REQUEST FOR PROPOSAL HAZARDOUS MATERIALS INVENTORY SERVICES BUIDLING HARVARD UNIVERSITY ADDRESS CAMBRIDGE, MA

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1 REQUEST FOR PROPOSAL HAZARDOUS MATERIALS INVENTORY SERVICES BUIDLING HARVARD UNIVERSITY ADDRESS CAMBRIDGE, MA INTRODUCTION Harvard University is seeking Hazardus Materials Inventry Supprt Services frm a qualified Industrial Hygienist (Cnsultant) t supprt an upcming cnstructin prject at XXXXXXX. The selected Cnsultant will wrk with the Design Team (architects, engineers and SCHOOL). The Cnsultant shall submit a draft prpsal t the President and Fellws f Harvard Cllege, thrugh its SCHOOL and Envirnmental Health & Safety (EHS) departments, hereinafter cllectively referred t as Harvard, t identify and quantify hazardus materials assciated with the prpsed prject at the abve-referenced site. The Cnsultant shall review the prpsed prject scpe, identify ptential areas that may be impacted by the prject, cllect and analyze representative samples f building materials, identify materials that may be prblematic (i.e., mercury in flurescent light bulbs), and assess the effect f these materials n the prpsed prject scpe, schedule, and budget. Hazardus materials t be assessed under this scpe f services will include, but nt be limited t asbests-cntaining materials, mercury, lead- based paint, refrigerants, cntainerized wastes and raw prducts strage (i.e. bulk cleaning prducts that may require dispsal). BACKGROUND Harvard is seeking Prpsals fr the cmpletin f the fllwing t aid in the design and cnstructin f a prpsed renvatin at BUILDING: Hazardus Materials Inventry, Hazardus Material Summary Reprt, Abatement Mnitring Services (include separate Rate Sheet), and Clseut Reprt This scpe specifically excludes evaluatin f PCB cntaining building material as a separate PCB- Cnsultant has been hired fr that scpe. The BUILDING is lcated at ADDRESS, Cambridge, MA. The existing building ftprint is apprximately XXX,XXX square feet. The prpsed renvatin prject includes: PROJECT SUMMARY Cnstructin is currently anticipated t begin in DATE. Explratry assessment wrk will begin in DATE and is expected t ccur, as needed, thrugh DATE. AVAILABLE DOCUMENTS

2 The pre-existing building surveys as well as design dcuments will be prvided fr the selected Cnsultant s use. Any prvided dcuments are fr infrmatinal purpses and as such, details f the prject may be mdified during develpment f schematic-level ptins. Any supplied infrmatin is cnsidered cnfidential and cnceptual in nature, and is nt t be shared r discussed with thers withut Harvard s written permissin. BID WALKTHROUGH (IF NEEDED) A Bid Walkthrugh will be held n DATE at TIME. Participants must cnfirm attendance with XXX - EH&S Envirnmental Prject Manager by DATE. COORDINATION The Design Team will be respnsible fr develping design and cnstructin specificatins and plans fr the prpsed prject. Hwever, assessment and quantificatin f ptential hazardus materials may have significant impact n the ptential csts, schedule, specificatins, and qualificatins f the cnstructin wrkfrce. Therefre, clse crdinatin between the Design Team and the Cnsultant is critical fr the success f this prject. EHS will facilitate the interactin f the parties but is requiring regular cmmunicatin frm the Cnsultant Design team t minimize miscmmunicatin and t create prmpt respnsiveness. Harvard is anticipating retaining the services f a separate Cnsultant specifically t aid the prject in the identificatin and management f PCBs in Building materials (caulking, sealants, etc.) (referred t herein as the PCB-Cnsultant). The selected Cnsultant will crdinate with the PCB-Cnsultant n all inventry/assessment actins as well as crdinate all reprts and assciated dcumentatin s that an integrated abatement/remedial apprach can be develped by the Prject Team. SCOPE OF WORK The Cnsultant will perfrm an evaluatin f the prject scpe t identify the presence f hazardus materials that may impact the cnstructin, quantify the vlumes and lcatins, prvide ptins fr addressing the hazardus materials, and prvide