Full Title: Professional Consulting Services for Charleswood-Assiniboia Feeder Main River Crossing Rehabilitation
D4. SCOPE OF SERVICES
D4.1 The Services required under this Contract shall consist of providing engineering
services for the rehabilitation of Charleswood-Assiniboia feeder main river crossing pipelines by
trenchless methods, in accordance with the following:
(a) Project Management (D4.5);
(b) Consultant Progress Reports (D4.6);
(c) Preliminary Engineering (D4.7);
(d) Technical Memorandum (D4.8);
(e) Design and Specification Development (D4.9);
(f) Procurement Process (D4.10);
(g) Non-Resident Contract Administration Services (D4.11.1);
(h) Resident Contract Administration Services (D4.11.2);
(i) Project Close-Out (D4.12); and
(j) Additional Work Allowance (D4.13).
D4.1.1 The Services required for this project shall be in accordance with the City’s
Project Management Manual http://winnipeg.ca/infrastructure/asset-management-
program/templates-manuals.stm#2 and templates http://winnipeg.ca/infrastructure/asset-
management-program/templates-manuals.stm#4 . Notwithstanding the foregoing, the Consultant is being
engaged by the City for its professional expertise; the Consultant shall bring to the Consulting
Contract Administrator’s attention any aspect of the City’s Project Management Manual or templates
which the Consultant is of the opinion is not consistent with good industry practice.
D4.2 The funds available for this Contract are $255,000. This includes engineering costs and
applicable taxes.
D4.3 The City of Winnipeg’s Water and Waste Department (WWD) requires detailed design and
contract administration for trenchless rehabilitation of the Charleswood-Assiniboia feeder main
river crossing.
D4.4 General
D4.4.1 These Terms of Reference are supplemental to the Standard Terms and Conditions
of Consultant Services and the “Definition of Standard Consulting Engineering Services” required by
the City of Winnipeg.
D4.4.2 The consulting services described herein are to be provided for the Water and
Waste Department (WWD).
D4.4.3 WWD will provide assistance towards the following services:
(a) Valve chamber access;
(b) Valve turn-ons and turn-offs;
(c) Provision of any available information on the Charleswood-Assiniboia Feeder Main river
crossing records;
(d) Provision of system modeling analysis regarding pressure differentials in pre-lining and
post-lining scenarios.
D4.5 Project Management
D4.5.1 The Consultant will attend a pre-commencement meeting with WWD to review project
expectations and limits.
(a) The Consultant shall ensure that all key team members attend the meeting.
(b) The Consultant shall contact the Consulting Contract Administrator to confirm the city staff
attendees.
D4.5.2 The Consultant will review and update the following templates on a monthly basis
throughout the duration of the project:
(a) Stakeholder Assessment and Communication Plan
(b) Project Risk Management Plan D4.5.3 The Consultant’s Project Manager shall:
(a) Direct and coordinate efforts of the Consultant’s team to achieve the specific project
goals, objectives, and deadlines while meeting the City’s requirements.
(b) Liaise with the Consulting Contract Administrator at a minimum on a weekly basis to
provide project progress and or to discuss project specifics.
(c) Provide meeting minutes and or summary emails to the Consulting Contract Administrator
summarizing any meetings and or discussions held between the consultant and WWD. Minutes and or
summary emails are to be submitted within five
(5) working days of the meetings and or discussions.
D4.5.4 Identify and document lessons learned throughout the duration of the project,
and provide to the City at project close-out. The lessons learned process includes, but not limited
to:
(a) Identify and collect project comments, concerns, that could be valuable for future projects;
(b) Document and share the lesson learned findings;
(i) What worked;
(ii) What didn’t work;
(iii) What could be done to improve future river crossing rehabilitation projects.
(c) Summarize the findings.
D4.6 Consultant Progress Reports
D4.6.1 The Consultant shall prepare and submit monthly reports using the Consultant
Progress Report template from the Project Management Manual. All sections within this report shall
be completed. One report shall be submitted for each month. For months with no project activity, a
single report that combines two or more months can be submitted if approved by the Consulting
Contract Administrator.
