The chemical process industries have myriad local, state and federal regulations that must be complied with and that apply to small and large companies alike. For small chemical manufacturers, environmental consultants can provide invaluable assistance in addressing these requirements. Consultants can help a company determine which regulations are pertinent to the facility as well as aid in the development and implementation of appropriate compliance initiatives. Careful selection of a consultant can provide even small firms with access to environmental, technical and regulatory expertise that would be impossible for most firms to maintain in-house.
Selecting the appropriate environmental consultant, whether that person works as an independent contractor or is part of a larger consulting firm, will significantly impact the success of your environmental program. The first step in any project is to carefully define the scope and nature of the project including resources needed. Once it is determined that the assistance of a consultant will be necessary, there are several actions that can be taken to ensure that the best consultant for the project will be chosen.
Finding Consultants for Evaluation
Several environmental consultants should be evaluated for a project. Names of consultants can be found in the telephone directory, and/or can be identified by asking other companies and trade associations, as well as the Better Business Bureau. Some state regulatory agencies also maintain lists of accredited environmental consultants. Some lists can be found on the Internet as well (see links at the end of this article). Depending upon the size and nature of the project to be completed, independent contractors or larger consulting firms may be more appropriate. At least three likely candidates should be identified for further consideration.
Interviewing Potential Consultants
For most environmental projects, it is important that the environmental consultant make an on-site visit of the facility to learn about the specific operations, equipment, processes, and layout of the company. Before meetings are arranged, be certain you have a clear understanding of the project and its goals and what role the consultant will be playing. Prepare a description of the project that includes reasons for the project, scope of work, desired results, timeline, and relevant company history, plus any other information that will be useful for the consultant in preparing a proposal. Make this description as detailed as possible.
During the consultant’s preliminary visit, review the project description and tour the facility. The interview should include questions regarding the consultant’s qualifications and procedures. A list of key considerations is provided below. If the consultant appears to have the necessary capabilities and qualifications and meets your needs regarding communication and other “softer” qualities, then request a written proposal, including references of clients for whom the consultant has completed similar projects.
What to Look for in an Environmental Consultant
- Experience in completing similar types of projects at similar types of facilities
- Familiarity with relevant local, state and federal environmental regulations
- Necessary licenses, registrations and certifications
- Appropriate types and quantities of insurance
- Professional and ethical reputation.
- Documented procedures for completing a project and quality control/quality assurance programs
- Identification and qualifications of project manager and any employees that will be assigned to the project (request resumes and documentation of licenses, registrations, etc. for each individual)
- Good relationship with government and other officials (if dealing with regulatory agency)
- Experience gaining permits, easements, etc. (if appropriate)
- Proven ability to complete projects on schedule
- Excellent communication skills
- System for reporting progress on a regular basis
- Process for approval of any work found necessary beyond what is specified originally
- If subcontractors are to be used, method for confirming qualifications
- Knowledge of available technologies and methods for completing the type of project
- What kind of approach will be taken for the project
- How the project will costed
- Potential conflicts of interest
- Health and safety processes and procedures
- Confidentiality issues
- Participation in professional associations
- Professional awards and recognition
- Location
Checking References
Speaking with companies for which the consultant has provided similar environmental services can provide useful information about the consultant. Valuable information about the ability of the consultant to communicate, to stay on schedule and keep costs to a minimum can be obtained by interviewing these references. A list of key questions to ask previous clients of a potential environmental consultant is included.
Key Questions to Ask References of a Potential Environmental Consultant
- Is the reference a similar type of company and was the project completed similar in nature and scope as compared to yours?
- Was the reference satisfied with the performance of the consultant?
- Did the consultant communicate adequately with the reference, providing regular and informative progress reports at a reasonable frequency?
- Did the consultant stay on schedule and within budget?
- If delays occurred, what were the causes and how were the delays handled by the consultant? Was the reference satisfied that the delays were reasonable and appropriately addressed?
- Did the consultant need to re-submit any work because it was not properly or adequately prepared or completed initially?
