DOH58336 BEHRP Environmental Monitoring Lake County ODH RFP v2 9.25 (1).pdf

58336

RFP Solicitation Template Request Rev. 6.2025

REQUEST FOR PROPOSAL (RFP)

The Ohio Department of Health (ODH) is soliciting proposals for professional services.

1. PROJECT INFORMATION:

1.1. Project Title: Radiological Health and Safety-Lake County, OH-Environmental Monitoring

1.2. Solicitation Posting Date: Thursday, September 25th, 2025

1.3. Inquiry Start Date: Thursday, September 25th, 2025

1.4. Inquiry End Date: Tuesday, October 14th, 2025, by 3 p.m. All questions must be submitted via

Ohio Buys. Questions received after this date will not receive a response.

1.5. Solicitation End Date: Thursday, October 16th, 2025, by 3 p.m. All required application components must be received by Thursday, October 16th, 2025, Applications should be submitted via Ohio Buys. Each application component must be clearly labeled.

1.6. Project Background: ODH maintains a cooperative agreement with Vistra Corp to perform environmental monitoring around the nuclear powers plants that are located within Ohio and those near Ohio's borders. The monitoring is performed to measure and evaluate any radiological impact the power plants may have on Ohio's environment.

1.7. Project Objective: Environmental monitoring is performed to measure and evaluate and radiological impact the power plants may have on Ohio's environment. The specific objectives of this solicitation are: 1. Maintain ODH Lab proficiency, and 2. Confirm power plants are not releasing radioactivity into the environment.

1.8. Projected Estimated Budget: $48,246 Not to Exceed

1.9. Project Award: One (1) Award.

1.10. Project Period: 7/1/2025-6/30/2027.

ODH reserves the right to execute multiple agreements with awarded provider to fulfill the entire project period, subject to and contingent on the discretionary decision of the Ohio

General Assembly to appropriate funds (if needed) for the biennium, satisfactory performance of the awarded providers and the needs of the Ohio Department of Health

1.11. Agreement Term: 7/1/2025-06/30/2027 with up to two (2) years of additional Renewal Terms may not exceed after 6/30/2029.

Renewal Option 1: 7/1/2027-6/30/2029.

RFP Solicitation Template Request Rev. 6.2025

At the sole option of ODH, ODH may extend this Contract past the initial Agreement Term for a period of ninety (90) days. Renewal terms may be exercised by mutual agreement between the

Contractor and ODH. The cumulative time of all mutual renewals may not exceed two (2) additional years and are subject to and are contingent upon the discretionary decision of the Ohio

General Assembly to appropriate funds for this project in each new biennium. If any renewal is carried out, a new contract will be issued at the beginning of the new biennium. ODH may evaluate whether a renewal is appropriate considering the satisfactory performance of the

Contractor and the future and continuing needs of ODH’s Programs.

2. PROJECT REQUIREMENTS: Offeror(s) must meet the following mandatory requirements to be considered for evaluation.

2.1. Contractor Experience Requirement:

2.1.1. Offeror(s) must have 1. Familiarity with stationary low volume continuous air samplers, 2.

Familiarity with proper sample collection techniques to include, but not limited to air particulate, air iodine, water, vegetation, sediment and split samples; and 3. The ability to pull samples utilizing the mothers at the locations and frequencies required.

2.2. Candidate Expertise Requirement:

2.2.1. Offeror(s) must have Four (4) years of experience in environmental sampling

2.3. Notice of Award Requirements: N/A

2.4. Mandatory Licenses &/or Certifications Required:

2.4.1. Offeror(s) must have N/A

3. SCOPE OF WORK AND DELIVERABLES:

3.1. Scope of Work:

SCOPE OF WORK

3.1.1 Collect environmental samples of various types, as designated in Attachment A, in the vicinity of the Perry Nuclear Power Plant (PNPP_. Collection shall comply with methods, location, number, and frequency delineated in Attachments B and C.

3.1.2

Correctly label each sample and ship it by overnight courier no later than noon (12:00 PM) on the second business day following the day the sample was collected. Samples should be shipped to: ATTN: Ruisheng An, The Ohio Department of Health Laboratory, Radiochemistry Section, 8995 East Main Street, Reynoldsburg, Ohio 43068.

3.1.3 Submit quarterly invoices to ODH within 30 days from the end of the quarter and within 14 days from the end of the fiscal year for reimbursement. The invoice should provide accurate details

RFP Solicitation Template Request Rev. 6.2025 regarding the amount of time spent providing services, including date, time, and location where the services were provided. Samples submitted late or not received in accordance with the timelines as defined in Attachment A may be considered invalid and may not be subject to compensation or reimbursement.

