City of Rauma Facilities Services maintains, maintains and builds directly owned and corporate-owned buildings of the City of Rauma. This tendering process seeks condition, inspection and inspection expert services for properties implemented by Tilapalvelut to the extent specified in the invitation to tender. The City of Rauma has 400 directly owned buildings with a gross area of 270,000 m2. The buildings are mainly schools, day-care centres, government offices, sports and health and social services buildings, as well as other public buildings (e.g. lighthouse, barracks, cannons and sites located in World Heritage Sites).

The object of the framework agreement is the provision of expert services related to the condition, inspection and inspection of properties. This is a framework agreement in accordance with Section 42 of the Act on Public Contracts (1397/2016). The customer may also select a smaller number of suppliers if there are fewer tenders that meet the requirements of the invitation to tender. The assignments will consist of services for hazardous substance surveys, condition surveys, condition assessments and inspections of properties managed by the client, and ventilation inspection services in properties owned by the City of Rauma.

The framework agreements will be concluded for the period 2023 - 2026 and there is also an option for two option years (2027 - 2028).

The services to be procured shall be implemented according to the schedule decided by the Contracting entity, in which case they may not be evenly distributed over the contract period. The Client does not undertake to order any predefined work from pre-defined Suppliers. The value of the framework contract to be put out to tender for the entire contract period is estimated to be three hundred thousand (€300,000) taking into account the option period. The working and contract language is Finnish.

The expert services to be procured are divided into four areas:

1. Services for the survey of harmful substances in buildings

2. Building condition survey services

3. Building condition assessment and inspection services

4. Ventilation inspection services

The contracting entity always determines on an order-by-order or mini-tendering basis which services are to be ordered. The terms of reference in this document are general indicative descriptions of the type of services that contracting entities will order during the framework contract period.

The elements may overlap in some respects due to the nature of the object of the contract. The Client always has the right to decide which selected framework contract suppliers will be asked to submit a tender in relation to a certain order of priority or a mini-competitive tender. The Client shall not be liable for compensation to the framework contract suppliers in another area, even if the orders placed as a result of priority or mini-tendering include tasks that are also part of the job description of the other area.

The aim of the surveys is to identify the harmful and hazardous substances contained in buildings. Contaminants refer to substances contained in construction materials and used in the construction and repair of buildings that have subsequently been found to be hazardous to human health or the environment. Contaminants also include substances that are harmful to health or the environment absorbed into materials.

Surveys of harmful substances are carried out on buildings to be demolished for asbestos, PCBs, PAH & creosote, harmful metals, etc. just in case. The surveys locate the harmful substance in the building, determine the quality and quantity of the contaminant and materials containing it, as well as its dustiness and distribution, both in terms of the use of the building and when it is demolished. The task also includes preparing the necessary reports, such as preparing an asbestos survey report.

Duties of asbestos surveyors and harmful substances researchers:

Only in the case of asbestos screening has the duties and obligations of the surveyor been defined at the legislative level. The task of the asbestos surveyor is to plan and implement the survey. During the survey, he locates the asbestos in the site or equipment to be dismantled and determines its quality and quantity. The clarification of the quality of asbestos here suggests that the presence of crocidolite in sprayed form is mentioned separately in the report. The amount of asbestos refers to the amount of asbestos materials used at the survey site. The asbestos surveyor reports the survey data and makes a proposal for the planning of demolition work and demolition methods. Harmful substances research also takes a stand on other harmful and dangerous substances. If the surveyor finds that asbestos or other harmful substances need to be detected in the samples, he or she shall ensure that laboratory tests are carried out in a professional and qualified laboratory. The laboratory is required to have independently verified competence, i.e. accreditation or at least regular participation in reference measurement rounds organised by an independent party

Tasks may include tasks other than those mentioned above. The tasks will be specified on a case-by-assignment basis.

The client uses the services of a fitness researcher to take care of its statutory obligations in relation to the housing and subsistence health of the residents. Residential apartments and other living areas, such as schools, day care centres, hospitals, service houses, etc., must be such that they do not cause health hazards to the people living or staying in the building.

