Scope of Work- Radon.docx

OHIO DEPARTMENT OF VETERANS SERVICES

REQUEST FOR PROPOSAL (RFP)

Executive Summary The Ohio Department of Veterans Services (ODVS)/Ohio Veterans Home (OVH) – Sandusky is seeking bids for a radon mitigation system located at 3416 Columbus Avenue, Sandusky, OH 44870.

Mandatory Site Visit A mandatory site visit will be held. Suppliers attending the mandatory site visit are required to sign in and attendance will be taken. The site visit will commence promptly on the date and time listed below, barring any unforeseen circumstances that results in a delay of the site visit. The State will not be responsible to a Supplier for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened. Failure to attend the site visit will render that Supplier’s proposal non-responsive and ineligible for award.

March 12, 2025 Will begin promptly at 11:00am

Sandusky, OH 44870 Police Department

State of Ohio Terms and Conditions Terms and Conditions can be located on the Documents tab in this solicitation.

Purpose Objective To install a radon mitigation system(s) that will significantly reduce the level of radon inside the OVH building brings it into safe parameters for employees to occupy the spaces. There are approximately 14 areas/spaces that will need proper mitigation. OVH is asking for suppliers to recommend a radon mitigation system.

Scope of Work (SOW)

· OVH is requesting the supplier to recommend a proper mitigation system (fans, piping, etc.) for each area. There are 13 areas that will need proper mitigation. The supplier must provide an itemized quote on the number of labor hours and hourly amount, and all materials and associated cost. Do NOT provide a lump sum about. If applicable, please provide a design layout.

· Locations requiring a radon mitigation system are Boiler area; Boiler area Offices; Boiler Tunnel; Giffin Basement/ Activities Room; Giffin Fire Safety Office; Giffin Old Fiscal Office; Giffin HR; Giffin MDS office; Giffin MIT Conference Room; Giffin MIT Server Room; Giffin Resident Storage Room; Historical Residence; and Mack Building.

· Installation could begin as soon as April 1, 2025, but no later than May 1, 2025. Work must be completed no later than June 1, 2025. OVH has estimated the project to take 3-4 weeks.

· Qualification – Certification/License(s) – To mitigate radon in Ohio, you must be licensed by the State as a radon tester or mitigation specialist. Must provide proof of license from the Ohio Department of Health.

· Post-Mitigation Process & Reporting – Supplier will need to retest the 13 areas to ensure that all the areas are within an acceptable radon limit for safe occupation. Suppliers must provide the radon measurement reports to OVH personnel via email. A post-mitigation testing – Please be advised that post-mitigation testing should be conducted no sooner than twenty-four (24) hours, nor later than thirty (30) days following completion and activation of your mitigation system. The test shall be conducted by the licensed radon mitigation specialist who installed the radon mitigation system or an independent licensed radon tester or independent licensed radon mitigation specialist.

· OVH is requesting a 1-year warranty to ensure the radon mitigation is still working properly. The warranty must include a radon test for all 13 areas and the report to be sent to OVH personnel via email; and include fixing any areas that test too high for safe occupation.

· The Supplier must provide information on annual maintenance and/or preventative maintenance that should be completed on the mitigation system recommended.

Expectations

1. Assessment & Evaluation: Conduct a thorough assessment of the property to measure radon levels, using testing equipment to identify the radon concentration in different areas (typically the lowest levels, such as basements or crawl spaces).

2. Designing the System: Determine the most appropriate mitigation method (e.g. active sub-slab depressurization or passive system) based on the property’s structure and radon levels. Ensure that the design includes necessary components like piping, fac (for active systems), and sealing materials for cracks or gaps where radon could enter.

3. Installation: Install the system with proper ventilation and sealing, ensuring that radon is directed away from the living or office space and vented safely to the outside. Ensure the system is installed in compliance with local building codes and standards following the guidelines established by the Environmental Protection Agency (EPA) or relevant local authorities.

4. Functionality Testing: Test the system after installation to verify that it is functioning properly and effectively reducing radon levels below the EPA’s action level. Ensure that radon fan (if used) is operating correctly and has proper airflow, and the system maintains a continuous reduction in radon levels.

5. Documentation & Reporting: Provide the ODVS/OVH with a detailed report of the installation process, including before and after radon levels, system components, and any additional recommendations (e.g. maintenance, monitoring). Explain any ongoing monitoring or maintenance needs, like fan checks, filter replacement, and how often retesting should be completed.

6. Warranty & Maintenance: Offer a warranty on the system’s installation and components, which may include fan performance or system leaks. Provide recommendations or guidelines for periodic maintenance or radon retesting to ensure the system continues to function effectively.

These expectations ensure the system works efficiently, providing a safer working environment by reducing harmful radon exposure.

Term of Contract A sample DVS Contract can be located on the documents tab of this solicitation.

General Provisions

All work must comply with any ADA and OSHAA Standards and all federal, state, and local regulations.

