D4. SCOPE OF SERVICES
D4.1 This Scope of Services identifies the services required and is to provide a general guideline
only. The Consultant will draw upon their expertise and knowledge in sewer condition
assessment as well as their knowledge of the City’s Sewer Inspection Program and sewer
infrastructure to make the appropriate recommendations in their proposal.
D4.2 The Services required under D4.9, D4.10, D4.11, D4.12, and D4.13 shall be in accordance with
the City’s Project Management Manual http://winnipeg.ca/infrastructure/asset-managementprogram/
templates-manuals.stm#2 and templates http://winnipeg.ca/infrastructure/assetmanagement-
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.
D4.3 The following shall apply to the Services if applicable:
(a) City of Winnipeg Green Building Policy: New City-Owned Buildings and major additions
http://clkapps.winnipeg.ca/DMIS/DocExt/ViewDoc.asp?DocumentTypeId=2&DocId=5989
(b) Universal Design Policy
http://clkapps.winnipeg.ca/DMIS/DocExt/ViewDoc.asp?DocumentTypeId=2&DocId=3604
(c) Should this project include a public engagement aspect, it will be required to meet: Public
Engagement Guidelines
https://winnipeg.ca/PublicEngagement/pdfs/PublicEngagementRequirements.pdf
D4.4 The funds available for this Contract (2025) are $475,000.00.
D4.5 The Work of this contract consists of consulting services to provide project management,
program development, procurement, contract administration, and analytical services for the
sewer and manhole cleaning and inspection project (sewer inspections). The sewer
inspections, performed by a Contractor, will be tendered and administered by the Consultant
under a separate tender. The Consultant will perform condition assessment on sewers and
manholes inspected by the Contractor.
D4.6 The 2025 work includes inspections of all sewers that have previously been inspected in the
Despins, Marion, Mission, Mission Separate, and Woodhaven sewer districts regardless of
Structural Performance Grade to monitor their deterioration, as the original inspections were
completed nearly 20 years ago. Finally, aging wastewater, storm relief and land drainage
sewers with no previous inspections now require inspection to establish their structural
condition.
D4.7 The required condition assessments in 2025 are:
(a) 76.4 km of previously inspected combined sewers and manholes which are being
inspected as part of the district-wide re-inspections and will be in various states of
deterioration;
(b) 36.4 km of wastewater sewers and manholes which now require inspection due to their
age
(c) 24.3 km of storm relief sewers and manholes which now require inspection due to their
age; and
(d) 20.4 km of land drainage sewers and manholes which now require inspection due to their
age
These sewers are listed in Appendix A and shown on the location map in Appendix B.
D4.8 There will be the option of two (2) mutually agreed upon one (1) year extensions.
D4.8.1 The City may negotiate the extension option with the Consultant within one hundred twenty
(120) Calendar days of December 31st of the current year. The City shall incur no liability
to the Consultant as a result of such negotiations.
D4.8.2 Changes resulting from such negotiations shall become effective upon initiation of the next
year’s program; changes will not be applied to any year’s program currently underway.
Changes to the Contract shall not be implemented by the Consultant without written
approval by the Consulting Contract Administrator.
D4.8.3 The two potential one-year extensions for 2026 and 2027 will be for condition assessment
programs that are expected to be of similar size and scope to the 2025 Contract, but may
be adjusted to reflect the lessons learned from previous years. Future programs will
depend on available approved capital funds. Specific locations will be determined prior to
negotiations.
D4.8.4 Sewer Inspection Guidelines for Consultant Contract Administration Fee Basis
(a) Pre-Cleaning shall be done on all combined, storm relief and land drainage sewers
less than 900mm in diameter and all wastewater sewers smaller than 450mm.
(b) Large diameter sewers, equal to or greater than 900mm for combined, storm relief or
land drainage and equal to or greater than 450mm for wastewater, will be inspected
without pre-cleaning except as required.
(c) The City requires the successful cleaning and inspection Contractor to provide sewer
coding for all inspected assets in NASSCO PACP and MACP format.
(d) An average Contractor inspection rate of 1100m/day should be assumed for
estimating purposes. This amount can vary depending on the successful Contractor
or type of inspection and size of pipe inspected.
D4.8.5 The annual preliminary budget estimate for the sewer cleaning and inspections tender
including applicable taxes is $4,260,000.00.
D4.9 Program Management
D4.9.1 The Successful Consultant will be responsible for project reporting and support to the
City’s Consulting Contract Administrator in accordance with the City of Winnipeg’s Project
Management Manual and templates.
