Interesting Government Mold Cleaning Contract Specs.

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STATEMENT OF WORK SPECIFICATIONS

                       Remediation from Lehigh Coal &

Navigation Mine Maps

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   Rahn Township, Schuylkill County, Pennsylvania

LOCATION, BACKGROUND, AND SCOPE OF WORK

The work area is located in an old, unoccupied building on the property of the

Lehigh Coal & Navigation (LCN) Company.  Although LCN’s main office is in

Pottsville, and a smaller office is in nearby Coaldale, the work area for this

contract is accessed from the intersection of East Elm Street and e Street

in Rahn Township, Schuylkill County, Pennsylvania.

The Office of Surface Mining Reclamation & Enforcement (OSM) is letting this

contract to remove varying degrees of mold (possibly including “black moldâ€)

from old mine maps so that they can be transferred to OSM’s office in

Pittsburgh where they can be safely digitally scanned and preserved without

endangering those people handling and scanning the maps.  The mine maps are

predominantly on a linen base surface, but also on a mylar surface, and to a

much smaller amount on a canvas base.  The mine maps reside in a vault that has

suffered water damage from a leaky roof, as well as degradation from poorly

maintained humidity, temperature, and ventilation.

            Although LCN has recently begun to take steps that have

dramatically improved the condition inside the map vault, the contractor shall

ensure that his/her staff is properly trained to work in this environment, and

that they have all necessary equipment, protective gear, and training to safely

perform the work described herein.

GENERAL INFORMATION

1.Work Area – Since the work area is within a complex where large vehicles

travel, the Contractor shall obey all posted signs and comply with all LCN

requirements to maintain the safety of everybody onsite.  The Contractor’s

workers shall confine their activities to the building areas approved by LCN. 

Because the building is presently unoccupied, the Contractor is responsible to

perform any work needed to make the work site accessible to his workers and keep

it free from hazards.  This includes any ice or snow removal from steps leading

into the building and other maintenance that arises.  In the event that the

Contractor deems that there is not adequate door locks or security to safeguard

his portable cleaning equipment during nonworking hours, the Contractor should

approach Ed Stott of LCN (570-449-5493) about any security upgrades to be

proposed and undertaken at the Contractor’s cost.

2.Coordination with OSM - Work schedule, including specific daily work hours,

shall be coordinated with the Contracting Officer's Representative (COR), who

will pass this on to the Contracting Officer (CO) and LCN staff.  Generally,

the Contractor is expected to work a 40-hour work week from Monday through

Friday (excluding holidays) between the hours of 7:00 am and 5:30 pm. OSM will

have an inspector or other representative on site as much as possible,

particularly at the start of work, to provide guidance on which maps are to be

cleaned, to verify the size of the maps and make sure that the specifications

are being followed.  However, there will be times when the Contractor will be

working without an OSM presence.

3.Safety - The Contractor, subcontractors, and their employees shall abide by

all safety rules applicable at the work site and shall comply with all Federal,

State, OSHA, and municipal laws, ordinances, orders, codes, rules, regulations,

etc.. 

4.Environmental Compliance - The Contractor shall perform this work to minimize

the possibility of air, water, and land pollution.  He shall comply with all

applicable environmental laws and regulations concerning environmental

protection.                              

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          TECHNICAL SPECIFICATIONS 

MOBILIZATION AND DEMOBILIZATION

Mobilization:  The Contractor shall initiate activities to establish and

maintain site access.  The Contractor shall always attempt to minimize the

disturbance to landowners' property and minimize inconvenience to the public

(i.e. noise, litter, parking spaces, traffic flow, dust, runoff water, etc.). 

It is the sole responsibility of the Contractor to protect the curious public

from the dangers of work activities during working and nonworking hours.

            The Contractor shall deliver and set up a portable work

area in the large room close to the mine vault.  Should additional work space

or rooms be needed in the building, the Contractor shall request same from LCN

and OSM.  The work area prepared by the Contractor shall include all tables,

tools, supplies, safety devices, ventilation and climate control equipment, and

anything else that  is needed to safely and efficiently clean and remove the

mold from the old mine maps.  Specifically, this includes any additional

dehumidifying equipment and drying tables to expedite the cleaning process. 

