SitRep Services, LLC
Terms, Limitations, and Release of Liability
These Terms, Limitations, and Release of Liability govern all services provided by SitRep Services, LLC (“SitRep Services”). By requesting, scheduling, approving, or allowing SitRep Services to perform work, the client acknowledges and agrees to these terms.
These terms apply to all services performed by SitRep Services, including but not limited to private utility locating, ground penetrating radar (GPR) investigations, electromagnetic detection (EM) locating, mapping services, concrete scanning, documentation, reporting, and related consulting. These terms may be updated from time to time without prior notice. The most current version is always available at SitRepServices.com/terms.
1. Scope of Services
SitRep Services provides private subsurface utility locating and related investigation services intended to assist clients in identifying potential underground utilities, subsurface anomalies, and related site conditions. Our services rely on technologies such as Ground Penetrating Radar (GPR), electromagnetic/radio detection methods, and other industry-standard tools to interpret detectable signals and site conditions at the time the work is performed.
Depending on the project, services may include surface markings using paint and/or flags, job site photographs when possible, written reports, optional GPS mapping, and related documentation. GPS mapping is an optional service that must be requested in advance and may affect pricing.
SitRep Services provides investigative information and professional field interpretation only. Our services are intended to reduce risk and assist with planning, but they do not eliminate risk, replace safe excavation practices, or guarantee that all underground utilities or subsurface conditions will be identified.
2. Definitions
For purposes of these terms, ground-disturbing activities include any activity that penetrates, cuts, drills, bores, excavates, cores, trenches, grades, augers, saw-cuts, piles, stakes, or otherwise disturbs soil, pavement, concrete, asphalt, or subsurface materials. This includes, without limitation, digging, trenching, boring, directional drilling, augering, pile driving, coring, saw cutting, fence post installation, landscaping disturbance, grading, demolition, and similar work.
Locating services refers to the investigative process of identifying potential underground utilities or subsurface conditions using GPR, EM/radio detection, visual inspection, and related methods.
Client refers to the party requesting services, as well as any owner, contractor, subcontractor, employee, field crew, superintendent, agent, representative, or other party acting through or relying on the work requested from SitRep Services.
3. Technology Limitations and Detection Constraints
Subsurface utility locating is an interpretive and investigative process. It is not an exact science and cannot guarantee the identification of all underground utilities, structures, or anomalies. Detection capability depends on a wide range of variables, including but not limited to soil composition, moisture content, surface materials, congestion of existing utility corridors, electrical interference, access limitations, obstructions, debris, depth, size, and the material composition of the target.
Certain utilities or subsurface features may be difficult or impossible to detect with available technologies. Examples may include non-metallic utilities without tracer wire, abandoned lines, utilities installed without accurate records, broken or disconnected tracer wires, deeply buried facilities, shielded or obstructed facilities, or infrastructure installed in highly congested, disturbed, or atypical environments.
Ground Penetrating Radar performance is also affected by target size, depth, material type, and site conditions. As a general principle, deeper or smaller targets are more difficult to detect reliably than larger or shallower ones. Electromagnetic/radio detection methods are likewise dependent on conductive characteristics, continuity, signal strength, and the condition of the utility being traced.
Because of these limitations, SitRep Services cannot guarantee that all underground utilities or subsurface conditions will be identified.
4. Depth Estimates
Any depth information provided by SitRep Services is an estimate based on conditions observed through available equipment at the time of service. Depth estimates may vary based on soil conditions, target characteristics, interference, equipment limitations, and signal interpretation.
Depth information is provided as an aid to planning only and must not be relied upon as exact. Actual depth must be verified by appropriate exposure methods before mechanical work is performed near a marked or suspected utility.
5. Markings, Flags, and Time Sensitivity
Surface markings, flags, and other field indicators reflect detectable conditions and field interpretation at the time the locate was performed. They are temporary in nature and may degrade, fade, wash away, be removed, or become unreliable due to weather, rain, traffic, landscaping, grading, erosion, construction activity, foot traffic, site disturbance, or the passage of time.
SitRep Services cannot guarantee the continued visibility, condition, or accuracy of markings after completion of the locate. Clients and field crews should not rely on markings that have become faded, disturbed, incomplete, or removed. If work does not proceed promptly after marking, or if site conditions change, additional locating or remarking may be necessary before ground-disturbing activities continue.
Locate results and surface markings represent site conditions at the time services were performed only and should not be relied upon indefinitely.
6. Reliance on Locate Information
All locate information, whether communicated by markings, flags, maps, reports, emails, photographs, verbal discussion, or other documentation, represents SitRep Services’ interpretation of detectable information present at the time of service. Subsurface conditions may change due to subsequent site work, weather, erosion, grading, utility repairs, construction activity, or actions by others.
If ground-disturbing activities are delayed, moved to a different area, expanded beyond the originally investigated scope, or resumed after weather or site disturbance, additional locating services may be required. SitRep Services is not responsible for reliance on outdated, incomplete, altered, weathered, or disturbed markings or documentation.
