City of Lenoir RFP for Service Line Field Inspections.pdf

Scope for Service Line Material Field Inspections City of Lenoir, NC

801 West Avenue NW

Lenoir, NC 28645

SCOPE FOR SERVICE LINE MATERIAL FIELD INSPECTIONS

TO SUPPORT THE LEAD AND COPPER RULE IMPROVEMENTS

(LCRI) SERVICE LINE INVENTORY DEVELOPMENT

TABLE OF CONTENTS

1.0 OVERVIEW

2.0 FIELD INSPECTION COORDINATION

2.1 Field Inspection Site Selection and Inspection Approach

2.2 Progress Meetings

3.0 FIELD INSPECTION STANDARD OPERATING PROCEDURE

3.1 Communication with Residents in the Field

3.2 Leak, Damage, and Incident Reporting

3.3 Field Inspection And Service Line Material Identification

4.0 SUBMITTAL REQUIREMENTS

1.0 OVERVIEW

City of Lenoir, NC (hereafter referred to as “the City”) is seeking proposals from eligible vendors to perform service line material field inspections to support the City’s Lead and Copper Rule Improvements (LCRI) service line inventory development (Project). The selected vendor to provide these services (hereafter referred to as “the Vendor”) will be paid on a per-site basis.

The field inspections will be meter box inspections or excavations conducted by the Vendor. No service line replacement activities will be conducted at this time. This scope of work (Scope) outlines Vendor responsibilities and provides a Standard Operation Procedure (SOP) for field inspections.

To be considered by the City of Lenoir, responses to this RFP must be received by 2:00 PM on Thursday, April 9, 2026. At this time the proposals will be opened publicly in the City of Lenoir’s Public Utility

Director’s office located at 510B Greer Circle SW, Lenoir, NC 28645.

Field inspection support must be completed by end of Nov. 2026 in accordance with the North Carolina

Department of Environmental Quality (NCDEQ) Lead Service Line Replacement (LSLR) Funding program.

The City has approximately 2,300 service lines of unknown material (Unknowns) located across its water service area. Of these Unknowns, the City plans to strategically inspect, via meter box inspections and excavations, a sample of Unknowns to integrate field-inspected service line material with the City’s ongoing predictive modeling efforts. After completing the strategic inspections for predictive modeling, there will be an opportunity to complete additional inspections, via meter box inspections and excavations, to support the City’s goals of verifying service line material in Disadvantaged Areas, as identified by NCDEQ, and where the predictive model was used. The City will select sites for field inspections as outlined in Section 2.1. The City makes no guarantee on the minimum number of inspections to be performed.

2.0 FIELD INSPECTION COORDINATION

Field inspections are scheduled to begin as soon as possible and be completed within 2026 in accordance with the NCDEQ LSLR Funding program. A general sequence of field inspection coordination activities is outlined below. Tasks performed by the City are prefaced by “[City task]” and tasks performed by the

Vendor are prefaced by “[Vendor task]”.

1. [City and Vendor task] Schedule a field inspection kickoff (within two weeks of Project start).

2. [City task] Provide training and access to the City’s Field Inspection App.

3. [City task] Provide a list of selected sites (flagged in the Field Inspection App) for field inspection to the Vendor as detailed in Section 2.1.

4. [Vendor task] Perform field inspections (throughout duration of Project) as detailed in Section 3.0.

5. [City task] Review field inspections and perform data entry and service line material verification quality control throughout the duration of the Project.

6. [City and Vendor task] Attend bi-weekly progress meetings as detailed in Section 2.2.

2.1 FIELD INSPECTION SITE SELECTION AND INSPECTION APPROACH

[City task] The City will provide the Vendor with a list of selected sites for field inspection flagged in the

City’s Field Inspection App. The first round of field inspections will be referred to as Round 1 and have three (3) sample groups. These sample groups will contain up to 400 sites each. Each Sample Group has sites that are meant to be representative of the City’s remaining Unknowns. These sites are located across the water service area, as show in Figure 2-1. The Vendor is expected to start by conducting field inspections at Sample Group 1 sites. After the City reviews the field inspections and service line material verifications from the Sample Group 1 sites, the City will decide from the following options:

1. If the Sample Group 1 sites yield a majority of “complete” (as defined in Section 3.3) service line material verifications, then the City will pause field inspections. While field inspections are paused, the City will integrate the field-inspected service line materials with the City’s ongoing predictive modeling efforts. After revising the predictive model, the City will generate a second round of field inspections, Round 2, within one month for the Vendor. The Round 2 field inspection sites will also likely be located across the City’s water service area. This process will continue until the City’s unknown service lines are eliminated.

