Smoke_Testing_SOW_Bay_County.RNMAJT.docx

1. Purpose Bay County Utilities is seeking qualified contractors to perform smoke testing, manhole inspections, and inflow and infiltration (I&I) analysis of the sanitary sewer collection system. The goal is to identify potential sources of inflow and infiltration and provide documentation to guide future rehabilitation efforts.

2. Project Background This work supports Bay County’s ongoing efforts to reduce I&I in the wastewater collection system. Smoke testing is used to detect defects such as broken pipes, illegal connections, or missing cleanout caps that contribute to excessive flows and treatment costs, particularly during wet weather.

3. Scope of Services The selected contractor shall furnish all labor, materials, tools, equipment, and supervision to perform the following:

Section 1. Inspecting Manholes The Contractor shall furnish all labor, equipment, materials, supervision, traffic control, safety equipment, digital documentation tools, and other items necessary to perform visual inspections of sanitary sewer manholes within the wastewater lift station basins or sewer shed areas designated by Bay County Utilities.

Manhole inspections shall include, at a minimum, visual inspection of the manhole cover, frame, chimney, cone, walls, bench, channel, invert, steps, pipe penetrations, and all visible appurtenances. The Contractor shall document damage, leakage, corrosion, roots, structural defects, poor ring and cover fit, evidence of inflow, evidence of infiltration, missing or damaged components, unsafe conditions, and any other observed operational or structural concerns.

It is not the intent of this section to require a full National Association of Sewer Service Companies Manhole Assessment Certification Program (NASSCO MACP) Level 2 inspection for every manhole unless specifically requested by the County. However, the inspection must provide enough information to allow Bay County Utilities to determine whether follow-up investigation, repair, rehabilitation, or replacement is needed. If the Contractor provides NASSCO MACP inspections, the County may accept that format, provided all County-required fields and deliverables are included. Comment by Mike Allen: Define At a minimum, each manhole inspection shall include the following information:

· Bay County Utilities asset number or owner-provided unique identifier

· Date and time of inspection

· Wastewater lift station basin or sewer shed identifier

· GPS coordinates, including latitude/longitude and State Plane coordinates where available

· Closest street address or location description

· Inspector/surveyor name

· Inspection status

· Manhole location, including roadway, shoulder, easement, backyard, or other location type

· Surface type around the manhole

· Potential for stormwater runoff entering the manhole

· Ring and cover material

· Cover type, size, and condition

· Frame diameter and condition

· Cover diameter Comment by Mike Allen: Is this information already collected above Comment by James Tucker: Yes removed.

· Cover/frame fit

· Evidence of inflow at ring, cover, frame, or chimney

· Chimney material and condition

· Manhole type, including brick, pre-cast, or other

· Whether the manhole is lined

· Liner type, including none, cementitious, epoxy, or other

· Interior wall material and condition

· Evidence of corrosion

· Evidence of roots

· Step presence and condition

· Bench and channel condition

· Invert condition

· Visible infiltration

· Pipe size, material, and direction for incoming and outgoing pipes

· Rim to invert measurements where safely obtainable

· Downstream pipe material

· Pipe size outgoing

· Pipe size incoming

· Manhole depth, measured in fractional feet where obtainable

· Flows to manhole ID

· Overall manhole condition

· Comments and recommended follow-up action The Contractor shall provide digital photographs for each inspected manhole. At a minimum, photographs shall include one exterior/location photograph and one interior photograph. Additional photographs shall be provided for observed defects, evidence of inflow or infiltration, structural damage, corrosion, roots, pipe defects, unsafe conditions, or other issues requiring follow-up by the County. Photographs shall be clear, properly lit, and embedded or linked directly to the inspection record.

All inspection data shall be correlated to the Bay County Utilities manhole asset number or other identifier provided by the County. If a manhole asset number is missing, incorrect, duplicated, or inconsistent with field conditions, the Contractor shall document the discrepancy and notify the County.

The Contractor shall make a diligent effort to locate all assigned manholes. Metal detectors or other appropriate methods shall be used to locate buried or obscured manholes. If a manhole cannot be fully inspected due to being buried, inaccessible, surcharged, unsafe, located behind locked access, unable to be opened, or otherwise obstructed, the Contractor shall document the condition, provide the available location information, include photographs when possible, and notify the County. Buried manholes located by the Contractor shall be marked in the field as directed by the County.

The Contractor shall immediately notify Bay County Utilities of any unsafe or urgent condition discovered during inspection, including missing or broken covers, open manholes, sinkholes, significant structural failure, active sewer leakage, pipe blockage, surcharge conditions, or any condition that could create a public safety risk or sanitary sewer overflow risk.

Upon completion of each inspection, the Contractor shall ensure the manhole frame is clean, the cover is properly seated, traffic control is removed, and the site is restored to a safe condition. Any displaced items shall be returned to their original location unless otherwise directed by the County.

