Louisville Jefferson County

Metro Government

Human Resources

Health & Safety, Environmental Services

REQUEST FOR PROPOSAL

RFP # 260201

Milestone Dates:

Bid Release: Thursday, March 26, 2026 Question-and-Answer Period on BonFire, through Thursday, April 2, 2026 at 3 P.M.

Responses Due: Thursday, April 9, 2026 at 3 P.M.

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REQUEST FOR PROPOSAL

TABLE OF CONTENTS

1. Instructions to Proposers

2. Specifications

3. Evaluation Criteria

4. General Provisions

5. Hold Harmless Agreement and Indemnification Clause and Insurance Requirements

6. Human Relations Commission Required Documentation

7. Federal Terms

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SECTION 1

INSTRUCTIONS TO PROPOSERS

1.1. Introduction

The Louisville/Jefferson County Metro Government (“Metro Government”) is now accepting Proposals for Health & Safety, Environmental Services.

The process of accepting Proposals and choosing the successful proposer shall be by sealed Requests for Proposals (“RFP’s”) using the competitive negotiation process under KRS 45A.370. The Metro Government, if it chooses to award a contract based on this Proposal, shall do so on the basis of the Proposal which is most advantageous to it based upon the Evaluation Criteria set forth herein.

(KRS 45A.370(5)).

The Metro Government finds that a purchase through competitive negotiation is necessary because specifications cannot be made sufficiently specific to permit an award on the basis of either the lowest bid price or the lowest evaluated bid price. The Metro Government shall conduct written or oral discussions with all responsible proposers who submit Proposals determined in writing to be reasonably susceptible of being selected for award, except as otherwise provided by law. Where the Metro Government can clearly demonstrate and document from the existence of adequate competition or accurate prior cost experience with the particular supply, service or construction item, the Metro Government may make an award on the basis of the original submitted Proposals.

1.2. Considerations Prior to Submitting a Proposal

1.2.1. Revenue Commission

If you are a Metro Government vendor or you are doing business in Metro Louisville, you should already be registered with the Revenue Commission and have all of your required taxes paid. If you become the successful Proposer, you must be properly registered with the Revenue Commission and have all of your required taxes paid prior to the award of a contract.

You must provide your Revenue Commission Number on the Proposer Information and Proposal Signature Document, unless you do not yet have one.

Contact the Louisville Metro Revenue Commission at (502) 574-4860 for information related to obtaining an account number or verifying current compliance.

1.2.2. Human Relations Commission

There are two affirmative action requirements which apply to Metro Government Contracts: a) Affirmative Action in Employment and b) Affirmative Action in the subcontracting of Minority, Female and Handicapped-owned businesses.

1.2.2.1. Affirmative Action in Employment

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1.2.2.1.1. The Louisville Metro Human Relations Commission (“HRC”) is required determine whether contractors’ employment policies assure employment opportunities are available to all citizens without regard to race, color, religion, national origin, marital status, handicap, sex, sexual orientation or gender identity, or age.

1.2.2.1.2. To make this determination, the HRC will make an inquiry of the successful Proposer pursuant to Louisville Metro Ordinances Section 37.27.

1.2.2.1.3. If you are contacted by Purchasing Division staff notifying of award, and you have not already been “HRC Prequalified”, you will need to contact the HRC at 502-574-3631 for information and assistance on procedures to follow in becoming approved and qualified.

1.2.2.1.4. Proposer acknowledges that the resulting Agreement from this RFP is subject to Louisville/Jefferson County Metro Government Ordinances §37.25-§37.36 and failure to comply with the terms of those Ordinances will be cause for suspension, termination or cancellation of a contract executed hereunder, or rejection of Proposer’s Proposal.

1.2.2.2. Affirmative Action in Subcontracting

1.2.2.2.1. Generally, either a Proposer will use subcontractors or it will do all the work itself.

1.2.2.2.2. If Not Using Subcontractors, you must complete and sign Form GFE-1, which is included with this Proposal in the HRC’s “Good Faith Efforts Requirements” document, to indicate work will be self-performed.

1.2.2.2.3. Failure to include a completed Form GFE-1 with your proposal will cause the proposal to be rejected and deemed nonresponsive.

1.2.2.2.4. If Using Subcontractors, you must follow the instructions and complete the forms in the “Good Faith Efforts Requirements” document included with this Proposal. This includes but is not limited to making the required good faith effort, as that term is defined in the document.

1.2.3. LMCO Louisville Metro Codified Ordinance Policy Certifications LMCO 112.30

1.2.3.1. Per LMCO 112.30(D):

1.2.3.1.1. Vendors who apply for business with Louisville Metro must follow the practice that initial vendor employment applications not contain a "box" or a question of inquiry on the initial application regarding an applicant's prior criminal history and applicants shall not be required to check or otherwise fill in a "box" or respond to an inquiry regarding an applicant's prior criminal history on the vendor's initial employment application, unless as otherwise provided by or required by state and federal law.

1.2.3.1.2. Failure to adhere to this requirement shall cause your submission not to be considered for award. Louisville Metro shall retain at all times the authority

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to deny, rescind, revoke, terminate or not renew a contract with a vendor for failing to comply with the standards established by LMCO 112.30.

