Columbia Public Schools AHERA RFP.pdf

RFQ/RFP – AHERA Inspection & Management Plan Services Page 1

COLUMBIA SCHOOL DISTRICT

11775 HEWITT ROAD

BROOKLYN, MICHIGAN 49230

REQUEST FOR QUALIFICATIONS AND PROPOSAL TO

PROVIDE ASBESTOS HAZARD EMERGENCY RESPONSE

ACT (AHERA) INSPECTIONS AND MANAGEMENT PLAN

DEVELOPMENT SERVICES

July 17, 2024

The Columbia School District (“District”) requests qualified firms (“Firm(s)”) submit their qualifications and credentials and a proposal to provide AHERA inspections and to develop

AHERA Management Plans across the Columbia School District in accordance with the Asbestos

Hazard Emergency Response Act.

SCHEDULE

1. RFQ/RFP advertise: July 17, 2024

2. Mandatory pre-bid conference: July 29, 2024 at 11:00 a.m. at:

Columbia School District

11775 Hewitt Road

Brooklyn, Michigan 49230

Please meet at the Administration Building. A tour of district buildings will follow for all interested parties.

3. Questions Due, in writing, by 2 p.m. on August 5, 2024 to:

Mr. James Baker

Superintendent

Columbia School District

James.baker@myeagles.org

Written responses are anticipated by August 12, 2024.

4. Proposals due: August 19, 2024 by 2 p.m.

Electronic copies only to:

Mrs. Monika Cook

Columbia School District

Monika.cook@myeagles.org

5. Bid Review: August 26, 2024

6. Finalists notified of recommendation to Board of Education: to be determined

RFQ/RFP – AHERA Inspection & Management Plan Services Page 2

7. Final determination/award: to be determined

8. Contract(s) Start Date: TBD, likely June 11, 2025

This RFQ/RFP is not a guarantee by the District to contract with Firm(s) responding to this RFQ/RFP. The District reserves the right to reject any and all Proposals. The District also reserves the right to amend this RFQ/RFP as necessary. All materials submitted to the District in response to this RFQ/RFP shall become the property of the District. The District reserves the right to seek proposals from, or to contract with, any firm not participating in this process.

The District shall not be responsible for the costs of preparing any proposal in response to the RFQ/RFP.

A. DESCRIPTION OF SERVICES

I. Firm shall provide Asbestos Containing Building Material (“ACBM”) inspection services using their own State of Michigan accredited asbestos building inspectors and shall conduct testing and on-site observations at District facilities and services in accordance with the Asbestos Hazard Emergency Response Act (“AHERA”).

II. The scope of services shall include but not be limited to the following:

a. Conduct an initial inspection to identify the condition, quantity and location of

ACBM, sample ACBM, map the location of ACBM in each district building and provide a digital photograph log of observed materials (both ACBM and non-

ACBM).

i. The initial inspection to identify, quantify, determine the condition and map the location of ACBM shall be done in accordance with 40 CFR subpart 763.86 (including assumed asbestos containing materials). The goal is to positively identify as many ACBM as is reasonable, assuming as few ACBM as possible.

b. Develop asbestos management plans for each district building to ensure compliance with AHERA.

i. The use of the Michigan Model Management Plan is encouraged, but demonstratively equivalent alternative formats may be considered.

III. General Requirements:

a. The Firm will assign only those accredited inspectors and management planner who are bona-fide employees of said Firm to perform the functions specified under this RFQ/RFP. Any inspector assigned to provide services under the terms of this RFQ/RFP, must have current training and accreditation.

b. Upon award of Agreement, and prior to initiating the inspection, the Asbestos

Inspector(s) shall work with the District identified Designated Person. Prior to visiting District sites to initiate inspections, the Asbestos Inspector(s) shall coordinate with the Designated Person and present a current, valid form of identification and a current, valid Asbestos Inspector Accreditation issued by

RFQ/RFP – AHERA Inspection & Management Plan Services Page 3 the authorized Michigan agency.

c. The inspection shall be performed pursuant to 40 CFR 763.85(4)(b)(3)(i) through (vii), and at a minimum, the consultant(s) shall:

i. Visually inspect and assess, under 763.88, the condition of all friable suspect or assumed ACBM.

ii. Collect samples and submit the samples for analysis in accordance with 763.86 and 763.87 for each homogeneous area of suspect ACBM material. All samples will be submitted to and analyzed by a laboratory with current National Voluntary

Laboratory Accreditation Program accreditation.

iii. The selected Firm shall test at least ninety percent (90%) of all

ACBM and ACM to determine whether asbestos is contained in the material. No more than ten percent (10%) of the ACBM or

ACM can be assumed to contain asbestos.