Inspection results shall be provided by wastewater lift station basin or sewer shed and organized in an electronic spreadsheet or database table. Deliverables shall include, at a minimum:

· PDF inspection report for each manhole

· Spreadsheet or database table containing all inspection data

· CSV file of inspection data

· GIS-compatible file, such as KML and/or SHP, showing inspected manhole locations

· Digital photographs associated with each inspection

· List of manholes inspected

· List of manholes not inspected or partially inspected, with explanation

· List of manholes requiring follow-up investigation, repair, rehabilitation, or replacement

· QA/QC summary or certification that inspection data has been reviewed prior to submittal Reports shall be submitted electronically in a format approved by Bay County Utilities. The County reserves the right to provide a required inspection form, spreadsheet, naming convention, GIS format, or other reporting template for use by the Contractor.

Inspection reports shall be submitted no later than five business days after completion of each assigned basin unless otherwise approved by the County. The County may require interim uploads or weekly reporting to allow County staff to review findings and generate work orders during the project.

The Contractor shall maintain a copy of all inspection records, photographs, and related digital files for a minimum of five years from completion of the project and shall provide access to those records upon request by the County.

SECTION 2. SEALING MANHOLE CHIMNEYS

The Contractor shall furnish all labor, equipment, materials, supervision, traffic control, safety equipment, surface preparation, installation, cleanup, documentation, and any other items necessary to seal manhole chimneys at locations designated by Bay County Utilities.

The purpose of the manhole chimney seal is to prevent inflow from entering the sanitary sewer system through the area beneath the manhole rim and above the cone section of the manhole. The chimney area includes the manhole frame, ring, cement extensions, lift rings, brick, mortar, concrete adjustment rings, and other materials used to raise or support the manhole frame.

Manhole chimney sealing shall be performed only at locations authorized by Bay County Utilities. Locations may be identified through manhole inspections, smoke testing, field observations, prior County records, or other inflow and infiltration investigation work.

The chimney seal system shall be an internal manhole sealing system designed to remain flexible and resistant to surface loading, traffic movement, minor frame movement, wastewater gases, moisture, and corrosive sewer environments. The seal system shall be ElastaSeal® or an approved equivalent accepted by Bay County Utilities prior to installation. Equivalent products shall be submitted to the County for review and approval before use.

At a minimum, the sealing system shall include a primer or bonding material and a flexible topcoat or liner material designed for adhesion to concrete, brick, mortar, and metal surfaces commonly found in sanitary sewer manhole chimney areas.

The sealing system shall meet or exceed the following minimum performance requirements:

Primer Coat

· Specific gravity greater than 1.0

· Greater than 90 percent solids as measured by ASTM D2369

· Elongation of 650 percent, plus or minus 50, as measured by ASTM D412

· Adhesive strength greater than 700 psi on steel or concrete as measured by Eclometer 109, or approved equivalent test method

· Tensile strength of 3,200 psi, plus or minus 50, as measured by ASTM D412

· Tear resistance of 325 psi, plus or minus 10, as measured by ASTM D624

· Nonflammable as measured by ASTM D-93 in a Pensky-Martens closed cup

· Temperature range of -65 degrees Fahrenheit to 200 degrees Fahrenheit

· Minimal water absorption capacity, less than 0.5 percent Topcoat / Liner Material

· Specific gravity greater than 1.0

· Greater than 99 percent solids as measured by ASTM D2369

· As applied, solids greater than 70 percent

· Ultimate elongation equal to or greater than 850 percent, plus or minus 50, as measured by ASTM D412

· Elongation as applied equal to or greater than 325 percent, plus or minus 10, as measured by ASTM D412

· Adhesive strength greater than 700 psi on steel or concrete as measured by Eclometer 109, or approved equivalent test method

· Tensile strength of 2,300 psi, plus or minus 50, as measured by ASTM D412

· Tear resistance of 345 psi, plus or minus 10, as measured by ASTM D624

· Nonflammable as measured by ASTM D-93 in a Pensky-Martens closed cup

· Temperature range of -65 degrees Fahrenheit to 200 degrees Fahrenheit

· Minimal water absorption capacity, less than 0.5 percent

· Shore A hardness equal to 75, plus or minus 5, as measured by ASTM 2240 Neither the primer nor topcoat shall contain volatile organic compounds unless specifically approved by Bay County Utilities. The final sealing system shall remain flexible over time and shall be suitable for use in wastewater collection system environments.

The completed seal system shall be resistant to damage after 14 days of immersion in the following:

· Salt

· Gasoline

· Hydrogen sulfide

· Antifreeze

· Low pH conditions The primer and topcoat system shall include a minimum five-year warranty. The warranty shall include the labor and materials necessary to repair or recoat any chimney seal failure within the warranty period when the failure is due to material defect, improper installation, or failure of the seal system under normal service conditions.

Installation Requirements Before installation, the Contractor shall inspect the manhole chimney area to verify that conditions are suitable for the proposed sealing system. All loose mortar, concrete, brick, debris, grease, roots, corrosion byproducts, and other materials that may interfere with adhesion or seal performance shall be removed.

The chimney, frame, ring, and other surfaces receiving sealant shall be cleaned and prepared in accordance with the manufacturer’s written recommendations. Surface preparation shall include high-pressure cleaning, sandblasting, grinding, brushing, or other approved methods necessary to create a clean, dry, sound bonding surface.