permitting bligatins, cst estimates, crdinatin issues and abatement timelines. Specified details regarding the prpsed scpe f services are presented belw. The Cnsultant shall identify in their respnse any ther tasks that shuld be included and shall identify the scpe and csts assciated with these additinal tasks. The name(s), title(s), and license numbers f the individuals wh will be perfrming the wrk shall be included. Task 1: Backgrund Review The Cnsultant shall evaluate the existing prpsed prject infrmatin prvided by the Design Team. This infrmatin includes prgrammatic data fr the prpsed rehabilitatin and/r demlitin. The Design Team shall supply infrmatin n areas f prpsed wrk as well as infrmatin n the mechanical systems and materials t be addressed. The Design Team shall prvide flr plans fr the building that are clearly marked as t rm type, numbers, uses f the varius rms, and anticipated wrk in these areas. The flr plans shall be prvided in an electrnic frmat. The previus reprts n assessment and abatement, if available, shall be reviewed as t ptential

3 impact n the prpsed cnstructin. Task 2: Phase I Site Recnnaissance The Cnsultant shall implement a tw-phase apprach. The initial phase will cnsist f develping an inventry f materials and their lcatins within the area t be impacted. The secnd phase, described in Task 4, cnsists f sampling and labratry analysis f suspect hazardus and cntaminated materials. Dependent n the scpe f the prject Tasks 2 and 4 may be cmbined. During the initial phase, the Cnsultant shall cntact and interview the facility manager with regard t strage f cleaning supplies, raw prducts, and waste materials. The Cnsultant shall inquire abut lcatins, quantities, and wrk practices regarding the afrementined infrmatin. The Cnsultant shall field verify the prvided infrmatin during the site recnnaissance. Additinally, the initial phase will include a rm-by-rm walk thrugh visual bservatin and dcumentatin f the cntents f the rm tgether with the type f building materials present. The Cnsultant shall use flr plans prvided by the Design Team. The initial phase will cncentrate n inventrying visibly accessible building materials and indicating this infrmatin n the building drawings, particularly the type f walls, flrs and ceilings, the presence f encapsulating materials, the cnditin f the material, (gd, fair r pr) and the material s ptential t becme disturbed. Pipe insulatin and windw caulking (interir/exterir in cnjunctin with EHS) will als be nted and assessed. As part f the initial phase, ptentially hazardus r cntaminated materials r systems will be identified and quantified within the prject limits. These materials and/r systems include, but are nt limited t: drums; PCB-cntaining transfrmers; capacitrs; switchgear; light ballasts; and refrigeratin equipment, including air cnditins and freezers. The Cnsultant shall cmpare cnditins reprted in the previus dcuments with existing cnditins t verify the accuracy f the previus dcuments. The Cnsultant will dcument all Phase I findings n a Rm Data Inventry Sheet (the RDIS frmat must be apprved, in advance, by EHS). During the field survey, digital phtgraphs will be taken f significant building features fr physical dcumentatin purpses. In the event that the rf systems may be impacted by the prpsed cnstructin, the Cnsultant shall examine the rf systems and identify cnstructin materials and the likelihd f these materials being ACM. The Cnsultant shall crdinate with the rfing subcntractr t cnduct intrusive sampling during Phase II. Task 3: Crdinatin Meetings (Assume X meetings) The Cnsultant shall attend crdinatin wrkshp/meetings t be held at the prject lcatins with the Design Team and the PCB-Cnsultant. The Design Team will present the basic thinking and the decisins made t date (in the verview). The Cnsultant will prvide a brief summary f the effrts taken t date, identify data gaps and suggest methds t address these gaps, discuss impacts assciated with the anticipated hazardus materials, prpse cnceptual methds t mitigate these impacts, and establish what if scenaris.

