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HomeMy WebLinkAboutAgenda - 02-01-2005-5fORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 1, 2005 Action Agenda Item No. SUBJECT: Professional Services Contract -Indoor Air Quality Testing DEPARTMENT: Purchasing and Central Services/Public Works PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Proposal INFORMATION CONTACT: Pam Jones (919) 245-2652 Wilbert McAdoo (919) 245-2626 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider authorizing staff to contract with The Solutous Group for professional services associated with air quality and other testing at the Southern Human Services Center and the Whitted Human Services Center in an amount not to exceed $12,990. BACKGROUND: Staff has solicited a proposal to examine the validity of perceived air quality issues at the Southern Human Services Center and the Whiffed Human Services Center. The Solutous Group, which has previously provided similar services to the County, has provided a proposal that includes a multi-prong approach to the issues. Solutous has recommended the following plan of action: Both air and surface samples will be taken at agreed upon locations within the buildings. The samples will assess air quality, as well as mold and other bioaerosols that may be present in and around the building, and particularly those in use in the Health Department Clinic areas. Solutous has indicated that approximately 70 tests are needed in the two facilities. -The analysis will"also incltade an"assessment-of-the-chemicals-used in-the-maintenance- and operations of these facilities and recommendations for alternatives, if more suitable options exist. Airflow at numerous supply and return locations within the Southern Human Services Center will be tested to evaluate the air handling capacity of this building, particularly in the Clinic area of the Health Department. Dr. Rosemary Summers, Orange County Health Director, has contacted the State to determine their availability to carry out some or all of the testing work. At this point, it does not appear likely that the State will be able to accommodate the request, particularly in a timely manner. Should the State be able to provide a portion of the services, the Public Works staff will coordinate to ensure the full slate of testing is carried out at the most reasonable cost. FINANCIAL IMPACT: The scope of work included in the attached proposal was negotiated from $17,800 in the original quotation to an amount not to exceed $12,990 for both buildings, which is the recommended amount to be authorized by the Board. The lower cost is based on reducing the number of chemicals to be evaluated from approximately 200 to about 50. Funding for this work will be charged to the 2004-05 Public Works operating budget.. As this expense was unanticipated during the development of the 2004-05 budget, it is possible that staff may need to propose a budget amendment later in the fiscal year to replenish the Public Works operating budget. RECOMMENDATION(S): The Manager recommends that the Board: 1) authorize staff to contract with The Solutous Group for an amount not to exceed $12,990 for environmental testing at the Southern Human Services Center and the Richard Whitted Human Services Center as cited in the attached proposal; and 2) authorize the Purchasing Director to execute the appropriate paperwork. The Solutous Group Mr.. Wilbcn McAdoo January 25, 2005 Public Works Director Orange County Department of Public Works PO Box NISI Hillsborough. NC 2,7278 Dear Mr. McAdoo: It was good to see you today and haven chance to talk with you about the Indoor Air Quality issues at the Southern Human Services Center in Chapel f{ill and the Orange County Department of Social Services an Tryon Road in Hillsborough. As agree d. The Solutous Ciroup is pleased to provide you with a ploposei designed to address the areas we visited and the issues we discussed. ( look forward to hearing tiom you on your thoughts about th is proposal I have broken this proposal down by tasks for the two buildings 'task I. Southern Human Services-Homestead Road, Ch2NI Hill, NC Conduct Indoor Air Quality sampling in selected oflices and meeting rooms at this Center which appear to have some issue; with FAQ and/or complaints of air quality associated with them. We anticipate that this will require up to i0 samples plus outdoor controls thr mold and other bioaerosols. Tluse samples will be taken using a combination of air/surface samples at tho agreed upon locations within the building. We propose to use of some or all of the following methods: • Air-O-Cell casscnc series • Mold analysis by bulk and tape samples • Mold analysis by culture • Viable fungal identification and enumeration • Carbon monoxide levels by direst measurement instrumentation, • Carbon dioxide levels by direct measurcment instrumentation. • photographs