3.2. Deliverables and Due Dates:

DELIVERABLES DUE DATE

3.2.1

Collect environmental samples of various types, as designated in Attachment A, near the Perry Nuclear Power Plant. Collection shall comply with methods, location, number, and frequency delineated in Attachments B and C. Contractor shall be paid a fixed price per sample collected. This price includes all services, travel, shipping, and any other costs associated with collecting sample

Ongoing during the Contract term

3.2.2

Label correctly each sample and ship it by overnight courier no later than noon (12:00 PM ET) on the second business day following the day the sample was collected. Samples shall be shipped to: ATTN: Rashmi Gaur, The Ohio Department of Health Laboratory, Radiochemistry Section, 8995 East Main Street, Reynoldsburg, Ohio 43068.

Ongoing during the Contract term

3.2.3

Submit quarterly invoices to ODH within 30 days from the end of the quarter and within 14 days from the end of the fiscal year for reimbursement. The invoice shall provide accurate details regarding the number and types of samples collected, including date, time, and location where the services were provided. Samples submitted late or not received in accordance with the timelines as defined in Attachment A may be considered invalid and may not be subject to compensation or reimbursement.

Quarterly during the Contract term

4. TECHNICAL EVALUATION CRITERION:

CONTRACTOR PROFILE WEIGHT

4.1

Individuals, agencies or organizations with: (1) experience with stationary low volume continuous air samplers, (2) knowledge of proper sample collection techniques to include but not limited to air particulate, air iodine, water, vegetation, sediment and split samples; and (3) have the ability to pull samples utilizing the methods at the locations and frequencies as required which includes mandatory and preferred qualifications.

RFP Solicitation Template Request Rev. 6.2025

STAFFING PLAN (PERSONNEL PROFILE) WEIGHT

4.5

Staff are experienced with stationary low volume continuous air samplers;

have knowledge of proper sample collection techniques for air particulate, air iodine, water, vegetation, sediment and split samples; and have the ability to pull samples utilizing the methods at the locations and frequencies as required.

WORK PLAN WEIGHT

4.8

Detail of how all of the requirements specific to this project will be implemented and include proposed activities to meet program requirements. Appropriate air sampling, water, vegetation, sediment and split sampling techniques, operations, and procedures and appropriate shipping and handling operations and procedures for all samples.

TOTAL 100

5. PROPOSAL SCORING

SEE ATTACHMENTS A, B, and C

CRITERIA MAXIMUM

ALLOWABLE POINTS

Technical Proposal

Cost Proposal

MBE Set -Aside 50

Total

RFP Solicitation Template Request Rev. 6.2025

ATTACHMENT A

SAMPLING METHODS USED WHILE PERFORMING ENVIRONMENTAL SURVEILANCE IN THE

VICINITY OF THE PERRY NUCLEAR POWER PLANT (PNPP)

All samples collected as part of an ODH surveillance program are split samples whenever possible. Splitting samples is a method, which can, among other things, be used to check a laboratory’s analytical quality program. Splitting samples generally involves obtaining two identical samples from a single collection volume. One sample is then analyzed by the Utilities lab and the other by the ODH lab. The analytical results can then be compared. In some cases duplicate samples are taken rather than split samples. For example, it is better to collect milk samples simultaneously rather than obtaining them from a single container due to the tendency of radionuclides to plate on the surface of the collection container.

Air samples shall be routinely collected and shipped to the ODH lab by no later than Tuesday.

If samples cannot be collected due to severe weather or other unforeseen circumstances, arrangements should be made to collect the samples as soon as possible after the scheduled collection date, and explanation should be noted in the requisition.

Chemical preservatives such as hydrochloric acid (HCl), and sodium bisulfite (NaHSO3), are added to some samples. Before using such chemicals review the Material Safety Data Sheets (MSDS) and follow the safety precautions outlined. Individuals collecting samples when chemicals are used or transported must carry a copy of the MSDS.

AIR SAMPLES

Air particulates are collected on 47mm, 0.80µm filter papers, or glass fiber filters. Air iodine is collected in a triethylenediamine (TEDA) impregnated carbon cartridge mounted in tandem with an air particulate filter in a sample holder assembly. The average sampling rate is two to three cubic feet per minute (CFM).