4 The bjectives f the discussin will be t reslve and/r clarify issues and t stimulate thughtprvking cnsideratins that may require further design develpment study. The meetings will be an pprtunity fr the Design Team t understand data gaps and implicatins f the cnceptual design cmpnents. Task 4: Phase II Field Sampling and Analyses The secnd phase f the site evaluatin will include a survey f identified individual building materials and the cntents f certain cntainers and equipment. A. Media Ptentially Hazardus and/r Cntaminated Cntainers r Systems Hazardus and/r cntaminated materials may be sampled during this aspect f the scpe f services. The Cnsultant shall make every effrt t btain as much infrmatin n the materials present within cntainers, heating and cling systems, and electrical and mechanical systems. The minimum infrmatin expected is an estimate f the ptential quantity, any indicatins f the cntents, and ptential sampling lcatins. Sampling is nt envisined fr cntainerized wastes, abvegrund strage tanks, transfrmers, capacitrs, switchgear, and refrigeratin units (including air cnditiners and freezers), and light ballasts. Equipment r cntainers assciated with the preceding systems will be examined t btain and recrd manufacturer data n flurescent light ballasts, transfrmers, HVAC equipment and ther systems suspected f cntaining ptential hazardus materials. 1. Asbests Cntaining Material (ACM) Based n the material inventries develped under Task 2 and the results f the meetings in Task 3, the Cnsultant will develp a wrk plan that clearly identifies the number f representative ptential ACM samples that need t be cllected in accrdance with the sample frequency presented in the Asbests Hazard Emergency Respnse Act (AHERA) regulatins and described later in this Plan. Crdinatin must be perfrmed between the Design Team and the cnsultant t ensure that all aspects f the wrk are cvered with respect t ACM (i.e., electrical and plumbing penetratins). The Cnsultant will cllect representative samples f all accessible building materials with additinal samples f materials suspected t be ACM. Suspected ACM will be quantified and classified accrding t: Type (e.g. surfacing, thermal system insulatin and/r miscellaneus); Encapsulated material, cnditin (gd, fair r pr), and Ptential t becme disturbed. The Cnsultant will dcument all findings in a Ptential ACM Inventry Sheet (the PAIS frmat must be apprved, in advance, by EHS). All building materials, including thse believed t be nn-acm, will be sampled and analyzed using standard prcedures and methdlgies. Sample lcatins, cnditins, and accessibility will be dcumented in bund field bks and Chain-f-Custdy frm(s) will accmpany each sample package. During this phase f the survey, the Cnsultant will cllect bulk samples f building

5 materials that have the ptential t becme disturbed during the subsequent phases f the survey (e.g. acustical ceiling tiles, gypsum wallbard r plaster surrunding access panels etc.). Analysis f these samples will be used t determine the methds t be used in accessing areas abve suspended ceiling tiles and inside plumbing / mechanical chases. The types f materials t be assessed include, but are nt limited t: Interir windw caulking/dr caulking; Thermal insulatin assciated with mechanical systems; Expansin jint material; Gypsum wallbard; Jint cmpund fr gypsum wallbard; Paint and varius interir wall and ceiling finish materials; Smth and textured wall and ceiling plasters; Varius types f flring materials; Mastic/adhesive assciated with flring materials; Basebards and assciated mastics; Ceiling tiles; Fireprfing n structural steel; Damprfing; Cncrete and cncrete patching material; and All caulking material. In the event that the rf systems may be impacted by the prpsed cnstructin, the Cnsultant shall examine the rf systems and identify cnstructin materials and the likelihd f these materials being ACM. The Cnsultant shall crdinate with the rfing subcntractr t cnduct intrusive sampling. A mre expansive descriptin f the cmpnents f the Phase II activities is prvided in the fllwing subsectins, tgether with sampling prcedures, sample frequency, analysis, schedule quality assessment/quality cntrl prcedures, and dcumentatin. ACM Sample Strategy/Frequency Surfacing materials - In a randmly distributed manner, cllect bulk samples f surfacing materials, representative f each hmgeneus area. Cllect at least three bulk samples frm each hmgeneus area that is less than r equal t 1,000 ft 2. Cllect at least five bulk samples frm each hmgeneus area that is greater than 1,000 ft 2, but less than r equal t 5,000 ft 2. Cllect at least seven bulk samples frm each hmgeneus area that is greater than 5,000 ft 2. Thermal systems insulatin. In a randmly distributed manner, cllect at a minimum, three (3) bulk samples f thermal systems insulatin material, representative f each hmgeneus area.

