PRE-REHABILITATION RISK ASSESSMENT

Request For Proposal (RFP)

**Memo Cover Sheet**

**To:**

**From:**

**Date:**

**RE:**

The City of Coolsville is accepting bids to perform a risk assessment
for 1234 Main Street. Please find attached the Request for Proposal and
information on the dwelling unit.

Please note that in order for the City to consider your bid to perform a
risk assessment for this property, the proposal must include all items
listed in the RFP. All submitted reports and documents must meet stated
requirements.

Sealed bids must include technical and cost information and be submitted
to Bruce Smith by 5 pm October 14, at 25 Glory Road, Coolsville, State,
12345. Any questions regarding this RFP should be directed to Bruce
Smith, Rehab Specialist at

\(555\) 333-2222.

# Risk Assessment Proposal Requirements

1.  [Background]{.underline}. The purpose of this Request for Proposal
    (RFP) is to provide the Housing Agency ("Agency") and property
    owners with information to help them manage and control lead-based
    paint hazards efficiently and effectively during rehabilitation
    activities, with particular attention to the requirements of the
    rule on federally-owned and assisted housing (24 CFR 35). This RFP
    is a request for a pre-rehabilitation risk assessment (or paint
    testing of surfaces to be disturbed, if applicable; collectively
    "evaluations"). Attached is the following information on the
    property to be evaluated, as applicable:

```{=html}
<!-- -->
```
a.  Property Name

b.  Property Address

c.  Number of Buildings, if available

d.  Number of Units

e.  Building Address(es), if available

f.  Name of Owner

g.  Owner's Address

h.  Name of Owner's Management Agent

i.  Address of Owner's Management Agent

j.  Building Construction

k.  Year of Construction

l.  A listing of all painted surfaces to be disturbed during the planned
    renovation. This list includes all interior and exterior surfaces of
    the dwelling, all common areas, if present, and all outbuildings and
    fences.

```{=html}
<!-- -->
```
a.  [Personnel.]{.underline} All work must be performed by firms
    certified to perform risk assessments and by individuals certified
    and/or licensed to perform risk assessments by the State (or EPA, if
    applicable) where the services are to be provided. If an X-ray
    fluorescence (XRF) instrument is used, all risk assessors must
    possess current training, certification and licensing in the use of
    the XRF equipment under appropriate federal, state or local
    authority. The Agency reserves the right to restrict the assignment
    of any individual, for any reasonable cause, as a risk assessor
    under the contract or any subcontracts.

b.  [Scope of Work.]{.underline} The Contractor shall provide all
    necessary facilities, materials, supplies, equipment, supervision,
    and personnel and other items and services to perform the lead
    evaluation services as defined in this RFP. These services must be
    in accordance with applicable work practice standards of the state
    (or EPA, if applicable) where the services are provided. When more
    than one regulatory provision applies to a condition or activity,
    the most stringent shall be used. Applicable regulations are those
    that are in force when and where the lead evaluation is conducted,
    including, but not limited to:

> U.S. Department of Housing and Urban Development (HUD): 24 CFR 35
>
> U.S. Occupational Safety and Health Administration: 29 CFR 1926
>
> U.S. Environmental Protection Agency (EPA): 40 CFR 745
>
> State regulations
>
> Local regulations

c.  [Lead-Based Paint Hazards.]{.underline} The purposes of the risk
    assessment are: 1) to identify conditions that may result in adverse
    human health effects from the following sources: deteriorated
    lead-based paint (LBP), interior dust-lead hazards, soil lead
    hazards, chewable surfaces, friction surfaces and impact surfaces,
    as defined by HUD and EPA; 2) to test paint on surfaces that will be
    disturbed during the renovation.

d.  [The Risk Assessment Process.]{.underline} The risk assessment shall
    include the following activities: occupant interviews, testing for
    lead content of all coatings on surfaces to be disturbed during the
    renovation, lead hazard identification of deteriorated paint,
    friction, impact and chewable surfaces, and dust and soil sampling.
    The risk assessment shall be completed within \_\_\_\_\_ days of the
    approval to begin work. The report must be submitted \_\_\_\_ days
    after completion of field work. Invoices will not be paid until the
    complete report is received and accepted by the Agency.

```{=html}
<!-- -->
```
6.  [Interviewing Occupants and Owner.]{.underline} The risk assessor
    shall acquire whatever signed permission releases are needed to
    enter the dwelling and conduct the lead risk assessment*.* The risk
    assessor shall use the resident questionnaire from the HUD
    Guidelines and shall, at a minimum, collect the following
    information: age of the building, identify the numbers of occupants
    and their ages, with specific note being made of children under age
    six, women of childbearing age and other persons to be considered at
    risk from the hazards of lead. The risk assessor should interview
    the owner, if possible, to identify occupant use patterns and past
    and proposed maintenance and renovation activities.

