In prior editions of The IAQ Insider, specific reference has been made to identify the cause and effect of poor Indoor Air Quality. This article seeks to introduce management strategies in dealing with poor Indoor Air Quality, specifically, HVAC and Ductwork Mitigation (Decontamination) strategies. Following a few simple steps may lead not only to the achievement of a successful IAQ Mitigation project, but the avoidance of blindly stepping into an IAQ quagmire.

Objectives Defined:
The success of any project management begins with the planning and preparation phase. A first step in assuring the successful completion of an HVAC - Ductwork Mitigation project begins by defining the Scopes of the project. Quite often this is presented in the form of a set of specifications. Depending on the complexity of the project, a Request for Qualification (RFQ) may be issued. Through this process, insight may be gained in determining if the nature and objectives outlined for the project are attainable. For example, the respondents to an RFQ generally are quick to point out deficiencies presented in the RFQ package. Nevertheless, the input of knowledgeable third parties (those bidding on the project) can be an invaluable tool to properly defining the objectives of the Mitigation process.

In the absence of a well defined set of specifications for HVAC - Ductwork Mitigation projects, a decision must be made to answer the questions: "What is it that needs to be mitigated?. What will it take to do so?" "What assurance can be made that the mitigation strategy has been accomplished?

Standard HVAC - Ductwork Remediation protocols seek to neutralize the negative health effects resulting from airborne effluents such as bacteria, fungi, mold, mildew, dust, dirt, construction debris, fiberglass and fibrous contaminants, among others. While each of these contaminants may be mitigated in much the same manner, the success of its removal and / or treatment lies in the finished product, pure air. Defining the terms and conditions which constitute the finished product serves as the backbone for the project as a whole. Specific IAQ diagnostic tests and inspections may be made after the decontamination process has been completed to provide the "assurance" concern noted above. These tests and inspections should be incorporated into the "Closure" specifications of the mitigation process (See Closure below).

Project Administration:
Because the advent of HVAC -Ductwork Mitigation services for resolving specific IAQ concerns is relatively new to the industry, the technical knowledge and experience for conducting a successful mitigation program is limited. While much of the Mechanical Industry has come face to face (literally) with the problems associated with poor air quality in HVAC mechanical systems, very few have the in-depth organization and comprehensive professional experience to manage and monitor such a task. It has been repeatedly staged through the media that the "threat" of poor Indoor Air Quality may affect us all. Those threats become real with the headline news of "sick building" closures and evacuations. While these high profile cases are the exception, the need for professional training and technical know how is paramount to keeping them the "exception."

Appointing a qualified candidate to the task of administering the mitigation project can, at times, pose a dilemma. As in the case of public institutions (i.e. schools, government agencies), the election to activate an IAQ Mitigation project may lie, for example, with the School Board or County Commission, who generally must rely on the Low Bid Concept. The task of managing the project (accountability) now rests with the facility manager, engineer or head maintenance supervisor, who knows very little about the work or scope of the work to be performed. Yet in the event one of the occupants during the mitigation process happens to become ill and complain "the air is making me sick, the representative is usually the first to be called on to answer a barrage of questions. Furthermore, if the Mitigation process was not being performed to specification, they would not be in a position to respond in a timely manner to correct. Those who are accountable for the day-to-day operation of the project must be educated with respect to the mitigation procedures being employed. It is recommended that this education process be established at the onset of the project.

To accomplish the education process, members of the selected IAQ Mitigation team should provide a pre HVAC-Ductwork Mitigation meeting to explain the nature of the work to be performed, the mechanics of the process, the requirements of the field workers (i.e. respirators to be worn at all times during the mitigation process) and the expectant results (physical vs. testing) to be achieved. The benefit of this initial training session is that it affords the owner representative sufficient knowledge to perform random inspections and intelligently question inconsistencies or variances from the prescribed specs. At times, waiting to the end of the project to address these deficiencies may be too late.