6 Cllect, at a minimum, ne (1) bulk sample f patched thermal systems insulatin, representative f each hmgenus area, prviding the sectin f patch is less than 6 linear r square feet. Cllect, at a minimum, three (3) representative bulk samples f each insulated mechanical system, including, but nt limited t cementitius material used n pipefittings such as tees, elbws, r valves. Representative sampling will be cnducted in a manner sufficient t identify whether each hmgenus area is either asbests r nn-asbests cntaining. Bulk samples are nt required t be cllected frm any hmgeneus area where the accredited asbests inspectr has determined that the thermal systems insulatin is a nn-suspect material (i.e., fiberglass, fam glass, rubber, r any ther nn-acm). Miscellaneus materials - Cllect, at a minimum, ne (1) representative bulk sample f each miscellaneus material, including, but nt limited t ceiling tiles, flr tiles, assciated flr tile mastic, etc. Representative sampling will be cnducted in a manner sufficient t identify whether each hmgenus area is either asbests r nn-asbests cntaining. It is the intentin that all suspect materials be sampled and analyzed fr asbests cntent t the extent that suspect materials can be classified as ACM r nn-acm, and that minimum materials will have t be assumed ACM. ACM Sampling Prcedures The asbests survey will be perfrmed by EPA-accredited and Massachusetts licensed Asbests Inspectrs. The Cnsultant s inspectrs will cnduct a thrugh inspectin f all accessible areas within the designated survey area. The Cnsultant will attempt t identify multiple layers f flring systems. Suspect asbests-cntaining materials lcated within wall chases, plenum chases, and plumbing chases will be bulk sampled wherever access can be made withut damaging wall and ceiling finishes. Bulk samples, representing individual hmgenus areas f suspect materials, will be cllected in a randmly distributed manner, in accrdance with thse methds utlined belw. ACM Analysis The majrity f the bulk samples will be cllected and analyzed fr asbests cntent in accrdance with the AHERA Methd (40 CFR Part 763, Appendix A t Subpart E). The analysis will be perfrmed using Plarized Light Micrscpy (PLM) With Dispersin Staining. Samples that indicate an asbests cntent between 1 and 10 percent asbests will be re-examined using pint cunt techniques. Transmissin Electrn Micrscpy (TEM) analysis will be used in cnjunctin with PLM analysis when analyzing nn-rganically bund materials. TEM analysis will be perfrmed n nn-rganically bund materials when PLM analysis indicates the asbests cntent t be less than 1 percent. All bulk samples will be submitted t the labratry fr the necessary turn-arund based n the Prject s needs.

7 All labratries perfrming asbests cntent analysis shall be an USEPA-accredited labratry and shall participate in USEPA s Interim Asbests Bulk Sample Analysis Assurance Prgram. The labratry shall als be accredited by the Natinal Vluntary Labratry Accreditatin Prgram (NVLAP). 2. Lead Paint All painted surfaces within the area t be impacted by the prpsed cnstructin will be screened using a XRF detectr. The XRF detectr is described in a subsequent subsectin. Crdinatin must be perfrmed between the Design Team and the cnsultant t ensure that all aspects f the wrk are cvered with respect t ACM (i.e., electrical and plumbing penetratins). Lead Sample Strategy / Frequency The Cnsultant will analyze the walls at a minimum frequency f ne analysis every 1000 square feet fr each painted surface. In additin, a minimum f ne dr and ne windw casement will be screened per rm. The data will be recrded tgether with the apprximate sample lcatins. Lead Sampling Prcedures The Cnsultant will perfrm field screening f painted surfaces t identify the ptential presence f lead (fr residential prperties, the inspectin shall be perfrmed by a licensed inspectr). Testing fr the lead-based paint will be cnducted using a prtable X- Ray flurescence analyzer (XRF) which uses a radiactive surce t excite the electrns f lead atms (if present) in the paint. The XRF measures the x-rays emitted