Statement of Work for Expert Services in Air Quality and Noise Emissions Management for NRC facilities across Canada

1.0 INTRODUCTION

As Canada’s leading research organization the NRC is committed to being proactive in promoting strong environmental management practices for all its operations.

For the purpose of this Statement of Work (SOW), the NRC requires expert consultant services to better understand air and noise emissions from its facilities (owned and leased) located across Canada and to ensure compliance with applicable Federal, Provincial and Municipal air quality regulations.

2. BACKGROUND

2.1. Organizational Overview

The National Research Council (NRC) is the Government of Canada’s premier organization for research and development, with a business focus on:

• Strategic Research and Development by addressing national priorities through mission-oriented research and technology development, including frontier science;
• Supplying technical services and managing national science and technology infrastructure;
• Fostering industrial and community innovation and growth through technology and industry support.

NRC being a departmental agency of the Government of Canada, reports to Parliament through the Minister of Industry. NRC works in partnership with the members of the Industry Portfolio to leverage complementary resources and exploit synergies in areas such as innovation of firms through science and technology, growth of small and medium-sized firms (SMEs), and economic growth of Canadian communities.

NRC is composed of over 13 research centres, spanning a wide variety of disciplines. In general, each research centre specializes in a different scientific discipline, with its staff and research programs being administered by a Director General. These research centers are located all across Canada with 50 percent of the research centres being accommodated within the National Capital Region. Administrative support for the research centers is provided by the Administrative Services and Property Management Branch (ASPM) of the Corporate Services Branch of NRC. 

Please refer to the NRC web site for detailed information on NRC’s research activities. http://www.nrc-cnrc.gc.ca/eng/solutions/facilities/index.html

2.2. Description of sites

NRC operates multiple research facilities at 23 major sites across Canada. NRC owns and manages 50 percent of these sites and cohabitates on various university properties through land and/or building lease agreements at the balance of the sites. Activities at NRC properties primarily relates to research or business development.

In the National Capital Region, NRC owns and manages 5 major sites:

1. NRC Montreal Road Campus located at 1200 Montreal Road, Ottawa, Ontario;
2. NRC Sussex Drive campus located at 100 Sussex Drive, Ottawa, Ontario;
3. NRC Aerospace Uplands Laboratory located at 120 Research Road, Ottawa, Ontario;
4. Automotive Surface Transportation (AST) located at 2320 Lester Road, Ottawa, Ontario; and
5. Fire Research Laboratory located at 8^th Line Road, Mississippi Mills, Ontario (currently inactive).

Please refer to the NRC web site for more information on NRC’s research facility locations. http://www.nrc-cnrc.gc.ca/eng/solutions/facilities/index.html

3.0 Objectives

The NRC seeks to retain a consultant that will have the knowledge and expertise to analyze and understand NRC’s operations and assist in achieving and maintaining environmental compliance with applicable Federal, Provincial, and Municipal legislation relating to air emissions across Canada.

The majority of NRC facilities fall under federal jurisdiction, and therefore are not required to operate under provincial or municipal environmental regulations. However, NRC is taking a due diligence approach and wishes to assess its on-site and off-site impacts relative to all applicable air quality and noise standards.

4.0 Scope of Work

4.1 Summary

This statement of work (SOW) has been developed by NRC to establish a standing offer agreement for the following consulting services, requested on an “as and when required” basis for NRC sites (owned and leased) across Canada:

• Assist in developing and implementing an NRC Air Emissions Standard under NRC’s Environmental Management System (EMS) framework that is based on the ISO 14001 Standard and consistent with NRC`s Environmental Policy.

• Air quality management services for NRC facilities located across Canada , these include, but are not limited to:

• Emissions assessments;
• Compliance assessments (Federal, Provincial, Municipal);
• On-site emissions testing (sampling and measurements);
• Dispersion Modelling analysis using applicable air quality standards (point of impingement limits);
• Risk assessments to assess risks to human health and ecological receptors from NRC air emissions sources;
• Assess air emissions infrastructure (i.e. process and emissions control technology) as well as emissions related to halocarbon systems and its applicable regulations;
• Making recommendations on emissions reduction techniques;
• Reporting;
• Site visits (if required).

