Statement of Work.doc

STATEMENT OF WORK (SOW)

Asbestos Oversight Mann‑Grandstaff Veterans Affairs Medical Center (MGVAMC) Spokane, Washington

1. Contract Title. Asbestos Oversight

2. Background.

Asbestos‑containing materials (ACM) can release hazardous fibers if disturbed due to failures in abatement procedures, deficiencies in engineering controls, or accidental contact during unrelated work. Proper oversight of abatement activities and routine monitoring of in‑place ACM help prevent such releases.

Previously, abatement oversight and air monitoring were performed by external contractors because the facility lacks the necessary air‑sampling equipment. In addition, Environmental Protection Agency regulations prohibit abatement contractors from hiring their own oversight providers, so these services cannot be included within abatement project contracts. Most ongoing asbestos monitoring, including semiannual surveillance and triennial reinspection, has been conducted by a consulting firm and paid for through a purchase card.

3. Scope.

This contract will provide sampling and assessment of building materials to determine asbestos content and condition, periodic surveillance and reinspections of asbestos‑containing materials, and oversight of asbestos abatement activities.

4. Specific Tasks.

Task 1 - Asbestos Management: visual surveillance of asbestos-containing material (ACM) at MGVAMC main campus

An accredited Asbestos Hazard Emergency Response Act (AHERA) Building Inspector will visually examine all known asbestos‑containing materials (ACM) and provide a report in an editable format, such as Microsoft Word or Excel, in accordance with 40 CFR 763.92. Approximately 80 materials are currently identified, though additional materials may be found (see Task 3). Inspections will occur every six months, in March and September, except when they coincide with the triennial reinspection (Task 2). Because the triennial reinspection is more comprehensive, it will replace the September 2027 and September 2030 surveillance inspections.

Task 2 - Asbestos Management: reinspection and reassessment of known ACM

An accredited AHERA Building Inspector will perform a triennial reinspection and reassessment of all known ACM and provide a report in accordance with 40 CFR 763.85. These reinspections will occur in summer 2027 and summer 2030.

Task 3 - Asbestos Management: bulk sampling and condition assessment of newly discovered suspected ACM

An accredited AHERA Building Inspector will collect bulk samples of suspect ACM in accordance with 40 CFR 763.86 and arrange for analysis in accordance with 40 CFR 763.87. Samples will be taken from materials identified during the six‑month surveillance or triennial reinspection. Most suspect materials have already been tested; up to 10 samples per year are anticipated.

Note: Tasks 4–9 may require weekend work.

Task 4 - Abatement oversight: pre-abatement air sampling A qualified person will conduct pre-abatement phase-contrast microscopy (PCM) air sampling to determine background fiber levels outside the regulated area before abatement begins. Up to three events per year are anticipated.

Task 5 - Abatement oversight: daily inspection and PCM air sampling during abatement projects

A qualified person will perform daily inspections outside the regulated area, including at the exhaust of negative‑air machines, and provide daily analysis and reporting in accordance with 40 CFR Part 763. Up to thirty inspection/air sampling days per year are anticipated.

Task 6 - Abatement oversight: pre-clearance visual inspection of abatement projects

An accredited AHERA Building Inspector will perform a visual inspection of the decontaminated regulated area in the presence of the VA representative to verify that all specified ACM has been removed and that the area is visibly free of dust and ready for clearance air sampling. Up to three events per year are anticipated.

Note: Clearance air sampling will be done by either PCM (Task 7) or transmission electron microscopy (TEM) (Task 8) methods, as determined by the VA representative on a case-by-case basis.

Task 7 - Abatement oversight: clearance PCM air sampling A qualified person will perform clearance air sampling using PCM methods in accordance with 40 CFR Part 763, Subpart E, and arrange for analysis by a qualified laboratory with next‑business‑day turnaround. Up to three events per year are anticipated.

Task 8 - Abatement oversight: clearance TEM air sampling A qualified person will perform clearance air sampling using TEM methods in accordance with 40 CFR Part 763, Subpart E, and arrange for analysis by a qualified laboratory with next‑business‑day turnaround. Up to three events per year are anticipated.

