RFPQ 2025-007 RSD13-Memorial School HazMat Consultant.pdf

RFP/Q# 2025-007

REGIONAL SCHOOL RSD#13

MEMORIAL SCHOOL

HAZARDOUS MATERIAL CONSTRUCTION TESTING & MONITORING SERVICES

I. GENERAL PROVISIONS:

A. The Regional School RSD#13 is requesting Qualifications and Proposals from experienced industrial hygienists and environmental engineering firms for professional services related to hazardous materials testing and monitoring services related to the renovate as new Memorial

School project located at 124 Hubbard Street, in Middlefield, CT. Hazardous materials include, but are not limited to, asbestos, lead paint, PCBs, mold, radon, refrigerants, mercury, conditions or substances that would adversely impact indoor air quality, as well as potentially harmful chemicals, solvents, hydraulic fluids, and heating oils.

B. RSD#13 is seeking proposals from qualified firms to join the building project team, which currently consists of O&G Industries of Torrington as the Construction Manager at Risk, QA+M Architecture of Farmington as the Project Architect, and STV Construction of

Hartford as the Owner’s Representative.

C. Oversight of the project by the RSD#13 is under the overall direction of the Regional School

RSD#13 Board of Education and the Project Building Committee. Other RSD#13 staff may also be assigned to the project. The project has been approved by a district wide referendum.

The RSD#13 will expect to have all construction completed within 12 months after the start of construction. The respondents selected will be expected to assist RSD#13 staff and part-time oversight organizations such as the Board of Education, and the Project Building

Committee through completion of the project by providing technical assistance.

D. The Scope of Services are described generally in this section and the overall schedule to complete is identified below

a. Project Description:

i. Memorial School: MIDDLEFIELD, CT – Is an unoccupied 49,476 SF

Elementary School on approximately 20 Acres of land. Built in 1954, with additions and renovations in 1959, 1981, and 1995.

E. Tasks:

a. Asbestos & PCB Abatement Monitoring and necessary post remediation testing –

Commencing March 16, 2026 including compliance reporting.

b. Abatement Monitoring – March 2026- October 2026 including compliance reporting.

c. Engineering Support – Agent to attend construction meetings, respond to RFI’s, review submittals, review requisitions, and coordinate our work with the

Construction Manager.

All Reports shall be provided via e-mail PDF copies to the Team once testing is completed.

F. Consultant shall represent a firm, company, or team, possessing experience and expertise in lead, asbestos and PCB abatement and the professional standards thereof, to undertake and successfully complete the Scope of Services as outlined in this RFP/Q.

G. Consultant shall have knowledge of Federal and State laws and regulations governing the services outlined in the Scope of Services.

H. It is understood that the Owner, or the Architect and Construction Manager on the Owner’s behalf, may reproduce the Consultant’s reports/design documents without modifications and distribute them in connection with the use or disposition of the property without incurring obligation for additional compensation to the Consultant. The original reports/documents shall remain the property of the Consultant.

I. The Owner has title to the existing School and right of entry for the inspections. The existing

Memorial School is scheduled to complete phase two abatement and demolition in October

2026. All work shall be scheduled to achieve this schedule.

II. BASE SERVICES:

A. Provide Environmental consulting tasks for abatement and remediation work being performed at the Memorial School, located at 124 Hubbard Street in Middlefield, CT in accordance with all applicable State and Federal requirements.

B. The firm selected shall keep records of all monitoring activities, inspections and tests, and shall furnish all reports to RSD#13 and appropriate State officials. Submit all report records at the end of the project as part of OEM via PDF and a thumb drive copy package in a clear concise manner.

C. The selected firm shall collect all necessary samples, and conduct all necessary tests to:

a. Provide consulting and monitoring services during construction.

b. Verify that the items have been abated to an acceptable level that meets all State and federal requirements including PCB wipe sample clearance testing and Indoor Air

Quality air monitoring associated with post remediation air sampling for asbestos abatement.

c. Provide Engineering support for the 2026 abatement phase.

