1-BPM005860 - Method And Approach.pdf

Procurement

METHOD AND APPROACH

Solicitation No: BPM005860 Available online at https://app.az.gov

Rev 09/2022

1. Scope of Work Requirements

Spray Systems of Arizona, Inc. dba Spray Systems Environmental “Spray Systems” operates under a three (3) tier management system. To ensure that structure and proper communication goals are met or exceeded, we have a specific system in place to set up, run and review all asbestos, lead, and mold remediation projects. This system is multi-layered and overlapping so there are multiple checks done by more than one person. The key personnel involved in the project are the Estimator, Project Manager, Field Superintendent, and on-site Contractor Supervisor.

Estimating: The first of those three (3) tiers is estimating. During the estimating phase of bidding a project, the estimator quantities the scope, identifies potential hazards to completing the project, and decides the safest, most compliant, and most cost-effective approach to completing the project.

After receiving an Abatement Project Request, we will assign Key Personnel Estimator to the specific project. The estimator assigned will have a working knowledge of the Contract process and will be one of approved our key individuals listed in our Organizational Chart., our key Estimators have many years of experience, hold EPA, AHERA certifications and are members of the American Society of Professional Estimators.

Every cost estimate is prepared using computer-based estimating programs specifically designed for our use. The automated system includes a cost-effective checklist, which uses an assembly’s type format. The Assemblies estimate organizes each separate project item to reflect a logical, sequential approach to estimating. The result is divided into divisions that break down the proper cost for the project. General conditions, material descriptions, takeoff quantities, labor costs, unit costs, labor prices, labor amounts, material price, subcontractor amounts, equipment prices, small tools and supplies cost, permit fees, bonding cost, insurance fees, contingencies and gross profit are some of the divisions used in our program. All costs associated with this Contract will be proved per the Key personnel Hourly Rates, and Abatement Pricing of the Contract.

Once the Using Agency requests an Abatement Project Request, our assigned Estimator will do the following:

➢ Contact the proper Representative to discuss project scope in detail.

➢ Set up an on-site inspection of the subject property with all applicable parties.

➢ Walk the entire site and review site conditions. Inspect and investigate the conditions affecting the work, availability of power and water, accessibilities, storage and handling, material location, equipment storage and waste load out issues.

➢ Identify the location of the site.

➢ Obtain copies of all surveys, reports and technical specifications.

➢ Obtain and maintain all drawings.

➢ Review all job specific requirements, contacts, known hazards, procedures and any and all items as listed in Section 4 of the Contract.

➢ Verify again the utility requirements like power, water and security.

➢ Outline the project scope, safety concerns, project specifications, scope of work, survey information, site conditions, quantities of materials and project engineering controls and scheduling timelines with the Using Agency.

➢ Submit a detailed not to exceed proposal estimate to the Using Agency for approval. The estimate will include all labor, materials, equipment, utilities, markups, temporary facilities, services, and all other related facilities as specified per our Contract Agreement Hourly and Unit Rates. The proposal will also include the duration of the work hours anticipated and will be submitted on the required spread sheet format.

https://app.az.gov/

Upon award, the Estimator completes a project information sheet and turns it over to the Project Manager.

Project Management: The second tier is Project Management that verifies all project related specifications and drawings and puts together a comprehensive plan to complete each project. The Project Manager will set the job up with the using agency.

The second tier of the three (3) tier management system is the transfer of the project to a dedicated project manager. The project documents are shared via Microsoft SharePoint, this continues through the entire completion of the project. The project manager reviews the documents, and typically visits the project with the estimator to verify that all pertinent details are being communicated between estimator and project manager.

During this second phase of project management, the asbestos, lead, and/or mold survey, technical specifications will be reviewed. The actual and current site conditions will be evaluated, and the project manager will begin the pre-abatement work plan.

Pre-submittals including the following will be compiled:

➢ NESHAP notification

➢ Negative Exposure Assessments (NEA)

➢ Employee training certificates and medical surveillance monitoring

➢ Safety Data Sheets (SDS)

➢ Certificates of Insurance (COI)

These will be submitted to the Owner, Owners Representative, and/or the Environmental Consultant prior to the project start and within the timeframe allowed by the contract. This industry leading practice allows us to provide an uninterrupted flow of pertinent project paperwork unequaled in our industry.

