H356--Industrial Hygienist Service

2
STATEMENT OF WORK
1. TITLE: Certified Industrial Hygienist (CIH) Monitoring Services
2. OVERVIEW: Contractor shall provide Certified Industrial Hygienist (CIH) monitoring and oversight services in support of asbestos abatement and related hazardous material activities. Services include air monitoring, inspection, sampling, testing, laboratory analysis, clearance monitoring, and required reporting. The number of hours and tests required will vary by project and will be ordered on an as-needed basis.
3. DEFINITIONS: a. CO Contracting Officer b. VA Department of Veterans Affairs c. STCVAHCS St. Cloud VA Health Care System d. CIH Certified Industrial Hygienist e. COR Contracting Officer s Representative f. Contractor Employee means all Contractor staff, technicians, personnel, subcontractors, or persons working on behalf of the Contractor. g. PO Purchase Order
4. PLACE OF PERFORMANCE: St. Cloud VA Health Care System, 4801 Veterans Drive, St Cloud, MN 56303
PERIOD OF PERFORMANCE: Base Year plus 4 Option Years (five-year total period of performance) - anticipated period: January 1, 2027, through December 31, 2031
QUALIFICATIONS AND SPECIAL CERTIFICATIONS: The Contractor shall assure their staff are fully certified to perform the duties.
The Contractor s staff shall be licensed by the State of Minnesota to conduct air monitoring for asbestos abatement projects.
The Contractor shall provide a list of employees who will provide services under this contract. Provide full name, position, and the required certification.
The Contractor shall have a minimum of three (3) years of experience providing comparable services within healthcare or similarly regulated facilities and shall demonstrate documented experience and competency in supporting asbestos abatement activities comparable in size, scope, and complexity to those performed at the St. Cloud VA Health Care System.
REGULATIONS/DIRECTIVES/POLICIES: Minnesota Pollution Control Agency (MPCA) Minnesota Department of Health (MDH) Environmental Protection Agency (EPA) Minnesota Occupational, Safety and Health Act (MNOSHA) Occupational, Safety and Health Act (OSHA) (Public Law 91-596) and the resulting standards, OSHA Standards 29 CFR 1910 and 1926 Compliance with all federal, state, and local laws
GENERAL: Contracting Officer s Representative (COR) and alternate COR will be assigned to represent the Contracting Officer (CO) in furnishing technical guidance and advice under this contract.
The delegation letter will specify the limits of the COR authority. The letter is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the Contracting Officer and shall not be delegated.
SCOPE OF WORK: The Contractor is responsible to provide all labor, tools, and equipment necessary to provide CIH services.
The Contractor shall provide a CIH to monitor asbestos abatement.
The CIH shall oversee the work of a licensed asbestos abatement contractor for interior and exterior services which include, but not limited to, asbestos containing floor tile and mastic, carpet, ceiling tile, wall tile, lead-glazed ceramic tile, doors, windows, frames, caulking, pipe insulation, concrete walls, footings as a binder, window glazing, contaminated soil, and lead-based paint on doors, walls, frames, concrete walls, footings, windows.
The CIH shall perform continuous air monitoring, inspection, and testing outside and inside regulated areas, provide onsite analysis of air samples, ensure that asbestos contractor workers are clean shaven, and conduct pre-abatement and post-abatement inspection with the VA IH.
The CIH shall conduct clearance monitoring.
The CIH will provide site visits as needed.
The CIH shall attend planning and coordination meetings with VA staff, affected personnel, and construction contractors when requested.
The CIH shall notify STCVAHCS Safety Department or VA Project Manager if problems occur.
The CIH shall oversee the work to ensure that the contractor is abiding by MPCA, MDH, MNOSHA, EPA, and OSHA rules and regulations.

The CIH shall provide VA with a final report which includes all applicable items from the following: Air monitoring methodology Certificate of visual inspection Clearance air sampling sign-in sheet Certificate of air clearance Sample location drawings Certificate of completion Laboratory analysis results Contractor s license Contractor s insurance certificate Contractor s state notification and amendments Contractor s asbestos-related work project permit Contractor s asbestos project plan Contractor s daily sign-in sheets Contractors daily log Contractor s enclosure sign-in sheet Worker s certificates/licenses/medical clearance OSHA personal air sampling record Landfill manifest On-site monitor qualifications Air monitoring notification PLM bulk laboratory reports
The Contractor is responsible for all costs for transportation, lodging, meals, and other personal necessities for its employees.