1.2.4. Requirements Regarding Sexual Assault and Sexual Harassment in the workplace, per

LMCO 39.220-224:

1.2.4.1. Per LMCO 39.222: An Organization executing a contract valued at $50K or more (“Covered Entities" shall not execute any settlement agreement concerning workplace sexual assault, sexual harassment, failure to prevent same or which concern claims of retaliation against a person reporting such matters if such an agreement prevents or restricts the disclosure of factual information related to such claims filed in a civil action or a complaint filed in an administrative action.

1.2.4.2. Reporting Requirements. Per LMCO 39.221: Each covered entity shall annually report to Louisville Metro internal complaints of workplace sexual harassment and sexual assault by employees who reside or work in Louisville/Jefferson County. The report shall be submitted to the Office of Equity.

1.2.4.3. Nondisclosure Agreements. Per LMCO 39.223: No covered entity shall, in exchange for a raise or bonus, or as a condition of employment or continued employment, require an employee to sign any agreement that prohibits the disclosure of information about unlawful acts in the workplace. “Information about unlawful acts in the workplace" includes, but is not limited to, information pertaining to harassment or discrimination or any other conduct that the employee has reasonable cause to believe is unlawful.

1.3. Preferences

1.3.1. Minimum Wage Preference

1.3.1.1. Per Louisville Metro Ordinance Chapter §37.56, preferences shall be given to businesses, which provide their employees a minimum wage equal to or exceeding the minimum wage set forth in §37.55 ("minimum wage business") which is currently $10.10/hour. This minimum wage rate is the rate set by Louisville Metro Council for all full-time Louisville Metro employees.

1.3.1.2. If a business provides its employees at least $10.10/hour, regardless of location or position, the offer price in the Proposal shall be reduced by 5% for the purpose of determining which offer is most advantageous to Metro Government.

1.3.1.3. If this Proposal is for services, and the business intends to use subcontractors to perform all or part of the work required under the contract, the business shall not subcontract more than 20% of the work to non-minimum wage businesses unless such services are not available from minimum wage businesses.

1.3.1.4. If a business receives the Minimum Wage Preference and is awarded a contract under this Proposal, then it must post a sign of the $10.10 minimum wage rate in a conspicuous place and manner so as to inform employees and the public of your minimum wage policy.

1.3.1.5. If you certify your business as a minimum wage business, are subsequently awarded a contract, and the Metro Government discovers you do not pay your

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employees at least $10.10 per hour, your business will be liable to the Metro Government for 30% of the amount of the contract awarded.

1.3.1.6. You must complete the Minimum Wage Preference Certification on the Proposer Information and Signature Page included in this Proposal.

1.3.2. Local Vendor Preference

The Metro Government gives Proposals submitted by local vendors a preference.

1.3.2.1. To qualify as a local vendor, a company must:

1.3.2.1.1. Be established in the Louisville Metropolitan Statistical Area (“MSA”), as defined by the United States Census Bureau for twelve (12) consecutive months.

1.3.2.1.2. Possess a current Louisville Revenue Commission account number.

1.3.2.1.3. Have its headquarters located in the Louisville MSA or have a branch office currently located in the Louisville MSA for at least twelve (12) consecutive months prior to the broadcast date of this Request for Proposal.

1.3.2.1.4. Determine whether the City or County within the Louisville MSA in which your business is located has the required reciprocal ordinance which recognizes business located within the Louisville MSA as local businesses for the purpose of a procurement preference. If that City or County does have such an ordinance, you must include a copy of that document in your response to this

RFP.

1.3.2.1.5. Utilize local businesses to furnish at least 75% of the services under a contract awarded hereunder unless such services are not available locally.

1.3.2.2. If the Metro Government determines your business is a local business, based on the standards described here, then your business shall receive a 5% reduction of the total amount you propose or 5 points added to your evaluated Proposal total, depending on the type of proposal evaluation process the Metro Government has decided to use.

1.3.2.3. If the Metro Government concludes your business is a local business for the purposes of this Proposal, and that determination is based on false information, the Proposer shall be subject to a fine equal to 25% of the price quoted in this Proposal.

1.3.2.4. Any petition challenging the designation or award of local vendor preference shall follow the procedures set forth in LMCO §37.03.

1.3.3. Kentucky Statutory Preferences

The Commonwealth of Kentucky requires the Metro Government to apply certain purchasing preferences as set forth in Kentucky Revised Statutes (“KRS”) Sections 45A.470, 45A.490, 492 and 494.

1. Kentucky Correctional Industries: Products made by the Department of Corrections, Division of Prison Industries, shall receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. (KRS 45A.470, 200 KAR 5:410)

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2. Qualified bidder status: Kentucky Industries for the Blind, Incorporated, any nonprofit corporation that furthers the purposes of KRS Chapter 163, or a qualified nonprofit agency for individuals with severe disabilities as described in KRS 45A.465(3) shall receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation.

a. A bidder claiming qualified bidder status shall submit along with its response to a solicitation a notarized affidavit which affirms that it meets the requirements to be considered a qualified bidder. The required affidavit form can be obtained by going to Metro Louisville Metro Government’s Purchase webpage:

https://louisvilleky.gov/government/management-budget/procurement.

3. Reciprocal Preference (KRS 45A.490-494)

a. KRS 45A.490 Definitions for KRS 45A.490 to 45A.494.

