10-26-004 Environmental Consulting Services RFPQ Technical Specifications.docx

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Technical Specifications

ENVIRONMENTAL CONSULTING SERVICES

County-Wide As Needed A. Intent:

1. The County of Bergen is soliciting this Request for Proposal/Quotation (RFP/RFQ) from qualified sources to provide County-wide Professional Environmental Consulting Services to include but not be limited to Asbestos Safety Control Monitor (ASCM), Asbestos Safety Technician (AST), Indoor Environmental Health Consultant (IEC), Indoor Air Quality (IAQ), and Lead-based Paint (LBP) assessment, survey, testing, and analytical services at all County facilities. The scope of work will address but not be limited to the following professional disciplines, Asbestos, IAQ, Industrial Hygiene, Mold, PCB, and Environmental Laboratory Services, and other professional environmental consulting services as requested.

2. The County reserves the right to award this contract in its best interest. The County will make the selection based on a combination of factors outlined in this RFP/RFQ to the company(s) who, in the County’s opinion, will provide the best overall experience and proficiency of professional environmental consulting services. Upon successful award of a contract, the County also reserves the right to consult with the selectee(s) on other environmental concerns that may arise but are not specifically listed in this RFP/RFQ.

B. Term of Contract:

1. The contract that ensues from this RFP/RFQ will be written for a period of 12-Months – Commencing on Date of Award.

C. Qualifications of Bidder:

1. The bidder shall have at least five (5) years of documented experience with environmental compliance issues in New Jersey public entities. Proof of experience and professional references shall be supplied with the proposal.

a. The consultant and their employees where applicable shall be certified and licensed by all certifying State and Federal regulatory agencies with respect to this RFP/RFQ and maintain and update licenses as required by law.

b. The consultant must be currently licensed as a New Jersey Asbestos Safety Control Monitor (ASCM) by NJ Department of Community Affairs.

c. The consultant must be currently licensed as a New Jersey Indoor Environmental Consultant (IEC) by the NJ Department of Health.

d. The consultant must be currently licensed as a New Jersey Lead Evaluation Contractor (LEC) by NJ Department of Community Affairs.

e. The consultant shall be pre-qualified by NJ Department of Treasury (DPMC) and School Development Authority (SDA) for the following minimum disciplines: Environmental Consultant, Indoor Air Quality Testing, Asbestos Design, and Asbestos Safety Monitoring, Lead Paint Evaluation, and Project Management.

f. The consultant must provide a portfolio of their licenses and insurance certifications along with resumes and licenses of key personnel. Failure to provide this information along with the proposal form, completed in its entirety, may deem your proposal nonresponsive and be subject to disqualification. The County shall make the final determination.

g. A financial statement reviewed by an accountant for the previous (2) years must be included with the RFP/RFQ response.

2. All personnel used by the consultant for the performance of this work shall be properly trained, including proper communication skills. All personnel shall be qualified for work of this type and have the ability and experience required. The consultant shall provide evidence of qualifications for any personnel performing the work under this contract. The County reserves the right to refuse to accept the services from any personnel deemed to be unqualified or who do not meet the standards of the County.

3. The consultant shall be experienced, registered and insured in the State of New Jersey and the County as applicable, (copies of the insurance documents are to be submitted with the proposal) and must be able to demonstrate the ability to provide the services as specified herein.

4. The contractor shall furnish the County copies of all required certifications for all personnel working in the County that are needed for the performance of their work. Current updates of all certifications and licenses shall be submitted to the County as needed.

D. Scope of Service:

1. The consultant shall provide the County with all environmental consultant services as requested within 24 (twenty-four) hours of a request for services unless otherwise instructed.

2. The consultant shall focus on, but not be limited to the following items at a minimum, to facilitate the completion of a project in a safe and cost-effective manner:

a. Provide specifications in accordance with N.J.A.C 5:23-8.5, cost analyses, sampling protocols, analytical services, onsite supervision and contract award recommendations to provide the County with professional environmental support services.

b. Minor Projects: Determine and develop the specific details of the work required. After reviewing existing data and conditions file all required documents and proceed with the remediation. Complete with final report.

c. Outline acceptable methods of Operations & Maintenance (O&M). Develop work plans.

d. Review containment/isolation techniques.

e. Require appropriate certifications and insurance coverage.

f. Determine all required protections.

g. Protect workers and site visitors.

h. Establish proper disposal procedures.

i. Submit formal documented report.

3. The consultant shall not only provide the analyses and services specifically identified by this RFP/RFQ, but also any other analyses and/or services pertaining to environmental consulting needed by the County.

4. The consultant shall provide advice and consultation to the County concerning analytical results and shall provide written recommendations as to the appropriate remedial action required.

5. The consultant shall provide a consolidated invoice for each service requested. Each invoice shall include an itemized account of the personnel costs and other approved related expenses as well as the number and type of each analytical service performed in accordance with the proposal form.

6. The consultant shall provide all reports as needed in triplicate or as regulations require. At times copies of original reports may be necessary and shall be re-issued upon request at no charge to the County.