2. If the Sample Group 1 sites do not yield a majority of “complete” (as defined in Section 3.3) service line material verifications, then the City will instruct the Vendor to proceed with field inspections at Sample Group 2 sites and then Sample Group 3 sites, until a majority of “complete” inspections are available for integration with the predictive model.

Figure 2-1: Round 1 Field Inspection Sites

After completing the strategic inspections for predictive modeling, there will be an opportunity to complete additional inspections to support the City’s goals of verifying service line material in

Disadvantaged Areas and where the predictive model was used. The City will provide the Vendor with a list of selected sites for field inspection flagged in the City’s Field Inspection App. For the sites in

Disadvantaged Areas, they will be concentrated in specific regions of the City, as identified by NCDEQ. For the sites where predictive modeling was used, they will be across the City’s water service area.

The City makes no guarantee on the minimum number of inspections to be performed but field inspections, including the strategic inspections for predictive modeling, may total approximately 1,600 meter box inspections and approximately 700 excavations.

2.2 PROGRESS MEETINGS

[City and Vendor task] Bi-weekly progress meetings between the City and the Vendor will cover the following topics:

• Update on completed field inspections and their service line materials: total number of positive identifications and site locations.

• Discussion of field procedures and evaluation of proposed changes to current processes.

• Review of remaining field inspection schedule and budget.

3.0 FIELD INSPECTION STANDARD OPERATING PROCEDURE

The Field Inspection SOP includes the following procedures:

• Section 3.1: Communicating with Residents in the Field

• Section 3.2: Leak, Damage, and Incident Reporting

• Section 3.3: Field Inspection and Service Line Material Identification

3.1 COMMUNICATION WITH RESIDENTS IN THE FIELD

All tasks will be performed by the Vendor.

1. If the Vendor is approached by homeowners or other residents during fieldwork, then the Vendor will direct them to contact the Public Utilities Director or the Distribution and Collections Superintendent.

2. If faced with residents who delay the work or threaten the Vendor team’s safety, then the Vendor will immediately notify the Public Utilities Director or the Distribution and Collections Superintendent. The Vendor is to stop work, secure the meter box lid, and move on to the next site.

3.2 LEAK, DAMAGE, AND INCIDENT REPORTING

The Vendor is tasked with checking for and reporting all leaks, damages, and incidents to the Distribution and Collections Superintendent/designee. All tasks will be performed by the Vendor.

1. If existing leaks or damages are observed at the site prior to or during the meter box inspections or excavations:

a. On the customer-side, the Vendor will immediately stop work and notify Distribution and Collections Superintendent/designee. The City will communicate with the property owner. Existing damage of service lines on the customer-side will be the responsibility of the property owner. Work will not continue at the site until directed by the City.

b. On the system-side, the Vendor will immediately stop work and notify Distribution and Collections Superintendent/designee. The City will work internally to address the leaks and damage that have occurred on the city side only. Work will not continue at the site until directed by the City.

2. If leaks or damages are caused by the Vendor during the meter box inspections or excavations:

a. On the customer-side, the Vendor will conduct repairs to damages immediately. If there are leaks, then the Vendor will immediately notify Distribution and Collections Superintendent/designee to coordinate repairs. All and any repairs to service lines will be regular maintenance and will not involve service line replacement. Repairs must occur within the same shift, and under no circumstances will service be disrupted for any period greater than three (3) hours or overnight. Vendor is expected to stock adequate repair materials for a variety of issues that may be encountered or caused through execution of the work. The Vendor must complete the service line repair to be compliant with current plumbing codes.

b. On the city side, the Vendor will immediately notify Distribution and Collections Superintendent/designee. The City will work internally to address the leaks and damage that have occurred on the city side only.

3. If incidents occur (such as hostile residents, accidents/injuries), inspections will not proceed. For any incidents, then the Vendor will notify the Public Utilities Director. Work will not continue at the site until directed by the City.