1. "Contract" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and

2. "Public agency" has the same meaning as in KRS 61.805.

b. KRS 45A.492 Legislative declarations. The General Assembly declares:

1. A public purpose of the Commonwealth is served by providing preference to

Kentucky residents in contracts by public agencies; and

2. Providing preference to Kentucky residents equalizes the competition with other states that provide preference to their residents.

c. KRS 45A.494 Reciprocal preference to be given by public agencies to resident bidders -- List of states -- Administrative regulations.

1. Prior to a contract being awarded to the lowest responsible and responsive bidder on a contract by a public agency, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder.

2. A resident bidder is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding:

a. Is authorized to transact business in the Commonwealth; and

b. Has for one (1) year prior to and through the date of the advertisement, filed Kentucky corporate income taxes, made payments to the Kentucky https://louisvilleky.gov/government/management-budget/p

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unemployment insurance fund established in KRS 341.490, and maintained a Kentucky workers' compensation policy in effect.

3. A nonresident bidder is an individual, partnership, association, corporation, or other business entity that does not meet the requirements of subsection

(2) of this section.

4. If a procurement determination results in a tie between a resident bidder and a nonresident bidder, preference shall be given to the resident bidder.

5. This section shall apply to all contracts funded or controlled in whole or in part by a public agency.

6. The Finance and Administration Cabinet shall maintain a list of states that give to or require a preference for their own resident bidders, including details of the preference given to such bidders, to be used by public agencies in determining resident bidder preferences. The cabinet shall also promulgate administrative regulations in accordance with KRS Chapter 13A establishing the procedure by which the preferences required by this section shall be given.

7. The preference for resident bidders shall not be given if the preference conflicts with federal law.

8. Any public agency soliciting or advertising for bids for contracts shall make KRS 45A.490 to 45A.494 part of the solicitation or advertisement for bids.

A notarized affidavit form for Bidders, Offerors, and Contractors Claiming Resident Bidder Status can be obtained by going to Metro Louisville Metro Government’s Purchase webpage:

https://louisvilleky.gov/government/management-budget/procurement if a proposer wishes to include in their proposal. Unless there are proposal from vendors from states that have a designated percentage or point procurement preference in that state, this preference will not apply.

1.4 Proposal Submittal Requirements

1.4.1 All Proposals must be signed by a duly authorized officer, agent or employee of the Bidder

(See the “Request for Proposal Signature Page” document). Bidder promises that the individual signing the Proposal document for the Bidder has the authority to bind the Bidder.

1.4.2 Sealed Proposals will be accepted until 3:00 p.m. EST on April 9, 2026.

Louisville Metro Government uses a web-based portal for accepting and evaluating proposals digitally (https://louisvilleky.bonfirehub.com/portal). Documents may be uploaded at any time during the open period. We strongly recommend that you allow sufficient time to complete uploading, submit and finalize your submission before the closing deadline.

If you have any technical questions related to your submission, please contact Bonfire at Support@GoBonfire.com.

https://louisvilleky.gov/government/management-budget/p mailto:Support@GoBonfire.com

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You can also visit their help forum at https://bonfirehub.zendesk.com/hc.

1.4.3 Proposals cannot be submitted through the portal after 3:00 p.m. EST on April 9, 2026.

1.4.4 Any inquiries about this RFP shall be addressed in writing on the Bonfire portal.

1.4.5 Changes, Clarifications, Errors, Addenda:

1.4.5.1 Should a prospective Proposer find a discrepancy in or omissions from the specifications or be unclear as to what the specifications mean, the Proposer shall notify Metro Purchasing through the Bonfire portal. The Buyer will provide written clarification to all prospective Proposers. Proposer agrees that the Metro Government will not be responsible for any oral instructions.

1.4.5.2 Clarification of Submittal: The Metro Government may obtain clarification or additional information from a Bidder.

1.4.5.3 Changes/Alterations: Proposer may change or withdraw its Proposal at any time prior to Proposal closing date and time.

1.4.5.4 The Proposer must respond as required in this Proposal; failure to make any required response or provide required information may cause rejection of the Proposal as nonresponsive.

1.4.5.5 Once this Proposal has been signed by Proposer and officially submitted to the Purchasing Department of the Metro Government, Proposer will not be allowed to alter or withdraw its Proposal except with the written permission of the Director of Purchasing.

1.4.5.6 Addenda: The Metro Government may issue an addendum, or addenda, changing some aspect of the Proposal. All addenda, if any, shall be considered in making the Proposal, and such addenda shall be made a part of this Proposal. Before submitting a Proposal, it is incumbent upon each Proposer to be informed as to whether any addenda have been issued, and the failure to cover in the Proposal any such addenda may result in disqualification of that Proposal.

1.4.6 The Metro Government shall not permit a Proposer to withdraw its Proposal for sixty (60) days after Proposals are opened, unless the Metro Government makes a specific exception in writing. Further, Proposal prices shall be firm for a minimum of six (6) months after the Proposal closing date.

1.4.7 Metro Government shall not be responsible for any cost incurred by the Proposer in the preparation of its Proposal.

1.4.8 If the award is divided among or between vendors, written notification will be given to each vendor of the specific items covered on their respective contracts.