All information for each project is shared within the company using custom designed software on a secured server, Microsoft SharePoint, and Field Flo. The Estimator and Project Manager will have the authority to track problems and contact the end-user to resolve any issues or unsatisfactory performances by us. Every effort will be made by us to identify and resolve any problem prior to it becoming an issue at the close of the project. This is provided by our company to support a successful business relationship with our client and to maintain and ensure quality customer service during all phases of our work.

To ensure that our company satisfies the requirement of this Contract, and that the quality control and project management goals of our company are met or exceeded, we have a specific system in place to set-up, run and review projects. This system is multi-layered and overlapping so there are multiple checks done by more than one key person assigned to the project.

We have quantifiable daily checks and balance systems in place to ensure that the project is being completed successfully per our contract terms and conditions, scope of work, specifications, and general conditions of the project. All phases of the project are monitored by the Key Personnel assigned to the specific project using daily check off sheets. This in-house information sheet has all pertinent information including the site address, a description of the project, billing information, NESHAP information and other permits required, safety equipment needed and contact information for the site including the owner contact, general contractor name, consultant info, and any subcontractors required. All other information about the scope of work, bid, material quantities, general project information and any other notes are gathered into a project file and shared on a secured server.

The Project Manager then meets with the Estimator and Field Superintendent to discuss the project and review the file. A copy of the specification, Scope of Work, bid, notes, schedule, NESHAP, floor plans and any other pertinent information is copied and given to the field superintendent. A copy of this information will also be given to the Site Supervisor. This allows at least three people other than the Site Supervisor to have detailed information on the scope and requirements of the specific project. The paperwork will be reviewed for accuracy.

Prior to the start of the project, the Field Superintendent and/or Project Manager, and Estimator will meet the using agency staff and Consultant on site for a pre-job walk-through. Again, all parties will review the project paperwork, NESHAP, and scope of work and specification. At that time, a final schedule will be developed and submitted for approval. At the start of the project, the Field Superintendent and/or Project

Manager will meet the Consultant, Site Supervisor, and crew at the job site to walk the site and again review the scope of work to ensure a full understanding of the Using Agency’s project quality goals.

Projects will then have daily site visits conducted by the Field Superintendent or Project Manager to check productivity and quality.

During these visits, checks will be made to verify that the work is being performed per the scope of work, specifications and any applicable codes or regulations. The key Field Superintendent and our company

Health and Safety Officer will also conduct site safety inspections with the crew. Toolbox safety meetings are held daily, and each key Supervisor is given a checklist to fill out. The checklist becomes part of the project paperwork. Our in-house Safety Manager also conducts unannounced safety audits on a random number of projects.

The Project manager will also be responsible for obtaining, developing, and maintaining the schedule, all schedules are put together using Microsoft Project Scheduler. The schedule will also be reviewed during the site visits to verify that the project is on track and will be completed on or before the scheduled completion date. When applicable, weekly progress reports will be sent to the Using Agency staff showing actual work in progress. Should there be a change in scope or schedule, our key Project Manager will submit in writing to the applicable Using Agency staff any change in the scope or schedule. No additional work will be conducted without the written consent of the Using Agency or their approved Consultant.

Spray Systems will provide any and all documentation of the request and all back-up paperwork required.

In order to ensure compliance with our Contract, our Project Management Division has in-place a Project

Managers Checklist. The checklist is used on all projects. Below is a sample list of items used in our checklist:

➢ Review the entire file and get all information from Estimator.

➢ Check our job information sheet to make sure it’s properly filled out.

➢ Introduce yourself and contact the Owners job representative.

➢ Identify and verify the location of the site.

➢ Get copies of all drawings of the area to be abated.

➢ Obtain and maintain copies of all surveys and reports.

➢ Verify, confirm, and review the specification and survey report.

➢ Obtain all contacts and emergency phone lists.

➢ Set up a pre-construction conference.

➢ Verify that the proper permits have been filed. Re-check notifications. Have 3 other people verify that proper notification has been met.

➢ Inspect N.T.P. and/or Contract and verify all information.

➢ Review Technical Specification, survey, and scope of work report.

➢ Order Insurance and Bonds, if applicable.

➢ Compile pre-Job Submittals and any other paperwork required by the Specification or State requirements in Section 3 of Contract.

➢ Meet at site for pre-construction conference with all applicable parties.

➢ Make copies of all pertinent information for the site supervisor.

➢ Check for availability of power and water.

➢ Contact all subcontractors.

➢ Set up personnel and project schedule.

➢ Notify Superintendent of any special material or equipment requirements.

➢ Contact any Tribal Employment Office if this is a project on Tribal Land.

