11-5410-002 - 27-0627E5-004 - ASBESTOS PROJECT MONITORING.pdf

BUFFALO PUBLIC SCHOOLS PROCUREMENT OFFERING

RFP 27-0627E5-004 ASBESTOS PROJECT MONITORING

Offering Summary

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REV: 20240126 OFFERING REV: 02262026

SUMMARY:

The Buffalo Public Schools (BPS) is soliciting proposals from qualified firms to provide project monitoring, air monitoring, and project design services on an as-needed basis for District-wide planned and emergency abatement projects. Planned projects will be dictated by the current AHERA Management plan. There are approximately 70 sites, most of which have undergone extensive renovation and asbestos removal. The contracting firm MUST be licensed with properly certified project monitors, air monitors and project designers. Project designer will plan and design asbestos abatement projects and will be required to provide detailed specifications and drawings. Project monitors will serve as the on-site representative of the BPS and “Competent Person.”

DESIGNATED CONTACTS:

Owner (Primary): Yvette Gordon, Director of Safety and Health, ygordon@buffaloschools.org Buyer (Copy To): Michael Moran, Buyer

The dates specified on the timeline of this offering are subject to change via addendum

TIMELINE:

Release Date: 03/02/2026 4:00 PM Advertise Dates:

Questions Due*: 03/16/2026 8:00 AM - Website/BONFIRE 03/02/2026 Answers Posted: 03/20/2026 4:00 PM - Buffalo News 03/04/2026 Offering Closed: 04/02/2026 4:00 PM - Contract Reporter 03/02/2026 Presentations: TBD - Rocket 03/05/2026 Tentative Award: 05/20/2026 - Criterion 03/07/2026

*Questions regarding this offering must be submitted via the online offering portal @ https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

PROCUREMENT DATA:

Requisition: 3700043 BPS Commodity Code: 710 Environmental Inspection, Testing and Remediation Prior Offering: 23-0624E2-074 Prior Awardee: Labella Associates Prior Award Period: 3 Years Current Year Award: $50,000.00

OFFERING DATA:

Dates are approximate and dependent upon the award date.

Initial Award & Contract Term: 07/01/2026 – 06/30/2027 Extensions: Five (5) – potential one-year extensions Maximum Term End: 06/30/2032

Offering Summary

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OTHER OFFERING PARAMETERS:

Type of Offering: RFP Basis of Award: Best value Minimum Allowable Score 40/70 Award may be split among respondents: No Award may be consolidated: No Subcontractors may be used: Yes Insurance is required: Yes NYS DOL Prevailing Reference: N/A Response Surety Required (“Bid Bond”) No Performance Bond Required: No Formal contract required: Yes Proposals valid for: 90 days past closing minimum

SUBMITTAL OPTIONS:

Please refer to the “Standard Terms, Conditions, and Disclaimers” document for more detailed instructions. Only one method of submittal should be used; mailed responses will be entered into the electronic portal by the BPS Purchase Department for evaluation/scoring purposes.

Submittals may be mailed OR submitted electronically per the instructions below:

Mailed or delivered responses must include two (2) printed copies and one (1) electronic copy.

Electronic submittal is ALLOWED (and encouraged) via BPS BONFIRE portal at:

https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities.

Technical assistance with submitting your response electronically is available by contacting the Buyer at the contact information listed on previous page.

THIS PAGE RESERVED FOR OFFERING SUMMARY

Offering Specification

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1) GENERAL INFORMATION

a. GENERAL DEFINITIONS: Please refer to “Standard Terms, Conditions, & Disclaimers”.

b. OFFERING SPECIFIC DEFINITIONS:

AHERA - The Asbestos Hazard Emergency Response Act (AHERA), passed in 1986, is an EPA regulation under the Toxic Substances Control Act (TSCA) Title II that mandates public and non-profit private K-12 schools to inspect for asbestos-containing building materials (ACBM), develop asbestos management plans, and implement response actions to prevent or reduce asbestos hazards.

Abatement - Any portion of an asbestos project that includes procedures to control fiber released from asbestos containing material. This includes removal, encapsulation, enclosure, repair, or handling of asbestos material that may result in the release of asbestos fiber.

AIHA (American Industrial Hygiene Association) - An organization dedicated to occupational and environmental health and safety. It serves professionals who anticipate, recognize, evaluate, and control environmental stressors in the workplace to prevent injury and illness.

Air Sampling Technician - Any certified person who performs project air sampling

ASTM - Formerly the American Society for Testing and Materials, it provides common language and technical criteria through various standards like test methods, specifications, and guides, used worldwide in many industries.

Competent person - One who is capable of identifying existing asbestos hazards in the workplace and selecting the appropriate control strategy for asbestos exposure, who has the authority to take prompt corrective measures to eliminate them.

NYSDOH ELAP (New York State Department of Health Environmental Laboratory Approval Program - A laboratory approval program established by the NYS Department of Health under Section 502 of the Public Health Law and is responsible for the certification of laboratories performing environmental analyses on samples originating from New York State, thus ensuring the accuracy and reliability of these analyses.