1.5 Buyer Information

Name: Latrice Smith Email: Latrice.Smith@louisvilleky.gov Phone: (502) 574-3913 https://bonfirehub.zendesk.com/hc

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SECTION 2

SPECIFICATIONS

I. General Company Overview:

1. Please give a brief description of your organization, including:

a. Brief History

b. Date of Incorporation

c. Number of Employees

d. Corporate and Local Addresses

e. Anything additional you would like to add

2. What other businesses are you involved in and how do they interact with environmental services/ industrial hygiene company.

3. Is any aspect of your business outsourced?

4. Do you have plans to acquire or merge with any other organizations within the next 12 months or have you done so within the previous 12 months? If yes, please detail the status and impact it will have on the administration and delivery of the proposed plan.

5. Please provide three of your client references, including contact name and phone number and an overview of the scope of the project that was completed for them.

6. Provide a copy of your organization’s most recent EEO1 report and E&O policy.

II. Written Procedures:

a. Please provide copies of written procedures for collection of samples, transportation of samples and chain of custody

b. Please provide proof of lab certifications for any lab that you use.

c. Please provide procedures for maintaining calibration of equipment.

d. If company reads samples please provide procedures, training and accreditation associated specific to this lab.

e. Safety procedures established for employees within the company and safety procedures established to maintain safety for the client.

III. Specifications Please provide documentation showing the ability to meet the specifications required in this section.

1. Contractor shall provide indoor air quality investigations to perform various indoor air quality and microbial testing. Personnel shall be trained and familiar with building ventilation, evaluation of contaminated sources, and microbial sampling methods. Contractor must have the ability to have sampling plans developed by a Certified Industrial Hygienist (CIH), Council-

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certified Indoor Environmental consultant (CIEC) or Council-certified Microbial Consultant (CMC). If available, some plans may be developed by a Council-certified Indoor Environmentalist (CIE) or a Council-certified Microbial Investigator (CMI). Other designations may be used if agreed upon by Louisville Metro Government.

2. Contractor shall provide a Certified Industrial Hygienist who is certified in the practice of industrial hygiene by the American Board of Industrial Hygiene. The CIH shall be available to manage and review all industrial hygiene projects and final reports deemed necessary for final review by Louisville Metro Government. Some reports Louisville Metro Government may deem that a CIH is not necessary for a final review. The potential scope of work could include asbestos air monitoring, lead air monitoring, indoor air quality monitoring, fungal sampling, VOC, crystalline silica, noise sampling and other various industrial hygiene sampling methods.

3. Contractor shall provide a Certified Safety Professional (CSP) who is certified in the practice of safety by the Board of Certified Safety Professionals. The CSP shall be able to provide guidance and direction on safety related inspection when called to review a work area. The CSP may be asked to come a review a work area and provide recommendations concerning corrections actions concerning that work area. Examples could be reviewing a permit required confined space for entry, hazardous communication, training and evaluation.

4. Contractor shall provide all necessary licensed personnel to perform asbestos inspections, project designs and project management. The licenses shall include, but not be limited to, personnel accredited in the state of Kentucky as Asbestos Project Designers and Asbestos Inspectors and/or Asbestos Management Planners. All Asbestos Air Monitoring Technicians shall have successfully completed the NIOSH 582 Course or equivalent for the collection and analysis of airborne asbestos fibers.

5. Contractor shall provide all necessary licensed personnel to perform lead hazard inspections, project designs and project management. The licenses shall include, but not be limited to, personnel certified in the state of Kentucky as Lead Hazard Project Designers, Lead Hazard Inspectors and Lead Hazard Risk Assessors.

6. All bulk asbestos samples shall be analyzed in laboratories accredited by the National

Voluntary Laboratory Accreditation Program (NVLAP). All asbestos samples analyzed by transmission electron microscopy (TEM) shall be performed in laboratories accredited by the National Voluntary Laboratory Accreditation Program (NVLAP). All asbestos air samples analyzed by phase contrast microscopy (PCM) shall be analyzed by personnel who have successfully completed the NIOSH 582 course or equivalent. For PCM analysis, the contractor shall provide all documentation of a quality control program that meets the OSHA ORM and NIOSH 7400 Method requirements.

7. All soil, paint chip and wipe samples collected for lead content shall be analyzed in laboratories accredited by the EPA mandated national Lead Laboratory Accreditation Program (NLLAP).

8. All fungi and bacteria samples shall be analyzed in laboratories rated proficient in the

American

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9. Industrial Hygiene Association’s (AIHA) Environmental Microbiology Proficiency Analytical Testing (EMPAT) program or another equivalent Program.

10. All other samples collected to document employee exposures shall be analyzed in laboratories rated proficient by the AIHA or other equivalent program.

11. Industrial Hygiene Contractor while onsite shall monitor removal contractors’ activities to ensure compliance with regulatory agencies. Contractor shall perform as needed Phase I and Phase II Environmental site assessments to document the present and historic environmental conditions of property. Assessments will be conducted in accordance with ASTM standard methods (ASTM E1527, Practice for Environmental Site Assessments: Phase I; ASTM E1528, Practice for Environmental Site Assessments: Transaction Screen Process; ASTM E1903, Standard Guide for Environmental Site Assessments: Phase II Environmental Site Assessment Process; Etc.).

12. Contractor shall provide final written reports, unless otherwise instructed by owner, within a timely manner. Timely manner is deemed to be no more than 30 days.