(a) Include a detailed monthly “cost to complete” report. The report is to include the actual
costs to date (for consultant and contractors) plus projected costs to complete the contract
including allowances for any unforeseen costs. The report will identify any expected budget
overruns or surpluses.
D4.6.2 Consultant Progress Reports shall be submitted to the Consulting Contract
Administrator by the fifteenth (15th) day of the following month. When the 15th day of the month
falls on a weekend, the report shall be submitted on the first working day of the following week.
D4.6.3 Monthly consultant invoices will not be paid until the corresponding Consultant
Progress Report has been accepted.
D4.7 Preliminary Engineering
D4.7.1 The Consultant will;
(a) review existing information as provide by the City, including but not limited to; records,
original specifications and drawings, site photos, and the High Risk River Crossing – Phase Two
(HRRC2) Condition Assessment Report (Appendix A). The drawings and site photos are included in
Appendix B. The Construction Specification W 6-64 Charleswood Assiniboia Feeder Main River Crossing
Supply and Installation of Pipe are included in Appendix D.
(b) Conduct a review of easements across private property and the potential need for temporary
construction easements at the sites.
(c) Review site access to accommodate liner installation, including but not limited to;
(i) Evaluate physical access to the pipeline on both sides of the river,
(ii) Consider existing infrastructure and other nearby utilities that may impact the work,
(iii) Consider existing landscape features,
(iv) Recommend a suitable liner installation location and construction laydown area(s).
(d) Coordinate with City’s Consulting Contract Administrator to arrange for plant access. Where
confined space entry is required, the Proponent must arrange for their own Confined Space Entry
(CSE) support. All expenses for CSE support shall be included
ary Engineering task.
(e) Identify the valves required to isolate the river crossing. If required, coordinate a trial
shutdown with WWD to confirm if the valves can be fully closed.
(f) Coordinate permits and notice of alterations (NoA), where required, for working at the site,
including but not limited to:
(i) City of Winnipeg Waterway permits;
(ii) Water Resources Administration Act;
(iii) Department of Fisheries and Oceans (DFO);
(iv) Environmental Act Licence Notice of Alteration (NoA)
(v) Other.
D4.7.2 The pipeline rehabilitation limits will generally be from valve chamber to valve
chamber.
The liner termination points may be located;
(a) within the existing chambers if possible and if deemed appropriate;
(b) At the launch wyes that were installed during the HRRC2 project adjacent to each valve
chamber, on the river side, for inspection equipment insertion. These launch wyes were
blind-flanged and backfilled after use, and would require re-excavation and pipe modifications for
liner insertion.
D4.7.3 The consultant will determine which locations should be used as liner
termination points, or if a different option exists. They will also confirm the pipeline location
and configuration, removal and replacement of pipes, valves, and fittings, plant access
availability for equipment and liner insertion, and other constraints that would impact the Work.
D4.8 Technical Memorandum
D4.8.1 The Consultant will prepare and submit a technical memorandum (TM) that
summarizes the 30% preliminary design stage recommendations for rehabilitation of the river
crossing pipeline.
D4.8.2 The TM will include, but not be limited to the following items;
(a) Pipeline plan and profile alignments,
(b) Site and pipeline access,
(c) Pipeline rehabilitation options,
(d) Pipeline dewatering risks (if applicable),
(e) Pipeline cleaning, and means to confirm cleaning,
(f) Pipeline preparation, and means to confirm preparation,
(g) Pipeline buoyancy risks,
(h) Liner installation concerns (i.e. horizontal and vertical bends)
(i) Construction footprint including but not limited to;
(i) Setup
(ii) Traffic management (if applicable),
(iii) Liner preparation activities (cleaning, dewatering, pipeline modifications),
(iv) Liner installation, including liner product and method, and end-seals,
(j) Required permits,
(k) Means of liner installation acceptance, and
(l) Conclusions and recommendations
D4.9 Design and Specification Development
D4.9.1 Allow for a minimum ten (10) calendar day review period of each submission
provided to the City.