➢ Contact subcontractors and issue N.T.P. for sub work if applicable.

➢ Verify actual scope of work with Environmental Consultant

➢ Track man hours and schedule. Keep using Agency up to date with email schedules.

➢ Run job costs.

➢ Answer phone calls from Using Agency and/or Consultants.

➢ Process invoices per approved method.

➢ Review project closeout and punch out items with Using Agency Staff.

In order to ensure compliance with our Contract, we have in place an Abatement Project Checklist that will ensure that the project will be done in accordance with the required timeframes and without changes to the Scope of Work. The checklist will be used on all using Agency projects. As listed in the Abatement Project Request above, the Key Estimator will provide the Using Agency with a written firm, fixed price for each scope of work. Once the project has been awarded and it becomes an official project, we will complete the scope of work within the stipulated timeframe as outlined in the estimate. In order to keep the project in compliance, our company will use the following checklist:

➢ Initiate with the Using Agency Representative according to the Scope of Work. This will include, but is not limited to, determination of project completion, review and approval of work schedules, approval of clean up procedures, approval of the use of certain equipment, personnel, materials, services, and/or procedures, establishment of proper safety protocol, and stop work orders for conditions concerning personnel safety, environmentally unsafe activities, procedures, or unnecessary work.

➢ Track man hours and schedule. Keep using Agency and Consultant up to date with email schedules.

➢ Schedule updates with Using Agency.

➢ Make sure there are no safety conditions.

➢ Review training programs.

➢ Answer phone calls from Using Agency and/or consultants.

➢ Process invoices.

➢ Review project closeout and punch out items. At a minimum, the close out report will record all labor, materials, outside services, description of work, waste manifesting, supervisors’ logs, containment logs, sign in sheets, personal air monitoring results, safety meeting records, personnel certifications, and medical monitoring approval.

Site Supervision: This is the third tier of management. The General Superintendent will oversee the Supervisor who will run the job. An AHERA/OSHA or EPA Title X lead Contractor/ Supervisor is assigned to each project. This final level ensures any oversight or miscommunication is identified and resolved with senior management.

Our Company has in place specific engineering controls and procedures that are used as appropriate for site conditions and are developed specifically to the types of asbestos and lead containing materials to be removed. All work area preparation procedures and controls will be done in accordance with all federal, state and local regulatory requirements. Our work plans are approved by AHERA certified Project Designers. At a minimum, the following regulations will be adhered to:

Asbestos: 29 CFR 1926.1101 (k) Lead: 29 CFR 1926.62 (m)(2)(i)

Prior to abatement, asbestos controls will be established and/or constructed and maintained to comply with OSHA’s Asbestos and Lead abatement standards. The key components of our Controlled Work Area Preparation Plan are identified below.

➢ All necessary and movable furnishings, equipment and fixtures in the work area will be pre-cleaned by wet-wiping or HEPA (High Efficiency Particulate Air) vacuuming, if necessary, removed and stored in an area approved by the Using Agency. This will be done to help protect the items from contamination and to prevent damage.

➢ All entrances to the work area will be barricaded with caution tape and/or otherwise secured to prevent inadvertent entry by unauthorized and/or unprotected persons.

➢ For gross removal operations, a negative pressure enclosure with HEPA filtered air exhausted to the outside of the structure will be constructed per the OSHA class of work.

➢ All personnel entering the work area will be required to wear appropriate personal protection equipment (PPE).

➢ All hazardous debris will be bagged up and cleaned up promptly, and especially at the end of each shift.

➢ No eating, drinking, smoking, chewing, will be promoted within the designated work area.

➢ All work in the designated work area will be supervised by the Key Competent Person.

➢ Each work area will have an emergency exit. In addition, an emergency contact list of phone numbers will be always available on site.

➢ Inspection view ports windows will be installed.

➢ Critical barriers consisting of 2-layers of 6-mil poly will be installed over all vents, openings and any other areas requiring them.

➢ Danger signs with the appropriate message will be posted at all potential entry points and as appropriate to ensure sufficient warning.

➢ Manometers will be installed to ensure compliance and evidence of negative pressure.

Knowledge and Compliance with Regulations: Our company has in place a comprehensive regulatory compliance program to ensure that our Key Personnel and any subcontractor used on site is aware of all applicable rules and regulations concerning our scope of work under this Contract. We utilize a wide variety of systems to keep up to date with all changing rules and regulations. We use training schools, internet providers, safety programs, web sites, books, manuals, CD’s, computer programs and monthly safety meetings to keep on the cutting edge of regulatory compliance. We have weekly management meetings and regulatory compliance is the main topic discussed.