by the atms as they return t their nrmal state. The measurement data is prcessed and the results cnverted t milligrams f lead per square centimeter f sampled surface area. Lead Analysis Samples f painted surfaces will nt nrmally be cllected during this phase. Based n the type f prpsed cnstructin, EHS may cnsider Txicity Characteristic Leaching Prcedure (TCLP) analysis f cmpsite materials, Csts assciated with these sample cllectin and analyzes will be cnsidered as a separate reimbursable. Task 5: Quality Assurance/Quality Cntrl The draft flr plans prvided by the Design Team will be field verified by the Cnsultant during the Phase 1 cmpnent f this prject. Any mdificatins f the flr plans will be prvided t the Design Team fr revisin. Field lgs will be used t maintain field dcumentatin. At a minimum, the fllwing infrmatin will be recrded during the daily screening and cllectin f samples: Sample identificatin, lcatin, and descriptin; Sampling area sketch shwing the sample lcatin; Sampler s name(s); Date and time f sample cllectin; Type f sample (discrete r cmpsite sample); Type f sampling equipment used;

8 Field bservatins and details related t analyses r integrity f the sample (e.g. interir cntractr placing carpet in the adjacent rm); and Sample identificatin numbers. In additin t the sampling infrmatin, the fllwing specific infrmatin will als be recrded in the field lg each day f sampling: Team members and their respnsibilities; Time f arrival and time f departure; Other persnnel n-site; Summary f any meetings r discussins with ther parties; and Deviatins frm written prcedures. Digital phtgraphs will be taken at every sample lcatin t dcument cnditins at the cmpletin f sample cllectin. Phtgraphs will als be taken at every entry abve the ceiling. These phtgraphs will be taken in a panramic manner shwing all directins, where pssible. A Chain-f-Custdy frm (COC) will be prvided with every sampling set sent t a labratry fr analysis. The COC will be kept t prvide dcumentatin linking the cllectin f the sample t the perfrmance f the analytical methd. The COC will include the lcatin f the sampling, the date and time f the sampling, and the names f the individuals wh transprted the sample frm the field t the labratry. The cmpleted COC will be shipped inside the sample-transprting cntainer with the samples. The final COC will be attached t the labratry reprt prviding the analyses t Harvard. Task 6: Reprt Preparatin The infrmatin and data generated frm the abve-nted tasks will be reviewed, cmpiled, and presented in a Hazardus Material Summary Reprt (the Reprt). The Reprt will include, at a minimum, the fllwing sectins in this specified rder: Intrductin Persnnel - The name(s), title(s), and license numbers f the Massachusetts Licensed Asbests Inspectr(s) wh cmpleted the inspectin. Prject Descriptin - A summary f the prpsed prject identifying the scpe, lcatin, and systems t be impacted by the prpsed cnstructin/rehabilitatin; Backgrund - A summary f previus assessments and/r remval and abatement activities; Sampling and Analysis - Prcedures used in cllecting and analyzing samples; Asbests Results ACM infrmatin shall be prvided in tabular frm including sample results, type, sample lcatins, integrity, friability, and quantity f all ACM identified,; A ptential expsure assessment f ACM t building ccupants and the public; Recmmendatins cncerning additinal sampling, if necessary; Cpies f cmpleted Tables 1 and 2; Estimated csts fr remval and/r abatement; Lead Results Lead infrmatin shall be prvided in tabular frm including sample results, type, sample lcatins, integrity, and quantity f all Lead identified,; Recmmendatins cncerning additinal sampling, if necessary; Estimated csts fr remval and/r abatement; Miscellaneus Hazardus Materials - Summary f infrmatin regarding ASTs,