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NVLAP (National Voluntary Laboratory Accreditation Program ) - Accreditation, issued by NIST (National Institute of Standards and Technology) that provides third-party accreditation to testing and calibration laboratories.

c. VENDOR INFORMATION:

Qualified vendors are encouraged to submit a response for providing the goods and / or services described. If the vendor plans to subcontract any of the work described in the Scope of Work the vendor must complete all response requirements for the subcontractor.

If a vendor plans a joint venture with another company and/or utilizes subcontractors, the vendor shall specify accordingly and complete all response requirements for each company involved in the offering response.

d. RESPONSES:

Any and all contracts awarded as a result of this offering are subject to the Terms & Conditions stated in the offering. The submission of any other terms or conditions by a respondent may be cause for rejection of the response.

All responses should clearly state/include the following:

STANDARD REQUIREMENTS:

1. Completion of “Offering Questionnaire”, Question Set 1 “Standard Response

Requirements”.

2. Current W-9.

3. Current Certificate of Liability Insurance.

4. Completed “Equal Employment Opportunity Employee Information Report”; form provided.

5. Signed “Non-Collusive Bidding Certification”; form provided.

6. Respondent must provide a list of at least three (3) client references and their contact information. References will be contacted at the sole discretion of the District.

7. Cost proposal in the requested format.

8. Optional items as required by responses to the “Offering Questionnaire”, including but not limited to:

a. “Disclosure Narrative”, any format.

b. “Debarment Narrative”, any format.

c. “Certifications” such as MBE/WBE/SDVOB

d. “Policy 5414 Compliance Narrative”, any format.

e. “Subcontractor Documentation”, any format.

f. “Anti-Lobbying Narrative”, any format.

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9. Respondents may submit any other information they consider relevant to their response to this offering by using the “Other Vendor Information” document upload.

2) SCOPE OF WORK

Project Monitoring Firm must be completely independent of all asbestos abatement companies involved with each of the individual asbestos projects.

Project Monitoring Firm will supply all needed labor, materials and tools.

Project Monitoring Firm must pay prevailing wage rate to its employees for the entire project, pursuant to Section 220 of the Labor Law of the State of New York.

Emergency work will be required on an as needed basis.

Project Monitoring Firm must make provisions to receive emergency calls 24 hours/7days a week. Firm must respond to BPS’s initial request for service within one hour of verbal notification for any emergency project and must be capable of having a response team on-site and ready to proceed with the work within two hours of the incident. Response to planned projects will be based on availability of the firm.

Proposing firm must have five (5) years of certifiable experience with air monitoring/project monitoring for a minimum of five (5) years under its current firm name, prior to beginning these services with the Buffalo Public Schools (BPS).

Proposing firm must be completely independent of all asbestos abatement firms involved with each of the individual projects.

Proposing firm shall furnish all necessary labor, materials, tools, and equipment to complete the work as described. Any anticipated fees should be included in this RFP.

Proposing firm shall ensure compliance with all requirements applicable to the scope of work of projects(s) throughout the duration of the contract.

Proposing firm agrees to hold the BPS District harmless from any fines or penalties, including the cost to defend penalties issued by any jurisdiction/authorities as a result of actions of work procedure used by the proposing firm or its employees.

Proposing firm must immediately inform the BPS District of any change in certification or license status. Failure to do so will result in cancellation of the contract.

Proposing firm is solely responsible for the health and safety of its employees and is solely responsible for instructing its employees on appropriate work procedures and use of all personal protective equipment.

Emergency work will be required on an as needed basis. Proposing firm must make provisions to receive emergency calls 24 hours/7 days a week. Firm must respond to the BPS’s initial request for service within one hour of verbal notification for any emergency situation and must be capable of having an on-site representative within two hours of the incident. Response to planned projects will be based on availability of the firm.

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Proposing firm agrees to hold the BPS District harmless from any fines or penalties including the cost to defend penalties issued by any jurisdictional authorities as a result of actions of work used the firm or its employees.

The BPS make no guarantee to minimum or maximum amount of work awarded and projects may range from relatively small to full scale

OFFERING SPECIFIC REQUIREMENTS:

PROJECT MONITORING:

Project Monitor shall serve as the on-site representative of the BPS and “Competent

Person” to oversee asbestos abatement company’s work practices and procedures to ensure that abatement work is completed according to specifications and in compliance with all relevant statutes and regulations.

Project Monitor shall oversee abatement company’s work practices to ensure the proper controls are employed to prevent the spread of any released fibers outside of the work area.

Project Monitor shall conduct visual inspections during the course of the project to ensure adherence to all applicable laws and regulations. Project Monitor will also conduct visual inspections using ASTM Standard for Visual Inspection of Asbestos Abatement projects, at the conclusion of the abatement activities to verify the completeness of abatement work.

Project Monitor shall monitor the progress of the abatement company’s work and report any deviations from the regulations or scope of work to the BPS.

Project Monitor shall verify and document all waste load-out operations.