ofrcpresemativc areas ofcnncern this sampling will he dune after hours, and we will contact you regarding the need for coordination with The evening custodial staff As discussed, due to some concern over the chemicals in use lit this location. we will also review the inventory of chemicals and MSDS purchased by Orange County lur this location and provide you with a separate summary discussion of acceptable materials as well as those products whose use should be discontinued. In addition to the above activities. we will also evaluate the air flow at numerous supply and return locations within the huildine as well is evaluate the air handling mpacity, of this building. It is estimated that these CFM measurements will be take from at rats( 20 different locations within the building pl evaluation of the air handlers. This will need to be done during normal working hours so Thar we Carl evaluate peak lnadiog of the system.. an Task 2- Orange County Department of Saciat Services-Tryon Street, Hillsborough, NC Conduct Indoor Air Quality sampling in the urcz. you have instructed us to evaluate on the ground, first and second floors and other areas which appear to have high moisture levels and/or complaints of air quality associated with them. We will not conduct additional testing without first discussing with you. We anticipate that this will require 25 samples for mold and other hioacrosols These samples will be taken using a combination of air/surface samples ar the agreed upon locations within the huiiding. We propose to U5. of some or all of the following methods: ?-I The Solutous Group • Air-O-Cell cassette scrici Mold :analysis by bulk and tape samples • Mold analysis by culture • Viable fungal identification and enumeration • Carbon monoxide levels by dirccl mcxsuiemcnt instrumentation. • Carbon dioxide levels by direct measurement instrumentation.. Photographs of representative areas of concern Also as discussed today. we will review the inventory of chemicals and MSDS purchased by Orange County for this location and provide you with a separate summary disaission of acceptable materials as well as those products whose use should be discontinued.. Upon receipt of the raw dam by the laboratory . The Solutous Croup will issue a formal report detailing the mold type and counts by individual site. We will also incorporate the results of the other parameters measured. This report will be generated as a stand-alone document The reports will be written as a draft document, sent to you for review and changes, and then finali2ed afler you have approved the report. This rcpon will become the property of the Orange County Public Work. Ih panmeni, and will not be sent to anyone but yoursell'wilhoul your prior approval.. These format reports will he gcncrutcd no later than 72 hours after receipt of results-. A separate report will be generated detailing the results and findings of the I IVAC system evaluation. Timing: The evaluation and sampling for all urlhc above activities can be completed within I week Thom the time ,faucecpunce of this proposal. I will need from you or Waynca complete chemical inventory as well as the MSDS for the chemicals we will be reviewing. We will need to have a custodian available to unlock offices m gain xc=^ Also as agreed. I will personally undertake the sampling. A five day turnaround time will be set up with the lab, and reports will be generared as results arc obtained on a first- in/first-out basis. Aflcr all of the reports are generated. The Solutous Croup will meet with you and other managers as deemed appropriate by you to discuss the prioritbaiion of areas needing attention. if any, baud upon the results obuined. The proposed cast for this activity will be set on a not-tocxcccd basis of 517.800 for all activities at both centers. The only costs which would cause this proposal to increase would be the addition of cxtm samples above and beyond the total amount scheduled, or a requested tummound time of less than s days for the lab analyses. This increase would only be done upon receipt of written/verbal approval by you or your designcc within the Orange County Public Works Department. We would be able to begin this activity within the next 2 days, We very much look forward to assisting you in this important project. I hope to hear from you soon. Sincerely Your$, ,L;CUl?l? Lawrence \. Curcio, Ph D.. President S Revised cost estimates from Solutous, 1-31-05 New costs will be on a not to exceed basis of- Southern Human Services Center 50 bioaerosol samples @$60/sample 8 hours on site HVAC Evaluation 50 Chemicals to be evaluated Report on HVAC System Report on Indoor Air Quality Report on Chemical risk assessments Total Costs $10,280 Whitted Human Services Center 20 bioaerosol samples @$60/sample 6 hours on site Report on Indoor Air Quality Total costs $ 2,710 Total both buildings $12,990