Specifications include, but are not limited to: 1. Initial Site Visit and Consultations a. The Consultantshall meet with City of Duluth representativesto review projectscope and complexity, design criteria, related requirements, view existing conditions, gather data from the City engineering files and previously prepared designs. i. All aspects of the design shall be conducted in conformance with the City’s Lead Water Service Replacement Design Guidelines (provided as an attachment to this RFP). b. The Consultant shall plan to meet with the City (bi‐weekly, at a minimum) for design progress meetings. The Consultant will prepare meeting agendas, minutes, and an issues tracking log and shall provide regular updates on progress for building inspection, work agreements secured, and plan progress. The Consultant’s project manager, property owner coordination and building inspection lead, and project design lead are expected to attend all coordination meetings. c. The Consultant shall participate in a kickoff and monthly coordination meetings with MnDOT for design progress meetings. The Consultant will prepare meeting agendas, minutes, and an issues tracking log and shall provide regular updates on plan progress. The Consultant’s project manager and key design staff is expected to attend all MnDOT coordination meetings. d. The Consultant shall complete and provide all supporting materials to complete a MnDOT Utility Accommodation Permit (Long Form) for the project. The permit shall be completed for submission to MnDOT not less than 90 days prior to the 90% plan submittal. e. The Consultant shall provide all Property Owner Coordination to perform a basement inspection of the home to complete the individual Site plan sheets and to secure the signed work Agreement with the property owner to conduct the water service replacement. The City will provide the work Agreement for the Consultant’s use and distribution. Signed work Agreements must be returned to the City and organized by property location (address). Owner Notification shall be in accordance with the City’s Lead Water Service Replacement Design Guidelines. i. The Consultant is responsible for all Property Owner Coordination including mailing notices and physical outreach to homeowners to secure a time for Building Inspection and to obtain the signed work Agreement with the property owner. In preparing their proposal, the Consultant is responsible for assessing the method(s) to be used to secure the Building Inspection and signed work Agreement. No adjustment to the Consultant’s scope or fee shall be made for the success or lack thereof of the various methods utilized by the Consultant in securing the Inspection or signed work Agreement from the property owner. ii. The Consultant should assume that many of these inspections will need to occur in the evening or on the weekend when residents are home. f. The Consultant shall provide Building Inspection of homes and/or businesses to confirm the presence of lead service(s) and/or designated for lead service replacement. The City will provide the selected consultant with a list of properties to be inspected. This inspection shall, at the minimum, be conducted in accordance with the City’s Lead Water Service Replacement Design Guidelines.