D4.9.2 Review the existing information (records, specifications, inspection reports) of
the pipelines.
Make a thorough review of the pre-lining condition and determine items of work required to
prepare pipe prior to lining.
D4.9.4 Assess hydraulic impact on pipeline and system using provided modeling analysis.
D4.9.5 A specification template for CIPP lining will be provided by the Department for
the tendered work. The specification will need to be modified and detailed for the specific
requirements of the feeder main river crossing. Develop liner design criteria based on site and
operating conditions.
D4.9.6 Coordinate with City staff on systems operations required to complete
construction activities.
D4.9.7 Prepare and submit a 66% design package complete with construction drawings and
specifications.
(a) Submit the package to the Consulting Contract Administrator for review and comments. Allow
ten (10) calendar days for this review.
(b) Comments from WWD will be incorporated into the final design.
D4.9.8 Prepare and submit a 99% design package complete with construction drawings,
specifications, Form B, and a Class 1 pre-tender estimate.
(a) Submit the design package to the Consulting Contract Administrator for review at least ten
(10) calendar days prior to tendering.
(b) The project shall not be tendered without this review.
D4.9.9 Construction drawings are to be A1 sized, plan-profile drawings at a scale of
1:500 Horizontally and 1:50 Vertically, developed using GIS base drawings including existing
utilities, major features, properties, road width, and field survey information (chamber rim and
invert elevations). Drawings to show feeder main and valve chamber locations, elevations,
horizontal and vertical bends, excavation locations (if required), material laydown locations and
limits, and any other applicable notes.
D4.9.10 All drawings are to be drawn in accordance with the WWD CAD/GIS Standards
available in PDF format at http://winnipeg.ca/waterandwaste/dept/cad_gis.stm.
D4.9.11 All GIS information requests are to be made through the Department’s contact
person.
D4.9.12 All construction drawings are to have a Department drawing number assigned before
the work is tendered. Drawing numbers shall be requested from Mr. Stan Wos by telephone at (204)
986-7636.
D4.9.13 All requests for information from the City of Winnipeg Underground Structures
will be billed directly to the Consultant by Underground Structures. The Consultant shall pay the
invoice to Underground Structures and submit a copy of the paid invoice to the Department as an
allowable disbursement.
D4.9.14 Construction Drawings are to be prepared by the Consultant and will be included
in the Bid Opportunity Documents. Provide digital PDF’s of the Construction Drawings to be posted
on the City of Winnipeg web site for the bidding period.
D4.9.15 Review and approval of shop drawings submitted by the Contractor and/or
Supplier(s).
D4.9.16 Digital files of the construction drawings shall be provided to the Department’s
contact person when the work is tendered.
D4.9.17 Provision of appropriate response to bidders and advice to the Department during
the periods of tender call and, subject to acceptance by the Department, issuing addenda to the Bid
Opportunity documents.
D4.9.18 Arrange and attend a tender site investigation during the tendering process.
D4.9.19 Review Bid Submissions for completeness and prepare Bid Submission tabulations.
D4.9.20 Arrange for the Tender numbers with the Materials Management Department and
provide the Tender package in a PDF format, acceptable to the Materials Management Department.
D4.9.21 Obtain the required permits listed in D4.7.1(g).
D4.9.22 Submit the required number of completed drawing sets to Underground Structures
and other utility companies for review. Ensure any comments or changes from this review are
incorporated into the project prior to construction.
D4.10 Procurement Process
D4.10.1 Review bid submissions for completeness and prepare bid tabulations for multiple
tenders.
Provide a fee on Form B for each tender.
D4.10.2 Review low bidder qualifications.
(a) Perform a complete review of the low bidder’s qualifications to determine if they are capable
of performing the work under the terms of the contract.
(b) Conduct a pre-award meeting.
D4.10.3 Make a recommendation of award to the Consulting Contract Administrator.
D4.11 Contract Administration Services
D4.11.1 Non-resident Contract Administration Services
(a) Personnel with demonstrated experience in design and contract administration are to be
assigned to this project.