13. The IH contractor will stay up with advancing and new testing methods to provide the mechanism to help Louisville Metro Government in industrial hygiene studies and investigations. This would include any testing for virus, bacteria or other pathogen as it is introduced. The IH contractor will explain how they keep themselves up to date with testing methods and training.

14. The IH contractor will help Louisville Metro Government stay up to date concerning new

AIHA, EPA, KY EPA, OSHA or KYOSH changes that could affect changes to Louisville Metro Government programs that the contractor is aware of and involved in with Louisville Metro Government. The contractor will provide the necessary updates through e-mail communications with metrohealthsafety@louisvilleky.gov.

15. Contractor shall prepare bid specifications as needed.

16. Contractor shall provide other related activities as needed.

17. While working in any property, the Contractor will document as to whether any sign of roosting bats was visible. The Contractor will then report back to the Agency that (a) no evidence of bats were discovered OR (b) evidence of bats has been discovered in the structure. If evidence of the presence of bats is discovered, the Contractor will photograph such evidence and forward such report and photo to the Agency immediately. The contractor will also notify USFWS that bats have been found roosting in the location and notify the agency that the report to USFWS has been made. In the event the structure is unsafe to enter for testing, Contractor will forward a report that Contractor could not determine the presence or absence of bats due to inability to enter the structure for safety reasons.

18. Bidder shall provide prices for goods as FOB Delivered, unless allowance for shipping, handling, or any associated charge is specified in this section or on the price sheet.

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IV. FEE SCHEDULE - (Pricing must be submit through Bid Table in Bonfire to be considered.)

Description of Service per hour based upon title completing the work Unit Rate

Certified Industrial Hygienist (CIH) hour

Industrial Hygienist hour

Environmental Scientist hour

Certified Safety Professional (CSP) hour

Air Monitoring Technician hour

Council-certified Indoor Environmental consultant (CIEC) hour

Council-certified Microbial Consultant (CMC) hour

Council-certified Indoor Environmentalist (CIE) hour

Council-certified Microbial Investigator (CMI) hour

Licensed Asbestos Inspector hour

Licensed Asbestos Management Planner hour

Licensed Asbestos Project Designer hour

Licensed Lead Inspector hour

Licensed Lead Risk Assessor hour

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Licensed Lead Project Designer hour

Draftsperson hour

Senior Industrial Hygienist hour

Clerical Support hour

Please insert other titles and per hour cost hour

Asbestos Laboratory Samples per type and turnaround time

Asbestos Air Cassette Analysis by

PCM

24-Hour Turnaround each

48-hour Turnaround each

3-5-day Turnaround each

Asbestos Air Cassette Analysis by

TEM

24-Hour Turnaround each

Asbestos Bulk Sample Analysis by

PLM

24-Hour Turnaround each

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Point Count

24-Hour Turnaround each

TEM Gravimetric

24-Hour Turnaround each

Lead Laboratory Analysis per type and Turnaround Time

Lead Wipes

24-Hour Turnaround each

Lead Air Cassette Analysis

Lead Paint Chip Analysis

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Lead in Soil Analysis

Lead in Drinking Water Analysis

Daily charge for XRF

Indoor Air Quality Analysis

Surface Sampling for Fungi (Genus) by Tape Lift Method

24-Hour Turnaround each

Spore Trap Cassette Air or Wall Cavity Analysis

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Endotoxins in Air

Fungi (Yeasts and molds) Plate Count and ID (ID to Genus Level) each

Fungi (Yeasts and molds) Plate Count and ID (Full Species ID) each

Sit Visit and Observations Report each

Carbon Dioxide Measurements each

Carbon Monoxide Measurements each

HVAC Ventilation Measurements each

Particle Measurements each

Bacteria Plate Count and ID each

Volatile Organic Carbons by PID each

Volatile Organic Carbons – Gas Chromatography/Mass Spectrometry

(GC/MS)

each

Dust Mite Allergens each

Cockroach Allergens each

Cat Allergens each

Dog Allergens each

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Other Laboratory Analysis & Industrial Hygiene Testing

Formaldehyde each

Mercury each

Chlorine each

Respirable Dust each

Crystalline Silica each

Total Petroleum Hydrocarbons (TPH) each

Poly Aromatic Hydrocarbons (PAH) each

Poly Chlorinated Biphenyl (PCBs) each

Toxicity Characteristic Leaching Procedure (TCLP) – Metals each

Toxicity Characteristic Leaching Procedure (TCLP) – Full each

Toxicity Characteristic Leaching Procedure (TCLP) – Full (No

Pesticides/Herbicides) each

Benzene, Toluene, Ethyl Benzene, Xylene (BTEX) each

Biological Warfare Agent Testing (Anthrax, Botulism, etc.) each

Radon each

COVID-19 swabs each

COVID-19 air samples each

Other Services not listed

REIMBURSABLE EXPENSES:

THERE WILL BE NO CLAIMS FOR TRAVEL, MILEAGE, FOOD, PRINTING, ETC. UNLESS

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APPROVED IN ADVANCE AND IN WRITING BY METRO GOVERNMENT.

