Date: September 14, 2026

RFP Title: Industrial Hygienist Service

Opportunity #: 21260824085935

Addendum ONE Cover Sheet

TO ALL APPLICANTS:

You are hereby notified of the following additions to the above RFP:

1) Questions and answers

Please sign, date, and attach this cover sheet with your proposal. This addendum and any attachments are now incorporated into the RFP.

AUTHORIZED SIGNATURE NAME (Print)

COMPANY NAME TITLE (Print)

DATE

# Ref Question Answer

Anticipated workload / utilization

Can the Department provide an estimate of the anticipated annual level of effort, number of service requests, or approximate hours expected under this contract?

The Department cannot guarantee a specific annual level of effort, number of service requests, or volume of work under this contract. Work will be assigned on an as-needed basis depending on operational requirements, project priorities, and available funding. Vendors should provide pricing and staffing approaches that are flexible and scalable to accommodate varying levels of demand.

Expected training volume

The RFP references approximately 900 Department employees requiring safety training. Does the

Department anticipate the selected contractor to provide training to all approximately 900 employees, or will training be provided on an as-needed basis to specific groups?

The approximately 900 employees referenced in the RFP represent the potential population that may require safety-related services under the contract. Training is expected to be provided on an as-needed basis to specific employee groups depending on operational needs, job functions, regulatory requirements, scheduling considerations, and available funding.

The Department does not guarantee that all employees will require training during the contract term.

Training material development

Will the Department provide existing training curricula, presentations, procedures, and other instructional materials for the required training topics, or is the selected contractor expected to develop the training materials and curricula? If development is required, please identify the anticipated training topics for which new materials will be needed.

The Department may provide existing training materials, presentations, procedures, and related documentation where available. Depending on project needs and the condition or completeness of existing materials, the selected contractor may also be asked to update, supplement, or develop new training content and curricula. Specific training topics and material development requirements will be identified on a project-by-project basis

After-hours expectations

Given the Department's 24/7/365 operating environment, please clarify the anticipated frequency of evening, overnight, weekend, or emergency service requests and the expected response time for such requests.

The frequency of evening, overnight, weekend, or emergency service requests cannot be estimated in advance and will vary based on operational conditions, incidents, regulatory requirements, and project needs. Vendors should describe their availability and typical response capabilities for after-hours or urgent requests, including any assumptions, limitations, or additional costs associated with such services.

Emergency rescue services

Please clarify the scope of ‘emergency rescue equipment and services’ referenced in the Cost Proposal section, including the types of rescue services and equipment the selected contractor would be expected to provide.

The scope of emergency rescue equipment and services will depend on the nature of the work activities, site conditions, regulatory requirements, and identified hazards associated with specific projects or operations. Services may include standby rescue support, confined space rescue coordination, specialized safety support, or access to emergency response equipment as needed. Specific requirements, equipment needs, and service expectations will be identified on a project-by-project basis.

Equipment repair/maintenance

Please clarify the types of equipment for which the selected contractor would be expected to provide repair and maintenance services.

The types of equipment requiring repair or maintenance services may vary depending on operational and project needs.

Such equipment may include, but is not limited to, industrial hygiene monitoring equipment, safety-related devices, air monitoring instruments, sampling equipment, or other related health and safety equipment. Specific requirements and expectations will be identified on a project-by-project basis.

Respiratory medical clearance

Please clarify the anticipated scope of respiratory medical clearance services. May these services be provided through a qualified occupational health/medical subcontractor?

The anticipated scope of respiratory medical clearance services will vary depending on Department needs, applicable regulatory requirements, and the specific work activities involved. Services may include medical evaluations and related support necessary to comply with respiratory protection program requirements. These services may be provided through a qualified occupational health or medical subcontractor, provided the contractor remains responsible for coordination, compliance, and quality of the services performed.

Subcontracting generally

May the selected contractor utilize qualified subcontractors for specialized services identified in the

RFP, including respiratory medical clearance, emergency rescue services, or other services requiring specialized personnel or equipment?

Yes. The selected contractor may utilize qualified subcontractors for specialized services where appropriate. The contractor will remain fully responsible for the performance, coordination, compliance, and quality of all subcontracted work. Vendors should identify any anticipated subcontracting arrangements and the qualifications of proposed subcontractors in their proposal or prior to performing the work.