(b) The Consultant Representative will be responsible to coordinate and conduct a pre-
construction meeting with all relevant parties and provide minutes to all relevant parties within
five (5) working days of the meeting.
(c) Review and acceptance of shop drawings and manufacturers’ drawings supplied by the Contactor
or supplier to ensure to the Department that the shop drawings are in conformance to the contract
Drawings and Specifications, without relieving the Contractor of his contractual and legal
obligations in respect thereof.
(d) Acceptance of alternate materials and methods, subject to prior acceptance by the Department,
without relieving the Contractor of his contractual and legal obligations in respect thereof.
(e) Arrange for regular job meetings (minimum one per two-week period) on/near the work site or
at an agreed location throughout the duration of the contract work. The meetings are to be
attended by the Contract Administrator, or their designate, as well as the Resident Inspector, the
Contractor, and the Department’s Consulting Contract Administrator. Provide minutes of all site
meetings within five (5) working days of the meeting.
(f) Monitor project progress and ensure all items of work are completed within the terms of the
contract.
(g) Determine the dates of Substantial and Total Performance and complete the corresponding
Certificates.
(h) Create and provide Record Drawings showing all permanently installed fittings which were
constructed and or modified within or near the valve chambers to accommodate the new liner.
(i) The Consultant shall prepare and submit meeting minutes for every construction meeting,
using the Meeting Minutes template from the City’s Project Management Manual.
(i) Construction meeting minutes shall be distributed within five (5) working days of the
meeting occurring.
(j) The Consultant will be required to submit an operational shutdown summary (OSS) to WWD at
least ten (10) working days prior to the Charleswood-Assiniboia feeder main
being taken offline. The Consultant will complete the OSS using information provided by the
contractor which outlines their construction methodology. The feeder main will not be taken offline
until the OSS has been approved by WWD.
D4.11.2 Resident Contract Administration Services
(a) Personnel with demonstrated experience in construction are to be assigned to this project for
on-site inspection of the work.
(b) Monitor the activities of the contractor to ensure:
(i) project schedules are being realized;
(ii) damage to property is addressed;
(iii) contract requirements and specifications are being met;
(iv) site safety is in accordance with Provincial Regulations.
(c) Coordinate with the Water Services Divisions as required to arrange access to the site and
pipelines. The Consulting Contract Administrator can be the liaison.
(d) Provide Weekly Project Reports to the Department's Consulting Contract Administrator
identifying, but not limited to, the following: days worked, progress, days lost due to weather
conditions, project concerns, material, personnel, equipment employed by the Contractor, and Work
completed. Provide Weekly Reports no later than five (5) working days after the week in question.
(e) Monitor, document, and report all damage to City and private property caused by the
Contractor.
(i) take pre-construction digital photographs for the site to resolve potential disputes
during and after construction activities.
(f) Track all pay-item quantities and obtain confirmation and signature from the Contractor on a
daily basis if required.
D4.12 Project Close-Out
D4.12.1 Final Inspections and Project Acceptance
(a) Provide Qa/Qc procedures for each renewal to the Department and to the City of Winnipeg
Standards at all critical project milestones.
(b) Arrange with Department representatives for inspection of the completed Works and to
establish the Project milestones of Substantial Performance and Total Performance of the completed
project.
(c) Review post installation inspections to ensure that there are no internal defects or
deficiencies.
(d) Complete and submit record drawings of the completed Works to the Supervisor of Drafting of
the Water and Waste Department for review within two (2) months of the date of Substantial
Performance of the Work.
(e) Complete all Substantial Performance documentation in accordance with the Manitoba Builders
Lien Act.
(f) Complete and submit Total Performance Documentation in accordance with the City of Winnipeg
General Construction Conditions.
(g) Arrange inspection of the completed Works with the Department’s Consulting Contract
Administrator for Final Acceptance of the Works, and to submit the appropriate documentation.