The process of investigating indoor air problems often begins with a preliminary site-specific mapping of the problem after the client has been informed of indoor air-related problems through those working in the property, occupational safety and health, occupational health, school health care or health supervision.

The duties of an indoor air expert include leading the process of investigating indoor air problems and consulting the necessary specialists throughout the life cycle of the assignment to the extent specified in the order. The assignment may consist, for example, of investigating indoor air problems, drawing up the necessary sampling and research plans, and the appropriate use of various indoor air and condition survey methods on a site-by-site basis. As the end product of the assignment, the Customer may include written reporting of studies and observations made in their order as well as presentation of different options for action. The ordered indoor air and condition survey report must enable more detailed renovation plans to be drawn up as such, so that the building can be returned to a condition that serves its purpose technically and healthily or a decision can be made to demolish it if the renovation is not cost-effective.

Property condition surveys are ordered according to the required scope, either for each structural or building element or as comprehensive humidity and indoor air technical condition surveys of the building (Environmental Guide 2016).

Structural condition surveys may include, for example, moisture measurements, structural openings, microbial analyses of samples, tightness measurements of structures, pressure ratio measurements and determination of damage mechanisms. In practice, this means both an inspection and the taking of invasive samples with the help of equipment suitable for the task. Destructive surveys are carried out with the precision required to determine the actual condition of the structures, repair needs and repair methods.

MEP condition surveys shall include the examination of air volumes, cleanliness, pressure ratios and leak-tightness, as well as condition surveys of heating, water and sewage (HVAC) systems to the extent proposed by the client. The operational condition of building services systems and other possible automation that affects building health may also be inspected.

Indoor air quality studies supplementing MEP studies may include an inspection of ventilation and HVAC systems. In addition, condition and pollutant measurements can be carried out. Appropriate samples shall be taken from air, materials, surface samples and liquids, also taking into account the significance of movable property as a cause of possible symptoms. Such studies may include, but are not limited to:

•Ammonia

• Formaldehyde and other aldehydes,

• Volatile organic compounds (VOCs) from indoor air and materials,

• Volatile organic compounds (chlorophenols)

• Polycyclic aromatic hydrocarbons (PAHs),

• Polyklooratut bifenyylit (PCB),

• Tobacco smoke tracer,

• 3-etenyylipyridiini,

• Industrial mineral fibres and oils,

• Metalliyhdisteet,

• Dust composition and mite samples,

• Asbestos from air and wipe samples,

• Microbial samples from air, materials, surfaces and liquids, and

• Endotoxins from air and liquids.

The analysis of samples must take place in a laboratory approved by the Finnish Food Safety Authority ("Finnish Food Authority"). In addition, the laboratory must comply with the requirements of the legislation in force in Finland at any given time.

Tasks may include tasks other than those mentioned above. The tasks will be specified on a case-by-assignment basis.

The condition inspection includes all visible surfaces of the building in spaces with access openings, facades, roof and adjacent to the building, crawl space of the building, as well as inspections of piping, electrical systems, building technology and automation, and energy efficiency.

The inspector first examines the initial data of the building, after which the inspection of the building itself takes place. Indoors, the surfaces of wet rooms are examined with a surface moisture sensor, and other structures and all spaces with access openings are examined superficially. If moisture damage is suspected in the building, the service must also include drilling/drilling of the moisture measurement hole and the measurement of the humidity itself. Through the crawl space in the basement of the building, the current condition of the structures is inspected. The inspection also includes an inspection of the building from the outside, such as the vegetation bordering the building and its possible impact on the condition of the building and the rainwater system.

The content of the summary section must be such that a good overview of the condition of the property can be obtained without building technology skills or training. In sections 5-7, repair needs and suggestions can be defined in more detail, using technical terminology. However, the aim is to keep the contents of the report compact, and the proposed repair needs do not need to be justified at every point.

The attached table of contents serves as a model for maintenance needs assessments.

The long-term repair and maintenance plan (PTS) presented in the report is a so-called long-term repair and maintenance plan. technical PTS and based on the technical service life of the building elements of the property.

