Scope_of_Work.docx
DOCX document 31 KB Posted
- Solicitation number
- 25-1182
- Issued by
- Santa Clara County, California
About this file
This Scope of Work document outlines stormwater inspection services required by the City of Milpitas, California, as part of the Industrial and Commercial Site Controls Program mandated under the Municipal Regional Stormwater NPDES Permit. The contractor shall conduct annual stormwater inspections at 300 to 400 City-specified industrial and commercial facilities per fiscal year, with all inspections completed by June 30th annually. Services include scheduling inspections, documenting findings in the City's Lucity data management system, delivering on-site inspection notices and educational materials, issuing follow-up notifications for violations or corrective actions, and conducting re-inspections within 15 calendar days for facilities requiring follow-up (estimated at up to 10 percent of inspected businesses). The contractor must send pre-inspection notification letters at least monthly with a three-week inspection window, coordinate scheduling accommodations upon business request, and provide inspectors with vehicles, cellular phones with hotspot capability, and inspection collateral materials. The City will supply electronic tablets and technical support. The contractor shall complete all data entry electronically into Lucity, with incomplete records to be finished at no additional cost to the City, and shall conduct up to two status meetings annually with the City Program Manager.
The contractor is responsible for all expenses related to printing, copying, mailing, and distribution of materials, including pre-inspection letters, leave-behind reports, and outreach materials. The contractor must ensure all inspectors receive appropriate training and provide annual training summary details to the City Program Manager by July 31st each year in accordance with the Annual Report template. The contractor shall immediately contact 911 dispatch and notify the City Program Manager if an active illicit discharge is observed and may be requested to provide follow-up assistance on a time-and-materials billing basis. In the event City-provided tablets require repairs, inspectors may conduct inspections using physical documentation with the City offering optional assistance in digitizing manually captured data. The contract term is up to five years as outlined in the related RFP for Stormwater Inspection Services at Commercial and Industrial Facilities.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| RFP_for_Stormwater_Inspection_Services_at_Commercial_&_Industrial_Facilities.pdf | ||
| Stormwater_Cost_Form.xlsx | XLSX spreadsheet | |
| Annual_Report_Template.pdf | ||
| Enforcement_Response_Plan.pdf | ||
| Business_Inspection_Plan.pdf | ||
| Insurance_Requirements.DOCX | DOCX document | |
| B_-_Exemplar_Agreement_-_Professional_Services_Agreement.pdf | ||
| RFP_Submittal_Forms_to_Complete.pdf |
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Text version
ATTACHMENT C
SCOPE OF WORK
Scope of Work:
Contractor shall complete stormwater inspections at City-specified industrial and commercial facilities and provide data management services in accordance with the City’s Business Inspection Plan (see Attachment E), and Enforcement Response Plan (see Attachment F). Contractor’s services shall include, but not be limited to, the following:
1. Annually, at the start of each fiscal year (July 1) for the duration of the contract, the City will provide to Contractor a list of businesses to be inspected based on priority status and enforcement history. The list may range from 300 to 400 businesses per fiscal year. In some fiscal years, businesses may be carried over from the previous fiscal year based on the City’s BIP priority status.
a. Contractor shall schedule and conduct stormwater inspections at the City-specified businesses in accordance with the requirements as specified in Provision C.4. of the Municipal Regional Stormwater NPDES Permit, Contractor shall complete all scheduled inspections by June 30th of each year.
i. Contractor shall document all inspection data in the City’s data management system, Lucity.
ii. Post inspection, Contractor’s inspector(s) must meet with the designated facility representative on-site to deliver an inspection ‘leave behind’ notice along with educational outreach materials.
a. In cases where violations are identified or corrective actions are needed, Contractor shall send a follow up email outlining the necessary corrective measures and the required completion date for compliance.
iii. Contractor is permitted to refer facilities that fail to meet compliance deadlines or that require significant follow up to the City’s Program Manager.
b. Facilities requiring follow-up inspections must be re-inspected by Contractor inspectors within a period of fifteen (15) calendar days.
i. Previous experience within City has indicated that up to 10% of inspected businesses required such follow-up.
2. Contractor shall send C4 stormwater pre-inspection notification letters along with an inspection informational handout to the businesses scheduled for inspection. These notifications shall go out monthly notifying facilities of a three-week timeframe during which the inspection will take place.
a. The notification letter for pre-inspection shall provide businesses with the opportunity to request accommodation due to extenuating circumstances (i.e., limited operational hours, site access, etc.). Contractor’s inspectors shall coordinate with businesses to facilitate scheduling accommodations.
3. Contractor shall provide its inspectors with vehicles, communications services, and handout collateral associated with conducting stormwater inspections. Contractor shall provide samples of handout items to City Program Manager for review and approval.
a. Contractor shall provide and maintain a voicemail phone number and e-mail mailbox associated with the City of Milpitas C4 industrial and commercial stormwater inspection program for managing business callbacks and information requests.
b. Contractor shall provide inspectors with cellular phones that can establish a wireless hotspot connection for use with the electronic tablet to be provided by the City.
c. Contractor is responsible for all expenses, including, but not limited to printing materials, copying, and mailing for handout items, including pre-inspection notification letters, “leave behind” inspection reports, and outreach materials.
4. The City will provide to Contractor at least two (2) electronic tablets without built-in cellular capabilities, including technical support and associated accessories (e.g., charging equipment).
5. Contractor shall collect all field data electronically and enter inspection information and data directly into the City’s data management system, Lucity.
a. Incomplete inspection records or inspection form-fields left blank by the Contractor’s inspectors must be completed, and such follow-up work will not result in extra cost to the City.
6. Contractor shall provide summary details for the City’s Municipal Regional Stormwater Permit required Annual Report related to inspector training such as training topics, completed trainings (dates of training, topics covered, and number of inspectors attending the training). Annual Report information shall be reported to the City’s Program Manager no later than July 31st of each year, in accordance with the Annual Report template (see Attachment G).
a. Contractor shall ensure that all inspectors conducting industrial and commercial stormwater inspections for the City participate in appropriate training.
b. While the inspection will be summarized through the City’s data management system, Contractor shall work with the City Program Manager as needed to resolve any discrepancies and/or clarifications needed to fulfill Annual Report requirements (i.e., verification of completed inspections, total number of enforcement actions issued, etc.).
7. If Contractor’s inspectors observe an active illicit discharge within the City not related to stormwater inspection facilities, they will immediately contact 911 dispatch and notify City Program Manager of the incident.
a. City may request that the Contractor provide assistance with follow-up inspections related to an Illicit Discharge Detection and Elimination that occur at a commercial/industrial facility. Such assistance, if provided, shall be billed by Contractor on time and materials basis.
8. Contractor shall conduct up to two status meetings with City Program Manager each fiscal year (July 1 through June 30). Onboarding meeting will be scheduled by City Program Manager to provide training on the City’s Business Inspection Plan, Enforcement Response Plan, and the data management system, Lucity, to Contractor’s inspectors.
9. In the event that a City-provided tablet necessitates repairs and is temporarily out of service, Contractor inspectors may still carry out inspections, ensuring that observations and records are kept in physical format (i.e., hardcopies) and may submit completed handwritten inspection forms to the City in lieu of electronically captured data.
a. The City may provide assistance to Contractor’s inspectors with digital input of manually captured data resulting from City equipment downtime, upon request by Contractor.
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