Task 9 - Abatement oversight: closure reporting for abatement project oversight

The contractor will provide closure reports detailing oversight activities, sample results, and clearance determinations. Up to three events per year are anticipated.

Task 10 - Pre-construction asbestos surveys

An accredited AHERA Building Inspector will perform a thorough inspection and analysis of all interior and exterior materials to be disturbed by a construction project and provide a report in accordance with 40 CFR Part 61, Subpart M. Up to three events per year are anticipated, with 10 to 30 samples collected per event.

5. Performance Monitoring (if applicable).

Performance will be monitored by review of submitted documentation and routine onsite inspections.

6. Security Requirements.

The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.

Access to facility maintenance areas, electrical areas, mechanical areas, roof access, and certain other portions of the medical facility is restricted. Accessing these areas may require advance notice, pre‐approval, and scheduling to gain entry.

7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

No GFE is identified. GFI includes existing asbestos inventories and building plans/drawings where available.

8. Other Pertinent Information or Special Considerations.

Asbestos abatement projects at this location must follow the requirements of Spokane Regional Clean Air Agency’s Article IX Asbestos Control Standard, which may differ from US Environmental Protection Agency’s National Emission Standard for Hazardous Air Pollutants.

a. Identification of Possible Follow-on Work.

Additional bulk sampling in areas where previously inaccessible materials become exposed during construction or demolition activities on projects for which the contractor has already performed the pre‑construction asbestos survey.

Supplemental air sampling in response to unexpected dust generation, containment breaches, or concerns raised during abatement oversight.

Repeat clearance sampling when initial clearance results fail to meet regulatory criteria or project specifications.

Preparation of reports or corrective‑action documentation when discrepancies, errors, or new findings require clarification beyond the original deliverable.

Additional onsite monitoring or extended oversight hours in response to abatement schedule changes, emergency repairs, or unanticipated field conditions.

Consultation or technical support to interpret laboratory results, assess changed conditions, or recommend appropriate corrective actions.

b. Identification of Potential Conflicts of Interest (COI).

Oversight of asbestos abatement may not be performed by the abatement contractor or by any entity hired by the abatement contractor.

e. Inspection and Acceptance Criteria.

9. Risk Control The contractor shall employ industry‑standard practices to prevent the release of asbestos fibers during bulk sample collection and shall comply with all applicable worksite procedures, safety requirements, and access restrictions when performing abatement monitoring activities.

10. Place of Performance.

Work will be performed at the Mann‑Grandstaff Veterans Affairs Medical Center main campus, a 21‑building facility situated on a 35‑acre site in Spokane, Washington. The main medical center building is 11 stories in height; all other buildings range from one to three stories.

11. Period of Performance.

The Period of Performance for the base year of this contract begins on September 1st, 2026, and ends August 31st, 2027. Each subsequent Option Year begins and ends, as follows:

• Option Year 1: September 1, 2027 – August 31, 2028

• Option Year 2: September 1, 2028 – August 31, 2029

• Option Year 3: September 1, 2029 – August 31, 2030

• Option Year 4: September 1, 2030 – August 31, 2031

12. Delivery Schedule.

Reports for six‑month surveillance (Task 1) and triennial reinspections (Task 2) shall be submitted in an editable electronic format, such as Word or Excel, within 30 days of the site visit.

Reports for bulk asbestos sample analysis results (Task 3) shall be submitted within 30 days of sample collection.

Reports for pre‑abatement air sampling (Task 4) shall be submitted within three business days of sample collection.

Reports for daily air sampling during abatement activities (Task 5) shall be submitted within 24 hours of sample collection.

A standalone written report is not required for pre‑clearance visual inspections (Task 6) unless the inspection fails. Visual inspection results shall be communicated immediately so that recleaning or clearance sampling can proceed. In the event of a failed visual inspection, written documentation shall be submitted within three business days; email is acceptable.

Reports for clearance air sampling, including PCM (Task 7) and TEM (Task 8), shall be submitted within 24 hours of sample collection and shall include laboratory results and a final clearance determination. Results shall be communicated immediately upon receipt so that containment may be removed or recleaning performed. Full written closure documentation shall be submitted within 10 business days of receiving laboratory results.

Reports for pre‑construction asbestos surveys (Task 10) shall be submitted within 30 days of the site visit.