7. All payment requests shall follow the procedures of this RPF/RFQ and the rules and regulations of the County.

E. Minor Changes in Work:

1. The Owner will issue in writing supplemental instructions authorizing minor changes in the work, not involving adjustment to the Contract Sum or Contract Time in writing.

F. Compliance with all Laws:

1. Special attention is called to requirements for: Public Liability and Property Damage Insurance, Workmen’s Compensation Insurance, Social Security Act, Labor, Employment, Unemployment, Wages, Hours, Discrimination in Employment, Air Quality and Assignment of Contract.

2. The provisions of the New Jersey Law shall bind all parties and interests to the Contract. The Consultant shall comply with all Federal State and local Laws, and all rules and regulations of health, public or other authorities controlling or limiting the methods, materials to be used or actions of those employed in work of this kind.

3. The Consultant shall keep themselves informed of all existing and future State and Federal Laws in any manner affecting those engaged or employed in the work, and shall protect and indemnify the County, its officers, members and agents against any claim or liability arising from or based on the violation of any such law, ordinance, regulation order or defects.

G. Consultant Personnel:

1. All personnel or agents of the consultant must observe all rules and regulations in effect at each County building/facility.

2. Employees or agents of the consultant, while on County property shall be subject to control of the County, but under no circumstances shall such persons be deemed to be employees or agents of the County.

3. Personnel are not to engage in any activities with County employees unless duly authorized to do so.

4. Consultants shall assume full responsibility for the actions of all personnel in their employment. Consultants shall maintain proper supervision of the work in progress at all times.

H. Use of Premises:

1. Use of the Site: Limit use of the premises to work in areas indicated by the specific task. Confine operations to areas within contract limits indicated. Do not disturb portions of the site beyond the areas in which the work is indicated.

2. Owner Occupancy: Allow for safe occupancy and use by County employees and the public.

3. Driveways, Sidewalks, and Entrances: Keep surrounding site areas and entrances servicing the premises clear and available to the County and emergency vehicles at all times. Do not use these areas for parking.

I. Coordination of Activities:

1. Working hours shall be scheduled during the normal workdays Monday through Friday unless directed otherwise. Pricing is according to the RPF/RFQ quotation form. There shall be no interference with the operation of existing essential services during normal operating hours and periods. All work requiring temporary interruption of essential services and activity shall be done only with the specific approval of the County. The Consultant shall set up a schedule of work affecting existing services for approval by the County.

2. Prepare memoranda for distribution to all parties involved, outlining special procedures required for coordination. Include such items as required notices, reports and attendance at meetings. Prepare similar memoranda for the County and other contractors where coordination of their work is required.

3. Prepare permit applications, and verifications for regulatory approval.

J. Administrative Procedures:

1. The Consultant shall coordinate scheduling and timing of its required procedures and activities of other contractors to avoid conflicts and assure orderly progress of the work. Such administrative activities include, but are not limited to, the following:

a. Preparation of schedules, and coordination with school schedules.

b. Progress meetings.

c. Project closeout activities.

d. All consultant work activities and all payment requests for all work require that the consultant follow the established County work order and payment procedures. Copies of these procedures are available in the building services office for your use.

e. County approved, signed and completed work order forms, original signature voucher forms and an itemized invoice shall accompany all requests for payment. Failure to submit properly completed close out paperwork will result in a delay in payment until such items are received.

K. Award of Contract:

1. The County intends to award the contract to the qualified responder(s) based upon the responder’s qualifications, experience, recommendations/referrals from other public entities, and price of related compliance services on the submittal forms. The County may use the submitted unit rates on a typical, hypothetical project to evaluate overall cost to the County beyond the lump sum fee submitted to make its final determination.

2. The County may request additional environmental services not specifically called for in the RFP/RFQ such other consulting services; lab analysis, sampling and testing, specialized reports, asbestos abatement and/or operations and maintenance services, mold remediation & training. These services shall be added to the contract on a negotiated (quoted) basis with County approval.

3. County approved, signed and completed work order forms, original signature voucher forms and an itemized invoice shall accompany all requests for payment. Failure to submit properly completed close out paperwork will result in a delay in payment until such items are received.

L. Criteria for RFP/RFQ Submissions and Selection Methodology

1. RFP/RFQ’s will be reviewed and evaluated by the County. The County will recommend the RFP/RFQ(s) that best meets the needs of the County, not necessarily the lowest bid.

2. Each proposal will be reviewed for the following:

a. Knowledge of the Select Environmental Disciplines (30%) – This refers to the applicant’s understanding of the environmental disciplines outlined in this RFP/RFQ. Emphasis on county government issues and specifically how County of Bergen issues are advocated.

b. Qualifications (25%) – This refers to the applicant’s qualifications and competency through licensing, certification, continuing education and related experience. Particular emphasis will be placed on the regulatory knowledge and experience of Principals and Project Managers.

c. Technical (30%) – Applicants will describe in narrative form their approaches to standard and complex projects they have managed in the disciplines described in this RFP/RFQ.

d. Fee Schedule (15%) – The fee schedule is an integral part of the evaluation process but will not be the sole determination during the final selection. All fee requests made in this RFP/RFQ should be fair and balanced to the environmental industry. Unbalanced proposals may be rejected.