3.3 FIELD INSPECTION AND SERVICE LINE MATERIAL IDENTIFICATION

See Appendix A for a Service Line Inspection SOP with guidance on using the City’s Field Inspection App.

Field inspections must be correctly entered in the City’s Field Inspection App with service line material verified on both the system-side and customer-side to be considered “complete”. If the Vendor is inspecting a service line where one side (system-side or customer-side) already has verified material, then the field inspection will be considered “complete” once the second side is field verified. The expectation is that if the Vendor is unable to verify service line material via a meter box inspection, then the Vendor will use excavations to verify service line material. If the Vendor is unable to verify service line material via a meter box inspection or an excavation, the Vendor will complete the steps in Appendix A to document the field issue in the City’s Field Inspection App. The City will then coordinate on how these sites will be resolved and re-scheduled for inspection.

Only “complete” field inspections will be included in the Vendor’s invoice for payment, and the Vendor will specify whether a field inspection was “single-side” (system-side or customer-side) or “dual-side”

(system-side and customer-side).

4.0 SUBMITTAL REQUIREMENTS

Responses to this RFP must be received by the City of Lenoir by 2:00 PM on Thursday, April 9, 2026. At this time the proposals will be opened publicly in the City of Lenoir’s Public Utility Director’s office located at 510B Greer Circle SW, Lenoir, NC 28645. To be considered, please submit three (3) hard copies and one

(1) electronic copy in PDF format of the proposal. Proposals can be delivered via postal mail or hand delivery to:

Dr. Jeff Church Public Utilities Director City of Lenoir 510B Greer Circle SW

Lenoir, NC 28645 Email: jeff.church@lenoirnc.gov

Proposals should be limited to fifteen (15) pages and formatted to include a cover letter and brief understanding of the project scope including an organizational chart and/or staff listing of employees that will be in direct charge of the project. Provide examples of inventory projects (3-5) of similar scope, and a draft schedule.

a. Price: [50] The lowest, reasonable, comprehensive proposal will receive all possible points. Other proposals will receive points proportionately. Please provide unit cost prices for the following services. Costs should include all field inspection requirements in Appendix A.

i. Meter box inspection (single-side and dual-side)

ii. Hand excavation (single-side and dual-side)

iii. Mechanical excavation (single-side and dual-side)

• Including new sod and soil (single-side and dual-side)

• Including pavement cuts and repair (per square foot)

b. Prior Experience: [25] Experience with service line inventory projects and prior experience with area municipalities.

c. Project Scheduling: [25] The earliest start and completion time will receive all possible points.

Other proposals will receive points proportionately.

mailto:jeff.church@lenoirnc.gov

City of Lenoir Lead and Copper Rule Revision Compliance Program

City of Lenoir Meter Box Inspection SOP March 2026

Appendix A.

Service Line Inspection Standard Operating Procedure (SOP)

Field data will be collected using the Diamond Maps Field Inspection Application (Field Inspection App).

The procedure below steps through the full process of how to perform and record a service line inspection, including site set up, excavations, material inspections and tests, and site restoration. Examples of field inspection photos to take are attached.

Step 1: Site Set Up

1. Pack all necessary supplies:

• Tablet or mobile device (with cellular service) for accessing and documenting field inspections in the Field Inspection App

• Mobile device for backup hot spot

• Labels with City and Private service line identifiers

• Safety Vest

• Gloves

• Shovels

2. At each location, safely position the vehicle at a visible location to oncoming traffic.

Step 2: Uncover the Service Lines for Inspection

See Table 1 for a summary of the workflow in a singular table.

1. Identify the meter box of the water customer you are located at

a. In the Field Inspection App, update the meter’s feature location to be where the meter box is located (where you are standing adjacent to the meter box).

b. If the Field Inspection App does not have a meter feature at the customer’s address, then create a new meter feature and populate its field inspection data.

c. If you are unable to locate the physical meter at a site’s address, send the site address to the Public Utilities designee Derek Goble (828-750-5049) for meter location verification.

Please see Figure 1 and Figure 2 for instructions on how to populate the Field Inspection App. If the meter box is inaccessible for other reasons, such as vegetation, wildlife, or other obstructions, please see Table 2 for instructions on how to populate the Field Inspection App. Do not populate any fields besides [Inspection Status], [Action Item], and [Field Visit Notes].

