Submitting key personnel only is acceptable.
Assume your current radius for total cost of travel. As this is a large program and part of the RFQ submission asks if willing to travel outside normal radius, please include rates for this circumstance if willing. Each job assignment there will be a chance to provide a non-binding cost estimate and that is where we can update the travel costs outside your normal travel area.
That is not an issue. We do require current documentation for the inspectors to be kept up to date in the portal. Once documentation is received, will need to be updated in the portal on an annual basis (notification emails from the portal will inform you when nearing due dates and to update the information).
This is the number you have on staff that are NC certified/accredited or any who you are willing to get NC certified/accredited.
RTI is committed to engaging Black-, other-minority-, LGBTQ-, woman-, and service-disabled veteran-owned small businesses through our vendor sourcing and subcontracting efforts. With the volume of work, we anticipate using most companies that apply as long as they meet the requirements in the Statement of Work.
We use facility to include everyone: public and charter schools, licensed child care centers and family child care homes.
Individuals will need to be a NC certified risk assessor to conduct inspections and determinations about the existence of lead-based paint hazards in public schools and licensed child care facilities.
Vendors should employ at least one of the accredited and/or certified professionals and meet the requirements in Section 7 of the RFQ.
RTI is committed to engaging Black-, other-minority-, LGBTQ-, woman-, and service-disabled veteran-owned small businesses through our vendor sourcing and subcontracting efforts. With the volume of work, we anticipate using most companies that apply as long as they meet the requirements in the Statement of Work.
Background checks will not be conducted by RTI. This is a pre-existing requirement the vendor will need to comply with and we will be asking for verification in the portal on an annual basis.
Individuals will need to be a NC certified risk assessor to conduct inspections and determinations about the existence of lead-based paint hazards in public schools and licensed child care facilities.
Please see Section 7.0 of the statement of work and the RFQ attachment spreadsheet file for a complete list of required items.
Yes, you can include the information as an attachment in your submission.
This would include reviewing previous asbestos inspection/reports or lead risk assessment reports to determine if the previous inspection/assessment meets the rule requirements.
With the volume of work, we anticipate using most companies that apply as long as they meet the requirements in the Statement of Work.
Yes. During our review process of your submitted documentation, if we need further information we will reach out for you to provide the information.
We have been releasing the RFQ in waves as we confirm contact information, so we ask that you stick with the deadline your facility received. If there are concerns in meeting this deadline, please reach out to us to discuss.
You only have to qualify in one discipline.
Yes, you will be able to update information in the portal and include new personnel with certifications/accreditations.
Yes, you can submit your submittal requirements and note in Attachment 2 that you will have additional staff once the program launches. You will also be able to update this information in the portal at any time.
We are still working through vendor submittals and cannot provide an estimate at this time.
For the travel costs section in attachment 2, use your current radius of travel. We are asking for this information in the submission to determine the average travel costs in your typical range of travel. The actual travel costs will be dependent on the specific facility location and will be captured in the nonbinding cost and time estimate as described in the SOW. We encourage the use of standard government mileage and per diem rates.
Yes, all ODCs except for travel can be included in your hourly and daily labor rate. This can also include XRF rentals, as needed.
Estimates are fine for past invoicing.
The status of cost estimates will change to show the action required or action taken. You can use the Status filter on the Cost Estimates table to see all cost estimates in the various stages:
Pending: waiting for submittal by contractor
Under Review: waiting for review by RTI
Approved: approved by RTI
Rejected: rejected by contractor
Cancelled: cancelled by RTI
Past Due: contractor did not submit by due date
Declined: declined by RTI
You will not be responsible for lab costs as you will be directed to use RTI-designated laboratory for the analysis of asbestos. For lead-based paint, samples will go directly to RTI at our RTP campus. Labs will be directly invoicing RTI, no cost to the vendors.
The enrollment surveys are completed separately by the facility. If the surveys are completed together or within a similar timeframe, we will do our best to schedule the inspections together.
The approximate number of public and charter schools eligible for the program is 3,100.
RTI will not be providing XRFs as it is a requirement of vendors to either have their own or lease (as part of the requirements they must supply the documentation on the XRF instruments).
You can use a non-radioactive one as long as the instrument meets sensitivity requirements for a lead risk assessment.
No, it does not need a HUD PCS and is still usable under this contract.
At this time there is not a template for risk assessments. We will provide template forms to fill out, similar to the DHHS asbestos forms.
RTI understands the scheduling constraints of facilities and flexibility to meet the requests of the facilities. That will be up to the facilities and the vendors to schedule an inspection during a time that works well for both.
Yes, we will require the submittal of the NC AHERA forms.
Vendors should employ at least one of the accredited and/or certified professionals and meet the requirements in Section 7 of the RFQ.
A lead risk assessment will be required, not a surface-by-surface inspection. RTI anticipates that the selected vendors will use field-portable XRF instruments to record lead measurements during risk assessments for lead-based paint and samples of paint chips, soil, and settled dust will also be collected where an XRF measurement cannot be made.