The prepared surface shall be free of dust, loose material, moisture, oil, grease, and other contaminants prior to application of the primer or liner material.

The primer shall be applied to the prepared chimney surface in accordance with the manufacturer’s written instructions. The primer shall be allowed to cure for the manufacturer’s recommended time before application of the topcoat or liner material.

The topcoat or liner material shall be applied over the primer in accordance with the manufacturer’s written instructions. The completed chimney seal shall have a finished dry thickness of not less than 120 mils unless a greater thickness is required by the manufacturer or directed by Bay County Utilities.

Where directed by Bay County Utilities, the seal shall extend from the manhole frame and chimney area to no more than 12 inches below the point where the frame, ring, and chimney meet the cone or concrete structure, unless otherwise approved by the County.

The Contractor shall make every reasonable effort to complete the chimney seal installation with a single manhole opening to minimize traffic disruption and public inconvenience.

Concrete surfaces shall be at least 28 days old and have a minimum compressive strength of 3,500 psi prior to sealant application unless otherwise approved by the product manufacturer and Bay County Utilities.

If the manhole chimney is in such poor condition that proper seal installation cannot be completed, the Contractor shall not install the seal without County approval. The Contractor shall document the condition in the inspection report, include photographs, and notify Bay County Utilities so the County may determine whether repair or replacement is required prior to sealing.

Documentation and Deliverables For each chimney seal installed, the Contractor shall provide documentation that includes:

· Bay County Utilities manhole asset number

· Lift station basin or sewer shed

· Street address or location description

· GPS coordinates

· Date of installation

· Product name and manufacturer

· Batch or lot number, if available

· Surface preparation method

· Finished seal thickness

· Before and after photographs

· Installer name or crew identification

· Notes regarding unusual conditions or deficiencies

· Warranty information A list of all manholes receiving chimney seals shall be provided to Bay County Utilities in electronic format. The list shall be organized by lift station basin or sewer shed and shall be provided in a spreadsheet or database format approved by the County.

The Contractor shall also include chimney seal locations in the project GIS deliverables, inspection database, and final project report.

SECTION 3. INSTALLATION OF RAIN DISHES

The Contractor shall furnish all labor, equipment, materials, supervision, traffic control, safety equipment, field measurements, installation, cleanup, documentation, and any other items necessary to install rain dishes in sanitary sewer manholes as directed by Bay County Utilities.

The purpose of the rain dish is to reduce inflow into the sanitary sewer collection system by preventing rainwater, sand, dirt, debris, chemical spills, and other foreign materials from entering the manhole through the ring and cover.

Rain dishes shall be installed only at locations designated or approved by Bay County Utilities. Locations may be identified through manhole inspections, smoke testing, field observations, prior County records, inflow and infiltration investigations, or other collection system evaluation work.

The rain dish shall be Inflow Defender™ manhole inflow dish or approved equivalent. Equivalent products shall be submitted to Bay County Utilities for review and approval prior to installation. Alternative products must include manufacturer specifications, material information, samples if requested, and documentation demonstrating that the product is suitable for use in sanitary sewer manholes.

At a minimum, the rain dish shall meet the following requirements:

· The dish body shall be manufactured from high density polyethylene, TPO, or other County-approved corrosion-resistant material suitable for use in sanitary sewer environments.

· The dish shall be designed to prevent inflow from entering through the manhole ring and cover.

· The dish shall be manufactured to fit the specific manhole frame dimensions measured in the field.

· The dish shall seat fully and flush within the manhole frame rim seat area.

· The dish shall not interfere with proper seating of the manhole cover.

· The dish shall be durable, corrosion-resistant, and capable of withstanding normal field handling and service conditions.

· The dish shall include a gasket or sealing surface adequate to reduce inflow through the frame and cover area.

· The dish shall include a lifting device or lift strap/lug made of corrosion-resistant material.

· The dish shall include a manufacture date or other identifying information when provided by the manufacturer.

· The dish shall include a manufacturer’s warranty of not less than five years, excluding gasket wear unless otherwise provided by the manufacturer.

The inflow dish body shall have sufficient thickness, strength, and molded or formed reinforcement to maintain shape and performance under normal use. Where HDPE dishes are used, the dish body should be a uniform thickness of approximately 0.125 inches unless an alternate thickness is approved by Bay County Utilities.

The gasket seal shall be made of closed cell neoprene or other approved sealing material. The gasket shall be properly secured to the dish body and shall allow the dish to seat correctly within the manhole frame.

For each manhole receiving a rain dish, the Contractor shall field measure the manhole frame prior to ordering or installing the dish. Measurements shall include, at a minimum:

· Manhole asset number

· Interior diameter of the frame

· Outside diameter where needed for proper fit

· Frame condition

· Cover size

· Cover type

· Any observed condition that may prevent proper installation or seating Installation Requirements The Contractor shall remove the manhole cover and clean the manhole ring flange, frame seat, and surrounding area as necessary to remove dirt, sand, debris, moisture, corrosion byproducts, or other materials that may prevent proper seating of the rain dish.