To illustrate, suppose specs call for the application of an "antimicrobic solution (encapsulant) as part of the mitigation treatment and the project administrator had been apprised of this process as well as its application requirements. Random inspections testing the coverage or thickness (millage) of the applied chemical would be possible. Not only would this allow an interim internal control audit of the process, but it would suggest to the applicators that "taking any shortcuts" would not be to their best interests.

Critical Path Method (CPM):
The nature and extent of the HVAC - Ductwork Mitigation process depends on many variables. What is the nature of the contaminant (biological, chemical, other), what is its source, what is the area of the facility affected (i.e. one room or the entire facility), what are the budgets, what are the time constraints for the work (i.e. night work only), which trades will be involved and at what phase of the project are they needed, what is the accessibility of the contaminated unit and associated ductwork, and so on. Based on the answers to the above questions and taking into account the size of the project, the project should be defined using logic diagramming methodology into a CPM chart.

There are several key advantages to establishing the CPM chart. First, it provides the owner an estimated time line in which the project should be completed. Solving IAQ concerns may not be a normal part of one's day to day activities. Any efforts to provide relief from IAQ concerns (i.e. managing an IAQ project) will be added responsibility for the owner's representative. Assisting the representative with Project Management tools (CPM chart) will diffuse the "overworked" excuse for poor project management.

Secondly, it will allow the owner an ability to professionally manage the subcomponents of the project. All too often, projects with multiple trade involvement (mechanical contractor, building contractor, maintenance personnel, electrical contractor, carpenter etc.) give rise for the opportunities for delays, as well as the opportunity for the notorious "finger pointing." By establishing a CPM schedule prior to the commencement of the project, and updating periodically, all contractors and / or representatives are required to detail their respective activities and time schedules with respect to the project as a whole. While this practice may be common to the general contracting industry, special projects such as an IAQ HVAC - Mitigation project have not received the same attention.

Third, budgetary considerations may be taken into account. If the CPM schedule depicts a three-month project and all work efforts are to be conducted after normal work hours (during the night shift), proper identification of overtime personnel and compensation may be addressed. The absence of this identification not only places a strain on the last minute "volunteers" but also may cause delays in the construction process, which is chargeable back to the owner.

Finally, a CPM schedule allows the project supervisor to identify forthcoming work sites and schedules within the facility. Informing the occupants of those areas in advance via interoffice memos of the work schedule and what they may expect from the work effort would serve to enhance public relations with the occupants of the facility. One recurring example lies with the fact that during the mitigation process, the HVAC system feeding zones or areas to be treated must be shut down. Results, no heat nor air condition. For those occupants working a night shift, this may pose a rude awakening in the event the "shut down" occurs on a hot, humid summer evening, with no fair warning. Advance notification would allow an alternate work schedule, preventing "heated" attitudes already raised by the IAQ concerns.

Project Closure and Final Documentation:
The closure process and final documentation should be defined as part of the original specifications for the project. Generally, the specifications only address such issues as work procedures, workmanship, mechanical equipment, requirements, work schedules and other related criteria, but seldom identify the "air quality" requirements to be achieved via the Mitigation process. The lack of desired air quality objectives or targets leave open the debatable question, "How clean is clean?" Regardless of how closely the mitigation specifications may have been followed, proving the mechanical system is clean can easily be challenged.

Establishing the bench mark by which a successful Mitigation project is measured is probably the most significant factor of the strategic management process." After all, the results of the Mitigation services eventually will need to be communicated to the owner responsible for the welfare of the occupants of the facility. In situations where a lawsuit or a worker's compensation claim exists, a closing statement that the mechanical system is "clean" will not pacify the offended. Neither will a statement that "all work was performed according to specifications always satisfy the inquisitive. Failure to establish a point of closure for any IAQ Mitigation project leaves the window open for the debatable question posed above, "How clean is clean?"

The IAQ industry has provided some very practical guidelines for establishing acceptable Indoor Air Quality standards. Seek the proper advise by designing the specifications with these standards built in and strategically position your IAQ HVAC Ductwork Mitigation project to achieve bottom line results, a Pure Air Environment.

For more information, contact:

Alan L. Wozniak, CIAQP

(800) 422-7873 ext. 802