• Additional professional services such as, but not limited to:

• Assist NRC in preparing communications (including presentations) intended for internal and public audiences, including community members and media;
• Provide professional recommendations or inform NRC of unexpected issues discovered during document reviews or site inspections.
• Indoor air quality assessments.
• Sound monitoring consistent with provincial or applicable guidelines;
• Recommendations on noise abatement techniques;
• Vibration measurements due to construction or NRC operations.

To meet the objectives of this mandate, consultants shall supply the resources to fulfill the requirements of the present scope of work, including but not limited to competent personnel, office space, reference documents and equipment.

The proposed approach and methodology for carrying out work under this Statement of Work will demonstrate that a logical and efficient sequence will be used to promote cost-effectiveness and timely turnaround time.

4.2 Work Scheduling

Upon call-up, and after reviewing the tasks in the scope of work submitted by the NRC, the consultant shall present a work proposal within one (1) week of the call-up that will include a work plan with cost estimates and task schedule. The proposal will be presented to the NRC Project Coordinator for discussion, approval and contracting considerations.

After approval by the NRC Project Coordinator in Ottawa (herein referred to as “NRC Project Coordinator”), the consultant will complete a health and safety plan, undertake the proposed work and prepare the appropriate reports.

To achieve its Air Emission Standard planning objectives under the EMS framework, the NRC has established Targets and Key Performance Indicators that form the basis of the following schedule:

Item

EMS Planning Tasks

Target date of completion

1

Compliance risk assessment process

March 31^st, 2018

2

Compliance risk evaluation of air emissions

September 30^th, 2018

3

Air emissions assessment plan

February 28^th, 2019

The consultant must have the capacity to simultaneously provide NRC with all the professional services described in this Statement of Work on an “as and when required” basis for facilities located across Canada, while meeting the target dates of completion for each EMS Planning task. NRC reserves the right to change the Target date of completion for each EMS Planning Tasks.

4.3 Work Plan and Cost Estimates

Prior to fulfilling any work under this Standing Offer Agreement, the consultant will be required to prepare a work plan on a task by task basis, that includes cost estimates and scheduling and submit it to the NRC Project Coordinator for approval. The consultant will be required to seek the NRC Project Coordinator’s approval should any additional work arise due to unexpected circumstances that alter the original scope of work of a specific task. At a minimum the work plan should include the following information:

1. Content of work plan:

• Description of the work with proposed methodology for understanding air or noise emissions source and the potential for onsite and offsite impacts;
• Identify the relevant/applicable air quality standards under overarching Federal, Provincial and Municipal environmental legislation that relate to emissions source;
• Proposed approach and rational for assessing compliance of air or noise emissions source;
• Proposed sampling and modeling methods (if required) applicable to air and noise emissions;
• List of personnel to be assigned to the project including their names, their individual roles, responsibilities within the project and current curriculum vitae;
• Proposed sub-consultants or sub-assessors (if required);
• Proposed project schedule (subject to NRC approval and availability of NRC facility personnel to accompany consultant staff on-site);
• Deliverables;
• Other information as requested by the NRC Project Coordinator.

2. Project fees and disbursements must be outlined for all activities to be undertaken (including a detailed cost breakdown by task i.e. laboratory disbursements, draft report preparation, and final report preparation). This includes:

• Hours assigned to personnel (based on annual rates provided in RFP);
• Purchasing of consumables;
• Cost of equipment rentals;
• Translation cost (where applicable);

3. The assessment, sampling and modeling work plans must also include a:

• Cost breakdown of any optional work task(s);
• Total cost estimate for completing the project;
• Payment schedule.

4.4 Summary of Work

The approach described in this Statement of Work for developing and implementing NRC’s Air Emissions Standard has been developed under the ISO 14001 framework. NRC is aware that the Consultant may bring a level of expertise that will improve and modify the content in the summary of work. 

4.4.1 Air Emissions Standard

4.4.1.1 Design of compliance risk assessment process

For this work requirement the consultant will develop a compliance risk assessment process that will engage NRC personnel to identify and describe air emission sources from NRC facilities.