Project Monitor shall verify that the abatement company is performing personal air monitoring daily, and that results are being returned and posted at the site as required.

Project Monitor shall keep a log on site that documents all project related abatement contractor actions, activities, and occurrences.

Project Monitor shall be on site at all times the abatement contractor is on-site until the project is finished.

Project Monitor shall has the authority to stop work at any time when conditions are not within the specifications or applicable regulations. The stoppage of work shall continue until conditions have been corrected to the satisfaction of the Project Monitor and/or

BPS.

AIR SAMPLAING AND LABORATORY ANALYSIS

Project air sampling shall be conducted by an Air Sampling technician who has been trained in air sampling methods and has current certification issued by the NYS Department of Labor.

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A project air sample log must be created by the project/air monitor and must contain at minimum, the name of the firm and certified air sampling technician performing the air sampling, dates of air sample collection, sample location sketch, identifying information, sampling time and duration for area air sample collected per work shift or day, flow rate of calibration device, ID number, method of calibration and date of last calibration, with pre and post calibration listed for each air sample collected.

The selected methodology of sampling of asbestos shall be consistent with the selected methodology of analysis. The selected methodology of sampling and analysis of asbestos shall be the same for all pre-abatement, abatement and post-abatement monitoring requirements of a project.

For project air samples collected during the asbestos project, the period of time permitted between completion of air sample collection and receipt of results on the job site will be determined at the start of each project. If required, air monitor must be able to also provide lab results with a 3 or 6 hour turnaround time, per the BPS request.

BPS may request air or bulk samples above and beyond project or regulation requirements. The laboratory used for air sample or bulk sample analysis shall be approved by the American Industrial Hygiene Association and the New York State Department of Health Environmental Laboratory Approval Program (NYSDOH ELAP) and accredited by the National Voluntary Laboratory Accreditation Program (NVLAP) in accordance with federal requirements.

Area air sampling will be conducted in compliance with AHERA, New York State Code rule 56 requirements, and any other applicable laws, rules, regulations.

Air samples shall be collected using aggressive sampling to monitor air for clearance after each removal, encapsulation, and enclosure project involving ACBM.

PROJECT DESIGN

Project Designer shall possess a valid project designer certificate and will be responsible for planning the scope, timing, phasing, and remediation methods to be used on asbestos abatement projects.

Project Designer shall provide all necessary professional services to perform the planning and design of asbestos abatement projects in accordance with the contract, asbestos abatement best practices, BPS project-specific requirements if any, and all applicable regulations and standards.

Project Designer shall include project specification development, including project requirements and drawings, determination of abatement and asbestos management methods, exposure potential and conformance with all applicable standards and regulations.

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Project Designer functions shall include, but are not limited to, review of existing documents, drawings, specifications, environmental and asbestos inspection reports, and building walk throughs.

PROJECT REQUIREMENTS

Qualifications/Experience:

Submit an executive summary on company letterhead summarizing qualifications and relevant experience and the ability to meet the requirements of this RFP. It should clearly state the proposing firm’s understanding of the requirements of the RFP.

Submit firm’s experience on similar projects, including BPS projects, and features that differentiate the firm from other competitors.

Provide a list of key personnel that will be assigned to this proposal, including a brief description of their qualifications, job function, and role as it relates to this proposal.

Provide three (3) references for similar work performed within the past three (3) years

Certifications/Licenses:

Submit copies of current license for the firm, training certificates (DOH 2832), and certifications of all personnel that will provide service.

Project Approach and Project Schedule:

Provide firm’s capability to respond to emergencies and meeting project schedules.

Compliance:

Provide copies of any violations, fines, indictments, or convictions levied against the firm, its parent company and any of its officers or employees for the past five (5) years. Dates, names, charges, amounts and final disposition must be included as well as current and pending violations and/or fines. Failure to report violations/citations will result in immediate termination of the contract and debarment from future RFPs/BIDs. If no such violations, fines, indictments, or convictions were received, indicate this within the proposal.

COST PROPOSAL – See fee sheet in files

3) EVALUATION PROCEDURES

a. Review of Responses

Responses will be evaluated by a cross functional team consisting of subject matter experts and a Purchasing representative.

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b. Respondent’s Presentations Respondents may be required to present once, at the District’s discretion, which will include a question and answer session with the evaluation team. Questions and specific requests to be addressed during the presentation will be forwarded to the respondents.

c. Evaluation Criteria Responses will be evaluated on a 100 point scale as defined in the table below. Cost will be calculated proportionally compared to lowest cost response. Minimum non-cost score is 40/70.

CRITERIA VALUE

COST 30

Qualifications/Experience 20 Certifications/Licenses 20 Project Approach and Project Schedule 20 Compliance 10

d. Final Selection

The Board of Education and its representatives will select a firm based upon the recommendations of the evaluation team. It is anticipated that a firm will be selected by the date listed in the offering summary. Following notification of the firm selected, it is expected that a contract will be executed between both parties. The selected firm must be prepared to begin work upon execution of the BPS contract. The contract will not necessarily be awarded to the response with the lowest cost projection.