D4.9.2 Develop, host, and maintain a Microsoft SharePoint site (SharePoint) that is updated on a
daily basis at the start and end of each workday, and additionally as required. The
Consultant is responsible for providing key Project staff (Consultant, Contractor, and City)
access to SharePoint. Coordinate and conduct a pre-construction meeting with all relevant
parties and provide minutes within seven (7) calendar days of the meeting.
D4.9.3 Arrange for regular bi-weekly job meetings at an agreed location throughout the duration of
the project. 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 seven (7)
calendar days of the meeting.
D4.9.4 A maximum of 80% of the total fee for the “Project Management” task will be paid prior to
the acceptance of the draft summary report. The remaining 20% of the payment will be
made upon acceptance of the final summary report.
D4.10 Program Development
D4.10.1 Meet with Stakeholders and identify the general strategy for completing the project.
D4.10.2 Review the assets (sewers, manholes, and chambers) to be inspected (Appendix A) and
create an Inspection Work Program in InfoAsset Manager and the corresponding
inspection work orders.
D4.10.3 Identify errors and omissions in the Work listed in Appendix A and review with the
Consulting Contract Administrator.
D4.10.4 Perform a general site investigation and identify any locations with access issues or areas
of cleaning and inspection that may interfere or require additional clearances due to
proximity of other utilities, for example water feeder main or aqueduct crossings.
D4.10.5 Refine the project schedule.
D4.10.6 A maximum of 80% of the total fee for the “Program Development” task will be paid prior to
the acceptance of the draft summary report. The remaining 20% of the payment will be
made upon acceptance of the final summary report.
D4.11 Drawing and Tender Document Preparation
D4.11.1 Tender documents shall be consistent with past sewer inspection contracts which
can be found on the City’s Bid Opportunity web site under “Closed Bid Opportunity
Information”.
D4.11.2 Review the past inspection contracts with stakeholders and refine the contract
specifications. Where required, write specifications modifying The City of Winnipeg
Standard Construction Specifications CW 2140 and CW 2145 to suit the nature of the
Work and to apply lessons learned from past contracts. Known specification additions will
include, but not be limited to:
(a) an amount of miscellaneous hourly ‘as-required’ cleaning for sewers and manholes;
(b) an amount of miscellaneous hourly ‘as-required’ cleaning for other structures. Other
structures include: lift stations, control structures, overflow structures, etc.;
(c) where possible the inspections shall be carried out from a wheeled or track-driven
inspection platform but in areas with high flow or soft debris a floating platform or skid
will be required;
(d) for some sewers, inspections may need to be carried out at night during low flow
conditions or for safety or traffic considerations.
D4.11.3 Prepare maps (drawings) showing all assets to be inspected labelled with asset numbers
and flow direction arrows.
(a) Show all lift stations, flow monitor installations, and gate chambers/control structures
that may affect or be affected by the Work;
(b) Show the locations of all “white-cap hydrants” in the general areas of the sewers to be
inspected. The City will provide all GIS data for white-cap hydrants. Water required for
the Work will only be taken from these hydrants or any other hydrant as approved by
Water Services Division.
(c) Show all locations identified in D.10.4 and note clearances may be required prior to
attempting inspections.
D4.11.4 Include a table of assets to be inspected (Work Program) in MS Excel format.
D4.11.5 Prepare a pre-tender estimate and provide to the Consulting Contract Administrator. The
Consulting Contract Administrator must approve the pre-tender estimate prior to posting
the tender.
D4.11.6 Provide an accurate defendable estimate of costs for liquidated damages including City
costs as well (provided by the Consulting Contract Administrator). The Consulting Contract
Administrator must approve the estimate of costs for liquidated damages prior to posting
the tender.
D4.11.7 A maximum of 80% of the total fee for the “Drawing and Bid Document Preparation” task
will be paid prior to the acceptance of the draft summary report. The remaining 20% of the
payment will be made upon acceptance of the final summary report.
D4.12 Procurement Process
D4.12.1 Review bid submissions for completeness and prepare bid tabulation.
D4.12.2 Review Low Bidder qualifications.
(a) Perform a complete review of the Low Bidders qualifications to determine if they are
capable of performing the Work under the terms of the contract.
(b) Conduct a pre-award meeting if required.
D4.12.3 Make a recommendation of award to the Consulting Contract Administrator.
D4.12.4 A maximum of 80% of the total fee for the “Procurement Process” task will be paid prior to
the acceptance of the draft summary report. The remaining 20% of the payment will be
made upon acceptance of the final summary report.
D4.13 Contract Administration Services
D4.13.1 Non-Resident
(a) Process monthly contract progress estimates within ten (10) business days in
accordance with the General Conditions of The City of Winnipeg Standard
Construction Specifications.