The Contractor shall verify the manhole frame measurements prior to installation and shall install the appropriately sized rain dish. The dish shall seat fully within the manhole frame and shall not rock, bind, deform, or prevent the manhole cover from being properly replaced.

After installation, the Contractor shall replace the manhole cover and confirm that the cover is properly seated and safe for traffic, pedestrians, and routine access. The Contractor shall restore the area to a safe condition before leaving the site.

If the manhole frame, ring, cover, or chimney is damaged or irregular to the extent that a rain dish cannot be properly installed, the Contractor shall document the condition, include photographs, and notify Bay County Utilities. The Contractor shall not force installation of a rain dish where doing so would create an unsafe condition or prevent proper cover seating.

Documentation and Deliverables For each rain dish installed, the Contractor shall provide documentation that includes:

· Bay County Utilities manhole asset number

· Lift station basin or sewer shed

· Street address or location description

· GPS coordinates

· Date of installation

· Rain dish manufacturer and model

· Dish size

· Frame interior diameter measurement

· Frame outside diameter measurement, if applicable

· Cover size

· Installer name or crew identification

· Before and after photographs

· Notes regarding frame condition, fit, or installation issues

· Warranty information A list of all manholes receiving rain dishes shall be provided to Bay County Utilities in electronic format. The list shall be organized by lift station basin or sewer shed and shall be provided in a spreadsheet or database format approved by the County.

The Contractor shall also provide a CSV or spreadsheet of all installed rain dishes by manhole asset number and shall include rain dish locations in the project GIS deliverables, inspection database, and final project report.

SECTION 4. SMOKE TESTING

The Contractor shall furnish all labor, equipment, materials, supervision, traffic control, safety equipment, public notification materials, digital documentation tools, reporting, cleanup, and any other items necessary to complete smoke testing of sanitary sewer gravity mains, service laterals, manholes, cleanouts, and related collection system components within the wastewater lift station basins or sewer shed areas designated by Bay County Utilities.

Smoke testing shall be performed to identify sources of inflow and infiltration entering the sanitary sewer collection system from public property, private property, rights-of-way, easements, and other areas connected or adjacent to the sanitary sewer system. The purpose of this work is to locate, document, map, and report defects, improper connections, damaged infrastructure, and other conditions that may allow stormwater, groundwater, surface water, or other unauthorized flow to enter the sanitary sewer system.

Smoke testing shall be used to identify, at a minimum, the following:

· Sources of surface inflow entering the collection system from public or private property

· Cross connections from stormwater systems, catch basins, yard drains, roof drains, downspouts, foundation drains, area drains, or similar sources

· Broken, missing, damaged, or unsealed cleanouts

· Defective service laterals

· Breaks or defects in sanitary sewer mains or laterals that allow smoke to surface

· Lost, buried, damaged, or improperly sealed manholes

· Defective ring and cover assemblies

· Defective manhole chimney areas

· Improper, unauthorized, or suspected illegal connections to the sanitary sewer system

· Other observed sources of inflow and infiltration The Contractor shall document each observed source of smoke, improper entry, damaged component, defect, suspected illegal connection, or other condition requiring follow-up by Bay County Utilities.

Contractor Qualifications The Contractor shall demonstrate experience and competence in performing smoke testing for sanitary sewer collection systems.

At a minimum, the Contractor shall provide:

· A minimum of five years of experience performing smoke testing for public utilities

· Documentation of smoke testing work performed for Florida utilities

· A list of at least five public utility references for similar work

· Documentation showing completion of at least 3,000,000 linear feet of smoke testing

· An example smoke testing report prepared for a public utility

· Evidence that field crews are trained in smoke testing procedures, public interaction, safety, and documentation requirements

· Evidence that the Contractor has sufficient staffing, equipment, and digital reporting capability to complete the work within the project schedule Contractor personnel performing confined space entry shall possess current confined space training in accordance with OSHA requirements. Personnel responsible for traffic control shall possess current MOT certification where required. Upon request, the Contractor shall provide documentation demonstrating employee training and qualifications.

Bay County Utilities reserves the right to reject Contractor personnel, equipment, reporting methods, or work procedures that do not meet the requirements of this section.

Public Notification and Customer Communication Smoke testing may affect residents, businesses, and other occupants connected to the sanitary sewer system. Smoke may enter buildings through dry traps, defective plumbing, failed toilet wax rings, unsealed cleanouts, damaged laterals, terminated vents, broken plumbing, or other defects in private plumbing. The Contractor shall take all reasonable steps to avoid public confusion, alarm, or unnecessary emergency response.

The Contractor shall provide door hanger notification to all affected residents and businesses a minimum of 72 hours prior to smoke testing unless otherwise approved by Bay County Utilities. Notification materials shall explain the purpose of smoke testing, the expected schedule, safety precautions, contact information, and what occupants should do if smoke enters a building.