D4.12.2 Record Drawings
(a) Record drawings are to be submitted in two phases:
(i) Preliminary Record Drawings
(ii) Final Record Drawings
(b) Preliminary Record Drawings
(i) The preliminary record drawing submission is to consist of a drawing transmittal letter to
the Department’s Supervisor of Drafting & Graphic Services, copied to the Consulting Contract
Administrator (D2), and along with one (1) complete set of full-size (A1) drawings prints for the
Works.
(ii) Record drawings are to include all construction details and materials of the competed
works, including the following:
◻ All construction details
◻ Complete materials list for each individual component installed,
◻ Date of installation of Works (Substantial Performance),
◻ Installation Contractor.
(c) Final Record Drawings
(i) The reviewed record drawings will be returned with comments (if any) for completion. Once
all revisions have been made, submit one (1) complete set of full size (A1) drawings for the Works,
complete with the preliminary prints with comments, and the digital file for each as-constructed
drawing to the
Department’s Supervisor of Drafting & Graphic Services, along with a transmittal letter to the
Consulting Contract Administrator (D2). The digital drawing file must have the Water and Waste
Department drawing number assigned to that drawing.
(d) Payment for Record Drawings will be as follows:
(i) 50% upon acceptance of the Preliminary Records Drawings;
(ii) 50% upon acceptance of the Final Record Drawings
D4.12.3 Test Results
(a) All test results are to be submitted to the Department’s Consulting Contract Administrator as
soon as they are received. If there are any failed tests, a report is to be written indicating the
implications of the failure and a recommendation on what remedial measures are required.
D4.12.4 Post Installation Inspection
(a) Submit all post installation sewer inspections provided by the Contractor to the Department
for cataloging.
D4.12.5 Summary Report
(a) Within sixty (60) days upon liner installation acceptance, provide a summary report detailing
the results of the rehabilitation project. The report should, at a minimum, include the following
sections:
(i) Executive Summary
(ii) Introduction
(iii) Project Development
(iv) Rehabilitation Program Overview
◻ Planning,
◻ Preparation,
◻ Pipeline and or valve chamber modifications for liner installation,
◻ Rehabilitation methods, and
◻ Inspection and acceptance
(v) Project Lessons Learned
◻ What worked,
◻ What didn’t work,
◻ What could be done differently next time.
(vi) Conclusions
(b) Provide one (1) electronic copy of the completed document to the Consulting Contract
Administrator as a Draft Report for the purpose of review and comment. The Consulting Contract
Administrator will return one copy with comments for inclusion in the Final Report.
(c) Within thirty (30) days of receiving the comments, provide three (3) hardcopies and one (1)
electronic copy of the completed document to the Consulting Contract Administrator as the Final
Report.
(d) Payment for the summary report document will be as follows:
(i) 50% upon acceptance of the Draft Summary Report;
(ii) 50% upon acceptance of the Final Summary Report D4.12.6 Project Close-Out
Presentation
(a) Within thirty (30) days upon acceptance of the final Summary Report, the Consultant
shall provide a project close-out presentation that summarizes the entire project, including but
not limited to the following:
(i) Project development summary;
(ii) Site and pipe preparation activities;
(iii) Pipe lining construction summary:
◻ Design considerations
◻ Lining system product details
◻ Flow control summary
◻ Project challenges
◻ Schedule and cost summary
(iv) Lessons Learned
(v) Conclusions
(b) The presentation should be a maximum of 3 hours in duration, and should include sufficient
time for setup, presentation content, and question-answer time throughout.
(i) The Consulting Contract Administrator will provide the consultant a list of City staff who
should be invited to attend.
(c) Payment for the Project Close-Out Presentation will be as follows:
(i) 100% upon successful delivery of the presentation.
D4.13 Additional Work Allowance
D4.13.1 The Additional Work Allowance is to be used for engineering and design services
that arise due to unforeseen conditions (see B9.1(i)).
(a) When such work arises, the consultant will prepare a concise scope of work and cost proposal
in collaboration with the Consulting Contract Administrator.
(b) The proposal shall be submitted to the Consulting Contract Administrator for final shall
start prior to this approval.