The Contractor shall maintain sufficient staff to be responsive to job requests.
The Contractor may be required to provide more than one CIH if abatement requirements overlap.
The Contractor shall wear company attire that clearly identifies them as a Contractor and always present a professional appearance.
The CIH shall obtain certificate of workers acknowledgement and affidavit of medical surveillance, respiratory protection, and training/accreditation of each worker that is working on-site.
The Contractor shall wear appropriate safety and personal protective equipment during moves and take precautions regarding fire and life safety and comply with all OSHA laws/regulations for the protection of employees.
TESTING AND SAMPLE ANALYSIS REQUIREMENTS: The Contractor shall provide sampling, testing, and laboratory analysis when required by the individual project and authorized by the VA. Testing shall be performed using applicable regulatory or recognized analytical methods. Laboratory reports shall identify the analytical method, sample identification, results, reporting limits where applicable, and laboratory information.
PCM Air: Phase Contrast Microscopy (PCM) air analysis for routine asbestos-related airborne fiber monitoring, including worker, area, and perimeter monitoring, as applicable. PLM Bulk: Polarized Light Microscopy (PLM) analysis of suspect bulk building materials to determine the presence and percentage of asbestos. TEM Air: Transmission Electron Microscopy (TEM) air analysis when higher-resolution, asbestos-specific analysis or clearance testing is required by the project, regulation, or VA. Lead Paint/Bulk: Laboratory analysis of paint chips, coatings, glazed materials, or other suspect bulk materials to determine lead content or concentration. Lead Air/Wipe: Laboratory analysis of air samples for airborne lead exposure and wipe samples for lead-containing surface dust or contamination, as applicable to the project.
AUTHORIZATION AND PAYMENT: Testing and sample analysis shall be performed only when required for the applicable project and authorized by the VA. The Contractor shall be paid for the actual number of authorized tests or analyses completed in accordance with the applicable Price/Delivery Schedule CLIN. CIH labor associated with sampling, monitoring, oversight, and reporting shall be billed under the applicable CIH labor CLIN unless otherwise identified in the Price/Delivery Schedule.
Due to the nature of this requirement, the number of CIH labor hours and testing quantities are estimated. The Contractor shall only be paid for actual authorized hours of completed services and actual authorized tests or analyses completed in accordance with the applicable Price/Delivery Schedule CLINs.
The estimate shall adhere to the Price Delivery Schedule CLIN items.
LABORATORY REQUIREMENTS: Analyses shall be performed by a laboratory appropriately qualified, accredited, or recognized for the applicable analytical method when such accreditation or recognition is required by law, regulation, or the specified method. The Contractor shall provide laboratory analytical reports and chain-of-custody documentation, when applicable, as part of the project records.
REQUESTS FOR SERVICES: VA will provide a list of personnel that are allowed to contact the vendor to arrange/schedule services for their respective projects.
The asbestos abatement will take place in various buildings and rooms located on the STCVAHCS campus. Specific building and room locations for CIH monitoring services will be provided at the time of each request.
Depending on the size of the construction project, CIH services may be completed in phases.
CONTRACTOR AVAILABILITY FOR UNFORESEEN CIRCUMSTANCES: The Contractor shall be available within 48 hours of notification of job requirement.
Due to the historical nature of the buildings on the STCVAHCS campus, a high degree of flexibility is required to meet changing needs that occur due to unforeseen circumstances to keep construction projects on time.
OFF-DUTY HOURS: The Contractor may be required to perform during off-duty hours. Some projects may only be performed during off-duty hours to avoid interruption of VA clinic operations and disruptions to patient care. Work may be required after normal duty hours (after 6:00 pm and before 6:00 am Monday through Friday or weekends). Off-duty hours must be approved by the COR or alternate COR before services are rendered.