Summary of Work

1. The consultant shall design and create an assessment tool that will be used by internal NRC stakeholders (e.g., Environmental Officers and Health and Safety Advisors, Research Centre Supervisors, Researchers and Engineers) to identify and evaluate emission sources from NRC facilities and activities. The assessment tool should capture relevant information about each facility’s emission sources and at a minimum the following information should be captured during an assessment:

1. Identification and description of the evaluated work operations (e.g. laboratories, research facilities, heating plant, etc.) for each NRC facility identified by the NRC Project Coordinator. The evaluation should also consider operational practices, maintenance and emission control technology (if applicable) within each facility that contribute to environmental performance, or lack thereof;
2. The information collected above should be used to strategically guide NRC personnel throughout this process to identify likely emission sources such as: laboratory fume hoods, paint booths, boilers, etc.;
3. Description of emission stream.

1. Develop guidance/training for facility personnel to carry out the air emission assessment using evaluation tool developed above. The consultant may be required to train NRC personnel in using the tool and carrying out the inspection process.

1. Determine if additional information may be valuable to capture at this stage to assist in designing the air emissions management plan, if required (i.e. location and access to air emission sampling point, presence of as-built drawings of ventilation infrastructure, frequency and duration of processes that produce air emissions, future processes that might produce air emissions, etc.).

1. Provide assistance on “an as required basis” during the assessment tool review process by senior level NRC representatives.

Information gathered in the assessment tool by site champions will be evaluated by the consultant for potential compliance risks as it relates to air emissions meeting the applicable environmental legislation.

4.4.1.2 Compliance risk evaluation of air emissions

Summary of Work

Under this work requirement the Consultant will work with the NRC Environmental Operations Office to accomplish the following tasks:

1. Review information collected relating to air emissions from each facility. Based on the evaluation, the consultant will work with NRC to complete a compliance risk evaluation with applicable environmental legislation.
2. Consolidate recommendation (best practices) received in the evaluations and make recommendations to implement best practices to reduce non-compliance risks.
3. Develop an evaluation tool based on non-compliance criteria to identify overall compliance risk evaluation (High, Medium, Low) for each NRC facility.
4. Evaluate NRC facilities and summarizes their compliance risk (High, Medium, Low).

4.4.1.3 Air Emissions Assessment Plan

The purpose of this work requirement will be to identify and establish an acceptable air quality evaluation process for assessing onsite (including potential for self-contamination)and offsite impacts from air emissions from each evaluated facility that is relative to applicable air emission regulatory standards (Federal, Provincial or Municipal).

Summary of Work

1. The Consultant will identify which NRC facility will require air emissions sampling as well as potential emissions control measures in order of priority. The order will be based on the results of the compliance risk evaluation.

1. For all facilities that require: i) an air emissions sampling plan; ii) process improvements; and/or iii) emissions control measures, the Consultant will develop a Scope of Work that will meet the requirements of the applicable legislation for onsite and offsite air emission impacts.

1. A Scope of Work for any given facility should encompass all the requirements for carrying out the air quality management services as described in Section 4.2.2 and be based on the Consultant’s recommendations.

1. The Consultant will deliver a final draft report to the NRC Project Coordinator. The report needs to capture work accomplished in each work requirement described above for each facility evaluation. The results shall be used to provide rational behind the proposed scope of work and cost estimates for each site. As part of the final report, recommendations shall be concisely presented in a table format that describes the assessment work along with the recommended action plan for redressing non-compliance issues and associated cost estimates for each site.

4.4.2Air quality management and compliance services

NRC’s ongoing operations require air quality management services for its facilities located across Canada. To meet its compliance obligations with Federal/Provincial/Municipal environmental legislation, NRC requires on an “as needed basis” professional services relating to overall air quality management services. The services include, but are not limited to the following:

1. Assist NRC with defining a clear project description and scope of work prior to undertaking air emissions assessment (e.g. emissions inventory, sampling, and modeling) for onsite and offsite impacts.
2. Identify the relevant/applicable air quality standards under overarching Federal, Provincial and Municipal environmental legislation that relate to emissions source;
3. Conduct air emissions sampling as discussed with NRC Project Coordinator.
4. Conduct risk assessment to assess the potential risks to human and ecological receptors resulting from air emission sources.
5. Sampling shall be aimed at obtaining a representative portrait of NRC’s air emissions for each building in the NCR by taking a logical, structured, cost-effective and timely approach;
6. Plume dispersion models shall be selected in accordance with applicable regulatory requirements.
7. The Consultant shall prepare a formal air emissions assessment report and make cost effective recommendations with regard to the action that should be taken at the site, including any modifications to the sampling program. If it is determined that the site does present non-compliances, the Consultant shall inform the NRC Project Coordinator as soon as possible.
8. Provide support and guidance on an as required basis in preparing communications (including presentations, memos, communiqués, engagement document, etc.) intended for internal and public audiences, including community members, media and regulatory authorities.

5.0 Personnel Requirements

The key project personnel, including the project manager and technicians shall possess knowledge based on an appropriate combination of formal education, skills, experience, and training in order to provide technically sound expertise in the field of air emissions assessments and air emissions control technologies. The field technician shall demonstrate in their curriculum vitae a minimum of two (2) years of experience in air sampling (stack emissions, ambient, etc.). The project personnel shall have knowledge in relevant technical areas.

The duties and responsibilities of the project team classification levels are described in the following table:

CLASSIFICATION LEVEL

RESPONSIBILITIES

Management Personnel

Standing Offer Agreement Manager

• Act as the main client liaison for the NRC for contract delivery under the Standing Offer Agreement.
• Responsible for budget and meeting requirements.

Project Manager

• Act as the main client liaison for the NRC in the delivery and coordination of the project.
• Ensure project is completed on time, on budget and within scope.
• Will represent sub-contractors and third party consultants.

Technical Personnel

Senior reviewer

• Provide senior input into the project requirements
• Review all deliverables
• Develop and implement the logistic plans to complete the work and ensuring that the schedule is met.

Intermediate engineer/scientist

• Manage and co-ordinate preparation of deliverables
• Perform more complex analyses that require additional expertise and competence than that of a junior engineer/scientist.

Junior project engineer/scientists

• Prepare results and analyses for the deliverables

Senior Field Technician

• Manage and co-ordinate field work
• Conduct the field work
• Conduct sampling
• Provide senior input during field work
• Complete more complex field tasks that require additional experience and competence than that of a junior technician.

Junior Field Technician

• Assist conducting sampling (if required)

CAD/GIS Support

• Provide CAD/GIS Support

Admin

• Provide team with administrative support

6.0 PROJECT MANAGEMENT

6.1. Communication

The consultant shall maintain communication with the NRC Project Coordinator throughout the duration of the contract. The consultant shall advise NRC, of any factors that require immediate attention such as any safety issues, any possible or known infractions as well as any changes to the scope of work. The consultant shall provide to the NRC Project Coordinator, status reports via email advising of the project status, budget update and any factors which may influence the schedule, budget or deliverables. The frequency of the status reports will depend on the nature and location of the work and will be requested at the NRC Project Coordinator’s discretion. These status reports are in addition to the progress reports, if applicable.

6.2. Scheduling

Following a call up by the NRC Project Coordinator, and as part of the consultant proposal, the consultant shall prepare a schedule for all project events including, site visit activities, meetings, status reports, and draft and final report submissions. Site visit activities must be coordinated with NRC. A period of three weeks for NRC to review and provide comments on the reports should be expected. NRC will provide a single set of consolidated comments on the draft report for incorporation into the final report.  In the event that the consultant does not address comments to the satisfaction of the NRC Project Coordinator, additional rounds of edits may be required, at no additional cost to NRC.

6.3. Report Presentation

Unless otherwise agreed to by the NRC Project Coordinator, the consultant shall submit:

1. One (1) electronic copy of the draft report as an editable Word or pdf document including all Appendices, Figures, Plans, and Tables in their native format as detailed in point 3. ;
2. Two (2) signed paper copies of the final report

• The paper copy of the report shall be printed double sided and have tabbed dividers to separate appendices from the main body of the report. Any signature pages with signatures and professional stamps that are present in the paper copy of the report shall be included in the electronic copy. All figures, drawings, tables, graphs and photos shall also be submitted separately in their original software format (e.g., as .dwg, .xls, or .jpg file formats);
• NRC prefers that the paper used in the report that contains post-consumer recycled material.