d. The inspection report will clearly indicate the date of inspection and shall be signed by each inspector and/or management planner who contributes to the inspection and the development and review or revision of the management plan.

e. The inspection report will identify homogeneous areas consistent with the terms and intent of AHERA. For the purpose of satisfying the scope of work under this RFQ/RFP, only materials that are uniform in color and texture will be considered homogeneous.

f. The Firm will submit the inspection report in the Michigan Model format which will clearly identify the type, location, quantity and condition of the following:

i. any ACBM that is assumed to be ACM,

ii. any material that was sampled and determined to be non-asbestos containing, and

iii. any material that was sampled and determined to be ACM.

g. The Firm will develop a management plan for each district building that demonstrates a state-of-the-art work product that reflects current technology and best practices.

h. The Firm will submit the inspection report and completed management plan to the district within 30 days of the completion of the inspection. Copies of the Management Plans shall be submitted by the Firm to the Michigan

Department of Labor and Economic Opportunity for their review and approval. Any deficiencies identified by the agency shall be promptly corrected at no additional cost to the district.

i. The Firm shall ensure that response action(s) recommendations described in the management plan are specific to each site and to the ACBM involved, and that the implementation schedule is clear.

j. The Firm shall assign its State of Michigan accredited staff to develop the management plan which shall include accurate quantities and locations of

ACM.

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k. The Firm shall assign its State of Michigan accredited staff to draft the management plan to verify that all AHERA required elements are present, pursuant to 763.93(e)(1) through (12).

l. The Firm shall assign its State of Michigan accredited staff to ensure that all recordkeeping requirements are met, pursuant to 763.94.

m. The Firm shall assign its accredited staff to develop a written Operations and

Maintenance (O & M) Program. The Firm shall ensure that the O&M program is site-specific and incorporates best practices and/or industry standards for the in-place management of the types, amounts, locations and condition of the

ACBM identified or assumed to be present in each school or administrative building.

i. As part of the O&M Program, the Firm shall provide an evaluation of resources needed to complete response actions successfully and carry out inspection, operations and maintenance activities, periodic surveillance and training.

n. The Firm shall assign its accredited staff to provide response action recommendations that are consistent with AHERA pursuant to 763.93(b) through (f).

o. The Firm will ensure that the management plans developed for the District contain the proper protocols for the District to correct any non-compliance that is within the District’s authority to correct, including but not limited to:

i. Failure to designate a person to ensure AHERA requirements are fulfilled,

ii. Failure to train the designated person or maintenance/custodial personnel,

iii. Failure to implement a response action, and

iv. Failure to post warning labels adjacent to friable and nonfriable ACM in routine maintenance areas, and if the signs are not readily visible upon entry and read as required under AHERA.

p. The Firm will provide two complete copies of the inspection report and management plan for each site within the District. Additionally, Firm shall provide electronic copies of all inspection reports, management plan, and any other work produced by Firm.

q. In addition to providing a per building cost to conduct inspections and develop

Management Plans, the firm shall provide the cost to provide the following additional services:

1. Two Hour Asbestos Hazard Awareness Training – in person, cost per session up to 8 students per session.

2. Designated person training – in person, cost per session for one student.

3. 16 hour Operations and Maintenance Training – in person, cost per session

RFQ/RFP – AHERA Inspection & Management Plan Services Page 5 for up to 4 students to include hands-on training.

4. District wide 6 month periodic surveillance.

5. District wide 3 year AHERA reinspection (estimate only, please). To include updated floor plan drawings of current ACBM locations.

1 The firm will consult with the Designated Person on methods to be used by the District for annual notification and outside contractor notification, so that the plan reflects the actual methods employed by the District.

2 The firm will consult with the Designated Person on methods to be used by the District for annual notification and outside contractor notification, so that the plan reflects the actual methods employed by the District.

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B. PROPOSAL CONTENT AND FORMAT

Proposals must be concise, well organized, and demonstrate the Firm’s qualifications and understanding of the RFP/RFQ. Proposals shall be formatted as outlined below. Proposals shall be no longer than thirty (30) pages, 8½” x 11” format, inclusive of résumés, forms, accreditation cards and pictures, and tabbed according to the numbering system reflected below. Firm shall submit one electronic copy of its proposal by the date and time at the location specified above. In order to be considered for selection pursuant to this RFQ/RFP, the respondent entities will submit the following items in the specified order:

a. Cover Letter

i. This letter should introduce the Firm (team) or individual and must be signed by an authorized officer of the Firm. This letter should be no longer than 1 page.

ii. If multiple Firms are submitting a proposal as a team, note which

Firm is the prime consultant or lead joint venture partner, or if it will be a prime-sub consultant(s) contractual relationship.

iii. Identify primary contact person for your Firm (team).

b. Firm Information

i. Type of organization or company structure.

ii. Number of years the Firm has been in business.

iii. Location of principal office that will be responsible for the implementation of the Agreement.

c. Accreditation

i. Each proposing Firm is required to submit to the District:

a. a copy of the accreditation cards of all employees of the Firm who are authorized to conduct inspections and develop management plans for this project.

b. a copy of any citations or violations issued to the Firm or any of its employees who are authorized to conduct inspections and develop management plans.

c. a copy of professional liability insurance for errors and omissions in the amount of $1 million.

i. Firm shall, at all times during the term of the awarded

Agreement, carry, maintain and keep in fill force and effect, a policy or policies of insurance as required by the District.