V. Please submit each of the sample bits for submittal.

Sample Bid No. 1

A corrections building (jail) is having a new roof applied during a seven-day schedule, with roof work scheduled 6:00 AM to 10:00 AM each day. HVAC make-up air intakes are adjacent to all roofing work. Building employees are concerned about roofing odors and do not understand exposure to roofing material being applied. A previous small one-day roof repair caused odors to be drawn into the intakes, resulting in employees leaving work. The prison population (800 in the building) cannot be evacuated.

The jail contains 3 floors that houses prisoners and officers guarding those prisoners and a first floor that has additional civilian employees. Metro knows that air monitoring would need to take place, but in unsure how to proceed. Please provide a simple cost structure layout of a recommended plan that would be given to Louisville Metro Government. Please provide lines items needed to address this scenario based upon your recommendation:

Line Items Quantity Unit Price Total

Sample Bid No. 2

Southwest Government Center experiences a pipe leak in the basement. The pipe runs along 200 ft. of office space and is wrapped with pipe wrap that is suspected to be Asbestos Containing Material. The water has leaked down onto a plywood wall in a storage closet as well, causing what appears to be mold blossoming. Please provide the line items anticipated to be associated with this quote.

Sample Bid # 3

A building has high pressure steam pipes in the basement. A steam leak has occurred and asbestos- containing pipe insulation is around the leak that will need to be removed before the leak can be repaired. An emergency repair order has been placed by the abatement company with APCD to remove the asbestos and the work is to be conducted at night and expected to take around 4 hours. Air sampling will need to take place. Please provide the line items anticipated to be associated with this quote.

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Sample Bid # 4

Metro is using a third-party vendor to remove 1000 square feet of asbestos floor tiles and mastic in a total of 3 rooms. The project will begin on a Friday evening and then work through the weekend. We will need air monitoring and clearance sampling for the 3-day work project. Please provide the line items anticipated to be associated with this quote.

Line Items Quantity Unit Price Total

Sample Bid No. 5

A residential structure, circa 1900, has been referred for city demolition due to its deteriorating status. The structure has recently experienced a fire, which created a hole in the roof, and subsequent water damage from the Fire Department. The garage is needing to be demolished as well, as the roof has collapsed, and the structure is filled with old tires.

Prior to the demolition. the residential structures, or the portion of the structures that will be demolished or renovated, must be thoroughly inspected for the presence of asbestos, including Category I and Category II non-friable ACM. Field sample logs, laboratory sample results, and structural diagrams indicating location of asbestos-containing materials, if any is found, must be included in the certified report submission. The property can then be referred for abatement, should asbestos be found. While inspecting the structure, the professional should also look for signs of bats and will be asked to indicate whether any were found. Please provide the line items anticipated to be associated with this quote.

Line Items Quantity Unit Price Total

VI. Additional Qualifications

A. OSHA or EPA Violation or Citations

The contractor shall provide a notarized statement signed by either the owner or officer of the company listing any and all OSHA and/or EPA citations or violations which have been issued against the company on a federal, state or local level and certification that the information is true and accurate.

B. Potential Lawsuits

Notarized statement signed by either the Owner or officer of the company listing any lawsuits to which your company has been a party, including the nature of the action, the date it was filed, the court in which it was filed, the case number and the current state or outcome.

C. References

Please provide the names, addresses and phone numbers of three (3) references for whom the bidder has performed the work, excluding Metro Government

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D. Experience with Metro Vendors

Please provide examples of the contractor’s experience working on projects with Metro vendors.

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SECTION 3

EVALUATION CRITERIA

3.1. Evaluation Process

After receipt of proposals the Metro Government shall evaluate all responses based on the criteria below. During that evaluation, the Metro Government shall rank all responses, again based on the criteria described below. Once the RFP Responses are ranked, the Metro Government shall determine in writing which responses are reasonably susceptible of being awarded the work. The Metro Government shall thereafter conduct negotiations with each of those “reasonably susceptible” Proposers, unless the Metro Government concludes that an award may be made without negotiations, as allowed by KRS 45A.370 (3).

The Metro Government will conduct a multi-stage process for selecting proposals that are determined to be reasonably susceptible to award.

Pre-Stage

There are two affirmative action requirements which apply to Metro Government contracts: a) Affirmative Action in Employment and b) Affirmative Action in the subcontracting of Minority, Female and Handicapped-owned businesses. The Louisville Human Relations Commission (HRC) is responsible for compliance of these requirements. Failure to submit the HRC “Good Faith Effort” requirements identified in this RFP document will cause the proposal to be deemed non-responsive.

Stage 1

The RFP evaluation committee shall score all proposals based upon the evaluation criteria detailed herein as well as any preferences authorized in Louisville Metro County Ordinance identified in this RFP. Upon completion of the scoring, the committee shall recommend short-listing the proposals that are reasonably susceptible of being awarded.

Stage 2

Vendors whose proposals have been identified as reasonably susceptible to award may be invited to discuss their proposal with the RFP evaluation committee. The date, time and location of the meetings will be negotiated.

The committee may carry out contract negotiations for the purpose of obtaining best and final offers, terms, and conduct detailed reference checks on the short listed vendors. The Metro Government reserves the right to contact respondents with requests for clarification.

Award

There exists the possibility that an award may be made on the basis of initial offers if it can be clearly demonstrated and documented from the existence of adequate competition or accurate

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prior cost experience that acceptance of an initial offer without discussion (Stage 2) would result in fair and reasonable prices (KRS 45A.370(3)(c)).

