1_SOQ# 24-25-77 Attachment A - Scope of Services.pdf

ATTACHMENT A

SCOPE OF SERVICES

A. WATER & SEWER UTILITIES DEPARTMENT

1. BACKGROUND

The City of Santa Clara Water & Sewer Utilities Department operates approximately 335 miles of potable water pipeline, 33 miles of recycled water pipeline, and 288 miles of sewer main. In addition to maintaining and operating the aforementioned utility systems, the Department reviews development plans and inspects construction to enforce conformance to relevant City and Department standards. Increased economic activity throughout the City directly impacts development and construction activity. Fluctuations in development and construction activity present a challenge to the Department in providing a consistent level of excellent customer service. Consultant services supplement Department staffing levels during peak periods in construction activity throughout the City when staff workload is heavier than normal. Therefore, consultant services play an important role in assisting the City in meeting the business needs of the Department and the expectations of the development community and the citizens of Santa Clara.

2. GENERAL SERVICES

2.1 Consultant shall provide Plan Check Review, Construction Support, Field Inspections, Field Markings, Construction Management, Project Close-out and Related Consultant Services collectively referred to as “Services” on an as-needed basis.

2.2 Consultant shall provide qualified and licensed personnel, along with necessary equipment and materials to perform the Services.

2.3 Consultant shall communicate and coordinate with the City team and report to the designated City representative(s).

2.4 Consultant shall meet with City, other third-party consultant(s), developers, and their design consultants.

2.5 Consultant shall review utility plans, specifications, construction submittals, calculations, reports and technical memos specific to the service areas below.

2.6 Consultant shall review plan revisions as they are submitted to the City for approval during design and/or construction, and provide plan check review comments, recommendations, and action item summaries.

2.7 Consultant shall inspect public and private improvements specific to the service areas below.

2.8 Inspector shall perform standard utility inspections including but not limited to material inspection, installation of transmission and distribution pipelines, sewer collection pipelines, services, appurtenances, fire hydrants, air-vacuums, blow-offs, laterals, pipeline pressure testing, backflows, meters, meter sizing calculations, cross-connection testing, on-site recycled water plumbing and onsite FOG facilities.

2.9 Consultant shall provide construction management and project management as required.

2.10 Consultant shall perform compliance program related inspections as required.

3. OFFSITE PLAN REVIEW SERVICES – WATER, REYCLCED WATER AND SEWER

3.1 Consultant shall review permit plans, utility plans, specifications, construction submittals, calculations, reports and technical memos and associated documents to determine compliance with City of Santa Clara Water & Sewer Utilities Department Rules & Regulations, standard specifications, design criteria, City standard details and other applicable local and regional codes, regulations, ordinances, standards, and statutes (collectively referred to as Standards & Regulations).

3.2 Consultant shall review permit plans/utility plans to ensure efficient use of the public right-of-way and utility easements, sound constructability, and construction and utility industry best practices. Consultant shall provide plan check review comments, recommendations, and an action items summary.

3.3 Consultant shall review all plans for water and recycled water distribution and transmission systems including composite utility plans, demolition plans, plan and profile sheets, utility and construction details. The review shall include all applicable design details of the utility system including, but not limited to, the size, material and alignment of water and recycled water mains; the location and type of valves; the location of fire hydrants, air release valves, domestic water, recycled water, fire water, industrial water, dual-plumbing and irrigation services; meter sizing; meters and backflows and other related facilities and appurtenances per W&S standards.

3.4 Consultant shall review all plans for sanitary sewer collection systems including composite utility plans, demolition plans, plan and profile sheets, utility and construction details. The review shall include all applicable design details of the utility system including but not limited to the size, material and alignment of sanitary sewer pipe; the location and type of manholes; the location of sanitary sewer cleanouts, sanitary sewer laterals; and other related facilities and appurtenances per W&S Standards and Department of Public Works standards.

3.5 Consultant shall review and provide comments and recommendations for onsite plumbing plan and FOG facility (e.g. grease traps, etc.) specifications to ensure compliance with building code, regional pre-treatment program, City Standards and industry best practices.

3.6 Consultant shall review all plan revisions as they are submitted to the City for approval, including during construction.