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d. Project Personnel Qualifications

i. Please provide resumes (no more than 2 pages each) for each of the project personnel. These resumes must represent projects over the last 10 years. Please also indicate number of years employed by Firm, or joint venture team member, or sub-consultant.

e. Firm History (please include for all team member Firms) including:

i. Number of Years in business

ii. Annual Revenues

iii. Number of Employees (company-wide)

iv. Number of Employees located in Michigan.

f. Project Experience & References

i. Please provide information in the following format for districts where your Firm provided similar services or is currently providing similar services:

Years School District Contact Person Title Phone

20 - XYZ District Smith, James President xxx-xxx-xxxx

g. Litigation

i. Provide specific information on termination for default, litigation settlement or judgments entered, within the last (5) five years, related to your Firm, joint venture partners, or sub-consultants (only provide sub- consultant’s targeted to perform in excess of 20% of the work).

Also, provide information relative to any convictions for filing false claims within the past 5 years.

h. Compensation

i. Provide Firm’s proposed fee and provide the rates for the body of services your Firm is prepared to provide the District. Provide cost per building with an estimate of the number of bulk samples estimated to complete the work in each building. Provide the line item cost of additional requested services.

i. Conflict of Interest

i. If applicable, provide a statement of any recent, current, or anticipated contractual obligations that relate to similar work that may have a potential to conflict with the Firm’s providing the Services to the

District. If no such conflict is anticipated, state that expressly in the proposal.

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j. Declaration

i. Submit a declaration under penalty of perjury by an authorized corporate officer or principal, stating that reasonable diligence has been used in preparation of the proposal submitted in response to this

RFQ/RFP and that all information provided Firm’s proposal is true, correct and complete, and that individual or official of this Firm that signed the proposal has the power to contractually bind the Firm.

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C. DISTRICTS EVALUATION / SELECTION PROCESS

I. The District intends to select one F i r m t o c o m p l e t e t h e s e r v i c e s d e s c r i b e b y t h e R F P / R F Q , but reserves the right to select more than one

Firm in order to best meet the District’s needs to perform the Services as described in this RFQ/RFP. From the Firm(s) that provides a Proposal to the District, the

District may, at its discretion, interview some or all of those Firms. One or more Firms may be selected and recommended to the governing board of the District for approval.

The Firm will be selected based on qualifications and demonstrated competence that include relevant experience with public agencies, including local agencies, and a proven track record of success for these type of Services. A “best value” method of selection will be utilized. The “best value” method includes, but is not limited to, the following selection criteria:

a. Technical expertise;

b. Team experience;

c. Recent success with similar projects;

d. Proximity of offices and availability of qualified staff;

e. Prior experience with District staff and current consultants;

f. Approach in providing Services;

g. Schedule; and

h. Pricing.

II. The District reserves the right to contract with any Firm responding to this Request for

Proposals for all or portions of the above-described phases, to reject any proposal as non-responsive, and not to contract with any Firm for the Services described herein.

The District makes no representation that participation in the Request for Proposal process will lead to an award of contract or any consideration whatsoever. The District shall in no event be responsible for the cost of preparing any proposal in response to this Request for Proposals.

III. Responses to this RFQ/RFP will become the property of the District and subject to the

Michigan Public Records Act. Those elements in each response that are trade secrets as that term is defined in regulation or otherwise exempt by law from disclosure and which are prominently marked as “TRADE SECRET,” “CONFIDENTIAL,” or

“PROPRIETARY” may not be subject to disclosure. The District shall not be liable or responsible for the disclosure of any such records including, without limitation, those so marked if disclosure is deemed to be required by law or by an order of the Court.

A Firm that indiscriminately identifies all or most of its response as exempt from disclosure without justification may be deemed non-responsive. In the event the

District is required to defend an action on a Public Records Act request for any of the contents of a response marked “Confidential,” “Proprietary,” or “Trade Secret,” the

Firm agrees, by submission of its response for the District’s consideration, to defend and indemnify the District from all costs and expenses, including attorneys’ fees, in any action or liability arising under the Public Records Act.