Award will be made to the responsible offeror whose proposal is determined in writing to be the most advantageous to Louisville Metro Government based upon the evaluation factors set forth in this RFP.

3.2. Evaluation Criteria

The Proposals received pursuant to this Request for Proposals will be evaluated on the following selection criteria:

TOTAL 100 POINTS

3.3. Proposals will be reviewed by a committee consisting of representatives from:

Metro Health and Safety: Norma Britton Office of Facilities and Fleet: Andrew Bland Louisville Metro Public Health & Wellness: Patrick Rich Louisville Free Public Library: Doug Foster

Performance Criteria Weight

General Company Overview 10 Points

Written Procedures 20 Points

Conformance to Specification Requirements 20 Points

Fee Schedule 20 Points

Sample Bids 25 Points

Additional Qualifications 5 Points

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SECTION 4

GENERAL PROVISIONS

4.1 Proposal Acceptance

Metro Government may award Proposals in its best interest, reject proposals or any part of them, award contracts in whole or part, waive what it concludes in its discretion are minor problems with proposals, including but not limited to formalities or technicalities. The Metro Government may consider any alternative proposals which meet its needs.

4.2 Payment Terms: Net 30 days.

4.3 Pricing

4.3.1 Proposal prices shall be firm for at least six (6) months after the Proposal closing date.

4.3.2 Project-Specific Contracts: Pricing for specific Metro Government projects shall not change for the duration of the contract.

4.3.3 Non-Project Specific Contracts, Including Price Contracts:

4.3.3.1 For non-project-specific contracts, including Price Contracts, Proposer agrees that prices shall not change for the first year of that contract.

4.3.3.2 If a contract is renewed, all price increase requests after the first year must be submitted in writing to the Purchasing Division, 611 West Jefferson Street, Mezzanine Level, Louisville, KY 40202. Upon notification by the vendor of documented market increases, Proposer agrees that the Metro Government may either accept the price change or terminate the contract. Increases shall not be effective until the Metro Government’s approval of them is received by the Proposer in writing.

4.3.4 Prices quoted shall be exclusive of the State and Federal Excise Tax, since the Metro Government is exempt from them.

4.3.5 Time discounts or cash discounts shall not be considered in Proposal evaluation.

4.3.6 Prices for any Proposal item shall not be contingent upon the purchase of any other

Proposal item.

4.3.7 If `approximate yearly usage' is supplied, it is only to aid vendors in preparation of

Proposals and under no circumstances binds the Metro Government to purchase those amounts.

4.3.8 Proposer should show unit prices and extended prices (unit prices multiplied by the number of units proposed to be purchased).

4.4 Special Conditions for Price Contracts:

4.4.1 A “Price Contract” is an agreement for the purchase of goods and possibly services which the Metro Government may utilize to fill its needs throughout the term of the contract. It is not a contract for a specific project, though purchases may be made for particular projects as the need arises. A Price Contract does not obligate the Metro Government to purchase any amount of the Proposal goods or services.

4.4.2 The Metro Government may renew contracts for a period of one (1) year and from year to year thereafter, upon the same terms and conditions as the original contract, if such renewal or extension is agreed to by the contractor. Total contract period cannot

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exceed five (5) years. Written notice of Metro Government's intention to renew will be sent prior to the expiration date.

4.4.3 Any government entity in Kentucky shall have the option of making purchases under a Price Contract executed under this Proposal.

4.4.4 If a price contract is awarded hereunder, the Proposer agrees the Metro Government may nonetheless issue a separate Proposal for the products or services which are the subject of this Proposal.

4.5 Special Conditions Applicable to Contracts for the Purchase of Goods (including Price Contracts, if those contracts are for the purchase of goods)

4.5.1 Proposer must submit all factory literature and supporting documentation with each submitted copy of its RFP.

4.5.2 Proposer shall provide prices for goods as FOB Delivered. Metro shall not pay for shipping, handling or any other associated charges for shipping.

4.5.3 All goods purchased are subject to inspection at the point of delivery by the Metro Government.

4.5.4 Proposer agrees to pay all costs for the return of rejected goods.

4.6 Tariff

4.6.1 For purposes of this contract, “Tariff” means any new, increased, or modified import duty, tax, or levy imposed by the United States federal government under the Harmonized Tariff Schedule of the United States (HTSUS) after the effective date of this contract.

4.6.2 If Tariffs change during the term of this contract and directly impact the cost of products, goods, materials, or a clearly defined component part thereof required for performance of this contract, the Contractor may request a price adjustment if the net change in cost attributable solely to such Tariff change exceeds [choose percentage:

e.g., five percent (5%)] of the [choose one: total contract price/material impacted]. The Contractor is limited to one price adjustment per quarter.

4.6.3 If the Contractor is requesting a price adjustment, it must submit (1) a written request to [specify: e.g., the person designated in the Notices section of the contract] and (2) evidence of: (i) the unit price paid by Contractor as of the date of award for the good or raw material used to furnish the goods to the Unit under this contract, (ii) the applicability of the Tariff to the specific good or raw material, and (iii) Contractor’s payment of the increased Tariff (either directly or through an increase to the cost paid for the good or raw material). The evidence submitted shall be sufficient to allow the Unit to verify that the Tariff is the cause of the price change. The Unit may request, and the Contractor shall provide, additional documentation reasonably necessary to verify the Contractor’s request.