Smoke Free Facilities. All Veterans Affairs Medical Centers and Community-Based Outpatient Clinics (CBOC s) are smoke free facilities. Contractors shall adhere to the VHA tobacco-free campus policy.
CONTINGENCY BACK-UP PLAN: The Contractor shall have a contingency and/or back-up plan in the event the Contractor is unable to perform services or have services performed as required.
The Contractor shall immediately notify the COR or alternate COR and provide a justification for non-performance and institute the contingency back-up plan as quickly as possible.
10. SCHEDULE:
HOURS OF SERVICES: The Contractor will perform majority of services Monday through Friday between the hours of 6:00 am to 6:00 pm.
The Contractor may be required to perform some services during off-duty hours.
A list of federal holidays is available at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2027
Holidays occurring on a Saturday are observed on the Friday before. Holidays occurring on a Sunday are observed on Monday.
The Contractor shall provide a minimum of 24-hour notice of schedule changes to the COR or alternate COR.
CLOSURES: Work scheduled but not accomplished due to unforeseen weather conditions, facility exercises, or actual alerts, will be rescheduled as soon as possible after reopening.
11. INVOICING/END-OF-MONTH BILLING: The Contractor shall submit one invoice at the end of the month (thirty (30) days in arrears). The end-of-the-month invoice shall include at a minimum, but not limited to: Contract Number Purchase order (PO) number (changes each Option Year) Description of services, duty hours and/or non-duty hours, and testing/sample analysis performed, including applicable CLIN and quantity Dates of completed services Location of services to include VA Building number Total cost of services and authorized testing/sample analysis
The Contractor shall then accumulate the month s work into one invoice for the end-of-month submission to the COR or alternate COR for review and payment.
Payment will be made upon receipt and approval of all documentation.
Payment of invoices may be delayed if the appropriate reports are not properly completed and submitted to the COR or alternate as stated in this Statement of Work.
12. ORDERING ACTIVITIES AND OFFICERS: The Contractor shall not accept any instructions issued by any other person(s) other than the CO, COR, or alternate COR.
13. CHANGES: Only those services specified herein are authorized.
Before performing any service of a non-contract nature, the Contractor shall advise the CO of the reasons for the additional work. Changes to the resulting contract are not authorized, unless in writing by the Contracting Officer.
14. SECURITY REQUIREMENTS/BADGES: The Contractor shall comply with VA security, access, and badging requirements.
Contractor and/or all sub-contracted personnel are required to always wear and have visible a government furnished identification badge.
Contract employees may be required to obtain a VA PIV Badge while physically located within the VA facility. If required to obtain a VA PIV Badge, contract employees will be required to present two (2) forms of identification compliant with PIV guidelines for verification.
These badges will be Government furnished and issued to Contractor employees upon initial entry, under contract.
Identification shall be worn on the outer clothing between the neck and waist on the front of the body and visible with the Contractor s name plainly displayed.
Loss of a badge shall be reported to the COR or alternate COR no later than the following workday.
15. DAMAGE TO GOVERNMENT EQUIPMENT AND PROPERTY: The Contractor shall take all necessary precautions to prevent damage to Government equipment and property.
The Contractor shall report damage of Government property or equipment to the CO and/or COR/alternate COR within 24 hours of the incident.
RECORDS MANAGEMENT OBLIGATIONS A. Applicability  This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.   B. Definitions  Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.   The term Federal record:  Includes Department of Veteran Affairs records.   does not include personal materials.  applies to records created, received, or maintained by Contractors pursuant to their Department of Veteran Affairs contract.  may include deliverables and documentation associated with deliverables.  C. Requirements  Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.   In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.   In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.   [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Department of Veteran Affairs or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.  The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Department of Veteran Affairs control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).  The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Department of Veteran Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.  The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Department of Veteran Affairs policy.   The Contractor shall not create or maintain any records containing any non-public Department of Veteran Affairs information that are not specifically tied to or authorized by the contract.   The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.   The Department of Veteran Affairs owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Department of Veteran Affairs shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.  Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.   [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]   D. Flowdown of requirements to subcontractors  The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.   Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.