3.7 Consultant shall provide written comments and recommendations for compliance with Standards and Regulations and industry best practices. Consultant shall also provide comprehensive plan review annotations (e.g. redlines) that proactively anticipate potential issues to avoid unexpected project delays.

3.8 Consultant shall employ a streamlined review process.

3.9 Consultant shall designate personnel to be available by telephone and/or e-mail to respond to questions from applicants, developers, City staff, the general public, and others as assigned by the City.

3.10 Consultant shall maintain a review log of plan review assignments, including the permit number, project designation, description of review, and basis for compensation for each assignment.

3.11 Consultant shall establish a schedule to communicate status of permits and review issues with City staff and other parties on a weekly basis, or as otherwise requested by City staff.

4. ONSITE PLAN REVIEW SERVICES – WATER, RECYCLED WATER, AND SEWER

4.1 Consultant shall review and provide comments and recommendations for Onsite Recycled Water plans for dual-plumbing, irrigation, and industrial recycled water systems using South Bay Water Recycling (SBWR) and Division of Drinking Water (DDW) standards.

4.2 Consultant shall review and provide comments and recommendations for onsite sanitary sewer systems. The review shall include sizing of grease control devices and oil grease separators; septic systems; potential for sanitary sewer overflows (SSOs), potential cross connections in conformance with the Cross Connection Control Policy Handbook (CCCPH); and other related facilities and appurtenances in compliance with Building Code, Regional Pre-treatment and FOG program requirements and City Standards.

4.3 Consultant shall review and provide comments and recommendations for onsite utility systems to determine potential for cross connections in conformance with the CCCPH, Building Code, and relevant City Standards.

4.4 Consultant shall perform hazard assessments for cross-connection control program.

5. OFFSITE INSPECTION SERVICES – WATER, RECYCLED WATER, AND SEWER

5.1 Consultant shall provide underground utility locating and marking services in coordination with Underground Service Alert (commonly referred to as “USA North”), including responding to USA North ticket requests for underground utility location, reviewing City utility maps to determine any conflict between proposed excavation and City facilities, and locating and marking City-owned subsurface utilities in the field when needed in response to tickets.

5.2 Consultant shall provide public water and recycled water inspection services during the course of construction to enforce compliance with the conditions of approval, W&S Standards, and Division of Drinking Water standards, and the approved plans for which the City issued a permit.

5.3 Consultant shall provide Water, Recycled Water, and Sewer field inspection and construction management services as required including, but not limited to:

5.3.1 Material inspection, installation of transmission and distribution pipelines, sewer collection pipelines, services, appurtenances, fire hydrants, air-vacuums, blow-offs, laterals, pipeline pressure testing, backflows, and meters.

5.3.2 Verification of the Contractor's compliance with the City Water/Recycled Water/Sewer approved plans and standard details and specifications;

5.3.3 Ensuring the quality of work (via materials testing or other means as necessary) meets City and Industry Standards;

5.3.4 Coordinating with City departments, other public agencies, and various utilities to coordinate reviews, design modifications, permitting, construction and inspection of improvements;

5.3.5 Maintaining daily reports of work done, Consultant's staff, equipment, weather, etc.;

5.3.6 Monitoring construction impacts and construction operations safety in the City right-of-way/easements; and

5.3.7 Developing punch list items when the work is substantially complete and interact with the public.

6. ONSITE INSPECTION SERVICES – WATER, RECYCLED WATER, AND SEWER PRE-

TREATMENT

6.1 Potable Water, Recycled Water, Sewer Pre-treatment, and FOG on-site field inspection, construction management, and project management services as required including, but not limited to:

6.1.1 Performing Hazard Assessments for Cross-Connection Control Program;

6.1.2 Performing Cross-connection Testing;

6.1.3 Performing Meter and Backflow Testing;

6.1.4 Verification of compliance with City-approved plans, standard details, specifications and industry best practice;

6.1.5 Verification of compliance with City backflow and cross-connection program requirements;

6.1.6 Verification of compliance with City and regional onsite Recycled Water program requirements;

6.1.7 Verification of compliance with City and regional onsite Pre-treatment and

FOG program requirements.

