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Monitoring Contract Scope of Work

RESIDENTIAL DUST CLEANUP PROGRAM
(This Program Ended in 2003)

Message Center
(212) 637-3435

Testing Results Data

Supplemental Information

Information provided for reference purposes only

Note: This information is provided for reference purposes only. Although the information provided here was accurate and current when first created, it is now outdated.

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World Trade Center Indoor Dust Cleaning Program Monitoring Contract Scope of Workk [PDF; 167 KB, 15 pages]

Introduction

All work performed under this contract entered into between the New York City Department of Environmental Protection (DEP) and the Monitoring Contractor must be in compliance with all applicable laws and regulations, including but not limited to regulations issued by the United States Environmental Protection Agency (EPA), the United States Department of Labor Occupational Safety and Health Administration (OSHA), the New York State Department of Labor (NYS DOL), New York State Department of Health (NYS DOH) Environmental Laboratory Accreditation Program (ELAP) and the New York City Department of Environmental Protection (DEP).

The EPA and DEP will solicit participation in a direct assistance program for residents and residential building owners south of Canal Street who are concerned that their residences may have debris/dust from the collapse of the World Trade Center (WTC). A DEP/EPA telephone hotline has been established to receive requests from the public. The assistance will include various options, including cleaning within residences and common spaces by licensed asbestos contractors with follow-up asbestos sampling, asbestos air sampling only, and providing high efficiency particulate air (HEPA) vacuums.

NYS DOL licensed asbestos contractors shall perform cleaning activities for residents who wish to have their homes cleaned.

The purpose of this contract is to acquire project monitoring services including site inspections, surveys and assessments, scheduling, coordinating and monitoring the clean-up of dust/debris, and collecting samples from residences impacted by the collapse of the World Trade Center. The scope of work for the monitoring activities is identified below. The monitoring contractor shall supply all equipment and supplies necessary to perform the work specified in this contract.

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Roles and Responsibilities

As provided in the instant contract, EPA's World Trade Center Dust Cleanup Field Personnel shall have the authority of Project Manager, in addition to DEP's Project Manager. As such, the authority of EPA World Trade Center Dust Cleanup Field Personnel shall include the following authority related to monitoring work conducted under this contract:

  1. The authority to stop work for health and safety reasons.
  2. The authority to stop work for non-compliance with the Scope of  Work.
  3. The authority to give technical direction to the contractor in the  performance of the work.
  4. The authority to review and approve or disapprove of the qualifications of the monitoring personnel involved in the work.
  5. The right to inspect and accept or reject any work .

The Monitoring Contractor shall be responsible for:

  1. Scheduling and coordinating the cleaning and monitoring work with residents, building owners, the Cleaning Contractor and EPA;
  2. HVAC system evaluation and inspection;
  3. Oversight of the Cleaning Contractor;
  4. Inspection of the Cleaning Contractor's work;
  5. Area air monitoring;
  6. Wipe sampling; and
  7. Personal air monitoring.

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Qualifications

Proof of qualifications must be available on-site during the performance of work and shall be presented upon request.

Project Monitors
The Project Monitors shall be employees of the Monitoring Contractor. The Project Monitors must possess valid NYS Asbestos Project Monitor certificates. The Project Monitors must have served as a third party project monitor on at least 25 asbestos abatement projects. Project Monitor must have performed final clearance inspections on at least 25 asbestos abatement projects. The Project Monitor must have access to translation services to schedule pre-cleaning unit inspections with residents. The Project Monitor shall be familiar with NYC DOH's Mold Assessment and Remediation Guidelines.

Air Monitoring Technicians
Air monitoring technicians must possess valid NYS Asbestos Project Sampling Technician (APST) certificates. Technicians must have performed air sampling for at least 6 months.

Wipe Sampling Technicians
Wipe sampling technicians must have 1 year experience in wipe sampling for a variety of contaminants. Employees shall have received specific training in wipe sampling methods.