7.  [Laboratory Requirements.]{.underline} All laboratories selected for
    use in the lead-based paint hazards and evaluation reports shall
    hold all accreditations, certifications and recognitions needed to
    conduct lead testing services as governed by regulatory agencies
    having jurisdiction over such work. At a minimum, the laboratory
    used by the contractor shall be recognized by the U.S. Environmental
    Protection Agency (EPA) National Lead Laboratory Accreditation
    Program (NLLAP) for the analyses performed under this contract, and
    shall, for work under this contract, use the same analytical method
    used for obtaining the most recent NLLAP recognition. Copies of
    certificates shall be provided with the offeror's bid submittal.

8.  [Identification of Lead-Based Paint.]{.underline} The risk assessor
    shall sample all components/surfaces to be disturbed during the
    renovation, as well as any surface that is deteriorated or
    hazardous. If a component is not to be disturbed and is not a
    hazard, it should not be sampled for lead content. Identification of
    LBP may be done by either XRF testing or by collecting samples of
    paint followed by laboratory analysis.

    a.  [Portable XRF Testing.]{.underline} Any portable X-ray
        fluorescence (XRF) instrument used to test for lead in paint
        shall have a valid XRF Performance Characteristic Sheet (PCS).
        Any portable XRF instrument used shall be used in accordance
        with its XRF PCS. \[**Optional:** The requirements of American
        Society for Testing and Materials standard PS 95 Standard
        Provisional Practice for Quality Systems for Conducting In Situ
        Measurements of Lead Content in Paint or Other Coatings Using
        Field-Portable X-Ray Fluorescence (XRF) Devices, shall be
        used.\]

    b.  [Paint Sample Collection Specifications.]{.underline} Lead
        determination of coatings not applicable for X-ray fluorescence
        (XRF) testing (highly curved, ornate or restricted space
        locations) shall be tested by sample collection followed by
        laboratory analysis. For collected paint samples, the contractor
        shall insure that all area dimensions are collected and recorded
        in inches (or centimeters) to the nearest 1/16^th^ of an inch.
        \[**Optional:** The requirements of American Society for Testing
        and Materials Standard E 1729 Standard Practice for Field
        Collection of Dried Paint Samples for Lead Determination by
        Atomic Spectrometry Techniques, or its HUD-approved equivalent,
        shall be used for paint sample collection.\] For each submitted
        sample, the contractor shall provide the laboratory with the
        collection dimensions in inches (or centimeters) to the nearest
        1/16^th^ of an inch, and obtain the results from the laboratory
        required for reporting. Areas from which samples are collected
        must be repaired after samples are collected (e.g., fill void
        created by sample collection and prime paint area.)

    c.  [Component Sampling within each Room or Area.]{.underline}

        i.  [Windows.]{.underline} When testing windows, at a minimum,
            the following window surfaces shall be tested: Exterior
            sash, jamb, casing and trough; Interior sash, casing and
            sill.

        ii. [Doors.]{.underline} When testing doors, at a minimum, the
            following surfaces shall be tested: jamb, both sides of the
            door itself and door casing.

        iii. [Component Sampling Locations.]{.underline} All testing
             shall include the following identification items: the room
             or area, component or portion of component tested, exact
             location of each component tested and the substrate. For
             example, Living Room/upper window sash/second window from
             wall B/wood. Substrates shall be identified as one of the
             following types: brick, concrete, drywall, metal, plaster,
             or wood. Other substrate types shall be assigned the
             closest among the designated types based on density,
             porosity, and other physical factors, with the report
             annotated with the actual substrate type.

    d.  Wallpaper shall be assumed to cover paint and shall be tested.

    e.  The risk assessor shall regard parts of the building components
        as separate testing combinations if visual indication or
        evidence exists that the different parts have separate and/or
        distinct painting histories.

```{=html}
<!-- -->
```
9.  [Identification of Dust Lead Hazards, Friction, Impact and Chewable
    Surfaces and Dust Wipe Sampling]{.underline}. The risk assessment
    shall include identification of all lead hazards as defined by HUD
    and EPA. Dust sampling will be performed in accordance with the work
    practice standards of the state (or EPA, if applicable) in which the
    services are performed and in rooms where the greatest potential
    risk is expected. \[**Optional:** The requirements of American
    Society for Testing and Materials Standard E 1728, Standard Practice
    for Field Collection of Settled Dust Samples Using Wipe Sampling
    Methods for Lead Determination By Atomic Spectrometry Techniques.\]
    Dust samples shall be collected from floors and sills in all sampled
    living areas. The exact locations of each dust sample collected and
    each hazard identified shall be clearly identified. The presence of
    a dust-lead hazard in a dwelling unit or common area must be
    determined by comparing the hazard standard to the weighted
    arithmetic mean of all single-surface and composite dust sub-samples
    taken from the same component type in a dwelling unit or common
    area. Quality control samples must be taken and submitted for
    analysis with samples from each structure.

```{=html}
<!-- -->
```
10. [Identification of Soil Lead Hazards and Sampling of Areas of Bare
    Soil.]{.underline} Soil samples shall be taken any time the risk
    assessor identifies bare soil. Risk assessor must collect a minimum
    of two samples from play and non-play areas, with the option of an
    additional composite sample from the drip line/perimeter of the
    building. The risk assessor shall separately identify children's
    play areas and non-play areas, if applicable. \[**Optional:** Soil
    samples shall be collected in accordance with the requirements of
    ASTM Standard E-1727, Field Collection of Soil Samples for Lead
    Determination by Atomic Spectrometry Techniques.\]

