SEPTIC SYSTEM RECORDS CATALOG RFP QUESTIONS AND ANSWERS February 13, 2017

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Rodney Ross Shelton
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Department of Public Health and Environment Lowell Johnson Director David Brummel Deputy Director SEPTIC SYSTEM RECORDS CATALOG RFP QUESTIONS AND ANSWERS February 13, 2017 1.

1 Department of Public Health and Environment Lowell Johnson Director David Brummel Deputy Director SEPTIC SYSTEM RECORDS CATALOG RFP QUESTIONS AND ANSWERS February 13, Can companies from outside USA apply for this (like from India or Canada)? Response: A company outside the USA can apply for this project, but it is expected the consultant will be able to meet in person with county staff, any other retained consultants, and city staff. In addition, the paper records that will be scanned and mapped will need to be obtained directly by the consultant. The county will not pay for shipping records to another location. 2. Would we need to come over there for meetings? Response: While not all meetings will need to take place in person, it is very likely that face-to-face meetings will need to occur, particularly to describe and review records. As noted above, the paper records that will be scanned and mapped will need to be obtained directly by the consultant. The county will not pay for shipping records to another location. 3. Can we perform the tasks (related to RFP) outside USA (like from India or Canada)? Response: While some tasks can be accomplished via computer, many tasks will require collection of records or meeting with staff in person. The consultant will be responsible for securing records located at city offices throughout the county. Cities will not be asked to locate, box up, or send records to another location, but rather, the consultant will be responsible for obtaining the records. Cities will simply be asked to make the records available to the county and its consultant(s). 4. Can we submit the proposals via ? Response: Yes, proposals can be submitted via . Government Center nd Street North P.O. Box 6, Stillwater, Minnesota Phone: Fax: TTY: Service Centers also located in Cottage Grove and Forest Lake Equal Employment Opportunity / Affirmative Action

2 5. Is an out of state vendor acceptable? Response: Yes, an out of state vendor may be acceptable, but see the answers for numbers 1-3 above, as it is expected the vendor will need to meet in person and/or collect records in person. 6. Can the documents be shipped? Response: No. It s the responsibility of the vendor to secure the documents from both the county office, as well as the city locations where records need to be obtained. The county expects scanning or copying of records to either be done on site, or else the vendor would be able to obtain the records themselves and then return them to the appropriate location. It is possible that cities will not allow records to go off site but will instead require either on site scanning or copying of any relevant documents. 7. Can you describe the process for looking up the PIN? How complicated is it and is it web based? Response: The Property Identification Number (PIN) is a 13 digit number that uses Section/Township/Range/Quarter-Quarter/Parcel Number. On many permits, this will be referenced as a geocode. Most of the newer documents will have it listed on the first form but sometimes it will be randomly handwritten on subsequent documents as you scroll through the file. The older forms will not likely list the PIN on the permit application or the permit but will usually list: the name of the development and the lot/ block number street address legal description In that case, the vendor will have to utilize either the county s online Full Featured Map Application, or an ArcGIS base map that is developed and provided by the county, to determine the corresponding PIN for a permit. The current Standard Operating Procedure (SOP) provides more information on how the PIN can be located, including visual examples of what to look for. It has been added to this Q&A document (see Attachment A). Please note, this SOP may be updated once a vendor is chosen. Any private information has been redacted. In addition, the SOP references a GIS Base Map. As noted above, it may be possible to use the county s online map feature referenced above. This will be determined by the county and the selected vendor. 2

3 8. Could you identify and confirm which Alchemy Software system is used? Is it possible to inspect the existing system before the RFP due date? Some proprietary software utilizes open file formats, which could automate the process described under Alchemy files. Response: The Alchemy software is Release 6, Service Pack 3. All the alchemy files, including the setup files (.exe) will be provided to the consultant on a USB drive or other means. It can be downloaded to any Microsoft Operating System. 9. Could you publish the standard operating procedure to find the Parcel Identification Number (PIN)? A significant amount of work might be required to provide consistent QA/QC (data entry errors; procedural ambiguities; etc.) on identification of various City records. Response: See question 7 above for more details on how the PIN can be determined. In addition, the SOP has been added to this Q&A document (see attachment A). Please note, this SOP may be updated once a vendor is chosen. Any private information has been redacted. In addition, pages are not as relevant for this phase of the project. The county staff will also work with the selected vendor to develop an audit system for documents that are uploaded. 10. Is the county intending to modify any of the documents materially, prior to uploading to their system? ECAD would likely propose that all scanned hard copy documents include a physical label with the PIN (potentially even barcodes or QR codes) prior to scanning. Even already digitized documents would benefit from a visible label/stamp generated for the final PDF upload. Visible labels could provide consistent QA/QC redundancy & a cost effective automation platform for current and future phases of cataloging. Response: The currently written SOP does not include a step for physical identification of hard copy records. However, could be discussed with the selected vendor as another step in the process. 3

