Lab_Safety_Design_Manual_-_RFQ_-_FINAL.pdf

University of California, Office of the President

Request for Qualifications Lab Safety Design Manual Update

April 27, 2026

CONTENTS

REGISTRATION LIST

OPERATIONS SUMMARY

PROJECT BACKGROUND

RFQ PURPOSE STATEMENT AND PROJECT OVERVIEW

LSDM REQUIREMENTS

PROJECT SCHEDULE & DELIVERABLES

RFQ SCHEDULE

GENERAL INFORMATION

RFQ REQUIREMENTS

ATTACHMENTS LIST

Revised 4.5.21 2

University of California, Office of the President

Lab Safety Design Manual Update

April 27, 2026

REGISTRATION LIST

Please register your primary contact information (i.e., name, company and email address) with UCOP (via email to Joe Lee, joe.lee@ucop.edu) by Friday, May 11, 2026, 5 p.m. Pacific Time to express interest in participating in the Request for Qualifications and be added to the Registration List. Qualifications statements will only be considered from suppliers on the Registration List.

OPERATIONS SUMMARY

The UC Office of the President Risk Services (OPRS) Environment, Health & Safety (EHS) team provides strategic guidance, leadership, and systemwide coordination of resources to advance the University of California’s environment, health and safety goals of preventing all workplace injuries and illnesses, environmental incidents, and property losses or damage.

OPRS EHS enables research and educational processes by providing systemwide oversight, training and consultation, facilitating loss prevention programs, and providing a framework for workplace hazard analysis and control. Each UC Campus, Health System, and National Laboratory EHS office supports the University mission by providing comprehensive environmental protection, occupational health, and industrial safety expertise to their local communities.

OPRS EHS coordinates a range of programs to ensure UC research safety operations are managed and administered in a comprehensive manner. These programs include supporting systemwide subject matter workgroups in key program areas such as General Lab Safety, Fire & Life Safety, Radiation Safety, Biosafety, Laser Safety, Vivarium Safety, and Industrial Hygiene.

For emerging and unique risk areas, OPRS EHS supports several systemwide Centers of Excellence (CoE). The CoEs are individuals or teams of experts that serve as systemwide consultants in areas such as Field Research Safety, High Containment research, Chemical Maximum Allowable Quantity compliance and UAS “Drone” safety.

mailto:joe.lee@ucop.edu

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PROJECT BACKGROUND

The University of California performs cutting-edge research in hundreds of laboratories and facilities throughout the 10 campuses, 5 Health Systems, the Agriculture & Natural Resources unit, and the Natural Reserve System. The diversity of labs includes spaces dedicated to BSL-3 high containment research, radioactive materials use, high-powered laser and magnet systems, highly hazardous chemicals, start-up incubators, semi-conductor fabrication research, clinical testing, compounding pharmacies, vivarium spaces, and academic teaching laboratories.

There is a continual need within UC to design and construct new laboratories, as well as to renovate and repair existing facilities. Laboratories can be sited in diverse and challenging locations, including remote areas, environmentally sensitive locations, dense urban areas with many adjacent buildings, or in high-rise buildings. The UC Laboratory Safety Design Manual (LSDM) is intended to provide the framework for locations to integrate health and safety into the design and construction of these spaces and to ensure UC laboratories are built according to applicable codes, regulations, standards and best practices.

The University of California has an existing LSDM that was last updated in 2007. The LSDM has served as a resource for EHS, Architects, Fire Marshals and Design & Construction teams when planning, designing, and renovating UC laboratory facilities. The existing LSDM includes code requirements and best practices considerations for the design of both general use laboratories and specialty spaces like BSL-3 labs, radioactive materials use labs, laser labs, and high-hazard chemicals such as explosive compounds and toxic gases.

For your reference, the existing Lab Safety Design Manual can be found here:

https://www.ucop.edu/safety-and-loss-prevention/_files/lab-safety-design-manual-2007.pdf https://www.ucop.edu/safety-and-loss-prevention/_files/lab-safety-design-manual-2007.pdf

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PURPOSE STATEMENT AND PROJECT OVERVIEW

Purpose: To identify a qualified and experienced laboratory design and construction professional that will work with UC subject matter experts to develop a comprehensive UC Laboratory Safety Design Manual (LSDM).

As part of updating the current LSDM, additional content is needed including design and construction requirements for academic teaching labs, vivarium spaces, and requirements and best practices related to chemical storage and compliance with Fire Code maximum allowable quantities.