1. All service work will meet and/or exceed manufacturer/industry standards.

2. Contractor shall at all times in the performance of this work exercise due care and caution for the safety and welfare of the workmen employed on the job, the ODVS/OVH employees, residents and property.

3. The Contractor shall be responsible to repair any and all damages, caused by contractor negligence, to the DVS/OVH property and grounds at the contractor’s expense.

4. All work shall be performed by qualified personnel. Qualifications shall be presented upon request.

5. All Contractor scheduled services must be done at times approved by the appropriate ODVS site representative. All service activities should be performed during mutually agreed upon hours unless the particular service request requires otherwise.

6. The Contractor and its personnel shall follow all ODVS security check-in procedures upon arrival and while at the facility.

7. The Contractor must sign-in and out of DVS/OVH and pick up an DVS/OVH Contractor badge when performing services at OVH. Failure to sign in and/or out may be grounds for termination and/or deemed as not providing services.

8. Permits and licenses of any nature, necessary for any and all work, shall be secured and paid for by the Contractor.

9. All Contractor provided services must be performed by Original Equipment Manufacturer (OEM) trained or properly certified personnel, where applicable.

10. The Contractor shall be responsible for removal of all debris from the worksite and cleaning work areas. The Contractor shall keep the premises free of any debris resulting from their work as work progresses. The Contractor shall remove such debris and materials from property.

11. Contractor shall furnish all necessary equipment and crews for the completion of the work outlined in the SOW.

12. Contractor shall provide forty-eight (48) hour notice of intended dates and times of service before scheduled service. Services shall be performed Monday through Friday (excluding State of Ohio Holidays) between the hours of 8:00am and 5:00pm unless a different time and/or date is approved by ODVS/OVH Site Representative(s) in advance.

13. Rescheduling Services – if for any reason, service is not completed at the mutually agreed upon time, the contractor will reschedule the scheduled service in coordination with ODVS/OVH staff.

14. Contractor must sign and agree to the standard statute terms in the documents tab of the solicitation.

Additional Terms and Conditions for Contracts Involving the ODVS/OVH - Sandusky.

1. Criminal Convictions. Employees of Contractor or subcontractor(s) with criminal convictions, as identified in Ohio Revised Code (ORC) section 109.572 (A) (2) (a) and Ohio Administrative Code (OAC) rule 3701-13-05 (A) (1), or any other criminal conviction; which in the opinion of ODVS may endanger staff and/or visitors, shall not be permitted to perform work at ODVS under any agreement resulting from this solicitation and responses thereto, unless specifically approved, in advance, by ODVS.

2. Failure to disclose a criminal conviction as identified above shall be grounds for non-award and/or immediate cancellation of the contract.

3. Drug Free Workplace – Contractor will make a good faith effort to ensure that all of the Contractor’s agents’ employees, representative, and sub-contractors while working on State property, will not have or been under the influence of marijuana, medical marijuana, illegal drugs, or alcohol or abuse prescription drugs in any way.

To ensure a safe, productive, and drug-free work environment, all Contractors are subject to random drug testing at any time during their engagement with the Department. Drug tests will be conducted in a manner consistent with applicable laws and regulations.

A random selection process will be used to identify contractors for testing. Selected contracts will be notified and required to submit to a drug test within a specified time frame. The test will be conducted by a certified laboratory chosen by the Department, and contractors will be required to provide a sample under supervision. Contractors will be notified of the results within a reasonable time frame.

All costs associated with random drug testing shall be the responsibility of the Department.

All drug testing results, and related information will be treated as confidential and will only be disclosed to individuals with a legitimate need to know.

Bid Submission

1. Contractors shall submit all bids in OhioBuys.

2. All proposals must include a detailed scope of work, outlining the specific tasks and deliverables required for the project. Additionally, an itemized list of labor and materials necessary to complete the project must be provided. The proposal should clearly define expectations, timelines, and any other relevant details to ensure a complete understanding of the project’s requirements and objectives.

a. Lump sum of labor and materials will not be accepted. (Labor hours, hourly labor amount, and list of all materials and cost for each material must be itemized).

b. If applicable, known hazards statement.

c. A radon reduction guarantee.

d. Warranty information.

e. If there is any annual maintenance required and, if applicable, the cost per annum.

f. A post-mitigation testing – Please be advised that post-mitigation testing should be conducted no sooner than twenty-four (24) hours, nor later than thirty (30) days following completion and activation of your mitigation system. The test shall be conducted by the licensed radon mitigation specialist who installed the radon mitigation system or an independent licensed radon tester or independent licensed radon mitigation specialist.

3. Affirmation and Disclosure form must be completed and submitted.

4. References

5. Certificate of Liability Insurance

Evaluation This should be objective criteria which could include experience, qualification, cost availability, and technical compatibility.

Scope of Work

Invoicing Invoice shall be detailed to show a breakdown of labor hours, hourly rate and material used and associated cost for material with the Purchase Order annotated on the invoice. Invoices must be considered a proper invoice under ORC 125.01.

Proper invoice can be emailed to invoices@dvs.ohio.gov .