The Contractor shall coordinate with the County-designated staff representative prior to distributing door hanger notifications. The Contractor shall provide the County-designated representative with the specific streets, addresses, basins, or areas where smoke testing notifications will be distributed. This information shall be provided far enough in advance to allow Bay County Utilities to verify that proper notification has occurred before smoke testing begins.

After door hangers have been distributed, the Contractor shall provide confirmation to the County-designated representative identifying the date, time, streets, and areas where notices were placed. Bay County Utilities reserves the right to field verify notification placement prior to authorizing smoke testing in the affected area. No smoke testing shall begin in an area until the required public notification has been completed and confirmed.

All public notification material shall be submitted to Bay County Utilities for review and approval prior to use. Bay County Utilities may require the Contractor to revise notification materials before distribution.

Notification materials shall include clear language explaining that smoke entering a structure may indicate a plumbing defect that could allow sewer gas to enter the building. Notification materials should include contact information for the Contractor and Bay County Utilities. Where practical, the Contractor shall include a QR code or website link providing additional information, frequently asked questions, safety data sheets, smoke testing videos, and alternate language information.

Bay County Utilities reserves the right to require the Contractor to coordinate some or all public communication with the County’s Public Information Office or another County-designated representative.

Emergency Services and Agency Coordination The Contractor shall provide advance notice of the anticipated smoke testing schedule to Bay County Utilities, the fire department, police department, emergency dispatch, and any other agency designated by the County.

The Contractor shall notify Bay County Utilities, fire department, police department, and emergency dispatch at the beginning and end of each smoke testing day. This notification is required to reduce false alarms, unnecessary emergency response, and public confusion.

The Contractor shall submit a proposed smoke testing schedule to Bay County Utilities prior to beginning work. The schedule shall identify the basins, streets, neighborhoods, or areas to be tested and the anticipated dates of testing. The Contractor shall update the schedule as needed due to weather, access issues, operational concerns, public safety concerns, or County direction.

No smoke testing shall begin in an area until all required agency notifications have been sent and documented confirmation of receipt has been received from the applicable fire department, police department, emergency dispatch, Bay County Utilities, and any other County-designated agency or representative. If confirmation of receipt is not received, the Contractor shall follow up by phone or other direct communication method and document the date, time, person contacted, agency, and confirmation received before smoke testing begins.

Contractor Personnel and Customer Interaction All Contractor personnel involved in smoke testing shall be trained and briefed on smoke testing procedures, public interaction, customer complaints, emergency response coordination, and documentation requirements.

Contractor personnel shall be able to explain the purpose of smoke testing and the meaning of smoke entering a structure, yard, cleanout, stormwater structure, or other location.

The Contractor shall not enter any home or business. If smoke is reported inside a building, the Contractor shall advise the occupant that smoke may indicate a plumbing defect or sewer gas pathway and that the condition should be evaluated and corrected by the property owner or a qualified plumber.

Crew Size and Production Expectations The smoke testing crew shall include enough trained personnel to safely and effectively perform smoke testing, observe the affected area, document findings, manage traffic control, and respond to public questions. At a minimum, each smoke testing crew shall consist of three personnel unless otherwise approved by Bay County Utilities.

The Contractor shall plan work so that smoke testing is completed efficiently while maintaining proper documentation and public safety. It is expected that a properly staffed crew should generally be capable of smoke testing approximately 25,000 to 35,000 linear feet per day, weather and field conditions permitting. This production expectation does not relieve the Contractor of the requirement to fully document all observations and defects.

Weather and Field Conditions Smoke testing shall not be conducted during wet weather, high winds, or other conditions that may interfere with test results, visibility, public safety, or proper observation of smoke.

Bay County Utilities reserves the right to suspend smoke testing due to weather, emergency conditions, operational concerns, customer concerns, public safety concerns, or other circumstances.

Smoke testing shall generally be conducted during normal working hours unless otherwise approved by Bay County Utilities.

Equipment and Materials At the start of each smoke testing operation, the Contractor shall place the smoke blower over the selected manhole and establish appropriate traffic control and safety measures.

The Contractor shall use liquid smoke or other County-approved smoke material. Smoke bombs shall not be used.

The smoke blower and related equipment shall be suitable for sanitary sewer smoke testing and shall be operated in accordance with the manufacturer’s recommendations and accepted industry practice.

Smoke Testing Operation After the smoke blower is positioned and smoke is introduced into the sewer segment, Contractor personnel shall canvas the affected area according to a prearranged plan.

Observers shall inspect public rights-of-way, easements, yards, drainage areas, manholes, cleanouts, stormwater structures, building foundations, ditches, curb lines, and other areas where smoke may appear.

Observers shall pay particular attention to smoke rising near building foundations, cleanouts, stormwater structures, buried manholes, service laterals, roof drains, yard drains, and areas where defects may allow inflow into the sanitary sewer system.

The Contractor shall make reasonable efforts to identify the apparent source of smoke and document the observation clearly enough to allow Bay County Utilities to perform follow-up investigation, repair, enforcement, customer notification, or additional testing.

Recording and Digital Documentation The Contractor shall use digital methods to document each smoke observation, defect, improper connection, damaged component, suspected illegal connection, or other condition identified during smoke testing.