The UCOP EHS Lead will be the primary point of contact for the Design Professional and will serve as a liaison and coordinator between the Design Professional and UC subject matter experts. UC subject matter experts will identify California and UC best practices design and construction requirements and will work directly with the Design Professional on applicable sections related to biosafety, radiation safety, laser safety, chemical safety, physical safety, fire safety, building and mechanical design, etc. The Design Professional will work with UC subject matter experts to develop the LSDM requirements and best practices that will support design, construction and renovation of UC laboratories.

LAB SAFETY DESIGN MANUAL REQUIREMENTS

The UC Laboratory Safety Design Manual must:

1. Include relevant and accurate code and regulatory citations and incorporate industry best practices.

2. Include URL links to all references.

3. Be WCAG 2.1 AA accessible. UC’s web accessibility standards can be found here:

https://www.ucop.edu/electronic-accessibility/index.html. All tables, diagrams, and photos must adhere to the accessibility standards.

4. Be provided in both Word and PDF format.

5. Align with UCOP brand guidelines found here: https://brand.universityofcalifornia.edu/

6. Incorporate content and best practices provided by UC subject matter experts from the following disciplines, including but not limited to fire protection, radiation safety, biosafety, industrial hygiene, laser safety, hazardous materials and equipment compliance, etc.

7. [Supplier must] use the UCOP Box system for document sharing and editing purposes.

https://www.ucop.edu/electronic-accessibility/index.html https://brand.universityofcalifornia.edu/

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PROJECT SCHEDULE AND DELIVERABLES

The schedule of deliverables is shown below.

NOTE: Some of the meetings indicated below may require in-person visits to UC locations, while others may be conducted remotely.

Deliverable Description Date UCOP Kickoff Meeting Initial meeting with UCOP stakeholders to establish communication and coordination plans. Confirm roles and responsibilities on content development.

mid-August 2026

Establish routine meeting schedules

Establish project meeting schedule with UCOP stakeholders and UC subject matter experts. Recommend initially having a two-week meeting cadence with UCOP stakeholders.

mid-August 2026

Outline SME coordination plan

Identify coordination plan with UC subject matter experts.

mid-August 2026

UC Systemwide Kickoff Meeting

Initial meeting with UC subject matter experts and contributors from relevant disciplines in research safety, fire and life safety, and design and construction.

late August/early September

LSDM content development Consultants develop content for SME review.

January 2027

SME LSDM content review SME work with consultants to provide LSDM content feedback

May 2027

Initial LSDM draft completed LSDM draft completed and made available to UCOP stakeholders for review

June 2027

LSDM finalized LSDM finalized and provided to UCOP stakeholders

August 2027

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COST

A fixed-price contract will be awarded for the Scope of Work. Upon receipt of all qualifications, UCOP will determine the most qualified consultants, and then negotiate with the selected team. Prior to award, select team(s) will be requested to provide a detailed breakdown of costs the Scope of Work.

RFQ SCHEDULE

Send all intent to bid notices to Joe Lee (joe.lee@ucop.edu) by May 08, 2026.

Supplier questions and RFQ proposals must be emailed to Joe Lee (joe.lee@ucop.edu) according to the schedule below.

Description Schedule

a. Interested parties register primary contact information (i.e., name, company and email address) with UCOP (via email to Joe Lee, joe.lee@ucop.edu) to be added to the Registration List. Only submitted qualifications statements from those on the Registration List will be considered.

5/11/26 (5 p.m. Pacific Time)

b. RFQ questions due to UC (email joe.lee@ucop.edu) (suppliers to submit any questions they have about the RFQ / project deliverables)

05/12/26 (5 p.m. Pacific Time)

c. RFQ submissions due to UC (email joe.lee@ucop.edu) 05/22/26 (5 p.m. Pacific Time)

GENERAL INFORMATION

Ownership All work and data generated under this contract is the property of the UC Regents.

mailto:joe.lee@ucop.edu

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RFQ REQUIREMENTS

Suppliers must complete questions 1-9 of Attachment A: Request for Qualifications.

Terms & Conditions Attachment B: University of California Terms and Conditions of Purchase, is the governing document regarding this Scope of Work. Please review the Terms and Conditions of Purchase and provide exceptions, if any, with the submittal of the proposal.

Terms & Conditions – Appendix Data Security Attachment C: University of California Appendix – Data Security will be included in the final agreement governing the Scope of Work. Please review the Appendix-Data Security and provide exceptions, if any, with the submittal of the proposal.

Schedule Confirm that your team can meet the project schedule and deadlines noted above in the Scope of Work. Identify exceptions, if any, with the proposed schedule.

Potential Conflict of Interest Information Please describe any potential conflict(s) of interest that may arise under this contract per Article

11.12 - Conflict of Interest of University of California - Terms and Conditions.

ATTACHMENTS

Attachment A: Request for Qualifications Attachment B: UC Terms & Conditions of Purchase Attachment C: UC Appendix – Data Security