7. Responsibility for Excavation and Other Ground-Disturbing Activities
SitRep Services provides investigative information only. SitRep Services does not control construction operations and does not determine whether, when, where, or how any party should dig, excavate, cut, core, drill, trench, bore, saw-cut, or otherwise disturb the ground.
The decision to perform any ground-disturbing activity, including the method used, the work area selected, the depth, the path, and the proximity to marked or suspected utilities, is solely the responsibility of the client and the party performing that work. Clients, contractors, and excavators assume all responsibility and risk for their own actions in performing ground-disturbing activities.
Mechanical digging must not occur within twenty-four (24) inches, or two (2) feet, horizontally, vertically, or diagonally, of marked findings. Within that tolerance zone, utilities must be verified by hand digging, vacuum excavation, potholing, or other appropriate non-destructive exposure methods before mechanical equipment is brought closer.
SitRep Services’ markings, reports, and communications are aids to planning and risk reduction only. They must not be interpreted as permission, authorization, clearance, or instruction to proceed with excavation or other ground-disturbing activities without proper verification.
8. Client Responsibilities
The client is responsible for providing reasonably accurate information regarding project scope, work area, access, timing, and any known site conditions. The client is also responsible for ensuring that SitRep Services has safe and lawful access to the site and to the specific work areas to be investigated.
The client is responsible for coordinating site readiness, keeping work areas accessible, protecting markings once placed, and notifying SitRep Services if work is delayed, changed, expanded, or moved to other areas. The client is also responsible for ensuring that field crews, subcontractors, and other parties on site understand the temporary nature of locate markings and the need to verify utilities before mechanical work proceeds.
9. Site Access, Safety, and Field Conditions
SitRep Services personnel must be able to safely access the site and perform work under reasonable field conditions. Work may be delayed, limited, suspended, or rescheduled if the site contains unsafe conditions, heavy debris, blocked access, aggressive animals, unsafe slopes, standing water, excessive mud, hazardous materials, unsafe structures, active conflict on site, or other conditions that create unreasonable risk or interfere with locating accuracy.
If access is limited or site conditions prevent complete investigation, SitRep Services may document those limitations and is not responsible for areas that could not be safely or reasonably investigated.
10. Scheduling, Availability, and First-Come Service
SitRep Services schedules work on a first-come, first-served basis, subject to availability. Approval of a quote does not guarantee an immediate service date unless scheduling is specifically confirmed by SitRep Services.
Scheduling is based on anticipated scope, travel, site readiness, client coordination, and expected duration as understood at the time of estimating. SitRep Services will make reasonable efforts to accommodate requested timelines, but service dates and sequence of work remain subject to operational realities and availability.
11. Weather, Illness, and Other Operational Delays
Field work and scheduling may be affected by conditions beyond SitRep Services’ control, including weather, heavy rain, lightning, flooding, unsafe site conditions, technician illness, equipment issues, travel disruptions, and other unforeseen operational circumstances. SitRep Services always works to adjust internally and accommodate as many projects as possible, but exact service dates cannot be guaranteed when such conditions interfere with safe, practical, or reasonable performance.
SitRep Services is not responsible for delays, rescheduling, or incomplete service caused by weather, unsafe field conditions, crew illness, equipment failure, access problems, or other circumstances beyond our reasonable control.
12. Project Scheduling, Mobilization, and Work Phasing
Quotes and schedules are based on the anticipated project duration, site readiness, and work flow discussed at the time of estimating. If project progress, site access, contractor coordination, or client direction results in repeated stops, extended timelines, phased work releases, multiple remobilizations, return trips, or schedule fragmentation beyond the originally anticipated work period, additional charges may apply and scheduling may need to be revised.
Projects that could have been completed in a more continuous work period but are instead extended over longer timeframes may require a conversion from fixed pricing to time-based or trip-based pricing, as stated in the applicable quote or later billing communication.
SitRep Services cannot guarantee continued priority availability for projects that are repeatedly paused, delayed, rescheduled, or stretched out by the client, contractor, weather, or field conditions.
13. Cancellation and Trip Charges
If a scheduled visit is cancelled without at least twenty-four (24) hours notice, a trip charge may be billed to account for reserved scheduling, mobilization, blocked calendar time, and potential wasted travel. Trip charges generally begin at $400 and may be higher depending on location.
Cancellation notice must be provided by call or text to 803-792-1106 or by email to office@sitrepservices.com. Receipt of cancellation is not effective unless confirmed by reply from SitRep Services.
14. Quotes, Estimates, and Pricing Structures
Quotes are prepared based on the information made available to SitRep Services regarding project scope, location, access, anticipated conditions, and expected work flow. While SitRep Services makes every reasonable effort to prepare accurate quotes, actual field conditions and project execution may differ from what was described at the time of estimating.