Digital records shall directly associate each observation with photographs, GPS coordinates, asset numbers, defect descriptions, and inspection notes. The documentation method shall reduce transcription errors and allow the County to sort, map, review, and create work orders from the data.

At a minimum, each smoke testing observation shall include:

· Wastewater lift station basin or sewer shed identifier

· Street address or location description

· City, state, and service area

· GPS coordinates, including latitude/longitude and State Plane coordinates where available

· Associated manhole ID, cleanout ID, sewer segment, or nearby asset number where applicable

· Date and time of observation

· Surveyor or observer name

· Digital photograph of the observation

· Type of defect or source observed

· Whether the defect appears to be public or private

· Whether the observation is associated with a lateral, main, manhole, cleanout, stormwater structure, roof drain, yard drain, foundation drain, ditch, catch basin, or other source

· Size of cleanout or defect where applicable

· Elevation or relative location of the defect where applicable

· Severity of smoke observed

· Topography or drainage condition influencing the defect

· Specific notes needed for follow-up activity

· Recommended follow-up action The Contractor shall take clear digital photographs of each observation. Photographs shall be of sufficient quality to identify the location, defect, and surrounding conditions.

The Contractor shall temporarily mark defect locations in the field using green temporary marking paint, chalk, or another County-approved temporary marking method to assist Bay County Utilities in locating defects for follow-up.

Mapping Requirements Each smoke observation shall be shown on a detailed map. The map shall include callouts or labels for each defect location and shall be organized by lift station basin, sewer shed, street, or other County-approved project area.

Mapping deliverables shall allow Bay County Utilities to identify the defect location, type of defect, public or private responsibility, and recommended follow-up action.

The Contractor shall provide GIS-compatible deliverables in a format approved by Bay County Utilities, such as Esri compatible format (e.g., .shp, .gdb)KML, SHP, CSV, or other County-approved format. Comment by James Tucker: What format should we request?

Result Reporting The Contractor shall prepare smoke testing reports for each completed basin or assigned test area. Reports shall include all observations, photographs, maps, GPS locations, defect descriptions, and recommended follow-up actions.

Where sufficient information is available, the Contractor shall provide a best-case estimate of inflow entering the collection system from documented defects. The estimate shall include the following where applicable:

· Type of defect

· Severity of defect

· Topography influencing the defect

· Volume or intensity of smoke observed The Contractor shall provide a detailed summary of estimated inflow and treatment cost by defect category, including:

· Lift station

· Chimney sections

· Ring and cover

· Laterals

· Cleanouts

· Other identified sources Reporting Schedule and Access Reports shall be provided electronically no later than two business days from completion of each basin or assigned test area unless otherwise approved by Bay County Utilities.

Bay County Utilities may require interim uploads, weekly reporting, or daily summaries to support active field response, customer communication, and work order creation.

Reports shall be made available in digital format through a secure FTP site, secure online portal, shared drive, or other County-approved method. The Contractor shall provide Bay County Utilities with access credentials as needed.

Deliverables shall include, at a minimum:

· PDF smoke testing report

· Spreadsheet or database of all smoke observations

· CSV file of smoke observations

· GIS-compatible file, such as Esri compatible format (e.g., .shp, .gdb)KML and/or SHP, showing defect locations Comment by James Tucker: What kind of file?

· Digital photographs associated with each observation

· Map of smoke testing limits and defect locations

· List of public defects

· List of private defects

· List of suspected illegal connections

· List of defects requiring immediate attention

· List of recommended repairs or follow-up investigations

· Summary of estimated inflow and cost impacts where applicable

· Daily or weekly progress summary when requested by the County Reports shall be organized by wastewater lift station basin or sewer shed and submitted in a format approved by Bay County Utilities. The Contractor shall include smoke testing results in the final project report and inspection database.

Immediate Notification of Critical Conditions The Contractor shall immediately notify Bay County Utilities if smoke testing identifies any condition that may pose an immediate public safety concern, sanitary sewer overflow risk, structural failure risk, or significant operational concern.

Critical conditions may include, but are not limited to:

· Missing or broken manhole covers

· Open or unsafe manholes

· Sinkholes or depressions

· Significant sewer leakage

· Active surcharge conditions

· Pipe blockages

· Major stormwater connections

· Smoke entering a critical facility, school, medical facility, commercial building, or occupied structure

· Any condition that may require immediate County response

SECTION 5. INSTALLATION OF CLEANOUT CAPS AND MINOR CLEANOUT REPAIRS

The Contractor shall furnish all labor, equipment, materials, supervision, traffic control, safety equipment, documentation, cleanup, and any other items necessary to replace missing, broken, damaged, or improperly sealed cleanout caps and to perform minor cleanout repairs as authorized by Bay County Utilities.

The purpose of this work is to reduce inflow into the sanitary sewer collection system by correcting damaged, missing, open, or improperly sealed cleanouts identified during smoke testing, manhole inspections, field investigations, or other collection system evaluation work.