HVAC System Inspectors
HVAC assessments and cleanliness inspections shall be conducted by qualified personnel. At a minimum such personnel shall have an understanding of HVAC system operation and experience in utilizing accepted indoor environmental sampling practices, current industry HVAC cleaning procedures, and applicable industry standards. The HVAC System Inspection contractor shall be a certified member of National Air Duct Cleaners Association (NADCA).

Background Investigations
All contractors and subcontractors involved in the monitoring activities under this contract are responsible for completing a background check on their employees and for screening unacceptable candidates from the pool of on-site workers. Background checks shall be completed with 30 days of the award of the contract. Thereafter, background checks shall be completed prior to employees beginning on-site work. EPA will provide guidelines for evaluating the background information collected. Contractors are required to maintain records of background checks for 4 years and to make them available to the DEP and EPA when requested. At a minimum, the background check must include:

  1. Law enforcement checks (5 years)
  2. Professional license and certification

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Specifications

This contract between DEP and the monitoring contractor shall be in force for 24 consecutive months from the commencement date. The monitoring contractor must be prepared to mobilize within 72 hours of the contract award. Cleaning activities shall be scheduled for 20 residences per day. Air sampling shall be scheduled and completed within 24 hours of successful visual inspection by the project monitor. Air sampling shall also be provided at an additional 10 to 20 residences per day where cleaning activities are not scheduled (i.e., where residents have requested sampling only). Work shall be scheduled 7 days per week. A sufficient number of properly trained and certified personnel shall be available for project monitoring and sampling.

Electricity and water necessary to conduct the work required under this contract will be provided by the owner or occupant of the work area.

The Monitoring Contractor shall have available sufficient quantities of sampling equipment to provide the amount and type of samples required for this project. At a minimum the following equipment is required: air-sampling pumps with maximum flow rate capacities of 15 liters per minute, tripods, rotometers, sample cassettes with mixed cellulose ester filters having pore size of 0.8 micron.

The Monitoring Contractor shall attend the mandatory pre-bid meeting and project kick off meeting prior to the start of work. The agenda for the kick off meeting shall include scope of work, sampling logistics and resource requirements and procedures for data acquisition and submittal. The monitoring contractor will demonstrate data acquisition procedures and software to be employed for this project. In addition, the Monitor Contractor shall attend meetings or conference calls with EPA to coordinate field activities, as requested.

The Monitoring Contractor shall adopt and follow the Quality Assurance Project Plan prepared by EPA for all environmental data collection activities performed under this contact. All appropriate data, original field forms/data sheets, and chain-of-custody forms shall be collected and completed in accordance with the instructions contained in the contract and provided to EPA. This information shall be provided via FormsII Lite (F2L) or an alternative electronic format that is accessible by the laboratory. All clearance air samples and copies of necessary documentation shall be hand delivered daily to EMSL Laboratories at: 307 W. 38th St., New York, New York 212-290-0051. All wipe samples and copies of necessary documentation shall be shipped daily by courier for next day delivery to Paradigm Analytical Laboratories at: 2627 Northchase Parkway SE, Wilmington NC 28405, 910-350-2839.

Copies of all invoices for work conducted under this contract shall be provided to EPA. EPA will review submitted invoices to confirm that the work has been completed and forward the invoices to DEP for processing. Decisions regarding the reimbursement of costs will be made by DEP.

Deliverables

All deliverables shall be provided via F2L or an agreed upon alternative electronic format approved by EPA and DEP. The Project Monitor shall also maintain a copy of each deliverable and all field documentation submitted under this contract for 365 days. The Project Monitor shall review all deliverables prior to submission to EPA. The review shall assure that each deliverable is accurate and complete, technically sound, and free of clerical errors.

The Project Monitor shall direct and coordinate all services and report all findings to EPA.

