15-RFP-05-Evaluation Scope of Services (3rd Party Consulting).pdf

CITY OF FORT WORTH – ENVIRONMENTAL SERVICES

DEPARTMENT EVALUATION FACTORS & SCOPE OF SERVICES

RFP Ref. #: 26-0060 Doc. Ref#: RFP-05 Page 1 of 10 RFP Title: Env Asbestos Third-Party Monitoring and Consulting Services (FWCC)

1) INTRODUCTION AND PURPOSE

a. The City of Fort Worth (City) is seeking qualified firms to provide third-party monitoring services, assessment, and asbestos consulting during asbestos abatement activities at the City of Fort Worth Convention Center.

The selected Contractor shall provide independent, timely, and compliant environmental services to ensure the project meets all applicable federal, state, and local regulations.

b. Contractors shall provide all equipment, delivery, setup (if applicable), pickup, and related services as specified herein.

c. The Contractor’s services are intended to provide independent, third-party oversight and monitoring in support of the City of Fort Worth. The Contractor shall not perform asbestos abatement activities, direct contractor means and methods, or assume responsibilities assigned to the direct abatement contractor or Construction Manager. The Contactor’s role is intended to complement, not replace, the responsibilities of the direct abatement contractor and Construction Manager as defined in the project contract documents.

2) BACKGROUND

a. The City of Fort Worth Convention Center is undergoing multi-phase redevelopment. The asbestos abatement activities require third-party monitoring oversight specifically related to hazardous materials identification, indoor air quality, and asbestos abatement monitoring to ensure worker safety, public protection, and regulatory compliance.

b. The project is anticipated to start June 1, 2026, with completion by January 7, 2026. Services are expected to align with the asbestos abatement schedule and may involve oversight activities across multiple containment areas throughout the project.

c. Project Location

i. Fort Worth Convention Center

1201 Houston Street Fort Worth, Texas 76102

DEPARTMENT EVALUATION FACTORS & SCOPE OF SERVICES

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3) SCOPE OF SERVICES

The selected Contractor will serve as the City’s independent third-party representative during asbestos abatement activities at the Fort Worth Convention Center. The Contractor shall not perform asbestos abatement, remediation, or removal work, but will provide independent monitoring, oversight, documentation, and compliance verification services to ensure all abatement activities comply with the City’s specifications, federal and state regulations, and industry best practices.

a. Project Overview

i. Act as the City’s on-site representative during asbestos abatement operations.

ii. Provide licensed asbestos professionals (Contractor, Project Manager, Personnel Air Monitoring Technician) as required.

iii. Attend and document pre-construction, progress, and close-out meetings.

iv. Communicate daily with City staff about site conditions, progress, and findings.

b. Project Objective

i. Contractor shall:

a. Ensure the safe and compliant removal of asbestos-containing materials at the Fort Worth Convention Center (FWCC) through independent third-party monitoring and oversight.

b. Verify full adherence to all applicable regulations, including Texas Asbestos Health Protection Rules (TAHPR), Occupational Safety and Health Administration (OSHA) 29 CFR 1926.1101, Environmental Protection Agency (EPA) National Emission Standards for Hazardous Air Pollutants (NESHAP), and City of Fort Worth specifications.

c. Provide accurate, timely, and defensible air monitoring data and documentation to support regulatory compliance and project decision-making.

DEPARTMENT EVALUATION FACTORS & SCOPE OF SERVICES

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d. Maintain clear communication with City staff regarding site conditions, progress, deviations, and test results throughout the abatement process.

e. Communicate any changes to the scope of the schedule which must be approved in writing by the City prior to implementation.

f. The Contractor shall observe, monitor, document, and report on abatement activities but shall not direct or control abatement work. Any conditions identified that may warrant corrective action or work suspension shall be immediately reported to the City for direction.

4) CONTRACTOR MINIMUM QUALIFICATIONS

a. Contractor shall be licensed by the Texas Department of State Health Services (TDSHS) as an Asbestos Consulting Agency.

b. Contractor shall demonstrate that its company has maintained operations and successfully provided asbestos consulting, air monitoring, or regulatory oversight services for a minimum of three (3) years, with experience comparable in scope to the requirements outlined in this RFP.

c. Provide resumes and current TDSHS licenses for proposed Project Managers, Asbestos Consult, and Air Monitoring Technicians. All personnel assigned must maintain required certifications for the duration of the contract.

d. Maintain a full-time, permanent business office with the ability to be contacted by email and telephone during normal business hours and for after-hours or emergency calls, as required by project conditions.

e. Designate at least one (1) primary point of contact within the firm who can be reached by phone or email for project coordination, issue escalation, and emergencies.

f. Contractor must demonstrate the ability to respond on-site within four (4) hours for emergencies or after-hours events.