Figure 1. Inspection Status - Unable to Locate Meter

Figure 2. Action Item - Unable to Locate Meter

2. Open the meter box lid.

3. If needed, and if possible, remove dirt/debris to uncover the service lines connected to the meter on the city and private sides of the meter. Attempt to uncover as much of the service line inside the meter box as possible to capture a clear photo demonstrating pipe material. If able to view the service line from the meter box, proceed to Step 3: Identify and Record Service Line Materials.

If unable to view the service line from the meter box due to obstructions or meter box type, continue the inspection with an excavation Service lines shall be excavated until the service line is fully visible and the material can be verified. See Figure 3 for a service line excavation schematic. It is recommended, but not required, to expose the service line a minimum of 18 inches away from the meter box edge, on both the customer-side and system-side. However, if using hand excavation, the service line can be exposed around or just outside the meter box by removing the meter box and digging around the vicinity to excavate the service line. If the Vendor determines that hand excavation is not possible, a utility locate request in accordance with NC’s Underground Utility Safety and Damage Prevention Act, must be submitted to North Carolina 811 – Dig Safely. Contact 811 Before You Dig before proceeding with mechanical excavation. If a meter box is surrounded by pavement, then pavement cuts and repair will be https://nc811.org/ https://nc811.org/ necessary to complete the excavation. If the Vendor encounters another buried utility while excavating, please contact the Public Utilities designee Derek Goble (828-750-5049). A description of the two excavation methods are:

a. Hand Excavation (preferred): Includes the use of hand tools and shovels to excavate and reveal buried utilities. The field team will backfill the excavations, replace the in-situ sod, sweep sidewalks, and rake the area. Shovels, wheelbarrows, and work trucks will be needed.

b. Mechanical Excavation: A soil removal service that consists of using pressurized water or air, instead of hand tools, to remove soil and excavate. A hydro-vac or air-vac unit/truck is needed to complete the excavation. May include pavement cuts and repair.

Figure 3. Service Line Excavation Schematic

4. If there are obstacles such that both methods of inspection (meter box and excavation) are not possible, please see Table 1 for instructions on how to populate the Field Inspection App and see Table 2 for instructions on how to navigate different field issues.

Step 3: Identify and Record Service Line Materials

1. Once the service lines are visible, place a label to identify the City (system-side) and Private (customer-side) ownership of the service line. In the Field Inspection App, click “Add” under [picture], as shown in Figure 4, select the camera, and take a photo clearly documenting the service lines on both sides of the meter, shown in Figure 5 (meter box inspection) and Figure 6 (excavation).

City of Lenoir

Excavate on either side of the meter at locations with a goal of uncovering the service line where it does not immediately connect with the meter box.

Figure 4. Adding an Image in the Field App

Figure 5. Example of Meter Box Inspection Photo

Figure 6. Example of Mechanical Hydro-Excavation Inspection Photo

Do not populate or edit

2. If service line materials are identified as non-metallic, then record the material in the Field Inspection App in both the “System Owned Portion” and “Customer Owned Portion” section as detailed in Table 1 and Figure 7.

Figure 7. Populating Material Classification in Field Inspection App

3. If service line materials are identified as metallic:

a. Perform the Tests for Metallic Materials (Step 4).

b. Take photos showing the results of the scratch or magnet test.

c. Record the material in the Field Inspection App and fill out the remaining fields as detailed in Table 1.

d. In the Field Inspection App, add a note with what methods from the Tests for Metallic Materials (Step 4) are used to determine material type (visual, magnet, and/or swab) under [System Owned Portion Notes], [Customer Owned Portion Notes], or [Field Visit Notes].

4. Record and take photos of any observed lead patching, solder, fittings, or connectors.

a. In the Field Inspection App, add a note indicating what material is observed and its location (system-side or customer-side) along the service line.

b. Take photos of any potential connectors, solder, fittings, or patching and their test results, as shown in Figure 4.

c. Under “Additional Information to Assign Tap Monitoring Tiering”, shown in

d. Figure 8 populate any applicable data.