The scope of this project will be as follows:

(1) The Project Monitor shall be responsible for accessing a secure EPA Website (url, user name and password to be provided by EPA) to obtain requestor information (address, building identification numbers, etc.). In coordination with the EPA, the Project Monitor will access residential services requested from the Website, schedule pre-cleaning inspections and schedule cleaning activities and air sampling with the tenants/owners, asbestos abatement contractors and air monitoring technicians for the various residences. The Project Monitor will then supply relevant information on activities for the EPA Indoor Air database via the secure EPA website. Data to be input may include, but is not limited to start and completion dates for the cleaning, sampling dates and sample identification numbers. All data shall be maintained as confidential.

Deliverables

The Project Monitor shall provide validated addresses and scheduling information into the EPA Indoor Air web database via F2L or an agreed upon alternative electronic format or website approved by EPA within 24 hours of activity.

(2) The Monitoring Contractor will schedule and conduct pre-cleaning or pre-sampling inspections of the residences, common spaces and heating, ventilation and air conditioning systems (HVAC) based on the requests for assistance from individual residents and building owners made through the DEP/EPA hotline.

Deliverables

All deliverables shall be provided in the EPA Indoor Air web database via F2L or an agreed upon alternative electronic format or website approved by EPA within 24 hours of activity.
The Project Monitor shall record all pre-cleaning and pre-sampling inspection information in the EPA Indoor Air database or using an agreed upon electronic format. This information shall include, but is not limited to, building cleaned or inspected by DEP (Y/N), type of HVAC system (central, individual or none), HVAC impacted (Y/N), occupant present (Y/N), written access obtained (Y/N), space occupied (Y/N), dust present (low/high), presence of mold on building components (Y/N), peeling /flaking/chalking paint present (Y/N), suspected ACM present (Y/N), residential use (commercial/residential), residents with special needs, cleaning method (Scope A or B). Dates and times shall be associated with all activities including start and finish date.

(3) In the event that mold or flaking, peeling or chalking paint is observed on building components (walls, support beams, ceiling tiles, HVAC systems) in areas where work has been requested, the Monitoring Contractor will notify EPA and fax a written request for assistance in evaluating potential health hazard to NYC DOH at 212-442-3378. Cleaning will not proceed in areas where mold or flaking, peeling or chalking paint is observed until potential hazards are evaluated and addressed as necessary. The Project Monitor shall be familiar with NYC DOH's Mold Assessment and Remediation Guidelines.
Deliverables

The Project Monitor shall record if mold or flaking, peeling or chalking paint is present and notify the NYCDOH and EPA. This information shall be provided via EPA Indoor Air web database or an agreed upon alternative electronic format or website approved by EPA within 24 hours of activity.

(4) The presence of in-place materials suspected to contain asbestos shall be identified and quantified. The condition of the material shall be evaluated to identify damaged, deterioration, delamination, etc.

(5) In the event that damaged, deteriorated, delaminated, etc. suspected ACM is observed, the monitoring contractor will notify EPA and fax written notification to the NYC DOH. Cleaning or air monitoring will not proceed in areas where such suspected ACM is observed until instructed otherwise.

Deliverables

The Project Monitor shall record if damaged, deteriorated, delaminated, etc. suspected ACM is observed and notify EPA and fax written notification to the NYC DOH. This information shall be provided via EPA Indoor Air web database or an agreed upon alternative electronic format or website approved by EPA within 24 hours of activity.

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(6) The Monitoring Contractor shall evaluate HVAC systems in residential buildings where cleaning will take place to determine if these systems have been impacted by dust or debris from the collapse of the World Trade Center and if these systems require cleaning.

Deliverables

The Project Monitor shall record if the HVAC systems has been impacted by dust or debris from the collapse of the WTC, if the HVAC system has been evaluated and cleaned subsequent to September 11, 2001 (if yes, then when and by whom) and if the HVAC system requires cleaning. This information shall be provided via F2L or an agreed upon alternative electronic format or website approved by EPA within 24 hours of activity.