11. [Hazard Control Options.]{.underline} All hazard control options
    provided by the risk assessor must be technically feasible and
    specifically suited to the identified surface(s) or hazard. The
    control options must take into account the surfaces to be disturbed
    during the renovation, the condition of the property and the
    location and severity of hazards. Rough cost estimates shall be
    provided for all hazard control options. Risk assessors shall be
    advised that hazard control options provided by the risk assessors
    will be evaluated in the context of the Agency's requirements under
    the Lead Safe Housing Rule (24 CFR Part 35). \[**Optional:** For
    projects where the amount of federal rehabilitation assistance is
    \$5,000-\$25,000, the Agency is required only to perform interim
    controls. For projects where the amount of federal rehabilitation
    assistance exceeds \$25,000, the Agency is required to abate all
    identified lead hazards (not all LBP).\] Each hazard control option
    must be clearly identified as either being either interim control or
    abatement, according to applicable State, and/or HUD/EPA
    requirements. If abatement is performed, firms must be
    certified/licensed, in accordance with State and/or EPA
    requirements. (**Optional:** The risk assessor must also identify
    the type of training and/or certification/licensing necessary in the
    State where the services are provided for each person performing any
    lead hazard control option.)

12. [Minimum Report Requirements.]{.underline} The risk assessment
    report shall comply with the minimum requirements established by the
    state (or EPA) where the services are provided. The risk assessment
    report shall contain at least the following:

    a.  [Notice of Evaluation Results.]{.underline} Completed copy of
        Notice of Evaluation Results suitable for distribution by the
        agency to the occupants.

    b.  [Summary of Risk Assessment.]{.underline} An executive summary
        written in simple and easy-to-understand English describing the
        on-site investigation conducted and the results. The summary
        must be in the basic format found at 24 CFR Part 35, Appendix B
        and include the names of all risk assessors performing services,
        the date the site was visited and samples collected. The summary
        must include all identified lead-based paint and/or lead-based
        paint hazards and their locations. In addition, it must include
        all treatment options for each hazard identified, clearly
        identified as either being either interim control or abatement.

If paint testing is performed, the summary will include the information
found at 24 CFR Part 35, Appendix A. It will also contain a list of all
surfaces tested, with the unique test identification number (ID) for
each testing combination and the results, the location description of
the testing combination where any XRF measurement or paint sample was
collected, the XRF and/or laboratory analysis measurement value with
units of measure, i.e., for paint, mg/sq.cm, and the lead classification
result for the surface as positive or negative.

c.  [Data Collected.]{.underline} The risk assessor shall provide all
    interview questionnaires, sampling forms and field notes, all XRF
    results, raw data, analytical laboratory results, and all
    miscellaneous photographs or documents relating to the on-site
    visit, assessments and all paint, dust and soil samples collected.

d.  [List of all surfaces tested and/or sampled.]{.underline}

e.  [Identification of all lead-based paint and/or LBP hazards with
    sufficient detail to permit replication of sampling and/or testing
    effort.]{.underline}

f.  [Sketches or drawings of property with floor plan detailing all
    sample locations.]{.underline}

> If the report is not clearly written and understood by the Agency, the
> Agency reserves the right to request clarifications and revisions by
> the risk assessor, at no additional cost to the agency.

13. [Required Submittals.]{.underline} To be considered responsive, each
    bid must include technical and cost proposals, as well as copies of
    the following documents:

    a.  Copies of firm's certification to perform risk assessments of
        this site.

    b.  Copies of risk assessor's State/EPA certification/license.

    c.  Documentation of successful completion of XRF manufacturer's
        training for each individual performing risk assessment
        services.

    d.  Copy of analytical laboratory EPA recognition (e.g. NLLAP or
        ELLAP), and licensing, if applicable.

    e.  Copy of risk assessment firm's radiation safety license or
        registration issued by the State where services are to be
        provided, or the U.S. Nuclear Regulatory Commission.

    f.  Risk assessors shall have prior experience performing risk
        assessment projects and shall submit three references
        documenting past experience by providing: name, agency and
        contact telephone number.

    g.  Current resume (1-2 pages) for each risk assessor proposed to be
        used. At a minimum, this shall include a listing of the relevant
        certifications (with document numbers and effective dates),
        licenses, training, and experience for persons providing risk
        assessment services.

14. [\[**Optional:** Unit Prices\]]{.underline}

> Unit prices for the following services shall be including in the
> proposal. If requested by the Agency, risk assessors shall provide
> additional services at the unit costs submitted:

a.  Site visit following Agency's receipt of risk assessment report

b.  Additional paint, soil and dust sampling

c.  Additional paint testing