D. Whenever abatement activity takes place on RSD#13 Property, the firm selected shall monitor the abatement contractor’s activities for adherence to all State and Federal requirements and to safeguard the RSD#13’s interests. This shall include keeping a log of asbestos abatement personnel on site each day and inspecting their licenses to ensure that they are current and that the workers have received the proper training and certifications. The hazardous materials testing and monitoring firm shall have a person on site during all hazardous materials abatement activities performed by the contractor. This person shall bring all discrepancies to the immediate attention of the contractor, and if corrective action is not taken, shall notify the Regional School District13’s Central office and all appropriate authorities. The firm selected shall review all notifications, all submittals (including notifications to State of Connecticut agencies that have jurisdiction over abatement activities), and plans for construction that include abatement activity or management of hazardous materials. It shall review shop drawings and documentation regarding enclosure systems and isolation of the work areas. It shall review submittals on equipment to be used by the construction/ abatement contractor. It shall respond to Requests for Information and coordinate with the Owner’s Representative (STV) and the Construction Manager (O&G

Industries). It shall review payment requisitions for the abatement contractor. It shall require and verify the construction/ abatement contractor’s documentation regarding the fitting of respirators, the wearing of protective clothing, the use of showers on entry and exit from the work areas, medical examinations, and all aspects of work procedures related to hazardous material abatement and management, as appropriate. It shall verify that the specifications and proper regulations are being met. It shall perform, collect, and review air monitoring information during abatement activities. Once abatement and management activities are completed, the firm selected shall inspect to determine that the construction/abatement contractor has removed the material to the level required by all applicable regulations. The firm selected shall review documentation on the disposal of abated materials to verify not only adherence with appropriate regulations but also to protect the interests of RSD#13 by matching the quantities removed with the quantities received at the disposal site, the suitability of the disposal site, etc. The firm selected shall review final submittals and continue to require the construction/abatement contractor to provide all missing or incomplete documentation until the required documentation is provided.

E. The firm selected shall conduct all necessary tests and shall produce the results in a timely manner. RSD#13 considers a timely manner to be forty-eight to seventy-two hours after samples have been collected. It shall spot test areas where questions arise and may not have been tested previously due to oversight or inaccessibility.

F. All documentation necessary for review by the State of Connecticut Department of Education during the plan completion test process shall be provided.

G. The firm selected shall monitor and maintain the hazardous materials records and asbestos management plan of the Memorial School and provide any re-inspections and additional information needed to bring the records up to date as required by the Asbestos Hazard

Emergency Response Act (AHERA) regulations. The firm selected shall be responsible for integrating all asbestos related activity into the asbestos management plans for the Memorial

School as the asbestos related activity occurs.

H. The firm selected shall be and shall remain knowledgeable on all issues regarding hazardous materials that have a reasonable probability of pertaining to Board of Education facilities. It shall retain all necessary certifications and training of its employees at its’ own expense.

I. RSD#13 went out to bid for a demolition and abatement contractor and awarded the bid to

American Environmental, Inc. The drawings from the bid are included in Exhibit A which is the Phase 2 document set for the project. The Original hygienist firm contracted for the investigation and documentation services related to the school project is Pennoni of

Bridgeport, CT. Their inspection reports are included within the submitted Exhibits, and are considered an integral part of this Request for Proposals and any resulting contract.

III. CONSULTANT QUALIFICATION

A. Firms are to submit a Statement of Bidders Qualifications to include the information listed below in the order presented with a Table of Contents to facilitate the proposal review:

B. Letter of Transmittal from each firm. The Letter of Transmittal shall indicate the firm’s interest in the project, brief summary of their related experience, and any other information/experience that will assist the School Building Committee in making its selection.

C. Basic Firm Information (may be simply listed), including:

a. Name of company

b. Date organized

c. Tax Identification number(s)

d. Legal form of ownership. If a corporation, where incorporated

e. Number of years engaged in services under present name

f. Identify and explain any work awarded to your company that your company has failed to complete

g. Identify and explain any instance in which your company has defaulted or has been accused of defaulting on a contract

h. Identify and explain any potential conflicts of interest

i. Identify the individuals who are authorized to bind the company in negotiations

j. Describe any previous and pending litigation or other factors that could affect your company’s ability to perform this agreement

k. References

D. Names of key personnel to be assigned to the project with brief resumes of each describing background, experience and length of time with the organization and current certification.

E. Number of staff in present firm including specific certification and/or licensure in disciplines for hazardous building materials and Licensed Environmental Professionals

(LEP).

F. Listing of names and address of all sub-consultants, sub-contractors and associates expected to be retained for this project including proposed laboratories for analysis.

G. A representative listing of similar projects (Minimum of five) completed by the present firm in the last five years. Provide year of completion, description of project, owner’s name, address, and contact person.

H. Consultants are requested to limit the information contained in their submission to only that information as above requested and with a Table of Contents to facilitate review.