All work will be carried out in full compliance with all applicable Federal, State, County and local regulations, codes, standards, requirements, and guidelines regarding our abatement activities. All Key Personnel assigned to this Contract will be AHERA, EPA and/or OSHA lead certified and will always have proper medical cards/clearances and fit tests on site. Safety is and always will be our top priority. Our company has in place a company Health and Safety Plan that meets or exceeds current standards. Along with our company wide program, we will provide a site-specific safety plan that will be developed and adhered to for each project to along with any and all other safety documents for the project. Key Personnel and workers assigned to this Contract will have a minimum number of years’ experience. Key Personnel will be trained in EPA regulations, OSHA safety and will be responsible for the overall regulatory compliance of the entire crew. Our Crew Supervisors are committed to “Nobody Gets Hurt” vision.

Materials, Equipment and Employees:

We agree to provide and supply all labor, supervision, installed and consumable materials, equipment, services, testing devises, warehousing, tools, and all items necessary for the abatement of asbestos, lead, and mold containing materials, or contaminated materials and restoration of work as required by this contract. All asbestos, lead, and mold abatement will be carried out in compliance with all applicable Federal, State, County and local regulations, codes, standards, requirements and guidelines regarding ACM, Lead, Mold and any other abatement activities covered under this contract. We employ a large staff of certified employees to perform work under this contract as shown by referring to the Key Personnel section of this Solicitation. All our employees are competent professionals for the type of work covered under this contract. The employees are AHERA, EPA and/or OHSA lead certified and will always have proper medical cards/clearances and fit tests on site. We will NEVER subcontract any asbestos, lead, or mold abatement work to any individual or company. We also agree to notify other personnel that are not employed by our company, but are in areas adjacent to work, of the location and presence of ACM/LCM or microbial contamination per OSHA regulations.

Mold Abatement Approach:

Spray Systems experience on microbial remediation projects includes multi-million-dollar projects for more than 38 years. Our approach and methodology is the result of real-world experience.

Spray Systems maintains the business practice of working with a third-party environmental consultant to prevent conflict of interest between determining the scope and the associated costs to remedy the issue.

This begins with the identification of the extent and severity of the microbial contamination. The environmental consultant determining the scope of the work prevents the incomplete remediation or over exaggeration of remediation necessary and the associated over inflated costs that would be involved.

Spray Systems in conjunction with the consultant will evaluate the potential for exposure to building occupants and other subcontractors. Before microbial remediation is started, the source of the moisture will be identified. Typically, this will involve a roofer, plumber, or other subcontractor to correct this deficiency. After the source of moisture is determined and repaired, a better understanding of breadth of the area needing to be remediated can be evaluated.

The methodology to remediate microbial contamination is similar to asbestos abatement. Our experienced supervisors and crews have unlimited equipment resources available to dry-out, demolish or clean any type of building material. Installation of critical barriers to isolate the affected portions of a building, as well as High Efficiency Particulate Air (HEPA) filtered air units exhausted to the outside to create negative air pressure differential and airflow are standard procedure. Management of microbial remediation projects follows with the three (3) tier Spray Systems approach to all projects. This is especially important for smaller projects since it alleviates the potential for miscommunication when most people think c it is not necessary.

The affected parties or stakeholders of large projects also benefit from the three (3) tier Spray Systems management approach. Typically, the consultant will be the driving force of these types of projects with investigation being done simultaneous with remediation activities. As areas are completed, the consultant will visually inspect for complete gross removal and detail clean to a Best Workmanship Standard. Upon successful completion of the remediation process, Spray Systems will wait for the third-party environmental consultant to complete air sampling. If Indoor Air Quality (IAQ) sampling is acceptable in comparison to exterior or other control sampling, Spray Systems will remove the work are critical barriers and air filtration units.

The primary goal of every Spray Systems Environmental project, whether it be an asbestos or lead abatement, or a microbial remediation project is to cost-effectively, safely, and environmentally compliantly complete the project with the approval of the owner, owner’s agent, and the environmental consultant.

Air Monitoring:

Daily, personal, time-weighted average (TWA), full-shift air sampling will be collected from a minimum of 25% of the work force for each exposure task for the duration of the project. Sampling will be conducted on the worker expected to have the highest exposure. Excursion limit sampling will also be conducted as required by OSHA. Flow rate will not exceed 2.5 liters per minute for evaluating Permissible Exposure Limits (PEL) and 3.5 liters per minute for the EL.