Cleanout repairs shall be performed only at locations authorized by Bay County Utilities. Locations may be identified through smoke testing observations, County records, field inspections, customer reports, or other inflow and infiltration investigation work.

Minor cleanout repairs may include replacement of missing or broken cleanout caps, couplings, risers, or similar components necessary to restore the cleanout to a properly sealed condition. Unless otherwise approved by Bay County Utilities, minor cleanout repairs shall be limited to repairs within 12 inches below finished grade.

Where applicable, cleanout repair locations shall be correlated directly to smoke testing observation locations, manhole inspection records, GIS data, photographs, and any related defect documentation.

Public and Private Property Cleanouts The Contractor shall identify whether each cleanout defect appears to be located within public right-of-way, public easement, County-maintained infrastructure, or private property.

Repairs on private property shall not be performed unless authorized by Bay County Utilities and approved by written approval from the property owner where required. The Contractor shall attempt to notify the property owner and obtain any required approval or release prior to performing cleanout repairs on private property. Comment by Mike Allen: The County needs a list of any and all private cleanout that need to be fixed as well. Comment by James Tucker: This is called out in Section 6 project report “Summary of all public defects and private defects” Is that sufficient?

The Contractor shall not enter any home or business as part of this work.

Cleanout Cap Requirements Replacement cleanout caps shall be properly sized for the cleanout pipe and suitable for use in sanitary sewer service. Caps shall be durable, corrosion-resistant, watertight, removable for future maintenance, and compatible with the existing cleanout material.

Caps shall be threaded, gasketed, or otherwise secured in a manner that provides a proper seal and reduces the potential for stormwater, debris, or other foreign material to enter the sanitary sewer system.

Temporary, loose-fitting, damaged, or improperly sized caps shall not be accepted as completed repairs.

Installation Requirements The Contractor shall remove the damaged, missing, or defective cap and inspect the cleanout stack for condition, size, material, and suitability for repair.

The Contractor shall clean the cleanout opening and surrounding area as necessary to remove soil, debris, roots, grease, damaged material, or other obstructions that may prevent proper installation.

The Contractor shall install the appropriate cap, coupling, riser, or minor repair component in accordance with manufacturer recommendations and accepted plumbing practices.

The completed repair shall be properly sealed, stable, accessible, and flush or otherwise finished in a manner approved by Bay County Utilities. The repair shall not create a tripping hazard, mowing hazard, traffic hazard, or access issue.

If the cleanout stack is damaged beyond the limits of minor repair or cannot accommodate proper cap installation, the Contractor shall document the condition, include photographs, and notify Bay County Utilities. The Contractor shall not perform additional repair work beyond the authorized scope without County approval.

Use of Internal Cleanout Plugs Where Bay County Utilities determines that a cleanout cap alone may not provide adequate long-term inflow protection, the County may direct the Contractor to install an internal cleanout plug in lieu of, or in addition to, a cleanout cap.

Internal cleanout plugs may be used where cleanouts are repeatedly damaged, located below grade, vulnerable to traffic or mowing damage, difficult to protect with a standard cap, or identified as a significant inflow source during smoke testing.

Where internal cleanout plugs are used, the plug shall be an LDL® Clean-Out/Valve Plug or approved equivalent. Equivalent products shall be submitted to Bay County Utilities for review and approval prior to installation.

Documentation and Deliverables For each cleanout cap replacement or minor cleanout repair, the Contractor shall provide documentation that includes:

· Bay County Utilities asset number, if available

· Associated smoke testing observation number, if applicable

· Lift station basin or sewer shed

· Street address or location description

· GPS coordinates

· Date of repair

· Whether the repair is located on public property, private property, right-of-way, or easement

· Cleanout size

· Cleanout material, if known

· Type of repair performed

· Type and size of cap installed

· Whether an internal plug was installed

· Before and after photographs

· Property owner approval or release, if required

· Installer name or crew identification

· Notes regarding unusual conditions, access issues, or additional recommended repair The Contractor shall provide a list of all cleanout caps replaced and minor cleanout repairs performed. The list shall be organized by lift station basin or sewer shed and provided in a spreadsheet or database format approved by Bay County Utilities.

The Contractor shall include cleanout repair locations in the project GIS deliverables, smoke testing database, inspection database, and final project report.

Warranty of Workmanship Unless otherwise specified, all repairs and installations performed under this contract shall be warranted against defects in workmanship for a period of one (1) year from the date of final acceptance. During the warranty period, the Contractor shall repair or replace defective work at no additional cost to Bay County Utilities.

SECTION 6. PROJECT REPORT AND DELIVERABLES

The Contractor shall furnish all labor, equipment, materials, supervision, digital documentation, data management, reporting, and any other items necessary to complete a comprehensive project report documenting all work performed and all observations made during the project.

The project report shall provide Bay County Utilities with a complete record of the work completed, defects identified, repairs performed, recommendations for follow-up work, and supporting data necessary for asset management, work order creation, inflow and infiltration reduction, future rehabilitation planning, and regulatory reporting.

The Contractor shall organize all project reporting by wastewater lift station basin, sewer shed, street, manhole asset number, cleanout location, or other County-approved project area.