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(7) HVAC systems that have been impacted by dust or debris from the collapse of the World Trade Center will be cleaned. In the event that
a HVAC system for an entire building requires cleaning, a separate, site specific contract will be awarded by DEP for this work. If only a portion of a HVAC system requires cleaning, then the Cleaning Contractor will conduct the cleaning utilizing specialized labor trained and experienced in duct cleaning.

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(8) Sampling of residences and common spaces where cleaning has not been requested

Deliverables

The Project Monitor will keep a field notebook, document the size of the sampled area, sampling locations (including a field sketch) and equipment used during the collection of samples (leaf blower, fan, etc.). In addition, date, start and completion dates for the cleaning, sample media, flow media type, flow rates (start/final), flow rate (average), time (start/finish), total elapsed time (min), calculated sample volume (L), pump fault, weather, quality assurance samples (lot blank) sampling dates and sample identification numbers (sample IDs), complete chain-of-custody forms, EPA Project Tracking Numbers and laboratory address shall be entered into an agreed upon electronic format or website approved by EPA within 24 hours of activity.

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(9) Pre-cleaning and Post-cleaning Wipe Sampling Procedures

Deliverables

The personnel collecting the samples will keep a field notebook and document sampling locations (including a field sketch). The personnel collecting the samples shall complete chain-of-custody forms and record the number of wipe samples, EPA Project Tracking Numbers, the laboratory address, date, and sample IDs in an agreed upon electronic format or website approved by EPA within 24 hours of activity.

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(10) The Project Monitor shall schedule and oversee the cleaning operations of the Cleaning Contractor. Prior to initiating the cleaning of any residence, common space or HVAC system the Monitoring Contractor shall verify that the exterior of the building has been cleaned or has been inspected and found to be free of debris from the collapse of the WTC or shall obtain written authorization from EPA to proceed. No residential or common space shall be cleaned until the HVAC system has been evaluated and cleaned as necessary. If a scheduling problem arises, the Project Monitor should contact EPA. The Project Monitor shall coordinate daily access for cleaning and sampling with residents, owners, the Cleaning Contractor and sampling technicians.

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(11) The Monitoring Contractor shall provide sufficient personnel to provide periodic (2-4 hours/unit) oversight of the Cleaning Contractor to verify that work is being conducted in accordance with the Cleaning Contract Scope of Work.

(12) The Project Monitor shall verify that the Cleaning Contractor is using properly trained and certified NYS DOL and NYC DEP asbestos certified workers.

(13) The Project Monitor shall conduct routine quality assurance inspections during the course of cleaning and concur by initialing the Cleaning Checklist (to be provided by EPA) for tasks completed in compliance with the Cleaning Contract Scope of Work.

Deliverables

The Project Monitor shall maintain information on the status of cleaning activities using the secure EPA website (url, user name and password to be provided by EPA). Cleaning tasks completed in accordance with the Cleaning Contract Scope of Work shall be documented on the Cleaning Checklist and reported to EPA via the website within 24 hours. The Project Monitor shall record daily activities in the field notebook.

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(14) Personal Air Monitoring
Personal air monitoring shall be performed by the Monitoring Contractor in accordance with US DOL OSHA requirements. The person who conducts sampling shall possess a valid NYS DOL APST certificate. Personal air monitoring will be performed on a minimum of one employee of the Cleaning Contractor per shift per residence during for the first 6 weeks of cleaning operations. This may be extended based on a determination made by EPA and OSHA. Thereafter personal air monitoring samples will be taken at one sample per day. Air samples will be collected in accordance with the procedures specified in NIOSH 7400 Method and analyzed by phased contrast microscopy (PCM) followed by Asbestos Hazard Emergency Response Act (AHERA) transmission electron microscopy (TEM). Analysis of these samples shall be the responsibility of the Monitoring Contractor. Results of analysis shall be provided to EPA by the Monitoring Contractor in an approved electronic format within 24 hours of collection. Copies of the results shall also be sent immediately to OSHA and the Cleaning Contractor. The Cleaning Contractor will make these results available to the employees or their designated representatives for their review in accordance with 29 CFR 1910.1020 and 29 CFR 1926.1101.