4.6.4 If approved by the Unit, the amount of any adjustment shall equal the difference between the actual material cost incurred and [choose the correct percentage based on the percentage identified in the Eligibility section, e.g., 105%] of the baseline cost.

Adjustments shall be limited to the affected materials and shall not exceed [choose percentage: e.g., fifteen percent (15%)] of the initial contract price.

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4.6.5 If the Tariff is repealed or reduced prior to termination of this contract, the increase in the Unit’s contract price shall be reduced by the same amount and adjusted accordingly within [specify time: e.g., ten (10) business days].

4.6.6 If the Tariff is repealed or reduced prior to termination of this contract, the increase in the Unit’s contract price shall be reduced by the same amount and adjusted accordingly within [specify time: e.g., ten (10) business days].

4.7 Worker Safety

4.7.1 The Proposer agrees to comply with all statutes, rules, and regulations governing safe and healthful working conditions, including the Occupational Health and Safety Act of 1970, 29 U.S.C. 650 et.seq., as amended, and KRS Chapter 338. The Proposer will provide training documentation for all standards applicable to the job. Necessary trainings would include, but are not limited to, remediation, abatement, powered industrial truck equipment brought on site by bidder, SDS for all chemicals brought to site by bidder, confined space, fall protection, or any other trainings required by an afore mentioned standard under the scope of work being proposed. The Proposer agrees to provide, for all their employees working on properties where Metro employees reside, documentation of current (annual) asbestos awareness training, per OSHA’s 1926.1101(k)(9)(vi) regulation. The Proposer also agrees to notify the Metro Government in writing immediately upon detection of any unsafe and/or unhealthful working conditions on Metro Government property. Proposer agrees to indemnify, defend and hold the Metro Government harmless from all penalties, fines or other expenses arising out of the alleged violation of said laws.

4.8 Records Retention

4.8.1 Proposer shall maintain during the course of the work, and retain not less than five years from the date of final payment on the contract, complete and accurate records of all of Proposer’s costs which are chargeable to the Metro Government under this Agreement;

and the Metro Government shall have the right, at any reasonable time, to inspect and audit those records by authorized representatives of its own or of any public accounting firm selected by it. The records to be thus maintained and retained by Proposer shall include (without limitation): (a) payroll records accounting for total time distribution of Proposer’s employees working full or part time on the work (to permit tracing to payrolls and related tax returns), as well as canceled payroll checks, or signed receipts for payroll payments in cash; (b) invoices for purchases receiving and issuing documents, and all the other unit inventory records for Proposer’s stores stock or capital items; and (c) paid invoices and canceled checks for materials purchased and for subcontractors’ and any other third parties’ charges.

4.9 Multiple Awards

4.9.1 As allowed by the Metro Government Finance Manual (Purchasing Policies, Section III, A, 3), multiple contracts may be issued and those contracts, if any, shall be ranked as primary, secondary, etc. A secondary or lower ranking contract may be used if the primary contractor is unable to perform. However, the primary contractor shall be given the first

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opportunity to provide the services required. Contracts shall be utilized in the order stated in the award.

4.10 Protest Policy

4.10.1 Bidders/Proposers who wish to protest must do so in writing. The subject of the protest shall be limited to fraud, corruption, or illegal acts undermining the objectivity and integrity of the procurement process.

4.10.2 The protest must be received in accordance with the timing and documentation requirements for the type of protest. A protest regarding solicitation must be received no later than five (5) days before the due date for submittals. Any protest regarding the intent to award of the contract must be received no later than three (3) days after posted intent to award.

4.10.3 The protest must include: name, address, telephone, and e-mail address of the protesting party and the person representing them; a complete statement of the legal grounds for the protest specifically identifying law, rule, regulation or procedure alleged to have been violated; relevant support documentation; a statement regarding the course of action the protesting party desires.

4.10.4 Written protests should be submitted either by mail or hand delivered between 8:00 a.m.

and 5:00 p.m. to the Office of Management & Budget; Department of Purchasing; 611 W.

Jefferson Street; Louisville, KY 40202; OR, by email to: ombpurchasing@louisvilleky.gov

4.10.5 If the protest does not meet the time or content requirements it will not be considered.

4.10.6 For more information on this policy visit:

https://louisvilleky.gov/government/management-budget/procurement.

4.11 Open Records

4.11.1 All materials submitted in response to the solicitation document will become the property of the Metro Government. One copy of a submitted Proposal will be retained for official files and will become public record. In general, under the Kentucky Open Records Act (Kentucky Revised Statutes, sections 61.870 – 61.884), public records of the Metro Government are subject to disclosure to a requesting party. Any material that a vendor considers as confidential but does not meet the disclosure exemption requirements of the Open Records Act (“ORA”), should not be included in the vendor’s Proposal, as it may be made available to the public. If a vendor’s Proposal contains materials noted or marked as confidential and/or proprietary that, in Metro’s sole opinion, meet the disclosure exemption requirements of the ORA, then that information will not be disclosed in response to a written request for public documents. If Metro does not consider such material to be exempt from disclosure under the ORA, the material may be made available to the public, regardless of the notation or marking.