Document Collection and Site Visit Services

The Vendor is required to provide document collection and site visits will be performed for projects ranging in value, complexity and the number of construction contracts.
- Project types will range from wastewater treatment plants, drinking water treatment plants, sanitary sewers, water storage facilities, source improvements and water distribution systems to energy efficiency and green infrastructure practices, including but not limited to, green roofs, bio retention basins, storm water wetlands and rainwater harvesting.
- Document collection
•    Forward the document collection form and instructions to the recipient and notify the firm;
•    The firm will coordinate and conduct a kick-off conference call with the recipient to review the process and expectations within seven (7) days of receipt of the document collection form;
•    The recipient must complete and return the form to the firm along with the requested documents within sixty (60) days of receipt;
•    The firm will be responsible for completing a quality review of the documents, per the guidance in the trainings, and coordinate with corporation prior to issuing comments to the recipient;
•    If there are documents that are not available from the recipient, the firm must ensure that the recipient provides an explanation for any missing documentation.
•    Once the firm collects the completed document collection form from the recipient, including all requested documents, the project manager will submit the documents to corporation within seven (7) days, for final review and concurrence of acceptability;
•    The firm may invoice corporation for payment only upon submission to corporation of a document collection form completed in its entirety according to the instructions provided and within six (6) months after completion.
- Site visits
•    Corporation will provide a site visit checklist and instructions (attachment e) to the firm which will identify the contacts at the project site, specific items to be observed including but not limited to conformance with the project documents, items to be photographed, use of drone video and imagery (only if requested), documents to be collected, if applicable, and a required timeframe for performance of the site visit;
•    The firm will make arrangements with the identified site contacts to identify a mutually agreed upon date and time to conduct the site visit within the required timeframe and notify corporation once the date is confirmed;
- Project management
1. Scheduling and monitoring of document collection and site visits
•    The project manager shall be responsible for ensuring that document collection and site visit assignments assigned to the firm are scheduled and completed. 
•    The project manager will also be responsible for alerting corporation of any issues
2. Quarterly status reports
•    The project manager shall be responsible for the preparation of quarterly status reports which must be submitted to corporation by the 15th day after each calendar quarter. 
•    These reports shall list all active assignments, indicating the status of each document collection and site visit.