No, the factors that go into determining who is assigned a job is an existing relationship with the facility, facility preference, and location to the facility. A vendor must follow the proper protocol for an assessment or they will not be used in the program.
For the Clean Classrooms for Carolina Kids™ program, all lead risk assessments should be performed in the same manner as for a child-occupied facility following HUD guidelines and federal regulations, regardless of the age of occupants in the building.
Consistent with 10a North Carolina Administrative Code (NCAC) 41c .1004, the term “lead-based paint inspection” is used to mean a lead risk assessment conducted in accordance with 40 Code of Federal Regulations (CFR) 745.223. By definition “Risk Assessment” means (1) an on-site investigation to determine the existence, nature, severity, and location of lead-based paint hazards, and (2) the provision of a report by the individual or firm conducting the risk assessment, explaining the results of the investigation and the options for reducing lead-based hazards. Vendors will be expected to perform a full risk assessment according to 40 CFR 745.227(d), which includes an assessment of deteriorated paint and intact paint on friction and impact surfaces only, in addition to dust and soil sampling.
That will be up to the facilities and the vendors to schedule an inspection during a time that works well for both.
For the Clean Classrooms for Carolina Kids™ program, all lead risk assessments should be performed in the same manner as for a child-occupied facility following HUD guidelines and federal regulations, regardless of the age of occupants in the building.
A lead risk assessment will be required, not a surface-by-surface inspection. RTI anticipates that the selected vendors will use field-portable XRF instruments to record lead measurements during risk assessments for lead-based paint and samples of paint chips, soil, and settled dust will also be collected where an XRF measurement cannot be made.
RTI will be billed for sample analysis for asbestos. We will provide options for NVLAP accredited laboratories. For lead analysis, samples will be shipped to and analyzed by RTI's ELLAP lab.
Our program will be providing asbestos inspections and reinspections following AHERA regulations. AHERA includes covered exterior walkways, and any exterior portion of a mechanical system. Also, exterior areas of buildings are covered under lead inspections.
You can inform the facilities of additional hazards that are not included in this program, however costs associated with those hazards cannot be invoiced.
We are estimating a 10-day turnaround for reports after lab results are received. Lab result TATs have not been defined yet, but we expect ~2-5 days TAT for samples.
Yes, however you will not be paid for the cost of activities performed outside of the scope of work.
The State will be provided all of this information but it has not been determined yet how the document repository will be used after the program ends.
Only if the facility provides them during the enrollment process for the facilities where we ask for documentation.
Yes, report templates will be provided to report inspection findings.
The facilities will coordinate the abatement/mitigation and submit for reimbursement from NC DHHS.
The vendor will be responsible for coordinating the inspections at a time that works for both the vendor and the facility.
Our program will be working very hard to digitize the records from facilities so we will ask all reports provided to RTI from vendors are also electronic and submitted in our portal.
We prefer XRF sampling to reduce the number of bulk samples due to the size and large number of facilities. Bulk sampling can occur when XRF sampling is not possible.
RTI's payment terms are 60 days, as noted in the RFQ. Although we will try to process invoices quickly, as we are expecting a high volume of invoices and will be batched every other week for payment. Electronic forms of payment will be paid quicker than a mailed check.
RTI's terms do not require retainage.
Yes, you can send an email to vendorsetup@rti.org and they will let you know if you are already registered in RTI's SupplierGATEWAY.
From RTI’s perspective, we are contracting with one supplier. How that supplier makes up their staff (permanent employees or supplemental contractors) is not our concern. The supplier has the responsibility to ensure their staff abide by the SOW, terms and conditions.
Suppliers must agree to the terms and conditions set forth by RTI. Link to standard PO terms was included in the RFQ. There will also be flow downs from RTI’s prime agreement with the client that must be agreed upon.
Suppliers must agree to the terms and conditions set forth by RTI. Link to standard PO terms was included in the RFQ. There will also be flow downs from RTI’s prime agreement with the client that must be agreed upon.
From RTI’s perspective, we are contracting with one supplier. How that supplier makes up their staff (permanent employees or supplemental contractors) is not our concern. The supplier has the responsibility to ensure their staff abide by the SOW, terms and conditions.
Yes, this can be included in your daily rate.
NC DHHS has contracted with RTI to coordinate the facility-wide asbestos and lead-based paint inspections at no cost to NC public schools or licensed child care facilities. Inspections for renovations/capital improvements that result in abatement projects are not coordinated by RTI, but may be reimbursable by NC DHHS.
The number of vendors selected highly depends on enrollment, previous inspections that have been completed, and if facilities are up to date on their reinspections. We anticipate needing a lot of vendors to cover asbestos and lead-based paint inspections, particularly asbestos inspections in childcare centers /family care homes and lead based paint risk assessments in all facilities.