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5) CONTRACTOR RESPONSIBILITIES

a. The Contractor must provide Licensed Asbestos Consultants, Project Managers, and Air Monitoring Technicians who hold valid TDSHS credentials

b. Personnel must be trained in:

i. Asbestos air monitoring techniques

ii. Containment inspection procedures

iii. Clearance sampling practices

iv. OSHA and Texas Asbestos Health Rules (TAHPR) regulatory compliance

v. Backup staff must be available to support multi-area abatement or schedule fluctuations.

c. Site Monitoring and Inspection Responsibilities:

i. Perform daily inspections of negative-pressure containments, decontamination units, critical barriers, and engineering controls.

ii. Observe abatement work practices to verify compliance with project specifications and regulatory requirements.

iii. Document deficiencies and notify the City immediately of any non-compliant or unsafe conditions.

iv. Verify proper waste handling, containerization, and load-out procedures consistent with TDSHS and project requirements.

d. Air Monitoring Responsibilities:

i. Conduct baseline, daily, and clearance air monitoring in accordance with TDSHS, OSHA, and National Emission Standard for Hazardous Air Pollutants (NESHAP) requirements.

ii. Ensure all samples are collected, handled, and analyzed following National Institute for Occupational Safety and Health (NIOSH) approved methodologies and accredited laboratories by NVLAP or

AIHA.

iii. Provide verbal notification of critical test results to the City on the same day.

DEPARTMENT EVALUATION FACTORS & SCOPE OF SERVICES

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iv. Provide written laboratory reports within one (1) business day of receiving analytical data.

e. Documentation and Reporting:

i. Maintain detailed daily logs, including work area status, contractor staffing, inspection findings, air monitoring activities, and any deviations.

ii. Maintain photographic documentation of containment conditions, work progress, and deficiencies.

iii. Track and document all corrective actions taken by the abatement contractor.

iv. Provide a final comprehensive project report summarizing air monitoring data, inspection results, clearance certifications, deviations, and corrective actions.

f. Communication and Coordination:

i. Meet with City staff as needed to discuss project status, issues, and scheduling.

ii. Communicate daily findings to the City’s designated project representative.

iii. Be available for emergency or after-hours response if required by project conditions.

g. Regulatory Compliance Responsibilities:

i. Ensure all abatement operations follow TAHPR, OSHA 29 CFR 1926.1101, and EPA NESHAP requirements.

ii. Ensure that all staff maintain proper licenses, training, and medical clearance as required by regulation.

iii. Notify the City immediately of any regulatory violations or safety concerns.

h. Quality Control Requirements:

i. The Contractor shall maintain an internal Quality Control (QC) program to ensure accuracy, consistency, and completeness of all documentation, sampling procedures, and reporting.

DEPARTMENT EVALUATION FACTORS & SCOPE OF SERVICES

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ii. All air monitoring activities, chain-of-custody forms, laboratory submissions, and analytical reports must follow established QC procedures consistent with NIOSH, OSHA, and TDSHS standards.

iii. The Contractor shall implement a QC review of all daily logs, inspection forms, and monitoring records before submission to the City to ensure accuracy and clarity.

iv. The Contractor shall ensure calibration of all personal air sampling pumps, instruments, and equipment before and after each sampling event, with documentation maintained in project records.

v. The Contractor shall maintain a QC system to track deficiencies, corrective actions, and follow-up verification to ensure issues identified during inspections are fully resolved.

vi. The Contractor shall ensure that any deviations, unusual conditions, or discrepancies in sampling or field observations are immediately documented, investigated, and communicated to the City.

vii. The Contractor shall ensure that all field personnel understand and follow the QC procedures through required and documented internal training.

6) Federal Grant Funding Requirements (EPA Brownfields)

a. This project is funded in whole or in part by a grant awarded by the U.S.

Environmental Protection Agency (EPA) under the Brownfields Program.

All services performed under this solicitation and any resulting contract shall comply with all applicable federal, state, and local laws, regulations, and grant conditions associated with the use of federal funds.

b. The selected contractor shall comply with all applicable federal requirements, including but not limited to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200).

c. All costs charged to the project must be allowable, allocable, reasonable, and necessary in accordance with applicable federal cost principles.