The Contractor must also take steps to seal the cleaning room from reasonable

contamination from the rest of the building.  The room shall be cleaned of

existent mold prior to the cleaning operation, and kept clean daily during the

cleaning operation.

            LCN has agreed to allow the Contractor to use the

electric outlets presently in the building, as well as existent lights.  LCN

will also provide electric heat to a reasonable comfort level, but the

Contractor’s may need to wear sweaters or jackets if they desire a warmer

environment.  Plumbing is available for use somewhere in the building.  LCN

has offered to place portable “Job nys†outside the building for the

Contractor’s workers.  Additionally, a typical modern bathroom with plumbing

is available for use in a separate building in the area.

            The Contractor shall coordinate with Ed Stott of LCN

(cell phone is 570-449-5493) regarding the disposal of any garbage and debris

that is generated during the work.  Any potentially hazardous material from the

cleaning operation (including filters and the actual mold from vacuum devices)

shall be handled and disposed of solely by the Contractor in a manner consistent

with governing laws and ordinances. 

Demobilization - Demobilization shall consist of removing all plant, equipment,

supplies, debris and waste material upon completion of work.  All damage to

public and private property shall be promptly returned to the pre-construction

condition.

Measurement and Payment – Measurement and payment for Mobilization and

Demobilization shall be made as one combined lump sum, once all work has been

acceptably performed and accepted.  The lump sum as bid under this effort shall

be limited to 5% of the total bid cost.

 

CLEANING MOLD FROM MAPS

1.Description:  This item involves the actual identification, removal,

cleaning, cataloging, and new storage  of the moldy maps assigned for treatment

by OSM staff.

2.  Credentials:  The prospective contractor must provide documentation that

his company possesses at least 2 years of professional experience and compliance

with OSHA Hazardous Communication Standards 29 CFR 1900.1200 in safely cleaning

mold from maps or on similar surfaces.  The contractor shall assure that an

employee with such experience is always on site and supervising the work.

3.  Safe Handling of Mine Maps:  Due to their age and condition, all mine maps

shall be carefully handled so that no avoidable damage occurs to them during the

cleaning process.  The Contractor shall identify what safety devices and

precautions need to be taken to safely handle and clean the moldy mine maps. 

All staff shall be sufficiently educated, trained, and supervised while working

in this environment.  At a minimum, workers at the site shall wear protective

clothing, masks and gloves when inside the vault and anytime while handling mine

maps.  Prior to the start of work, the Contractor shall submit a Respiratory

Protection Plan to OSM for review and approval.

4. Determination of Mine Maps to be Cleaned:  OSM staff will determine which of

the many mine maps in the vault are most valuable to be cleaned for scanning,

and the order that they are cleaned.  Generally, the linen, mylar and canvas

coal mine maps of the Coaldale, Greenwood, Lansford, and Nesquehoning coal

companies will be the first to be cleaned.  Other maps, such as mine building

schematics, annual budgets, drilling logs, etc. will be considered for cleaning

after the higher priority maps are completed and there is money left in this

contract.  It is expected that OSM staff will work closely with the Contractor

the first several days until a selection process has been established and

understood by the Contractor’s employees.  In the event that a question

arises about the need to scan a particular mine map, and an OSM representative

is not onsite to make a determination, the Contractor shall either temporarily

put the map to the side or call

Dave Philbin (570-830-1414) or Mick Kuhns (570-830-1403) to make a decision.

            The mine maps come in a large variety of sizes.  Random

inspection of the maps indicates that they are generally no more than 42â€

tall.  However, the lengths range from 30†to 120†long.  There are

frequently more than one map rolled up into a single bundle.  Circular

identification tags are attached to the map bundle by string, and will serve as

a valuable means to identify the contents of the bundle without having to unroll

each bundle and unroll individual maps.

            Linen and (less frequently) canvas mine maps will be the

priority to be cleaned.  Blueprints and other paper maps will only be

considered for cleaning after all the linen and canvas maps are completed and

unused money from this contract remains to pay for the work

5. Remediation and Cleanup:  After OSM staff has identified specific maps for

cleaning, the Contractor’s employees shall systematically remove the maps in

an orderly process, one compartment or drawer at a time.

