to discuss/review the scope of work and performance criteria related to the scope of work including a site visit.
2) Inspect all areas to locate and identify suspected asbestos containing building materials and categorize the homogeneous areas. Collect photos as described above for inclusion in the final deliverables. Attempt to achieve access through the Facilities Support personnel on all sampling missions. Note any areas that could not be inspected in the final report. The survey will be prepared under the charge of a Certified Asbestos Project Designer, who also possesses all applicable state and local licenses.
3) Determine the condition (friability) of suspected ACBM. Add appropriate signage to ACBM as discussed above using OSHA Class IV compliance/procedures.
4) Record the assessment of friable material into categories of damaged, significantly damaged, or no damage as defined by Federal Register 40 CFR 763.83.
5) Identify the appropriate management action to protect the health and safety of the building occupants.
6) Report the ACBM location, identify with drawings, quantity, and status as well as requirements for labeling and training to comply with OSHA.
7) Comply with all other requirements of field work and deliverables described herein.
B. The contractor shall ensure that bulk samples shall be taken and recorded as follows:
1) For each suspect homogeneous area, collect bulk samples for analysis in accordance with 40 CFR 763.83 and OSHA 29 CFR 1910.1001. Inventory the locations of the homogeneous areas where samples were collected indicating the exact sample location. Narrative description and photographic evidence of each asbestos HA are required.
2) Sample costs shall be quoted on a per sample basis. The number of samples required will be based on the number of homogeneous areas, contractor experience and the representative contractor will consult with contractual representative on number and type of samples taken. Some materials may be presumed to contain asbestos in accordance with AHERA/ASHARA.
3) Submit the NVLAP Lab certification as part of the submittals prior to project notice to proceed. Sample analysis shall be done by an NVLAP accredited laboratory.
5. Equipment and Materials
A. All equipment or materials needed to complete the project will be supplied by the contractor, including ladders.
6. Decontamination of Contaminated Areas
A. The contractor will be responsible for the cost of decontamination of any areas that become contaminated as a direct result of their activity as described above. Disputed circumstances will be resolved by the contracting officer.
7. Asbestos Waste Disposal
A. The contractor will be responsible for disposal of any asbestos waste generated during the project.
B. Only an authorized disposal site shall be used in accordance with regulatory requirements of NESHAP and IEPA, if needed. The Waste permit will be provided as part of the submittal documentation to the CO. A waste manifest will be submitted with closure documents each time waste is generated to the Asbestos Program Manager/ Safety Officer.
C. The contractor will provide transportation and disposal manifest documentation to provide a chain of custody record of asbestos containing waste from the project site to the disposal site, each time waste is generated from this project.
8. Additional Requirements
1. The contractor shall perform a thorough review of building records to include drawings, specifications, past removal actions (when information is available), inspection reports, industrial hygiene data, maintenance records, and reports/findings of independent asbestos surveys. The contractor shall document the presence or absence of ACM as indicated by the records review.
2. The contractor shall provide a complete update to prior Baseline Asbestos Assessment Surveys to ensure compliance with EPA, AHERA and OSHA asbestos notification requirements to building occupants are met.
3. The contractor shall survey and categorize each structure according to the AHERA risk rating system and AHERA abatement categories. The contractor shall use previous data and assessments performed to reduce survey time and effort. All information from previous survey assessments shall be incorporated into the database system using MS Excel or MS Access. In those instances where previously surveyed facilities will require supplemental sampling or information gathering it will be accomplished under this general scope of work.
4. The contractor shall conduct an Asbestos Assessment of every accessible building space included in the survey; identify types, locations and quantities of asbestos present.
5. The contractor shall collect bulk samples of suspect materials for confirmatory laboratory analysis (samples will be collected and analyzed in accordance with the recommended EPA protocol) when necessary to confirm or clarify existing asbestos surveys.