I. Proof of Insurance in the amount specified.

IV. PROJECT APPROACH

A. Briefly describe how your firm will conduct each phase of the project to adequately address the hazardous materials that may be encountered during the demolition of the building and underground storage tank closure. Please emphasize any aspects of your approach that may be uniquely suited to this project. Provide a lumpsum fee proposal based on the scope of work and your project approach. The fee must itemize all projected testing and unit costs for the service and the number of tests included in the proposal for each type of test.

V. PROJECT SCHEDULE:

A. Hazardous Material Inspections shall commence upon notice to proceed.

B. CONSTRUCTION TIMELINE SCHEDULE – SUBJECT TO CHANGE

1. RFQ/RFP Submissions Due – March 3, 2026

2. Selection of Consultant No later than – March 4, 2026

3. Begin construction – March 16, 2026

4. Complete construction October 31, 2026

VI. STANDARD -INSURANCE REQUIREMENTS

Contractor Vendor shall agree to maintain in force at all times during the contract the following minimum coverages and shall name the Regional School District #13 and the Architect

Quisenberry Malik L.L.C. as an Additional Insured on a primary and non-contributory basis to all policies except Workers Compensation. All policies should also include a Waiver of

Subrogation. Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best' s Rating of "A-" VIII. In addition, all Carriers are subject to approval by the Regional School District #13.

(Minimum Limits)

General Liability Each Occurrence

General Aggregate

$ 1 ,000,0 00

$2,000,000

Products/Completed Operations

Aggregate

$2,000,000

Auto Liability

(includes all owned, hired & non owned autos)

Professional Liability

Combined Single Limit

Each Accident $1,000,000

Each Wrongful Act

Aggregate

$1,000,000

Umbrella Each Occurrence $1,000,000

(Excess Liability) Aggregate $1,000,000

If any policy is written on a "Claims Made" basis, the policy must be continually renewed for a minimum of two (2) years from the completion date of the contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two (2) years from the completion date.

Workers ' Compensation and

Employers' Liability

WC Statutory Limits

EL Each Accident

$500,000

EL Disease Each Employee $500,000

EL Disease Policy Limit $500,000

Original, completed Certificates of insurance must be presented to the Regional School District

#13 prior to contract issuance. Contractor / Vendor agrees to provide replacement/renewal certificates at least 60 days prior to the expiration date of the policies. Should any of the above-described policies be cancelled, limits reduced, or coverage altered, 10 days written notice must be given to the District.

VII. MONITORING UNIT RATE TABLE

Monitoring/Oversight Item Unit Rate Estimated Amount

Total

Abatement Monitoring (project monitor, straight time) /8-hr weekday shift days

Abatement Monitoring (project monitor – overtime) $ /hour hours

Abatement Monitoring (project monitor – Saturday shift)

$ /8-hr

Saturday shift days

PCM Perimeter & Clearance Air Samples (10 samples/day – 24-hour TAT)

$ /sample samples

NIOSH 7402 24-hour TAT $ /sample

PCM Clearance w/ AAR/AAT Analysis $ /clearance clearances

TEM Clearances (FedEx w/ 24-hour TAT) $ /clearance clearances

TEM Clearance (FedEx w/ Rush TAT) $ /clearance clearances

TEM Clearance (Courier w/ Rush TAT) $ /clearance clearances

PLM Asbestos Bulk Samples of Unknown Materials

(24-hour TAT)

$ /sample samples

Project Management (Site Visits) $ /visit visits

Project Management (Zoom/Digital Meetings, Paperwork, Contractor Package Reviews)

$ /hour hours

Saturday FedEx Packages $ /package packages

Off-Site Administrative Support/Clerical (8 hours/week)

$ /hour hours

PCB Wipe Tests $ /test samples

TO-10A PCB Air Samples $ /test samples

Final Closeout Report Written by the Project Monitor

& Reviewed by the Project Manager (Digital Copy)

$ Lump Sum

1. All incidental expenses, including but not limited to travel mileage, shall be included in the individual hourly rates submitted herein, and not billed as a separate expense.

2. Travel time to and from a job site is prohibited. Contractor shall only bill for hours on site and not “portal to portal”.

VIII. EXHIBITS

A. EXHIBIT A – Memorial School – Phase 2 Demolition & Abatement Drawings dated

November 10, 2025

Memorial School- Phase 2 Demolition & Abatement Specifications

Volume 1 dated November 10, 2025

B. EXHIBIT B- Construction Schedule issued by O&G dated 1/16/2025