In accordance with established sampling procedures, filter papers and carbon cartridges are changed weekly by ODH contract personnel. Samples are then shipped to the ODH Laboratory located in Reynoldsburg, Ohio for analysis. At the laboratory, gross beta analysis is performed on each filter paper. The weekly filter papers are composed for a quarterly gamma isotopic analysis. The carbon cartridges are analyzed for the presence of iodine-131 (I-131).

The indicator locations for PNPP were chosen based on calculations, which predict that these locations should receive the highest exposure or deposition of radioactive material. The indicator sampler is co-located with a PNPP air sampler at ODH Location 24 on Lockwood Road. The control sampler is located at the Auburn Career Center on Auburn Road and is designated Location 02. This air sampler is approximately 0.5 miles from a PNPP control air sampler (PNPP Location 6).

AIR SAMPLER PROCEDURES

The quick disconnect filter assembly should be loaded and unloaded in the office. This will minimize possible loss of filter paper, or damage to filter by rain, wind, snow, etc.

LOADING THE QUICK DISCONNECT ASSEMBLY

1. Unscrew the top portion of the assembly.

2. Place filter 47mm filter in place.

3. Screw top back on.

4. Unscrew middle section of assembly.

5. Check the seal, which sits under the cartridge to ensure it is still intact and not damaged. Notify ODH Bureau of Radiation Protection if a new one is needed.

6. Place carbon cartridge inside assembly making sure the arrow on side of cartridge is facing the direction of the air flow path.

7. Screw sections back together securely so that there is no rattling noise when assembly is shaken.

AIR SAMPLER OPERATION

1. Turn off the sampler pump.

2. Record the running (in hours).

3. Zero the running time meter.

4. Record the flow rate volume for end of the sampling period. (Note: This is also the start reading for the next sample).

5. Remove sample assembly via the quick disconnect and replace with the newly loaded sample assembly.

6. Turn the sampler pump back on.

7. Complete data sheet, to include weekly total volume and running time and unload sample assembly in the office.

UNLOADING THE ASSEMBLY AND SAMPLE SHIPPING

1. When removing the filter papers, USE TWEEZERS. The air filter should be handled with care when dust loading is observed because particulate matter is easily removed from the filter invalidating the sample.

2. Place filter paper in 47mm plastic petri slide dish so that the collection side is facing up. Place lid on petri slide dish and secure with tape. Denote sample location and date collected on petri slide.

3. Remove cartridge, denote sample location and collection date on cartridge and place in sealable baggie and seal.

4. Place prepared petri slides, cartridges and completed white sample data sheet(s) from each location into 12 x 15 Tyvek envelope.

RFP Solicitation Template Request Rev. 6.2025

5. Remove paper from quick strip closure and seal the envelope.

SURFACE WATER SAMPLES

At the indicator Location 34 (PNPP intake), surface water from Lake Erie is collected using a Horizon Interval Sampler which continuously collects a small volume of water at short intervals. At the end of a one-month time period, a volume of five gallons of water is collected.

A one-gallon sample and a two-liter sample are taken from this volume. The one-gallon sample is collected in a cube container to which five milliliters of hydrochloric acid (HCl) is added, and the two-liter sample is collected in a one-gallon cube container to which no hydrochloric acid is added. Both containers are shipped on ice to the ODH Laboratory for analysis. Gross beta and gamma isotopic analyses are performed on the monthly water samples. Tritium analysis is performed on quarterly composites of the samples containing no hydrochloric acid.

At the control Location 36 (Painesville Water Treatment Plant), an interval sampler is also used to obtain a water sample. The sampler collects a one-minute sample of water from the raw water sample line every hour. A one-gallon sample and a two-liter sample are taken from this volume. The one-gallon sample is collected in a cube container to which five milliliters of hydrochloric acid is added, and the two-liter sample is collected in a one-gallon cube container to which no hydrochloric acid is added. Both samples are shipped with ice packs unless shipped same day as collection to the ODH Laboratory for analysis. Analyses are the same as those performed in the indicator water sample.

Containers should be labeled with sample identification and date of collection. A laboratory data sheet should also be completed noting to which cube container hydrochloric acid was added. The samples are then shipped to the ODH Laboratory.

SAMPLE COLLECTION

1. Coordinate with Perry Nuclear Power Plant (PNPP) Radiological Environmental Monitoring Program (REMP) personnel and meet at location 34 and 36.

