City of Lenoir Scope for Lead and Copper Field Inspections.docx

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

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 REVISIONS (LCRR)

SERVICE LINE INVENTORY DEVELOPMENT

TABLE OF CONTENTS

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 Revisions (LCRR) 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 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 p.m. (EST) on Thursday, June 20, 2024.

Field inspection support must be completed by September 15, 2024 in accordance with the North Carolina Department of Environmental Quality (NC DEQ) Lead Service Line Replacement (LSLR) Funding program.

The City has approximately 8,500 service lines of unknown material (unknowns) located across its water service area as shown by Figure 1. The City plans to inspect as many unknown service lines as possible within the constraints of crew availability, schedule, and budget. The City makes no guarantee on the minimum number of inspections to be performed. The City will select sites for field inspections as outlined in Section 2.1.

Figure 1: City of Lenoir Water Service Area with Unknown Service Lines

Field Inspection Coordination Field inspections are scheduled to begin as soon as possible and end by September 15, 2024 in accordance with the NC DEQ 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 platform.

3. [City task] Provide a list of selected sites (service line addresses) for field inspection to the Vendor as detailed in Section 2.1 (bi-weekly throughout duration of Project).

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

5. [Vendor task] Perform service line inspection and document material (throughout duration of Project) as detailed in Section 3.3.

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

Field Inspection Site Selection [City task] The City will provide the Vendor with a list of selected sites for field inspection. The bi-weekly list of selected sites will focus on one area of the City at a time with the goal of reducing unknowns.

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.

Field Inspections Standard Operating Procedure The Field Inspections Standard Operating Procedure (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 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.

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:

a. On the private 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 private side will be the responsibility of the property owner. Work will not continue at the site until directed by the City.

b. On the city 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:

a. On the private 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.

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.

Field Inspection And Service Line Material IDENTIFICATION Field data will be collected using the GIS-based Diamond Maps Lead Service Line Inventory application (Field Inspection App). Vendors will need a device for accessing and documenting field inspections in the Field Inspection App with cellular service. The City will demonstrate how to use the Field Inspection App during the field inspection kickoff (Section 2.0).

The procedure below outlines steps through the full process of how to perform and document meter box inspections, including site set up, meter box inspections, material inspections and tests, and site restoration. All tasks will be performed by the Vendor.

Site Set Up

1. Pack all necessary supplies:

· Tablet (with cellular service) for accessing and documenting field inspections in the Field Inspection Apo

· Mobile device for 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.

Meter Box Inspection

1. Identify the meter box of the site address 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 site 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, then send the site address to the Distribution and Collections Superintendent/designee and move on to the next site.

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.

4. Place a label to identify the City and Private sides of the meter.

5. In the Field Inspection App, take a photo clearly documenting the service lines on both sides of the meter.

6. If service line materials are identified as non-metallic, then record the material in the Field Inspection App.

7. If service line materials are identified as metallic:

a. Perform the Tests for Metallic Materials (Section 3.3.3).

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

c. Record the material in the Field Inspection App.

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

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

b. In the Field Inspection App, add a note with what methods from the Tests for Metallic Materials (Section 3.3.3) are used to determine material type (visual, magnet, and/or swab).

c. Take photos of any potential connectors, solder, fittings, or patching and their test results.

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

10. If it is not possible to uncover a service line in the meter box or to determine the material of the service line, then send the site address to the Distribution and Collections Superintendent/designee with a note and move on to the next site.

Tests for Metallic Materials If the service line materials are identified as metallic, then determine service line material for metallic pipes using one of the below techniques.

Scratch Test Procedure – recommended option *If the pipe is damaged or severely corroded, then do not perform scratch test.

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

2. Photograph the scratch on the pipe.

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

a. Silver and shiny with no noticeable scratches = indicates Lead.

b. Color of a new penny = indicates Copper.

c. Dull gray color = indicates Galvanized.

Example of scratch test results for a lead pipe:

Magnetic Test Procedure

1. Place a magnet on the service line.

2. Photograph the magnet on the pipe.

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

a. Magnet sticks to pipe = indicates Iron/Steel/Galvanized.

b. Magnet does not stick to pipe = indicates 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.

Site Restoration

1. Clean the dirt/debris around the meter box.

2. Replace the meter box lid.

SUBMITTAL REQUIREMENTS

Responses to this RFP must be received by the City of Lenoir no later than 2:00 p.m. (EST) on Thursday, June 20, 2024. To be considered, please submit three (3) hard copies or one (1) electronic copy in PDF format of the proposal. Proposals can be delivered via postal mail, hand delivery, and/or email to:

Lenoir, NC 28645 Email: jeff.church@ci.lenoir.nc.us

Proposals should be 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.

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.

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