Quality control samples will be submitted daily. If required, we will conduct area monitoring per section 8.2.1 of the contract. Also, final clearance shall show fiber concentrations equal to or less than the AHERA clearance concentration of 0.01 f/cc (by PCM) or 70 str/mm2 9 by TEM). Records of all air monitoring will be available on-site as soon as they are finished. Results will also be provided at the close of the project along with copies of all manifests, permits, and closed out documents required. All samples will be analyzed by our subcontracted approved and certified laboratory.

Safety Statistics:

The following OSHA safety statistics for Experience Modification Rate (EMR), Total Recordable Incidents Rate (TRIR), Days Away Restricted Transfer (DART) document our past safety performance. Safety is a core value of Spray Systems Environmental as proven below.

Restore and Repair of Existing Services and Work Area:

Prior to finalizing and submitting the final Scope of Work and proposal, a company representative will meet with the applicable Using Agency Representative to discuss any areas that may require repairs or alterations because of our abatement or because of employee activities. This will be done to properly re-establish the work area and can include, but is not limited to mechanical, heating, ventilation, air conditioning, lighting, and electrical systems that were shut down during the abatement process. After abatement has been completed, we will apply encapsulants to surfaces where Regulated Asbestos Containing Material (RACM) was removed.

Also, we will repair to original condition all areas damaged because of abatement activities including removal of all glue, tape residue. and any other attachment devices used to establish a negative pressure containment. A detailed list of items to be repaired or replaced will be provided in an easy-to-read format so that the Using Agency can review, ask questions and/or approve the material items. Only necessary items will be replaced, re-installed, re-established, and installed because of our written agreement and approval prior to any work being conducted under this contract.

Completion of Project:

At all times, we will be responsible for coordination of all site inspections and will be responsible for the quality of work, and recognition of unusual or special situations as it pertains to the specific job. The Using Agency will be notified in writing should any situations require action on their part. We will coordinate with the using Agency so that they may have access to the work site, materials, records, or any other relevant data always. Should the Using Agency need access, we will brief the designated representative on applicable protocols and the approved person will be accompanied by one of our representatives. Our company will have the overall responsibility for the implementation and enforcement of compliance with the work area and subject site and we agree to conduct on-site supervision as necessary for the evaluation of the effectiveness of our work. Prior to completion of a project, a final walk-through will be conducted with the Using Agency Representative and the Consultant to document final completion of the project. At that time, any restoration items or repairs can be documented. Also, any re-cleaning can also be identified and conducted. Once the final inspection is done and agreed to, we will perform containment tear down and begin demobilization. As always, all regulated waste will be disposed of in an approved waste disposal site in accordance with all applicable regulations.

After final approval for completion has been achieved, we will submit the following post-job submittals within one (1) month to the proper Using Agency / Consultant:

Daily Field Reports, Daily Sign in Sheets, Containment Logs, Safety Meeting Logs, Respirator Maintenance Log, Air Sampling Results, Clearance testing Results, Transportation and Disposal Records (Waste Manifest)

2021 2020 2019

EMR 0.85 0.82 0.69

TRIR 1.17 0.0 1.98

DART 1.17 0.0 1.98

2. Project Team

The management team will select a site supervisor and crew based on previous experience with a particular scope of work, complexity of the project, familiarity with a specific project site and specific site requirements such as special badging.

As previously described, the second tier of management is project management. During this phase the project manager, along with the General Superintendent and site supervisor will review the scope of work before, during and after project completion to ensure each project goal or milestone is met on time. There are quantifiable daily checks to ensure these project milestones, contract terms and conditions, scopes of work, general conditions, and project specifications are met. The Project manager will also be responsible for obtaining, developing, and maintaining the schedule. The schedule will also be reviewed during the site visits to verify that the project is on track and will be completed on or before the scheduled completion date. It is at this time that the management team will adjust the project approach, if necessary, to increase job-site safety and productivity. When applicable, weekly progress reports will be sent to the Using Agency staff showing actual work in progress. Should there be a change in scope or schedule, our key Project

Manager will submit in writing to the applicable Using Agency staff any change in the scope or schedule.

No changes in the scope of work will be conducted without the written consent of the Using Agency or their approved Consultant. Spray Systems will provide any and all documentation of the request and all back-up paperwork required.