2. Do not wear a tritium luminous dial watch as the tritium may contaminate the sample.

3. Prepare/inflate the sampling container and label container to identify appropriate sample location and date.

4. Before sampling, rinse the sample containers several times with the water to be sampled.

5. Fill two sample containers with water from the collection container.

6. Securely close container lid

7. Using a pipette and pipette bulb, transfer 5 milliliters of hydrochloric acid (HCl) to one of the samples. NEVER PIPETTE BY MOUTH. Do not add HCl to the tow liter sample.

8. Label each container with sample identifications to include with or without HCl, and date.

9. Complete a lab sample data sheet for each composite noting which sample 5 ml of HCl was added (treated sample).

10. Place samples in a cooler with ice packs and ship to ODH Laboratory.

Refrigeration and acidification inhibits biological growth, which can absorb radionuclides.

SHORELINE SEDIMENT SAMPLES

Shoreline sediments from Lake Erie are collected semiannually at Location 63, Lakeshore Beach. Samples are collected at the same location and at the same time as the utility with the sediment being placed into a one liter plastic container. Approximately one kilogram of sediment is to be collected and shipped with lab sample data sheet to the ODH Laboratory for gamma isotopic analysis.

FISH SAMPLES

Split samples should include a commercial and recreational type fish found in the environment surrounding the facility.

1. This sample must be a split sample.

2. Accompany utility personnel to sampling location and observe sampling procedures. Note the procedure used to obtain the samples on the laboratory sample data sheet.

3. Approximately 0.5 to 1.0 kg per species should be taken. Place the sample in plastic container provided.

4. Label container with sample identification to include location and species.

5. Place in cooler with ice packs.

6. Complete lab sample data sheet(s).

RFP Solicitation Template Request Rev. 6.2025

7. Ship sample as soon as possible to ODH Laboratory. If shipping is delayed, freeze the fish until shipment is possible. Do not freeze the fish in water.

PRODUCE SAMPLES

Split samples of available in-season green leafy vegetables are collected at time of harvest from a commercial produce farm in the immediate area of the plant. The samples are collected at Location 62. Produce samples are shipped on ice to the ODH Laboratory.

VEGATABLE SAMPLING PROCEDURES

In season vegetable samples should be collected near the point of maximum predicted annual ground concentration from stack releases and from areas, which may be contaminated, by water into which liquid wastes from the power plant have been discharged. Include the name or location ID of the farm where the produce was grown on the Laboratory Sample Data Sheet.

Exposed surfaces of the vegetation can provide indications of deposition and should not be washed. However, caution should be used to avoid contaminating the sample with any soil.

1. This must be a “split sample” with the utility REMP personnel.

2. Proceed to predetermined sample area.

3. Obtain at least 3.5 kilograms of the edible portion of the vegetable.

Note: Each item collected must be split until enough “halves” are obtained to fulfill the above requirement.

4. Place sample halves in bag(s) or container(s) provided and seal.

5. Label bag or container with sample identification.

6. Complete sample data sheet.

7. Place sample(s) in cooler with ice packs and ship to ODH Laboratory.

SHIPPING INSTRUCTIONS FOR ALL SAMPLES

1. Ship sample(s) with copy of lab order to Bureau of Public Health Laboratory at:

Bureau of Public Health Laboratories Radiochemistry Section 8995 E. Main St., Bld 22 Reynoldsburg, OH 43068

ATTACHMENT B

Number and frequency of samples to be collected

Sample Type Number of Locations Total yearly samples and Frequency

Filter Paper 2 104 (weekly) Carbon Cartridge 2 104 (weekly Water 2 48 (monthly) Fish 2 4 [+/-] Produce 2 12 [+/-] (seasonal) Sediment 1 2 [+/-]

ATTACHMENT C

Sampling locations around Perry Nuclear Power Plant

*ODH

Sample

Locations

PNPP

Sample

Locations

Location Type

Description Miles/ Direction Media

02 P-6 Control Auburn Road 11 miles SSW of Station

Air

24 P-7 Indicator Lockwood Road site boundary

0.6 miles SW of Station

Air

25 P-25 Indicator PNPP discharge 0.6 miles NNW of Station

Fish

32 P-32 Control Offshore - Mentor 15.9 miles WSW of Station

Fish

34 P-34 Indicator PNPP Intake 0.7 miles NW of Station

Water

36 P-36 Indicator Lake County Water Plant

3.9 miles WSW of Station

Water

62 P-37 Indicator Gerlica Farm 1.5 miles ENE of Station

Broad leaf vegetable

63 P-66 Indicator Lakeshore Beach 0.8 miles SW of Station

Sediment