6. The contractor shall perform asbestos survey work with accredited persons meeting the inspector training requirements of AHERA and all other Federal, State, and local requirements. All accessible building interiors and exteriors will be visually inspected to identify suspect materials. Roofing materials, where required, shall be sampled to the extent that they do not compromise the integrity of the roof membrane or void the manufacturer's warranty. Samples of suspect asbestos-containing materials (ACM) will be collected in accordance with EPA Asbestos Hazard Emergency Response Act (AHERA) protocols in order to meet current U. S. Occupational Safety and Health Administration (OSHA), EPA and VA requirements. ACM will be grouped into AHERA homogeneous material categories (i.e., Thermal System Insulation or TSI, Surfacing Materials or SM, and Miscellaneous Materials or MM, type (e.g., for TSI - Magnesium silicate, "Aircell," "cork," etc.), color, size, date of installation, etc.) and then sampled in accordance with AHERA protocol.
6. Following completion of the field survey and analysis of samples, the contractor shall prepare a survey report and shall include the following:
* An introduction including a brief description of the buildings, the protocol followed to conduct the survey, findings and recommendations. The Contractor's inspectors will use unique material location identifiers (using information such as building number, floor, number, room number, compass direction, room surface and material description) to describe material locations in the facility.
* A tabular listing of those materials determined to contain, or potentially contain ACM and their locations and quantities (in linear and square feet, as appropriate for the ACM category). The tabular listing will contain, at a minimum, Campus or site, Building Number, Floor, Room Number, material category (i.e., TSI, SM or MM), material type, quantity, a numerical priority ranking, condition, potential for damage, potential for human exposure, drawing number and photo ID (as applicable). All locations will be indicated on the CAD drawings.
* Data tables containing information regarding quantities, types and locations of ACM, as well as a hazard ranking, recommended response action and associated cost estimate for implementation of those response actions. Data tables should be in Microsoft Excel, Access or other VA-approved format.
* R.S. Means cost estimate shall be provided for the remediation of all ACM hazards identified using the current year pricing.
* An Operation and Maintenance plan, to include but not limited to, procedures for maintaining existing ACM and implementing the OSHA asbestos notification requirements for building occupants.
* Color drawings shall be prepared, in an AutoCAD format, showing the location of ACM as well as sample locations.
* The contractor shall load all information into a web based facility management system. It is expected that AutoCAD drawings and Excel or Access data tables will be compatible with the facility management system.
* The contractor shall ensure that The Result Section of the report will include a description of the physical condition of the material in question that is appropriate to the survey item (e.g., AHERA categories "Good", "Damaged" or "Significantly Damaged" in the case of friable ACM). Digital photos will be used to assist the reader to understand an aspect of the material in questions. The Results Section of the report will be provided in a spreadsheet format including as a minimum digital pictures, location, type, condition, quantity, and comments.
* The contractor shall ensure that CAD floor plan drawings will be included in the report to help define material locations (where appropriate) and to assist in planning for the abatement needs.
* The contractor shall ensure that The Conclusion Section of the report will explain how and why the response action recommendations of the report were determined and prioritized.
* The contractor shall provide a separate report for each area, with each building as a subsection to the report. The contractor will be provided with a Table of Contents, executive summary, list of drawings and corresponding CAD drawing numbers, and a description of the survey techniques and sampling strategy employed. A detailed discussion of how the hazard assessment was conducted will be provided.
* The contractor shall ensure that The tabular inventory be provided in an Excel spreadsheet or Access database with report templates that can identify ACM and quantity by building, room, material type, material category, numerical priority ranking, condition, potential for damage, potential for human exposure and drawing number. Report and management plans shall include at a minimum an introduction, details, summary, attachments and all narratives in Microsoft Word as well as PDF versions. Microsoft Word should be used for all text reports, MS Excel for all spreadsheets and MS Access for all databases.
9. Medical Certification:
The Contractor shall provide written evidence, prior to commencement of this project, that all of its field employees who will be potentially exposed to asbestos during this project are (1) enrolled in a medical surveillance program for asbestos disease which meets current OSHA requirements outlined in 29 CFR 1926.58 and (2) have been medically cleared within the past 12 calendar months to wear a negative pressure, air-purifying respirator, and (3) have been fit-tested within the past 6 calendar months in the same make and model of negative pressure, air-purifying respirator as may be utilized during this project. Complete documentation shall be included in the deliverables. Contractor shall also provide written evidence of current AHERA accreditation (Building Inspector, Management Planner and/or Project Designer, as applicable) and applicable state licensure.