We are asking facilities during the enrollment survey process if they have a preferred vendor, but due to workload it cannot be guaranteed or there could be delays in the program progress waiting on preferred vendor availability. However, we will make every effort to prioritize vendors who have existing relationships with a facility.
If an AHERA reinspection is due, we will arrange for a vendor to conduct the reinspection. If a reinspection has already been performed, the reinspection will not be reimbursed by NC DHHS, but they are fully covered under our program.
Approvals will be day(s) between the phases - to keep the process moving and not delay the vendors.
We will try to use one vendor, but it will depend on whether all of the facilities complete their enrollment around the same time.
Facilities are enrolling separately and not at the district level. We may be able to schedule a district to one vendor depending upon vendor's availability, existing relationship with the facility, and the progress of the facility with the enrollment surveys.
We expect to make assignments within 3-5 days of receiving non-binding cost estimates for a job. Vendors have the ability to not accept assignments if they are not available.
This program includes charter and public schools only.
We will be working through the Department of Public Instruction (DPI) and the Division of Child Development and Early Education (DCDEE) on this process. For asbestos inspections at schools, we hope to work with the AHERA designated person. For child care facilities, we will most likely be working with the operator of the center.
The vendor would submit a non-binding cost estimate change request and RTI would approve. As long as it is acceptable, it will be approved. We anticipate reviewing and approving these in real-time so there will not be a wait.
This is a legislative requirement so all facilities will need to meet the rule requirements. They will be required to either restrict access to or mitigate the hazards that are identified. 10A NCAC 41C .1003(b) & (g) and .1004 (b) & (g) stipulate the requirement for inspections and mitigation/restricting access.
The nonbinding cost and time estimate is requested based on the information we have. We understand things might change. A new estimate can be requested and will need to be approved. We anticipate doing this in real-time to not cause any delay.
The vendor would submit a nonbinding cost estimate change request and RTI would review. As long as acceptable, it will be approved. We anticipate reviewing and approving these in real-time so there will not be a wait.
We will be prioritizing pre-existing relationships with facilities or school districts as the highest weighted variable in addition to location, staff numbers, availability, and cost.
Yes, please include those relationships in your response even if outside your coverage area.
Yes, all NC public and charter schools are required to participate.
Schools do not need to complete an inspection to be included in the program. If a school requires an inspection, our program will provide it. If the facility has already completed the required inspection, they can be exempt by submitting documentation associated with that inspection in our online portal.
Yes, if you lease or rent an XRF and have access to take on site you are eligible. Please include this information in the submission.
This will be highly variable depending on facility enrollment, but we expect it to vary between 70 jobs to 700 jobs per month. We cannot say at this time how many will be assigned per vendor as we are still onboarding companies.
This will be primarily based on pre-existing relationships, availability, location, and cost - so a combination using our judgement as which vendor would be the best fit for the facility.
We are still in conversations with laboratories, but we expect the vendor to choose their preferred laboratory from a list of subcontracted laboratories, or it will be assigned based on proximity.
At this time, we will not have set regions. We will be asking you to choose on a map the counties your company can provide coverage for when you register in our portal. You will only be considered for working at facilities within these counties.
No, SupplierGATEWAY is only used to onboard you as a vendor with RTI. Our web-based portal will be used as a communication tool between RTI and vendors.
Reply to the RFQ with the requested information and documents (listed in Section 7). RTI will review to ensure you meet the requirements, and if so RTI will send you a SupplierGATEWAY invitation to begin the purchase order process.
School systems will be receiving notifications to enroll later in the summer.
We expect enrollment to start later this summer. Yes, there is some flexibility and facilities that enroll sooner and are out of compliance with reinspections will be prioritized in addition to the demographic metrics.
RTI International has been partnering with NC DHHS since 2020 to test drinking water for lead at child care centers across the state. Because our program successfully tested every drinking water tap at all 4,400 child care centers statewide and because we have expertise in lead-based paint and asbestos, DHHS awarded the full contract to RTI to create the Clean Classrooms for Carolina Kids™ program.
Yes, the slide deck will be emailed out to the participants of the webinar.
Each facility gets a point for the following metrics: Elementary school, >50% free and reduced lunch, >50% non-white, and building built prior to 1988. Facilities that meet all of these metrics will be the highest priority facilities.
RTI has experience in handling large scale projects while ensuring each phase of the project has quality systems in place to be successful in implementing the overall goal of the project. We have done a similar statewide program for lead testing in water in child care centers. We plan to leverage our lessons learned in this expansion to schools and for lead-based paint and asbestos.
Air monitoring may be a reimbursable cost if it is part of the abatement project. You will need to reach out to DHHS to get information on what is reimbursable. You can contact them here: ARPA-Reimbursement@dhhs.nc.gov. You can access their website here.
We are working to release an RFQ for labs. Please notify your lab to reach out to us using the same email address you communicate with us through.