            The Contractor shall use an industry established

procedure, proposed by the Contractor and subject to approval by OSM, to safely

and efficiently remove mold from both sides of the mine maps, top to bottom and

side to side.  It is expected that remediation will be either HEPA vacuuming,

or by brushing off the mold on a vacuum table.  Both sides of the map shall be

cleaned.  Any map that has mold on it that cannot be brushed, vacuumed or wiped

off will be set aside. 

            The following procedures at a minimum are to be followed:

Gloves and eye protection must be worn. All Personnel must be trained in the

handling of hazardous materials and equipped with respiratory protection, (e.g.,

N95 disposable respirator), in accordance with the OSHA respiratory protection

standard (29 CFR 1910.134).

Disposable protective clothing covering both head and shoes is recommended

The work area and areas directly adjacent should be covered with a plastic

sheet(s) and taped before remediation, to contain dust/debris.

Seal ventilation ducts/grills in the work area and areas directly adjacent with

plastic sheeting.

Contaminated materials that cannot be cleaned should be removed from the

building in sealed plastic bags. There are no special requirements for the

disposal of moldy materials.

The work area and surrounding areas should be HEPA vacuumed and cleaned at least

daily with a damp cloth and/or mop and a detergent solution.

All areas should be left dry and visibly free from contamination and debris.

The Contractor shall be responsible to periodically check on the mold status

after cleaning, by performing an industry approved standard air quality test on

a cleaned map chosen by OSM.  Should any mold be found, the Contractor shall

re-clean the map and perform an additional air quality test at no additional

cost until the maps are assured of being completely cleaned.  OSM has the right

to randomly select one map per day for air quality verification at no additional

cost to the contract.  The Contractor will ultimately provide OSM with a single

certificate that the maps are cleaned of mold to industry standards prior to

being shipped offsite and taken inside a building for scanning.  OSM will also

likely hire an independent firm to conduct random analyses of the maps.

            Once a map has been cleaned in the required manner, the

Contractor shall measure and record the dimensions of the map to determine its

area in square feet.  The Contractor shall then catalog the map size in feet

and/or inches, calculate the square feet area for payment, record the

compartment or drawer the map was removed from, and note the map identification

details on a daily log.  The daily log shall also contain a daily and

cumulative total of the square feet of maps cleaned to date.  Unless the CO

agrees to a more relaxed documentation transfer schedule once work begins, a

copy of the daily log shall be provided to OSM no later than by 10:00 am on the

following work day ---- either hand delivered to an OSM person that may be

onsite, or e-mailed (dphilbin@... and mkuhns@... and

wlever@... and pcoyle@... )  or faxed (570-570-1421) to the OSM

office in Wilkes-Barre.  A weekly summary of the work

performed, including the square footage of maps cleaned each work day, shall be

e-mailed to the four OSM employees listed earlier in this paragraph.

                After being cleaned and cataloged, the map shall

then be placed into boxes or other containers provided by OSM for storage,

either inside the building or in a container outside the building.  Completed

maps must not be put back into the map vault.

            The Contractor shall clean a minimum of 4,000 square feet

(approximately 100 maps per week.   In the event that the Contractor is not

meeting this weekly quota, OSM will discuss a remedy with him.  The remedy may

involve putting more workers or cleaning equipment onsite, or working additional

hours.

Measurement and Payment – Payment shall be made on a square foot basis based

upon a measurement of the actual maps cleaned.  Measurement shall be based upon

a length and width measurement of each map. Although the Contractor must clean

both sides of each map, he will only be paid the actual square feet of one side

of the mine map.  The cost of any travel, overnight accommodations, and meals

shall be incidental to this bid item.

Evaluation for Award - Total available funding for this contract including

mobilization and demobilization cost is $60,000.  Contractors shall bid on the

square feet of mine maps that they will clean and remove mold from for $60,000

including mobilization and demobilization cost.  The contractor who will clean

the most square feet of mine maps for $60,000 will be considered the low bidder,

provided they meet all other criteria to be awarded the contract.