Required Report Contents At a minimum, the final project report shall include the following:

· Executive summary of work completed

· Description of project area and limits of work

· Summary of smoke testing completed

· Summary of manholes inspected

· Summary of manhole chimney seals installed

· Summary of rain dishes installed

· Summary of cleanout caps replaced

· Summary of cleanout plugs installed

· Summary of defects identified

· Summary of public defects and private defects

· Summary of suspected illegal connections or improper connections

· Summary of defects requiring immediate attention

· Summary of recommended follow-up repairs, rehabilitation, or additional investigation

· Maps showing project limits, inspected assets, smoke testing areas, and defect locations

· Photographs documenting observations, defects, and completed repairs

· GIS-compatible data files showing asset locations, smoke observations, repairs, and recommended follow-up work

· Cost estimate or planning-level estimate for recommended follow-up repairs where applicable

· Estimated inflow reduction or estimated inflow contribution from identified defects where applicable

· QA/QC summary confirming that data has been reviewed prior to final submittal Manhole Inspection Reporting The report shall include a complete record of all manholes inspected. Manhole reporting shall include, at a minimum:

· Bay County Utilities manhole asset number

· Lift station basin or sewer shed

· Street address or location description

· GPS coordinates

· Date and time of inspection

· Frame type, size, material, and condition

· Cover type, size, material, and condition

· Cover and frame fit

· Chimney material and condition

· Presence and condition of chimney liner, if applicable

· Barrel, wall, bench, channel, and invert condition

· Pipe sizes, materials, and number of incoming and outgoing pipes

· Manhole depth

· Evidence of roots, corrosion, infiltration, inflow, surcharge, damage, or other defects

· Overall condition assessment

· Photographs

· Recommended follow-up action The Contractor shall provide a separate list of manholes that could not be fully inspected. This list shall include the reason each manhole could not be inspected, such as buried, inaccessible, behind locked access, surcharged, unable to open, unsafe, or not found.

Smoke Testing Reporting The report shall include a complete record of all smoke testing observations. Smoke testing reporting shall include, at a minimum:

· Lift station basin or sewer shed

· Street address or location description

· GPS coordinates

· Associated manhole, cleanout, sewer segment, or nearby asset number where applicable

· Date and time of observation

· Type of defect or source observed

· Whether the defect appears to be public or private

· Defect severity

· Photographs

· Map callout

· Temporary field marking confirmation, where applicable

· Recommended follow-up action

· Estimated inflow contribution where applicable

· Estimated cost impact where applicable Smoke testing results shall be mapped and labeled in a way that allows Bay County Utilities to locate defects in the field and create work orders for follow-up investigation or repair.

Repair and Installation Reporting The report shall include a complete record of all repairs and installations completed by the Contractor during the project, including:

· Manhole chimney seals

· Rain dishes

· Cleanout caps

· Cleanout plugs

· Other County-authorized minor repairs For each repair or installation, the report shall include:

· Bay County Utilities asset number, if available

· Associated smoke testing observation number, if applicable

· Lift station basin or sewer shed

· Street address or location description

· GPS coordinates

· Date of repair or installation

· Type of repair or installation completed

· Product manufacturer and model, where applicable

· Size or measurement information, where applicable

· Before and after photographs

· Installer name or crew identification

· Notes regarding unusual conditions

· Warranty information, where applicable Maps and GIS Deliverables The Contractor shall provide maps showing the project area, assets inspected, smoke testing limits, observed defects, and completed repairs or installations.

GIS-compatible deliverables shall be provided in a format approved by Bay County Utilities and may include:

· Esri compatible format (e.g., .shp, .gdb)KML files

· SHP files

· CSV files with coordinates

· XLS or spreadsheet files

· Geodatabase files, if requested by the County

· PDF maps GIS files shall include enough attribute data to allow Bay County Utilities to sort, filter, map, and create work orders from the project findings.

· Following fields be included in any deliverable’s schema: 1) Cartegraph ID, 2) lat/lon and 3) nearest address (house number).

· Cartegraph ID should be used as an identifier for features (e.g., manholes, service connections, laterals).

· Manhole inspection forms to include: 1) number of pipes flowing in and 2) direction of flow out 3) Photos down the manhole Digital File Requirements The Contractor shall submit all reports and supporting data electronically. Acceptable formats shall include, at a minimum:

· PDF

· CSV

· XLS or XLSX

· KML

· SHP

· JPG or other County-approved image format

· Other County-approved database or GIS formats Digital photographs shall be clearly named or linked so that each photograph can be matched to the correct asset, defect, repair, or observation. Photographs shall be embedded in the applicable reports or linked directly within the database or spreadsheet.

The Contractor shall follow Bay County Utilities’ file naming conventions, asset numbering, GIS standards, and reporting templates when provided by the County.

Interim Reporting The Contractor shall provide interim reporting throughout the project to allow Bay County Utilities to review findings, respond to urgent defects, and create work orders before final project completion.

Unless otherwise approved by Bay County Utilities, reports for completed lift station basins or sewer sheds…