Quotes may be issued as fixed-bid pricing, minimum trip pricing, or time-on-site pricing. Under time-on-site pricing, the minimum service charge listed on the quote generally includes travel and up to two (2) hours on site using GPR and/or EM detection as appropriate. Time exceeding the included on-site period is billed at the hourly rate stated in the quote. Any “Total” shown on a time-based quote should be considered the minimum expected charge under that pricing structure and not a fixed bid unless expressly stated otherwise.
Fixed-bid pricing may be available by request for certain projects, but fixed pricing is based on the expected scope, work flow, and duration discussed in advance. Additions, changes, delays, access limitations, remobilizations, fragmented scheduling, or unforeseen field conditions may affect the final cost even where a project began under a quoted estimate.
Deposits and/or a payment method on file may be required prior to scheduling depending on project size, distance, scope, client status, or payment history.
For certain residential or small-project services, payment may be due at the time of service by card, check, or cash unless otherwise agreed in writing.
15. Deliverables and Optional Services
Standard deliverables generally include paint and/or flag markings, depending on site conditions, and a written Job Summary Report included with the final invoice or provided with billing documentation. Job site photos are typically provided when possible but are not guaranteed on every project.
GPS mapping is available as an optional service when requested in advance and may affect pricing. Where mapping is provided, maps may be delivered in PDF format for quick reference and printing and/or KMZ format for use with compatible mapping software such as Google Earth.
16. Reports, Field Notes, and Documentation Hierarchy
SitRep Services may provide a Job Summary Report summarizing findings, site conditions, photographs, mapping, and other project details. Reports may be prepared with the assistance of automated formatting or documentation tools to improve readability and presentation.
The Technician Field Notes included within the report represent the technician’s original, unedited field documentation of site conditions, activities, and findings. In the event of any discrepancy between a formatted report section and the Technician Field Notes, the Technician Field Notes shall be considered the primary field record.
The invoice itself is a billing document and does not replace the technical findings contained in the Job Summary Report or other project attachments.
17. Errors, Omissions, and Corrections
SitRep Services makes every reasonable effort to ensure accuracy in quotes, invoices, reports, maps, communications, and related documentation. However, clerical, technical, administrative, and formatting errors or omissions may occasionally occur.
SitRep Services reserves the right to correct errors or omissions in quotes, invoices, reports, and other documentation when identified. Minor typographical, formatting, or administrative errors do not invalidate the services performed or the underlying field observations documented by SitRep personnel.
Clients are encouraged to notify SitRep Services promptly of any suspected discrepancy, question, or concern.
18. Review Window for Findings, Reports, and Invoices
Questions, concerns, or disputes regarding findings, markings, reports, or invoices should be submitted to SitRep Services within ten (10) calendar days of the report date or invoice date, as applicable, to allow for timely review.
Delayed notice may limit SitRep Services’ ability to investigate field conditions, confirm site circumstances, review markings, or assess the condition of the site as it existed at the time services were performed.
19. Payment Terms
Unless otherwise agreed in writing, invoices are due upon receipt. Payments may be made securely online by credit card or bank transfer, or by mailed check. For some projects or client types, payment may be collected on site or a deposit or payment method on file may be required before work begins.
Late payments are subject to a fee of 1.5% of the outstanding balance, assessed every 30 days from the invoice due date. SitRep Services reserves the right to suspend scheduling, withhold future services, revise payment requirements, or decline additional work for accounts with overdue balances or unresolved payment issues.
20. Limitation of Liability and Release
SitRep Services provides investigative locating services and field interpretation based on detectable conditions present at the time of service. SitRep Services does not guarantee the identification of all underground utilities, does not direct the client’s means or methods of construction, and does not assume responsibility for any ground-disturbing activity performed by the client or others.
To the fullest extent permitted by law, SitRep Services shall not be responsible for damages, utility strikes, delays, losses, costs, or claims resulting from excavation or other ground-disturbing activities performed by the client, contractor, subcontractor, or any third party. This includes, without limitation, damage arising from digging, trenching, boring, drilling, coring, grading, saw cutting, directional drilling, potholing, or similar work performed before proper verification or in reliance on disturbed, outdated, incomplete, or misinterpreted locating information.
The client and all parties performing work through the client assume all responsibility and risk for decisions regarding whether, where, and how to proceed with cutting, coring, digging, boring, drilling, excavating, trenching, grading, or other ground-disturbing activities.
To the fullest extent permitted by law, SitRep Services’ total liability for any claim arising out of a specific service engagement shall not exceed the amount actually paid to SitRep Services for that specific service engagement.
21. Acceptance of Terms
By requesting services, approving a quote, scheduling work, allowing SitRep Services to perform work, paying an invoice, or using the results of SitRep Services’ work in any manner, the client acknowledges and agrees to these Terms, Limitations, and Release of Liability.
SitRep Services, LLC
Private Utility Locating • Mapping • Concrete Scanning • Subsurface Investigation
Phone: 803-792-1106
Email: office@SitRepServices.com
Website: SitRepServices.com