Do not populate

Populate if missing and SL diameter is measurable

Populate after successful inspection and picture

Populate after successful inspection and picture

Populate after successful inspection and picture

Populate after successful inspection and picture

Figure 8. Additional Information To Assign Tap Monitoring Tiering

5. Save the Field Inspection App form after completing the inspection.

Step 4: Tests for Metallic Materials

If the service line materials are identified as metallic from the Field Inspection (Step 3), perform a pipe scratch test or magnet test to further identify the material.

Scratch Test Procedure – recommended option

*If the pipe is damaged or severely corroded, then do not perform scratch test. You may use the magnetic test or lead swab test instead.

1. Use the flat edge of a screwdriver or coin to scratch the pipe.

2. Photograph the scratch on the pipe.

3. Record the following material in the Field Inspection App based on the result of the test.

a. Scratch Test Results: silver and shiny with no noticeable scratches = mark as Lead.

b. Scratch Test Result: color of a new penny = mark as Copper.

c. Scratch Test Results: soft, dull gray color = mark as Galvanized.

Example of scratch test results for a lead pipe:

Do not populate

Do not populate

Populate “Yes” if lead connector found, “No” if non-lead connector is found, and leave blank if unsure

Populate if apparent

Populate “Yes” if lead solder found, else leave blank

Magnetic Test Procedure

1 Place a neodymium magnet on the service line.

2 Record the material in the Field Inspection App based on the result of the test:

a. Magnet sticks to pipe: Photograph magnet on the pipe = mark as Iron/Steel/Galvanized.

b. Magnet does not stick to pipe = mark as Lead (gray) or Copper (color penny).

Lead Swab Test Procedure

1. Perform a lead swab test if you experience any of the conditions mentioned below:

a. If the line appears to be lead based on scratch/magnet test.

b. If the line is copper and has soldered joints (i.e., swab the joints).

2. Follow the instructions on the lead swab kit. The test results should show within 30 seconds.

3. Photograph the lead swab test results.

4. Record the observed material in the Field Inspection App. Specifically note if the results from the lead swab test differ from the scratch/magnet test.

Step 5: Site Restoration

1. For meter box inspections:

a) Clean the dirt/debris around the meter box.

b) Replace the meter box lid

2. For excavations: At each location, the disturbed lawn space and pavement shall be restored to safe, stable conditions that are equal or better than pre-excavation conditions and free of debris hazards and even with surrounding ground.

a) Mechanical Excavation Restoration: Following mechanical excavation, site restoration may be performed by a separate Vendor crew, on the same day as the excavation, to install new soil. If site restoration cannot be completed on the same day, the excavated area will be secured with a safety fence. The Vendor will provide replacement (new) soil and sod.

Take photos of the restored area.

b) Hand Digging Restoration: Following hand excavation, the Vendor’s field crew will use the existing soil and sod that was removed to restore the site. Replacement (new) sod will not be provided. Take photos of the restored area.

c) Pavement Repair: At each location, pavement will be repaired, as necessary. Take photos of the pavement repair.

Table 1. Field Inspection App Entry Instructions Inspection Step Field Inspection App Entry

1. Locate meter box • If successfully located, proceed to Step 2

• If unable to locate:

o Under Field Inspections update the [Inspection Status] choose “Visited Not Inspected” o Under Field Inspections update the [Action Item] choose “Verify meter location”

2. Access the meter box and uncover service line

• If successfully uncovered and both sides of the service line are visible, proceed to Step 3

• If unable to access the meter box or view the service line on either side:

o Under Field Inspections update the [Inspection Status] to “Visited Not Inspected” o Under Field Inspections update the [Action Item]:

▪ If meter was not accessible: “Revisit” or “Contact Customer”

▪ If service line material could not be viewed from the meter box, proceed with excavation o Under Field Inspections enter any details regarding the obstruction in [Field Visit Notes]

• If able to view only one side of the service line, proceed to Step 3, then complete an excavation on the other side.

• Table 2 includes specific guidance on how to populate [Inspection Status], [Action Item], and [Field Visit Notes] for potential field issues

3. Take photos of service line inspection and material

• Under Lead Service Line Inventory, click add [picture] and select the camera to take a picture of the meter box, capturing both service line materials and the label identifying the City (system-side) and Private (customer-side) ownership. Take pictures to view the service line materials with an excavation.