(b) Provide a detailed monthly consultant progress report using the City of Winnipeg
PMM template. This report is to include the actual costs to date, plus projected costs
to complete the contract including allowances for any unforeseen costs. The report
will identify any expected budget overruns or surpluses.
(c) Monitor project progress and ensure all items of Work are completed within the terms
of the contract.
(d) Ensure the Contractor submits the inspections and data files to the Consultant on a
weekly basis for the previous week’s work.
(e) Determine the dates of any required Critical Stages along with Substantial and Total
Performance and complete the corresponding Certificates.
(f) Look for and document locations of dry weather overflows in all SRS pipes. The
Consultant will notify the Consulting Contract Administrator immediately upon
encountering such locations.
(g) Look for and document locations of infiltration and inflow (I & I) in all sewers. The
Consultant will notify the Consulting Contract Administrator immediately upon
encountering locations of I & I.
(h) Information provided by the Consultant on SharePoint will include, but not be limited
to: Project Records, Sewer and Manhole Inspections, Notices to Residents, Resident
Complaints, Emergency Repair Details, White-Cap Hydrant Locations, and Project
Progress Details.
(i) Prepare Operational Shutdown Summary (OSS) documents and hydraulic analysis for
cleaning lift station locations identified within the districts listed in the contract. OSS
documents to be reviewed and authorized by Waste Water Service Division personnel
prior to commencement of lift station cleaning activities.
(j) Ensure that InfoAsset Manager is updated on a regular basis daily throughout the
duration of the project.
(i) Where inspections could not be completed in full, ensure the comments field in
the inspection window shows details of the Survey Abandoned (SA) along with
the percent of obstruction – i.e. SA, Debris 40%.
(ii) Where inspections could not be obtained, update the asset comments field in
InfoAsset Manager with the reasons why. If maintenance is required to obtain
the inspections, create the corresponding work orders in InfoAsset Manager.
(k) A maximum of 80% of the total fee for the “Non-Resident Contract Administration
Services” task will be paid prior to the acceptance of the draft summary report. The
remaining 20% of the payment will be made upon acceptance of the final summary
report.
D4.13.2 Resident
(a) Personnel experienced in sewer inspection are to be provided for continuous on-site
inspection of the Work.
(b) Monitor the activities of the Contractor to ensure:
(i) project schedules are being realized;
(ii) traffic control is in accordance with City specifications;
(iii) damage to private property is addressed;
(iv) contract requirements and specifications are being met;
(v) residential notices are being delivered on time;
(vi) site safety is in accordance with Provincial Regulations.
(c) Review video inspections on-site for adherence to the specifications.
(i) perform Quality Assurance / Quality Control (QA/QC) in the field and perform
random resolution tests of captured video;
(ii) ensure that video is submitted to the Department for consideration of
emergency repairs in a timely manner.
(d) Update the Water and Waste Department’s Asset Management Branch of the
addresses where notices have been delivered at the beginning of each working day
and provide daily updates of completed locations.
(e) Coordinate with the Wastewater Services Division when working at or near lift
stations, flow meters and overflow structures including the drafting, and achieving final
approval, of Operational Shutdown Summary documents for the purpose of cleaning
specific Lift Stations within the related sewer districts.
(f) Consultant to provide air monitor and supply air for their personnel should the need to
enter confined space arise.
(g) Coordinate with the Water Services Division for hydrant approval and monitor hydrant
operation by the Contractor to ensure conformance with City requirements. Ensure
that only personnel trained by Water Services operate hydrants.
(h) 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 the following Wednesday.
(i) Monitor all damage to private property, including basement flooding, caused by the
Contractor and:
(i) ensure that acceptable repairs are made to the satisfaction of the homeowner
and the Department;
(ii) ensure that the Contractor submits a report for every incidence of property
damage describing all actions taken and copies of agreements made;
(iii) take before and after photographs (digital) of all damage.
(j) Make and submit GIS Error Reports to the City for any gross errors between records
and actual field measurements.
(i) on the day the error is discovered, update SharePoint with the details;
(ii) prepare a GIS Error Report and submit with the Weekly Report.
(k) Track all pay-item quantities and obtain confirmation and signature from the
Contractor on a daily basis.
(l) For asset inspections that could not be attempted or completed;
(i) record the reasons why they could not be attempted or completed for the
purpose of updating SharePoint. Common reasons include, but are not limited
to, excessive debris, access issues, flow conditions, etc.
(m) A maximum of 80% of the total fee for the “Resident Contract Administration Services”
task will be paid prior to the acceptance of the draft summary report. The remaining
20% of the payment will be made upon acceptance of the final summary report.