DEPARTMENT EVALUATION FACTORS & SCOPE OF SERVICES

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d. The contractor shall maintain complete and accurate records related to the performance of work and expenditures under the contract and shall make such records available for inspection, audit, or reproduction by the City, the EPA, the U.S. Government Accountability Office, or any authorized representative, in accordance with federal record retention requirements.

e. The contractor shall provide all documentation, reporting, and supporting materials necessary for the City to meet EPA Brownfields grant reporting and compliance requirements, including documentation supporting invoices, labor hours, and deliverables.

f. By submitting a proposal, the proposer certifies that it is not debarred, suspended, or otherwise excluded from participation in federally funded contracts in accordance with 2 CFR Part 180 and 2 CFR Part 1532. The contractor shall comply with all applicable federal non-discrimination, equal employment opportunity, and civil rights requirements, including Title VI of the Civil Rights Act of 1964 and related regulations.

g. The contractor shall disclose any actual or potential conflicts of interest and shall ensure that all applicable federal requirements are flowed down and binding upon all subcontractors. The project will be subject to federal labor standards, including prevailing wage requirements under the Davis-Bacon Act.

h. Failure to comply with federal funding requirements may result in disallowed costs, withholding payment, contract termination, or other remedies available to the City.

DEPARTMENT EVALUATION FACTORS & SCOPE OF SERVICES

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7) EVALUATION FACTORS

a. To be considered, the Proposer must submit a complete response by the stated deadline in Bonfire and in accordance with all RFP requirements. All required documentation must be included for evaluation. Proposers that meet these requirements will be evaluated based on the criteria listed below.

b. Evaluation will be based on information provided in the following documents: Reference Sheet (Attachment RFP-04), Questionnaire and Requirements (Attachment RFP-06), Pricing Table (Bid Table BT-38A in Bonfire) and any additional materials submitted in accordance with the ‘Response Format and Attachments’ section of this solicitation.

i. Firm Experience & Past Performance – up to 25 points available

ii. Staff Qualifications & Certifications - up to 25 points available

iii. Project Approach, Timeline & Methodology – up to 20 points available

iv. Capacity, Responsiveness, and Service Availability – up to 10 points available

v. Pricing and Cost Proposal – up to 20 points available

1. Consideration will include hourly rates, crew rates, mobilization costs, overtime, and any other applicable fees.

Mobilization costs are included in labor, mileage, and applicable direct cost line items. No separate mobilization fee applies. Pricing will be evaluated for overall value and cost effectiveness in relation to the proposed staffing, experience, and services provided. (Bid Table BT-38AJ located in Bonfire)

8) RESPONSE FORMAT AND ATTACHMENTS

a. To facilitate and expedite the evaluation process, Respondents should clearly address all Evaluation Factors and submit the required documentation in the order listed below. Submissions lacking required components may not be evaluated.

b. Response Format Requirements

i. Response format shall be in font no smaller than 12 point, 8.5-inch by

DEPARTMENT EVALUATION FACTORS & SCOPE OF SERVICES

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11-inch paper size, with one-inch margins and single-spaced for the entire submitted response.

ii. Required Response Forms:

1. Completed and signed RFP-02-CIQ Form and W9.

2. Completed and signed RFP-03-Authorized Signature and

Contact Details.

3. Completed and signed RFP-04-Reference Sheet.

4. Completed and signed RFP-06-Questionnaire, Qualifications and Requirements

5. Certifications and Licenses.

6. Signed Addendum(s), if applicable.

7. Certificate of Interested Parties Form 1295

8. Experience and Capability – Provide a company profile, organizational chart (if available). Include examples of comparable contracts and a summary of resources and staffing.

a. Proposer shall include a Letter of Demonstration with their submission that clearly addresses the following minimum requirements:

b. Technical Approach – A description of the Proposer’s planned methodology and timeline for providing asbestos consulting and third-party monitoring services at the Fort Worth Convention Center, including:

i. Approach to pre-abatement assessments and coordination with the abatement contractor;

ii. Planned air monitoring strategy (baseline, daily, clearance), sampling locations, and frequency;

iii. Procedures for documentation, daily reporting, and final project reporting;

iv. Procedures for responding to non-compliant or unsafe conditions and coordinating with the City.

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c. Experience and Qualifications – Provide a comprehensive summary demonstrating the proposer’s relevant experience in asbestos consulting, air monitoring, and regulatory oversight, including:

i. Firm Experience

1. Examples of comparable projects

(preferably public sector and/or convention center or large facility work);

2. Description of the firm’s capacity to support multi-area or multi-phase abatement and after-hours or emergency response

ii. Key personnel

1. Identification of key personnel (Asbestos

Consulting, Project Manager, Air Monitoring Technicians) and their TDSHS licenses/certifications.

iii. Project Details for Similar Services

1. For at least three (3) representative projects, provide the following information:

a. Client name and project location

b. Project description and size

c. Type of asbestos services provided

d. Applicable regulations (TAHPR, OSHA, EPA NESHAP, AHERA, TDSHS, DOT, and TCEQ)

e. Project duration and number of concurrent crews supported

f. Project outcome