4. Identify service line material • If service line materials are identified as non-metallic, then record the material in the Field Inspection App in both the System Owned Portion and Customer Owned Portion sections:

o For [Service Line Material Classification] choose “Non-Lead-Plastic” o For [Basis of Material Classification] select “Field Inspection only with no records” o For [Was the Service Line Material Field Verified] select “Yes” o For [Field Verification Method] select “Visual inspection at the meter pit” or “Mechanical Excavation at one location” o For [Field Verification date] select today’s date o If [Service Line Size] is blank: measure in the field and select the correct size

• If service line materials are identified as metallic:

o Perform the Tests for Metallic Materials provided in the SOP o Take photos showing the results of the scratch or magnet test: click add [picture] o Record the material in the Field Inspection App and fill out the remaining fields as detailed for non-metallic materials

5. Record and take photos of any observed lead patching, solder, fittings, or connectors

• Under Lead Service Line Inventory, click add [picture] and select the camera to take a picture of the observed lead patching, solder, fitting or connector

• If there is a lead connector, under Additional Information to Assign Tap Monitoring Tiering update [Is there a Lead Connector] to “Yes”, if there is a no lead connector, populate “No”, or if unsure, leave blank.

• If there is lead solder, under Additional Information to Assign Tap Monitoring Tiering update [Is there Lead Solder in the Service Line] to “Yes,” else leave blank

• If there is lead fittings or other equipment, under Other LSLI Details update [Other Fittings and Equipment Connected to the Service Line that Contain Lead] with a description

6. After successful inspection (Service Line material is identified)

• Under Field Inspections update the [Inspection Status] to “Inspected”

• IF inspection was successfully at only one side of the service line, select “Customer Side Inspected” or “System-Side Inspected” o Select applicable [Action Item]

Table 2. Field Issue Guide

Field Issue Prior to moving on [Inspection Status] [Action Item] [Field Visit Notes]

Unable to find meter box Review GIS or Google Streetview if accessible Select Visited not

Inspected Select Verify Meter location

Document issue (including photos) with as much detail as possible

Meter box obstructions

Attempt to remove the obstruction. If obstruction is owned by the customer, stop work and notify the City. If possible, without damaging obstruction, complete inspection by excavation.

Select Visited not

Inspected

If obstruction cannot be removed, and tools are not available to mechanically excavate, select Pothole candidate – service line not accessible

Document issue (including photos) with as much detail as possible

Pre-existing leaks Stop work and notify the City’s Public Utilities designee Derek Goble (828-750-5049)

Select Visited not

Inspected Select Repair Leak

Document issue (including photos) with as much detail as possible

Wildlife, animals Stop work Select Visited not

Inspected

If animal is owned by customer, select

Contact customer or if wildlife, select

Revisit

Document wildlife/animals encountered (including photos)

Vegetation Assess if the customer owns/manages the vegetation

Select Visited not

Inspected Select Contact customer

Document issue (including photos) with as much detail as possible

Unable to see/verify service line material due to meter box type, depth of pipe, etc.

Attempt to access the service line without damaging the meter box or service line.

Complete inspection by excavation.

Select Visited not

Inspected

If tools are not available to mechanically excavate, select Pothole candidate – service line not accessible

Document issue (including photos) with as much detail as possible

Inaccessible due to cars/etc.

Once identifying the meter box, take a photo of the obstruction

Select Visited not

Inspected Select Revisit

Document issue (including photos) with as much detail as possible

Other If applicable, take a photo of the obstruction and document in [Field Visit Notes]

Select Visited not

Inspected

Select Revisit or other applicable Action

Item

Document issue (including photos) with as much detail as possible

Only one side of service line is accessible/visible

If only one side of the meter box has a visible service line, mechanically excavate the other side. If that is not possible, continue the inspection for the side that is accessible, document obstructions preventing other side from being inspected.

Select as applicable:

Customer-side Inspected or System-Side Inspected

Select Revisit or other applicable Action

Item

Document issue (including photos) with as much detail as possible

An example of app entry for a successful field inspection is shown in the figures below.

Figure 9. Material Classification Entry

Figure 11. Was the Service Line Material Field Verified?

Figure 10. Basis of Material Classification

Figure 12. Field Verification Method

4.0 Submittal Requirements