1. One (1) signed final electronic copy (i.e., a single file containing all text, that is editable (copy/paste), photographs, tables, plans, figures, lab data, sampling plans, laboratory data, and scanned documents) of the final in Adobe Acrobat (.pdf) format on one CDs.

Report Component

Requested Native File Type

Pictures

.jpeg

One Video

Files compatible with Windows Media Player

Figures

.jpeg and/or Adobe .pdf

Tables

Microsoft Excel - .xls

Maps

1. Shapefiles suitable for use in ArcGIS such as .shp, .shx,.dbf; and

2. CAD files such as .dwg (for MSC)

Report text

Microsoft Word - .doc or unlocked version in adobe -.pdf

6.4. Site Access and Security Requirements

At the project outset, the consultant shall immediately contact the NRC Project Coordinator to obtain the necessary permission to access the sites. NRC requires at least two (2) business days advanced notice to access the sites. Initiated by NRC Project Coordinator, site access co-ordination may be through the NRC building manager; given the nature of NRC’s business, additional notice may be required.

All consultant and sub-contractor personnel will be required to obtain and maintain a security clearance by a Federal Government Department (Reliability Status) prior to accessing any NRC site. Access may only be given during standard working hours, unless accompanied by an NRC employee.

6.5. Notifications/Permits

The consultant shall be responsible for making whatever representations are necessary to the pertinent organizations in order to carry out the work required to fulfill the terms of this SOW. The costs incurred in obtaining these documents shall be borne by the consultant.

6.5. Liabilities

The consultant shall assume responsibility for any accident or damage caused by its employees or equipment to NRC property and personnel. The consultant shall assume responsibility for the security of its equipment and materials during and after working hours. NRC shall not be liable for any vandalism, theft or loss.

6.6. Meetings

The consultant shall attend meetings as requested by the NRC Project Coordinator. Personnel in attendance shall include the consultant’s project manager and representative(s) familiar with all technical aspects of the project. At the request of NRC Project Coordinator, the consultant shall prepare minutes of the meetings and send the draft minutes to the NRC Project Coordinator for review and approval prior to their dissemination for action. At the discretion of the NRC Project Coordinator, the consultant may be required to maintain an action item list.

6.7. Quality Assurance and Quality Control

The consultant is expected to identify and adhere to acceptable quality assurance and quality control (QA/QC) procedures throughout the project. QA/QC measures shall be explicitly identified in the consultant’s work plans and project reports.

6.8. Health and Safety Program

A detailed health and safety plan (HASP) shall be maintained on site at all times. All relevant safety policies, guidelines, and emergency response actions shall be reviewed with site personnel. Adherence to the health and safety measures specified in that plan shall be mandatory for all on-site personnel and all site visitors.

6.9. Confidentiality

Information, data, photos, videos, drawings, etc. gathered as part of this project shall be treated as confidential and shall be made available only to NRC or as authorized in writing by the NRC Project Coordinator. Any photos, videos, plans or documents provided as reference materials by NRC to an assessor or consultant remain the property of NRC, and shall not be copied, used, shared, or sold to any group for any other project except upon written authorization of the NRC Project Coordinator. All such reference materials must be returned to the NRC Project Coordinator with the final report.

Additionally, any final report produced by the consultant shall identify the National Research Council as one of the users of the report.

6.10. Site Operations

The consultant’s on-site activities shall not disrupt the normal function, access, and working environment of the site within reason. No on-site activities shall be completed without the authorization of the NRC representative.

6.11. Other Requirements

Refer any queries about the project from the public, news media or others to the NRC Project Coordinator. The NRC Project Coordinator and site building managers shall be notified immediately of conditions that pose an imminent threat to human health and the environment.

Analysis of data will be in relation to agreed guidelines identified by the NRC Project Coordinator.

The key consultant personnel shall respond to phone or e-mail requests for information within five days of such a request (call-up).

7.0 LANGUAGE OF WORK

All materials and reports are to be provided in an English format.