Existing programs/materials

Does the Department currently maintain established

Health and Safety Programs, training materials, chemical inventories, HazCom programs, and Job

Safety Analyses that the selected contractor will review and update, or is the contractor expected to develop these programs and materials from the ground up?

The Department currently maintains certain health and safety programs, training materials, inventories, and related documentation; however, the extent, condition, and completeness of these materials may vary by program area.

Depending on project needs, the selected contractor may be asked to review and update existing materials, develop new programs or procedures, or supplement current documentation as necessary.

Nature of the safety-program audits

Please clarify the anticipated scope and frequency of

Health and Safety Program audits, including whether these are expected to consist primarily of

The scope and frequency of Health and Safety Program audits will vary based on operational needs, regulatory requirements, identified risks, and available funding. Audits may include program and document reviews, facility inspections, program/document reviews, facility inspections, compliance audits, or a combination thereof.

compliance evaluations, observations of work practices, or a combination of these activities. Specific requirements, scope, and deliverables will be identified on a project-by-project basis.

Historical utilization — if this is an existing contract

Has the Department previously contracted for these services? If so, can the Department provide the approximate annual expenditure or level of effort under the previous contract?

The Department has previously utilized similar services;

however, prior expenditures and levels of effort may not accurately reflect future needs under this contract. Work requirements will continue to vary based on operational priorities, regulatory needs, project demands, and available funding. Therefore, no specific annual expenditure or workload is guaranteed

Contract extensions

The RFP states that the compensation cannot exceed a total of $35,000.00, but that the contract can be extended for up to three additional one-year terms. Is the total maximum compensation per one year term

$35,000?

Yes. The RFP establishes a maximum compensation of

$35,000 for each one‑year contract term. While the City may choose to extend the contract for up to three additional one‑year terms, each term is treated independently, and the maximum compensation for each year is $35,000, not a cumulative total across multiple years. This interpretation aligns with how the City structures Small Order Professional

Services contracts.

13a

Priorities and

Budget

What services are the highest priority under this contract?

The highest-priority services under this contract are expected to include work related to regulatory compliance, employee health and safety risks, incident or accident response, required assessments or investigations, and time-sensitive operational support. Specific priorities may change based on Department needs, emerging issues, and available funding.

13b

How should the available budget be prioritized among the following services?

a. Employee safety training

b. Safety program reviews

c. Development or revision of safety procedures

d. Accident investigation training or support

e. Industrial hygiene assessments

f. Onsite visits

g. Meetings and progress reports

The prioritization of available budget will depend on operational needs, regulatory requirements, identified risks, and time-sensitive issues at the time services are requested. In general, priority will be given to activities necessary to support regulatory compliance, address immediate employee health and safety concerns, respond to incidents or investigations, and mitigate operational risk. Vendors will be expected to coordinate with the Department to align work activities and expenditures with project priorities and available funding.

13c

Are there services that must be completed before funds are used for lower-priority work?

Yes. The Department may prioritize certain services based on operational needs, regulatory requirements, risk level, or available funding. Vendors will be expected to coordinate with the Department to address higher-priority or time-sensitive work before proceeding with lower-priority activities.

13d

May vendors price work on a project-by-project basis, such as industrial hygiene assessments, safety and health training, or other requested services, and provide a fixed time-and-materials cost for each defined scope of work?

Yes. Vendors may propose pricing on a project-by-project basis for services such as industrial hygiene assessments, safety and health training, and other requested work. Pricing should be provided as a fixed time-and-materials cost tied to a clearly defined scope of work, including applicable assumptions, rates, deliverables, and any exclusions.

13e

Should the contractor track spending and provide regular budget updates?

Yes

13f

At what percentage of the budget should the contractor notify the Authority that funds are running low, such as at 75% or 90% spent?

75%

13g

Once the contract budget is exhausted, should all work stop unless the Authority provides written approval and additional funding?

Yes. The vendor must not initiate or continue work that would cause the project to exceed the approved contract budget without prior written authorization from the Authority and confirmation of additional funding. The vendor is responsible for monitoring project expenditures, managing work within available funds, and ensuring that work undertaken can be fully completed within the authorized budget unless otherwise approved in writing by the Authority.