Attachment A Subject: Historical Permit Review Date: February 25, 2016 Washington County, Minnesota Department of Public Health and Environment Standard Operating Procedure Purpose Review historical

4 Attachment A Subject: Historical Permit Review Date: February 25, 2016 Washington County, Minnesota Department of Public Health and Environment Standard Operating Procedure Purpose Review historical septic system permits to identify evidence of potentially failing systems. This information will enable the county to target efforts to educate homeowners on the impacts of failing systems and identify specific areas of the county where there may be concentrations of potential failing systems in need of replacement. Process Review PDF scans of historic permits from to look for evidence of failing systems. Pertinent data will be recorded and analyzed. Challenges Challenges for this project include: Illegible scans of permits Illegible handwriting on permits Rules have changed since 1972 (making it difficult to determine compliance) Lack of documentation 1

5 Table of Contents Data Organization.pg 3 Historical Permit Review Data Needed Permit #...pg 4 Parcel Identification Number (PIN). pg 4 What is a PIN?...pg 4 PIN Identification with Lot/Block Number.pg 5 PIN Identification with Address. pg 7 PIN Identification with Legal Description...pg 8 Date Installed..pg 11 Designer.pg 12 Designer MPCA License Number.pg 13 Installer pg 14 Installer MPCA License Number pg 15 County Inspector.pg 16 County Soil Verification Notes pg 17 System Status.pg 18 Evidence of drywell/cesspool.pg 19 Might a System be Failing to Protect Groundwater?...pg 20 Comments History.. pg 20 2

Data Organization Report the information found on each permit to the spreadsheet. Use the color codes shown in the table to further classify each permit if necessary.

6 Data Organization Report the information found on each permit to the spreadsheet. Use the color codes shown in the table to further classify each permit if necessary. The following instructions can be used to fill in the spreadsheet. Location not found Not enough information to determine PIN/address Many permits per PIN System that could be failing to protect groundwater (i.e. presence of cesspool/drywell) Lot/residence appears to no longer exist Evidence to suggest that a permit was applied for and issued but the system was never built Question 3

7 Permit number Will be a 4, 7 or 9 digit number: 4 digit [e.g. 5263] 7 digit [e.g ] 9 digit [e.g ] The PDFs are saved under the permit number, the permit number can also be found at the top of the form. To note: In the following instructions, newer permits are roughly the 7 and 9 digit permits and the older permits are roughly the 4 digit permits. Parcel Identification Number (PIN) What is a PIN? PIN stands for Parcel Identification Number which is a 13 digit number that includes: Section/Township/Range/Quarter-Quarter/Parcel Number For example the PIN: is subdivided >> 14/032/21/43/0010 ****On most, if not all, of the permits the PIN will be labeled Geocode **** This can be found a few different ways depending upon the information available. Most of the newer documents will have it listed on the first form but sometimes it will be randomly handwritten on subsequent documents as you scroll through the file: 4

The older forms will not likely list the PIN on the permit application or the permit but will usually list: the name of the development and the lot/ block number street address legal description

Sometimes it is difficult to find the correct PIN because, over the years, lots have been subdivided and changed so the information on the older permits or permit applications may no longer