The PTS proposal presented in the report for a 10-year review period.

The PTS tables present the condition class for each inspection object. This classification is the condition assessor's assessment of the general condition of the object.

The fitness categories used are:

5 = new, no action in the next 10 years.

4 = good, light maintenance repair 6... within 10 years.

3 = satisfactory, light maintenance repair 1... Within 5 years or renovation 6... Within 10 years

2 = fair, renovation 1... Within 5 years or renewal 6... Within 10 years

1 = weak, renew 1... Within 5 years

The PTS section of the report includes the timing of actions and cost forecasts for budgeting. The costs of the PTS proposal are based on a rough quantity estimate and the cost level at the beginning of the audit year.

Cost estimates for individual measures include the cost of related work, e.g. Water and sewer renovation includes the cost of construction and electrical work.

Condition assessments have been set for the condition assessment and PTS every 7 years.

The Customer submits the documentation presented in section 2.1 of the ventilation inspection guide to the inspector and compiles the information presented in section 2.2 for the inspection at the kick-off meeting. In properties where it is possible to carry out trend monitoring of the ventilation system and indoor air conditions, the person responsible for the use of building automation takes trend monitoring for the past month.

The ventilation inspection begins with a kick-off meeting attended by the inspector, the client's representative, the property manager, the person responsible for the use of building automation and, possibly, the user representative. At the kick-off meeting, the deficiencies found in the documents, the matters to be clarified in advance in chapter 2.2 of the ventilation inspection guide are discussed, and the premises to be inspected during the site tour are agreed. The surveyor shall chair the kick-off meeting. The kick-off meeting is convened by the subscriber.

In addition to the surveyor, the property manager, the person responsible for the use of building automation and the client's representative (until the beginning of the site tour) participate in the site tour. During the site tour, all ventilation units are inspected, all ventilation machine rooms, the roof and the yard area are visited, if this is required by the inspection of ventilation and outdoor air and exhaust devices, and their inspection can be carried out safely. Approximately 20% of the rooms in each ventilation unit's service area are rotated. In small objects with an area of less than 300 m2, all room spaces are circled.

The inspection ends with a final meeting, which should be held no later than one month after the approved inspection. The meeting will be attended by the same people as the kickoff meeting, plus a user representative.

In this tendering process, measurements included in the ventilation inspection:

1. Air volumes must be measured in the rooms and compared with the design values and, if necessary, the number of users (agreed amount, e.g. 20% or 100% of the rooms).

2. Differential pressure measurements, for example, during a 2-week monitoring period or, if the city has its own differential pressure monitoring, interpretation of its results.

3. Environmental measurements during the monitoring period, for example 2 weeks or, if the city has its own monitoring sensors, interpretation of their results (carbon dioxide, humidity and temperature

The ventilation inspection protocol is a summary report in which the condition of the inspection objects and the detected faults are recorded on a system-specific basis. Defects are recorded in the inspection protocol either as a request for correction or as a reprimand. A need for additional examination will be added to the repair request if more detailed measurements (level 2) or an IV condition examination are required to investigate the detected fault

(level 3). Photographs of the requests for corrections and comments shall be annexed to the minutes.

The condition of the ventilation system is assessed by the letters K = acceptable condition (in order), H = note (in order with a note) and E = not in order (request for repair). The inspection result of the ventilation system is E if the condition of one or more of the inspection items of the ventilation system is not in order.

A ventilation inspection certificate is a certificate of an approved ventilation inspection drawn up and signed by a ventilation inspector and delivered electronically signed to the customer. The certificate can be displayed to the users of the property.

The ventilation inspection interval refers to the period of years at which the ventilation system should be inspected. Depending on the ventilation system, it is recommended that the ventilation inspection be carried out every 5 years.

The inspection is transferred to an IV condition survey (level 3) if the inspections carried out with measurements are not sufficient and the need for a ventilation condition survey is seen. A re-inspection refers to a re-inspection (concerning parts of ventilation systems recorded in the minutes) carried out after a request for repair, which should be carried out within 6 months of the previous inspection.