6.1.8 Verification of compliance with Building Code.

6.1.9 Verification of compliance with NFPA Code relating to backflows, fire hydrants, and fire services and underground fire permits associate with the project.

B. FIRE DEPARTMENT

1. BACKGROUND

The Community Risk Reduction Division of the Santa Clara Fire Department is responsible for enforcing building, fire, and life safety codes through plan review, construction inspections, and code enforcement. The Division evaluates architectural, structural, mechanical, electrical, plumbing, fire protection, and utility plans to ensure compliance with local and state codes, regulations, and applicable national standards. Field inspections are conducted to verify that designs and installations align with approved plans and meet minimum code requirements.

As development and construction activity fluctuates with economic conditions, the Division faces shifting service demands. During peak periods of development, increased workloads can strain staff capacity, impacting the Division’s ability to maintain timely, high-quality service while fulfilling other core responsibilities. To address this, consultant services will be used to supplement staffing during high-demand periods, supporting continued service to the development community and reinforcing public safety throughout the City of Santa Clara.

2. GENERAL SERVICES

2.1 All personnel shall be qualified and licensed to provide the services specified herein.

2.2 All Plan Reviewers and Inspectors must be certified by the International Code of Council for the assigned tasks.

2.3 Smoke Control plan reviews and inspection must be performed under the responsible charge of a California-registered engineer.

2.4 Services shall be provided remotely and onsite. If services are required to be onsite Consultant shall perform services at the below address:

2.4.1 Community Risk Reduction Division at 1675 Lincoln Street, Santa Clara, CA 95050, during the regular business hours of 8:00 A.M. to 5:00 P.M.

2.5 Consultant shall maintain a professional, solution-focused approach when communicating with City staff, applicants, and the public.

2.6 Consultant shall utilize the Accela Software Platform for all plan review and inspection services required under this Agreement. The Consultant is solely responsible for obtaining and maintaining all necessary Accela licenses for its staff to perform these services.

2.7 The Consultant shall participate in meetings as requested by the City to discuss project status, resolve issues, and ensure alignment with contractual obligations.

The Consultant shall provide relevant updates, address any concerns, and take necessary actions as agreed upon during these meetings. Attendance and active participation are mandatory.

3. FIRE AND BUILDING PLAN REVIEW SERVICES

3.1 The Consultant shall review architectural, structural, MEP, utility, and fire protection plans to ensure compliance with applicable State and City requirements related to fire and life safety, building construction, and on-site utilities.

3.2 Consultant shall evaluate the design, coordination, and functionality of fire protection and life safety systems across all project phases. This includes, but is not limited to, the following:

3.1.1 Fire sprinkler systems, including hydraulic calculations, system types (wet, dry, pre-action, deluge), zoning, riser locations, head spacing, and coordination with structural/architectural feature.

3.1.2 Fire alarm and detection system, including device layout, notification coverage, zoning, panel locations, and integration with doors, security hardware, delayed egress, and hold-open devices.

3.1.3 Standpipe systems, including class type, riser locations, hose valve placement, FDC integration, and water supply.

3.1.4 Fire pumps and infrastructure, including water supply, pump type, layout, controller locations, pressure performance, clearances, ventilation, and structural supports.

3.1.5 Emergency responder communication systems, including in-building radio coverage, shafts, antenna placement, and equipment rooms.

3.1.6 Special hazard suppression systems, including clean agent, CO₂, kitchen hood systems, nozzle configuration, manual actuation, and fuel shutoff.

3.1.7 Emergency alarm and mass notification systems, including voice, tone, paging, and building-wide alert functions.

3.1.8 Elevator systems: emergency communication, recall programming, override controls, and lobbies.

3.1.9 Smoke control and stair pressurization systems, including fan size, placement, shaft layout, control sequences, and integration with fire alarm.