13h

Who is authorized to approve work that may exceed the original scope or budget?

No work exceeding the approved scope or budget may proceed without prior written authorization from the designated project representative. Vendors are expected to actively monitor project spending against available funds and notify the project team in advance of any potential budget impacts, scope concerns, or risks that could affect cost.

13i

Is the $35K budget a firm limit, or is additional funding available for services that may not be covered within that amount?

Yes, $35k is the limit for this contract.

14a Training

Requirements

Does the Authority have a specific list of required training topics? If so, please provide the list and identify the highest-priority topics.

No, we do not have a list of training required at this time.

14b

Approximately how many employees will require training?

Approximately 900 employees require training

14c

Which employee groups, departments, facilities, and job functions should be included?

14d

Which work shifts must be covered, including nights and weekends?

Must accommodate a 24/7/365 operation

14e

How many training sessions should be included, and approximately how many employees are expected in each session?

The number of training sessions and participants has not yet been finalized. Vendors should propose a recommended training approach based on organizations of similar size and complexity, and clearly identify any assumptions used in developing pricing and scope

14f

Should training be provided onsite, virtually, or through a combination of both?

Requires both online and in-person training capabilities

14g

Will the same training need to be repeated for multiple shifts?

14h

Are training materials, attendance records, quizzes, or certificates required?

Yes, training materials and attendance records are required.

Certificates are needed for some trainings, but not all.

14i

Will the Authority provide existing training materials, or should the contractor develop new materials?

Contractors should develop new training materials.

15a

Other Services and

Deliverables

Which safety programs or procedures need to be reviewed, updated, or created?

The specific safety programs and procedures to be reviewed, updated, or developed will be identified on a project-by-project basis depending on operational needs and regulatory requirements. Vendors should describe their experience supporting a broad range of occupational health and safety programs and their approach to assessing, developing, and updating documentation as needed.

15b

Should accident investigation services include training only, or assistance with actual investigations?

It should include both.

15c

How many onsite visits or onsite service days should be included?

On an as needed basis.

15d

Does the reference to a 24/7 operation require after-hours consultant availability, or only services that reach employees working different shifts?

Only services that reach employees working different shifts.

15e

Are industrial hygiene services required, such as air sampling, noise monitoring, indoor air quality evaluations, or other exposure assessments?

15f

If sampling is required, should equipment, laboratory analysis, travel, and reporting costs be included within the contract budget?

15g

How often are meetings and written reports required, and what information should they include?

Meeting frequency and reporting requirements will vary depending on the scope and complexity of each project.

Vendors should be prepared to participate in regular project coordination meetings and provide written status reports as requested by the Authority. Reports may include work completed, project status, findings or recommendations, budget tracking, schedule updates, identified risks or issues, and planned next steps.

15h

Will existing safety procedures, training materials, audit findings, injury data, and previous industrial hygiene reports be provided?

Yes, if available.

15i

Is work required to be performed by a Certified

Industrial Hygienist, or may qualified staff work under the direction of a CIH?

Work may be performed by qualified staff operating under the direction and oversight of a Certified Industrial Hygienist

(CIH), as appropriate to the scope of services being provided.

Vendors should clearly identify the qualifications, roles, and level of oversight for personnel assigned to the project.

15j

Are there required response times for routine requests, urgent concerns, or accident investigations?

Response time expectations may vary depending on the nature and urgency of the request. Vendors should describe their standard response times and availability for routine requests, urgent matters, and accident or incident investigations, including any escalation procedures or limitations.

15k

What proposal format, professional qualifications, insurance requirements, and pricing details are required?

Vendors should organize proposals in a clear and logical format that addresses the scope of services, relevant experience, staff qualifications, project approach, availability, and pricing.

Proposals should identify key personnel and include applicable professional certifications, licenses, and experience relevant to the services being proposed.

Vendors must maintain commercially reasonable insurance coverage appropriate to the services provided and comply with any minimum insurance requirements established by the

Authority prior to contract execution.

Pricing should clearly identify rates, assumptions, deliverables, reimbursable expenses, and any other costs associated with the proposed services. Where applicable, vendors may provide project-specific pricing based on a defined scope of work.