Task 1. Project Kick-off and Needs Assessment Meeting Schedule, facilitate and provide minutes for a project kick-off meeting. During this meeting, and in coordination with city staff, the contractor will review the scope and schedule. The team will review administrative requirements including progress report format and frequency, invoice documentation, and use of the City’s database and data entry forms for collecting survey information. Deliverables for Task 1 • Kick-off meeting minutes. • Updated schedule if needed. Task 2. Complete a Cross-Connection Control Program Survey Complete a cross-connection survey for commercial, industrial, municipal city, county, and federal buildings, schools, and multifamily residential buildings connected to the water supply system to detect actual and potential cross connections and make recommendations for the installation of backflow prevention methods or devices, wherever necessary. • The survey will gather information needed for the City’s backflow assembly inventory included but not limited to location, model and serial number, and describe backflow assembly fixture installations. Survey information will be gathered using the City’s Survey123 so that the information is added directly to the City’s backflow database. Task 2a. Inspection procedures: • Identify the buildings to be inspected in a geographic area of the City (i.e, planning areas outlined in provided map). • Identify proper addresses for all buildings and suites to be inspected. • Send out letter notifying building manager of inspection. Explain the reason for the visit to the facility contact/owner before the inspection. • Contact the building manager and/or owner prior to surveying the building. • Schedule and notify customers of site visits in writing prior to the inspection. Appointments will be at the convenience of the property manager/owner. • In the event of a “lock-out”, the selected surveyor will make three (3) verifiable visits to survey the building (s). A notice, pre-approved by the Environmental Management Division will be left each time an unsuccessful visit is made, explain the purpose of the contact together with a toll-free number where the surveyor can be reached. If after three (3) documented contacts in which the owner/occupant has not responded, the Surveyor will inform the City and the City will then attempt to schedule the survey on the Surveyors behalf. • All appointments made for surveys and all call-backs are the surveyors’ responsibility and no claim for additional payment will be allowed for extra/additional visits required to complete the required services. • Provide a week notice for all businesses before the inspection. • The selected contractor will be responsible for the cost of all mailings, including but not limited to the printing of all letters, mailing envelopes, postage, delivery of letters to postage facility. The cost of all mailings must be included in your bid prices.