3.2 Consultant shall review onsite utility plans to verify proper layout, sizing, and coordination of fire water infrastructure. This includes, but is not limited to, the following:

3.2.1 Available fire-flow at the site.

3.2.2 Fire water service connection points, routing, fire hydrant placement and spacing.

3.2.3 Underground pipe type, depth, joints, thrust restraints, and isolation valves.

3.2.4 Backflow prevention, including device selection, location, and orientation.

3.2.5 Fire Department Connections, post indicator valves, pads, and bollards.

3.2.6 Utility conflicts, including proper separation from storm, sewer, gas, and electrical systems.

3.2.7 Phasing and temporary systems ensuring uninterrupted fire protection.

3.3 Consultant shall review building permit design for compliance. This includes, but is not limited to, the following:

3.3.1 Emergency vehicle access, including emergency vehicle access easements, hose-pull, width, surface material, width, vertical clearance, turnaround, and required entry points.

3.3.2 Construction type, building area, setbacks, height, and occupancy classification.

3.3.3 Egress systems, including number, capacity, access, travel distance, and common path.

3.3.4 Fire-resistive elements, including stairwells, elevators, shafts, rated walls, barriers, penetration, and head-of-wall protection.

3.3.5 MEP system coordination with rated assemblies and ingratiation with fire-life safety infrastructure.

3.3.6 Access control systems, including integration with alarms, fail-safe/fail-secure operation.

3.3.7 Emergency lighting and exit signage.

3.3.8 Elevator systems, including Phases I & II recall, and shunt-trip.

3.3.9 Smoke control and stair pressurization

3.3.10 Roof access, hatches, walking paths, and emergency operations zones.

3.3.11 Hazardous materials, including control areas, storage, separation, and ventilation.

3.3.12 Fire service infrastructure, including fire command rooms, riser rooms, pump rooms, control panels.

3.3.13 Phased permitting and construction proposals.

3.4 Consultant shall review revised plan sets and submittals throughout the project lifecycle and coordinate with City staff to ensure timely and consistent compliance.

3.5 Consultant shall provide annotated plan sets (e.g., redlines), formal recommendations, and early identification of issues that could delay inspections or final approvals.

3.6 Consultant shall maintain a tracking log of plan review assignments utilizing Accela and provide regular status updates to the Community Risk Reduction Division.

4. FIRE INSPECTION SERVICES

4.1 Consultant shall conduct field inspections throughout construction to confirm all approved fire, life safety, building, emergency systems, and utilities are installed per approved plans and fully operational prior to issuance of Fire Clearance. Inspections shall include, but are not limited to:

4.1.1 Fire sprinkler systems, including piping, risers, valves, hangers, sprinkler head placement, and system testing.

4.1.2 Fire alarm systems including, device layout, activation, notification appliances, and system function.

4.1.3 Fire pumps, including installation, startup, pressure verification, and system integration.

4.1.4 Standpipe systems, including hydrostatic and flow testing, hose valve locations, and FDC verification.

4.1.5 Underground fire services, including mains, hydrants, and backflow prevention devices.

4.1.6 Other suppression systems, including clean agent, kitchen hood, and special hazard installations.

4.1.7 Smoke control and stair pressurization systems, including testing and performance under simulated conditions.

4.1.8 Emergency responder communication systems.

4.1.9 Access control systems, including Knox devices, Opticom/Tomar, and integration with life safety systems

4.2 Consultant shall inspect construction features affecting building fire and life safety include, but are not limited to:

4.2.1 Egress pathways and components (exit access, exits, exit discharge).

4.2.2 Fire-rated construction, including walls, floors, ceilings, enclosures.

4.2.3 Penetration protection and firestopping materials.

4.2.4 Fire/smoke dampers, fusible links, and closure devices.

4.2.5 Rated doors, frames, hardware, and glazing.

4.2.6 Protected corridors, stairwells, and discharge pathways.

4.2.7 Generators, including installation, testing, transfer switch function, and monitoring.

4.2.8 Emergency and exit lighting systems.

4.2.9 Energy storage systems.

4.2.10 Access control and alarm interface: egress override, fail-safe operation, and emergency responder access.

4.3 Consultant shall maintain daily inspection records in Accela, document test results and deficiencies, and clearly communicate required corrective actions or reinspection needs.

4.4 Consultant shall support all final acceptance inspections, ensuring that systems are fully tested, functional, and approved prior to issuance of Fire Clearance.

4.5 Consultant shall coordinate closely with City staff, contractors, design teams, and third parties to resolve field issues and support timely project closeout.