- Did the consultant have a good relationship with subcontractors, regulatory agencies and any others involved in the previous project?
- How would the reference describe the approach the consultant took to the project and was it considered effective?
- What specific personnel were assigned to the project and were they qualified?
- Did the consultant notify the reference and receive approval before making significant changes and incurring additional costs?
The Final Decision
Once you have met and gathered information from a selection of consultants, request written proposals from those consultants that possess the necessary qualifications and qualities that you find desirable. Proposals should include a detailed description of the work to be completed, a time line for completion of the project, the names and resumes of all of the people to be involved, cost estimates with an explanation of how they were generated, the role of the consultant and expectations for your employees, and any other information you deem pertinent.
Review the proposals, taking into consideration whether or not the consultant provided the requested information and at the appropriate level of detail. Also look for reasonable cost estimates and work schedules. It may sound obvious, but also confirm that the consultant fully understands the scope and nature of the proposal. Choose the consultant that best meets your project needs.
Follow-up Issues
Once a consultant is chosen, a contract must be written for the services that will be provided. The contract at a minimum should address the scope and nature of the work, the need for progress reports, indemnities, limits on liability and insurance, information flow and document retention procedures, and methods of costing. The use of an attorney specializing in environmental law may also be a consideration. Once the project begins, the consultant must be managed throughout the life of the project. The company must cooperate with the consultant and provide any necessary information while at the same time monitoring the performance of the consultant to ensure that the project moves forward on schedule and within budget to a successful conclusion.
About the Author
Cynthia A. Challener (challener@vtlink.net) is Principal Consultant at C&M Consulting (www.candmconsult.com). C & M Consulting offers technical writing, editing and research services to the chemical and allied industries. Services include the development of marketing brochures, technical bulletins, presentations, and feature articles. In addition to her work for ChemAlliance, Dr. Challener has provided services to a wide variety of chemical industry clients, including Chemical Market Reporter, ACS, and SOCMA.
References and Links
Gabriele Crognale, P.E., “The Front Line: Practical Tips for Choosing an EMS Consultant,” Pollution Engineering, 03/01/2002: www.pollutionengineering.com/pe/cda/articleinformation/features/bnp__features__item/0,,106300,00+en-uss_01dbc.html
State of Oregon Department of Environmental Quality (DEQ) Fact Sheet: Selecting an Environmental Consultant, Ann Levine, 4/2001, DEQ-03-LQ-013: www.deq.state.or.us/wmc/cleanup/factsheets/ENVIRONMENTALCONSULTANT.pdf
Hiring an Environmental Consultant, Rhode Island Brownfields website, a joint effort of the Rhode Island Department of Environmental Management, Rhode Island Economic Development Corporation and Rhode Island Statewide Planning Program: www.dem.ri.gov/brownfields/partners/hiringconsultants.htm
Selecting a Consultant, Minnesota Technical Assistance Program (a program of the University of Minnesota): mntap.umn.edu/A-ZWastes/fs71-g4.htm
Choosing an Environmental Consultant, Kansas Department of Health and Environment, Bureau of Environmental Field Services: www.kdhe.state.ks.us/pdf/doe/ze8009.pdf
Selecting an Environmental Consultant, Wisconsin Department of Natural Resources, Pub-RR-502, April 2002: dnr.wi.gov/org/aw/rr/archives/pubs/RR502.pdf
Specifics Matter in Environmental Consulting, Bizjournals website: triangle.bizjournals.com/bizwomen/advice_library/environ/environmental_consulting.html
Choosing a consultant – Environmental Protection Agency/Queensland Parks and Wildlife Service (EPA/QPWS): www.epa.qld.gov.au/environmental_management/land/contaminated_land/choosing_a_consultant/
Bruce S. Klafter, “Primer on Choosing and Using Environmental Consultants,” Environmental Law Update published by Orrick Herrington & Sutcliffe and posted online with permission by the CASH Facility Resource Center: www.cashnet.org/resource-center/Section1/1-4-8.html