The Monitoring Contractor shall document all the necessary information regarding sampling activities, fill out all field logs, data sheets, and chain-of-custody forms. The Monitoring Contractor shall use F2L for all sample and chain-of-custody documentation. This data shall be provided to EPA within 24 hours of completion of the sampling.

Deliverables

The Project Monitor shall submit upon request a field package consisting of field sheets, field notes (copy), and chain-of-custody forms (copy), which shall be delivered to the EPA via fax, or an alternative format agreed upon. The Monitoring Contractor must sign and date all field sheets, field logbooks and chain-of-custody forms. This data shall be provided upon request.

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(15) The Project Monitor shall perform final visual inspections within 2 hours of the completion of the cleaning. If all areas are not dust free at that time, then the Project Monitor will direct the Cleaning Contractor to reclean as necessary. If all areas are dust free, then the Project Monitor will authorize final air sampling. Final inspections shall be documented using the Cleaning Checklist.

Deliverables

The Project Monitor shall submit to EPA, upon request, copies of the field notebook pages via e-mail, fax, or alternative agreed upon format.

(16) Post Cleaning Air Sampling Procedures

Deliverables

The Project Monitor shall record all post-cleaning information in the EPA Indoor Air database or an agreed upon electronic format. This information shall include, but is not limited to sampling technique (aggressive or modified aggressive), visually cleaned (Y/N), damage claim (Y/N), and post cleaning status (pass/fail). Dates and times shall be associated with all activities including start and finish date.

Additional information including but not limited to, absence of dust/debris, equipment used (leaf blower, fan etc.), size of space, start and completion dates for the cleaning, sample media, flow rates (start/final, flow rate (average), time (start/finish), total elapsed time (min), calculated sample volume (L), pump fault, weather, units, QC samples (lot blank), sampling dates, sample IDs, complete chain-of-custody forms, EPA Project Tracking Numbers and laboratory name shall be entered into an agreed upon electronic format or website approved by EPA within 24 hours of activity. Dates and times shall be associated with all activities including start and finish date.

(17) The residence will be recleaned and retested if the clean-up criteria of 0.0009 fibers/cc (PCME measured by TEM) is not achieved or if determined necessary by EPA. This clean-up criterion may be reevaluated and revised, if determined necessary based on field conditions and analytical limitations.

(18) The Project Monitor will conduct a post-cleaning inspection of the residence with the resident at the completion of the sampling. The resident should inspect the residence and identify any damage at this time and sign-off on the Project Completion Form. Any damage or loss to a residence or its contents shall be documented on this form.

Deliverables

The Project Monitor shall submit upon request to the EPA copies of the field notebook as requested via fax or alternative format agreed upon and within two days of request. Final air sampling shall be performed with 24 hours of final visual inspection. The Project Monitor shall ensure that the Project Completion Form is completed for each residence cleaned or sampled.

(19) The Project Monitor will complete a daily report which documents site observations, cleaning starts, continuations, completions, air sampling, recleaning and any delays or difficulties encountered.

Deliverables

The Project Monitor shall enter appropriate data from the completed Project Completion Form into the EPA Indoor Air web database or an agreed upon alternative electronic format or website approved by EPA within 24 hours of activity.

(20) EPA will notify residents of the results of sampling conducted as part of this project. No other party is authorized to release residential or common area sampling results.

(21) Any damage to or loss of private property that occurs during sampling or is caused by the Monitoring Contractor or its employees while engaged in activities covered by this scope of work is the responsibility of the Monitoring Contractor. The Monitoring Contractor is not responsible for damage or loss caused by the acts of third parties not involved in activities covered by this scope of work.

(22) Copies of all reports, Cleaning Checklist, Inspection Checklists, Project Completion Forms and chain-of-custody forms shall be submitted daily to the EPA .

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