8 The older forms will not likely list the PIN on the permit application or the permit but will usually list: the name of the development and the lot/ block number street address legal description Depending on what information is available, ArcMap can be used to determine the corresponding PIN for each permit. If several pieces of information are available to use, choose one. Sometimes it is difficult to find the correct PIN because, over the years, lots have been subdivided and changed so the information on the older permits or permit applications may no longer correspond to current zoning. In a case like this, just make sure the most educated guesses are recorded and make sure to note in the comments section why certain information was logged. Lot/Block If the name of the development and the Lot/Block number is listed, make sure the platindex_ layer in GIS is turned on, open the attribute table, drag over and attach it to the side of the screen so it can always be open for reference. Right-click on DSCR column and choose Sort Ascending to alphabetically organize the development names. To find a specific area, right click on the right facing arrow to the left of the development name and choose Zoom to. 5

Once the parcel is found, choose the Information Icon on the tool

9 Once the development is outlined, look for the corresponding Lot and Block number. Once the parcel is found, choose the Information Icon on the tool bar and click on the identified parcel. A window will pop up and the PIN can be copied and pasted to the spreadsheet. 6

Type the address listed on the permit into the search bar and press enter. Right click on the address and select Zoom To.

10 Address If the address can be found in the PDF, make sure the Address search bar is set up at the top of the window (if not, see GIS Base Map Setup for Historical Permit Review [pg. 6]). Make sure address is selected in the left dropdown menu. Type the address listed on the permit into the search bar and press enter. Right click on the address and select Zoom To. Once the parcel is found, choose the Information Icon on the tool bar and click on the identified parcel. A window will pop up and the PIN can be copied and pasted to the spreadsheet. 7

This search method can also be used to supplement those searches and/or confirm location.

11 Legal Description Key Legal Description If the legal description is listed make sure the Sections group layer is turned on. Use this method only if the property is not able to be found using the address or the Lot/Block Number. This search method can also be used to supplement those searches and/or confirm location. First look for the Section, Township and Range of the property. In this example, we are looking at Section 14, Township 32N and Range 21W ( on the map). Then zoom in to that area on the base map. 8

12 Then find the Southwest 1/4 th of the Southeast 1/4 th of the section and zoom in. **** Sometimes using landforms, parcel shape or other distinguishable features that are in the design drawing can be used to figure out where exactly the parcel is within the area. Another way to identify a parcel can be to look at the lot measurements on the design attached to the permit application. The measuring tool in ArcMap can be used to measure lots on the map and compare. 9

Other means to ID parcels: Look at the design drawing and match: landforms water bodies roads parcel shape parcel measurements adjacent lots Use the information icon to click on the parcel to see

13 Other means to ID parcels: Look at the design drawing and match: landforms water bodies roads parcel shape parcel measurements adjacent lots Use the information icon to click on the parcel to see Homeowner information to match: name address Once the parcel is found, choose the Information Icon on the tool bar and click on the identified parcel. A window will pop up and the PIN can be copied and pasted to the spreadsheet. 10

14 Installation date Use the closest date to installation that can be found. On the newer permits look at the bottom of the Inspection Record: On the older permits look for the inspection sign-off first. If that is blank, look for the date when the permit was approved. If that is blank or illegible try to find any date on the permit to use closest to when the installation might have taken place. If a specific date is not able to be found even listing the season and year is ok (i.e. Spring 78). If no date can be found record unknown. 11

Designer On the newer permits the designer should be listed on the bottom of the Washington County Standard System Design form: It could also be found on any of the design documents such as the

15 Designer On the newer permits the designer should be listed on the bottom of the Washington County Standard System Design form: It could also be found on any of the design documents such as the design drawing or area testing forms. On the older permits, the designer can usually be found on the permit, somewhere on the design drawing or on the permit application. ****For many of the older systems the homeowner would have a company do the soil work, percolation testing and legal land survey but not actually design the system. Do not record this company as the designer. If it is unclear who actually designed the septic system record unknown. Many times the homeowner designed his/her own system; if this is the case record homeowner for designer. Sometimes the handwriting on the permit application can be matched to the handwriting on the design drawing if the homeowner did, in fact, design the system. 12

MPCA License Number- Designer Once the designer is determined, check to see if they are currently registered as a certified licensed designer. Go to https://www.pca.state.mn.