10. Stop Work Order:
The Contracting Officer, Safety Manager or Contracting Officer Representative (COR) may present a verbal stop work order to Contractor, if Contractor is advised of any imminent or serious health or safety hazard which Contractor is creating, and which Contractor refuses to take immediate, appropriate corrective action to mitigate. Such a verbal stop work order will be followed by a written stop work order within 24 hours by the Contracting Officer to the Project Manager. Work will not be allowed to resume until authorized by the Contracting Officer, after consultation with the Safety Manager, to ensure that the imminent or serious health or safety hazard has been abated.
11. Quality Control Plan.
The Contractor shall establish a quality control plan for all work, including that of his subcontractors, to assure compliance with the EPA and State requirements. Contractor shall submit a copy of his quality control plan concurrently with the quote. Quality control measures shall include, but not be limited to:
o Performing all required inspections and tests.
o Listing all subcontractors and services they will perform.
" Contractor will provide a list of all contractor employees and are required to have daily badges issued by police. (This is a federal facility and background checks of employees are required prior to working on a federal facility)
o Compliance with applicable Federal, state and local codes and regulations and VHA directives related to conducting the survey.
o Correction of unsatisfactory sampling and testing.
Inspectors will use the federal AHERA protocol for bulk sample collection. Surveyors will be AHERA-accredited Building Inspector, AHERA- accredited Project Designer or AHERA accredited Management Planner. Surveyors will have at least 10 years of similar experience with projects of substantially similar size and/or scope.
All laboratories used for analysis of bulk samples will be NVLAP-Accredited. Initial analysis will be performed with polarized light microscopy (PLM).
PLM results ranging from less than one percent to ten percent may need additional analysis such as transmission electron microscopy (TEM). Therefore, the Contractor will make arrangements with the laboratory to retain such samples in the event that additional analysis is requested.
12. Survey Report
The Contractor shall provide a minimum of one (1) original, five (5) bound hard copies, and one (1) electronic (CD Rom) in PDF format, plus all Excel or Access data tables and CAD drawings, of the comprehensive survey report.
The survey will provide a consistent and effective program for managing Asbestos Containing Materials (ACMs) in accordance with Asbestos Hazard Emergency Response Act (AHERA) and National Emission Standard for Hazardous Air Pollutants (NESHAPS) requirements. The final survey results and database system, in conjunction with base management plans, will provide a means of planning repairs, renovations, and demolition projects, prioritizing health risks and planning to respond to emergency situations. Assessments under this scope include identification, sampling and analysis of suspect ACMs from both the interior and exterior of VA facilities. ACM survey results will specify the type (both friable and non-friable materials) and the quantity of ACMs in either linear or square ft., as appropriate, and specify existing health risks using AHERA protocols If this information is not available from previously performed assessments, then the need for its collection will be evaluated on a case by case basis, and collected appropriately.
The contractor will provide an Asbestos Management O&M Plan as part of the deliverables.
13 Contractor Compliance with Facility Safety and Health Requirements:
Prior to start of project work, will submit as part of the deliverables a safety and health plan, the Contractor shall meet with the facility Safety Manager, regarding facility safety and security procedures (e.g., response to fire alarm, lockout/ Tagout, confined space entry, electrical safety). Contractor is responsible at all times for ensuring that all personnel (including subcontractors working under the general contractor) comply with all applicable local, state, federal and VA safety, health, environmental and security requirements and regulations.
Attachment A: Asbestos warning label required per OSHA 29CFR 1910.1001(j),(4),(i) to be placed on existing asbestos materials
Size: 4 inches by 4 inches
Attachment B: Asbestos warning sign to be placed on all mechanical doorways (interior or exterior) per OSHA 29CFR1910.1001, (j),(3),(v)
Size: 8.5 inches high by 11 inches wide; Lettering sized to fit placard