9 cntainers, transfrmers, mercury lights, and ptential PCB light ballast. The summary shall include, in tabular frm, lcatins by rm number, media, type f cntaminatin, and estimated quantity; Figures Figures (Plan and Elevatin) shwing all sample lcatins; Figures shwing apprximate lcatins f all materials identified as ACM/Lead/Miscellaneus Hazardus Materials; Pht Lg Pht Lg with all assciated sample phts and assciated sample IDs; Field Lgs All Field Lgs generated during Task 5; Mitigatin - Prvide cnceptual recmmendatins fr mitigating adverse impacts; and Limitatins - Include a descriptin f building areas, systems, surfaces r structural cmpnents that were nt sampled due t inaccessibility and/r safety cncerns. Prject Specificatins - Prepare cntract specificatins and drawings that address asbests abatement requirements, incrprating the Harvard EHS template specificatin fr asbests abatement. These dcuments must be prepared under the directin f Massachusetts licensed Asbests Prject Designer. Cpies f the draft dcument shall be prvided t Harvard fr internal review and cmment. The Cnsultant will include in the Reprt, all plans and phtgraphs cllected r taken during Tasks 2 and 4. The final deliverable will cnsist f the Reprt, and including all text, tables, figures, appendices, and attachments, plans, and phtgraphs. Task 7: Asbests Abatement Mnitring Services and Reprt Prvide cnstructin phase services, including air sampling and signing/management f Harvard Asbests Waste Shipment Recrds (AWSRs). These services must be perfrmed by Massachusetts licensed Asbests Prject Mnitr. Include a separate Rate Sheet fr these services. The selected asbests abatement cnsultant will prepare and submit an Asbests Clse-ut Reprt that includes, but is nt limited t, the fllwing infrmatin: 1. Summary f Abatement Wrk: prvide a table that identifies the actual ACMs that were remved by the abatement cntractr, including the quantity remved and the date f remval. 2. Wrk Practices and Engineering Cntrls 3. Air Sample Cllectin and Analysis: prvide infrmatin n methdlgy, equipment and sampling persnnel. Include cpies f all daily/weekly mnitring reprts as an appendix. 4. Additinal Bulk Sample Cllectin and Analysis: as necessary, prvide a descriptin f the sampling and analysis that was cnducted during cnstructin phase services t identify any ACMs that were nt included in the riginal survey due t inaccessibility. 5. Asbests Waste Dispsal Management: prvide a table that summarizes the Harvard AWSRs that were used n the prject (AWSR #, waste vlume, transprter, landfill, etc). Nte that the riginal Generatr cpy f the AWSR that is retained by the asbests cnsultant at the time f signing must be ed t the EHS Prject Manager.

10 INSURANCE The minimum insurance requirements are as fllws: Prfessinal Liability: $1,000,000 General Cmmercial Liability: $1,000,000 Business Autmbile Liability: $1,000,000 (per ccurrence) Wrker s Cmpensatin: Minimum Statuary Limits PROJECT PERSONNEL The Cnsultant shall identify the persnnel assigned t the prject. The Cnsultant will ensure that nly persnnel with the apprpriate experience will be assigned t the prject. Any change in persnnel assigned t the prject will be identified t and apprved by EHS prir t any wrk cmmencing. SCHEDULE Fllwing written authrizatin t prceed, the Cnsultant will cmmence wrk. This schedule has assumed timely cmpletins f certain tasks and EHS realizes actual cnditins and/r prject cnstraints may vary the schedule. The site recnnaissance prcess may [NOT] be cnducted during nrmal business hurs such that all rms can be accessed. The sampling f suspect building materials may [NOT]be cnducted during nrmal business hurs t minimize incnvenience t the ccupants. Sampling in each rm will be cmpleted n the same day it cmmences. COST OF SERVICES AND CONDITIONS OF ENGAGEMENT Prpsal All cnsultants respnding t this Request fr Prpsal are required t submit a Lump Sum Prpsal fr Services that incrprates all f the tasks utlined in this dcument and includes the fllwing: A Scpe f Wrk, including a clear breakdwn and explanatin f tasks; The name(s), title(s), and license numbers f the individuals wh will be perfrming the wrk. Prpsed cst assciated with each task (Task 1 thrugh 6); Fee Schedule fr staff wh will be wrking n the tasks, including a breakdwn f all subcntractr csts and analytical csts (Task 7); Schedule fr perfrmance f services.