16 MPCA License Number- Designer Once the designer is determined, check to see if they are currently registered as a certified licensed designer. Go to and type the individual or business name into the search. Record the license or certification number. If no results are returned this means that the contractor is no longer licensed. 13

17 Installer To identify the name of the installer there are many places within the PDF to look. On the newer permits, at the bottom of the Inspection Record, on the As Built or more random areas such as the design drawing: On the older permits, installer can be found at the bottom of the permit, on the permit application: 14

MPCA License Number- Installer Once the installer is determined, check to see if they are currently registered as a certified

18 Many times the designer and installer could be the same party. On some of the older permits the designer and/or the installer could be the homeowner. MPCA License Number- Installer Once the installer is determined, check to see if they are currently registered as a certified licensed installer. Go to and type the individual or business name into the search. Record the license or certification number. If no results are returned this means that the contractor is no longer licensed. 15

19 County Inspector On the newer permits the county inspector will have signed off on the bottom of the permit. The inspector should also have signed off on the Inspection Record. 16

20 On the older permits the county inspector s name might be found in several different places. There might be a letter from the inspector, a signature on the bottom of the permit or mentioned in the permit application. County Soil Notes If there are soil notes on any form in the PDF that were written by the county inspector make a note. If there are soil notes written by other parties such as the designer, installer or homeowner, these can be disregarded. The only interest is in county notes. If there are soil notes, sometimes it will be hard to figure out where they come from. There will probably always be notes from the designer. The county notes are usually more difficult to identify. Sometimes it is useful to try and match handwriting from different documents to identify the party in which the notes are from. If county soil notes are present record one of the following: No evidence of county soil verification Qualitative observation, for example: There is a county soil verification letter saying the area is suitable for a system Notes are made about the area in question saying: very sandy soil looks ok sandy loam to 5 + County soil boring log (there are very few of these to be found, even in the newest 9- digit permits) 17

21 Qualitative Soil Observation System Status In order to determine whether a system is still active or inactive, find the property in ArcMap and use the hyperlink to see if there are more than one permits linked to this property. If any part of the old system remains label the whole system active. SSTS System Status (active vs. inactive) there are no other documents linked to the PIN there is the original permit and other documents showing an addition to the system (i.e. more drainfield added or mound installed) there is evidence to suggest the old system was completely taken out and all new components were installed Unknown The Original System The Original System with Additions New System Label: ACTIVE Label: ACTIVE Label: INACTIVE Label: UNKNOWN 18

Evidence of a cesspool or drywell Areas of the document that may contain evidence of a cesspool/drywell: The design drawing could include a cesspool or drywell The permit could contain an application

22 Evidence of a cesspool or drywell Areas of the document that may contain evidence of a cesspool/drywell: The design drawing could include a cesspool or drywell The permit could contain an application for a cesspool or drywell Look for a confirmation of removal- if there is no confirmation; assume the unit still exists on the property. In this category, label the system in the spreadsheet with none, poosible or yes in reference to whether there may be a drywell or cesspool present. Example: A drywell labeled in the design plan (esp. so close to the lake) with no evidence of removal is a red flag. 19

23 Example: An application that includes a request for a drywell with no evidence of removal is also a red flag. Might the system failing to protect groundwater? Assumptions can be made about whether the system might be failing to protect the county s groundwater. Those systems can be flagged with red and a note can be made in the comments section explaining why this particular property was flagged. Can a drywell/cesspool be identified on the property? Does there seem to be less than the required vertical separation distance? Is there evidence that no final inspection was done? The residence was expanded but no permit was issued for additional drainfield There is no documentation that an older system was abandoned correctly Comments In the comments section, note any information concerning the permit such as: History of the system, for example: o drainfield added in 99 o permit for a tank and cesspool, failed and was upgraded in '87 Special conditions, for example, o this permit was issued for four different lots- #17 (split in to two), 18, 19. I chose to record the PIN for #18. If you are flagging the property, why? For example: o note that this system failed 5/10/1976- water running on ground; no attached paperwork saying what was done o system appears to never have been inspected. Two #105 permits here?? o drywell in design 20

EL DORADO COUNTY SURVEYOR FEE SCHEDULE FOR SERVICES

EL DORADO COUNTY SURVEYOR FEE SCHEDULE FOR SERVICES NOTE ON FEES: Where no fee exists to cover an application process or service, or when the circumstances of the application or service are unique, the fee may be based on a similar category, an estimate