D4.14 Analytical Services
(a) The City uses software by Innovyze, specifically InfoAsset Manager, to manage its
sewer assets. This is a purpose-built Infrastructure Management System for
wastewater collection and land drainage networks to aid in day-to-day operational
management as well as long-term network planning. InfoAsset Manager will be used
by the Consultant for performing condition assessment. The Consultant is responsible
for obtaining the necessary licenses for the product; associated costs will not be
covered under this contract. (Water & Waste Department’s Media Management
program will be implemented at a point within the term of the contract.)
(b) The Water and Waste Department is working in conjunction with our IT Department
on implementing a web-based application for the submittal and initial review of
NASSCO PACP and MACP inspections. The exact timeline this application will be
completed is unknown, but it is anticipated to be ready for use at some point in the
duration of this Contract. This may cause changes in the processes used by the
Contractor and the Consultant in the submittal of sewer and manholes inspections. If
extra work is expected due to this application implementation, discussions with the
City Consulting Contract Administrator will be required to determine if a Change in
Scope of Services is warranted.
(c) Only personnel with extensive experience and knowledge in sewer construction
techniques, identification of failure modes of various pipe materials, and rehabilitation
methods currently used by the Department, will assign SPG ratings and work orders
under this contract.
(d) Only personnel with current and valid NASSCO PACP and MACP certification can
perform this Work. Copies of the certificates must be submitted to the City’s
Consulting Contract Administrator before working on this project.
(e) Only personnel listed in the proposal can perform this Work. Any additional staff must
be proposed to, and approved by the City’s Consulting Contract Administrator before
working on this Project.
(f) Perform Quality Assurance / Quality Control (QA/QC) to industry and Departmental
standards on 10% of the submitted NASSCO PACP and MACP raw coded data.
(g) Input inspection data received from the Contractor into InfoAsset Manager for
evaluation.
(h) Ensure that inspections with temporary ID’s are assigned to the proper asset number
once GIS corrections are made.
(i) Perform Quality Assurance / Quality Control (QA/QC) to industry and Departmental
standards for SPG evaluations and work order assignments.
(j) Perform a cursory review of all sewer and manhole inspections provided by the
Contractor for conformance to the specifications.
(i) Cursory review to be completed within five (5) working days of any video
inspection being submitted by the Contractor.
(k) Review the Internal Condition Grade (ICG) and assign/update the actual Structural
Performance Grade (SPG) in InfoAsset Manager for all assets.
(l) Perform a complete review of all sewer and manhole inspections with an SPG value
of 3, 4, or 5, and enter work orders in InfoAsset Manager identifying the appropriate
rehabilitation strategy.
(i) SPG assignments must be assigned to the entire asset based on the likelihood
of failure at any one location or on the entire asset (sewers and manholes),
whichever is greater.
(ii) SPG assignments must be based on structural defects that exist within the
asset.
(iii) For assets that have previously been inspected and assigned SPG values, reevaluate
the SPG. Assign/update the SPG based on structural defects that
exist within the asset in the most current inspection. All corresponding work
orders should be reviewed and updated where required in relation to current
rehabilitation methods and trends. Notify the Consulting Contract Administrator
of all assets with ‘pending’ work orders.
(m) A maximum of 80% of the total fee for the “Analytical Services” task will be paid prior
to the acceptance of the draft summary report. The remaining 20% of the payment will
be made upon acceptance of the final summary report.
D4.15 Summary Report
D4.15.1 Provide a draft Summary Report, in MS Word format, discussing the overall condition of
the sewers and manholes inspected and identify any areas of concern. Provide two (2)
hard copies and one (1) digital copy of the draft report to the Consulting Contract
Administrator in accordance with the Critical Stages listed in D9. Draft report will, at a
minimum include:
(a) In graph and tabular form, summarize the overall condition of SPG values by length
and segment count for all inspection types (i.e. inspections, re-inspections, trunk
sewers, and interceptors) included in this program.
(b) Report on changes in SPG values between the current inspections and the previous
inspections, where applicable, including factors affecting the changes.
(c) Provide a summary of assets where inspections were not possible and reasons why
inspections were not completed.
(d) Provide a summary of assets that required GIS Error Reports.
(e) Provide a summary of manhole assets with weirs, including depths and other relevant
details.
(f) Provide a summary of rehabilitation work type for each inspection type (i.e.
inspections, re-inspections, trunk sewers, and interceptors) included in this program.
(g) Include a discussion of lessons learned and recommendations for future sewer
inspection and condition assessment contracts.
D4.15.2 Incorporate City review comments into a final report. Final report should be submitted 1
month after Consultant receives City comments on draft report. Provide four (4) hard
copies and one (1) digital copy of the final report to the Consulting Contract Administrator
in accordance with the Critical Stages listed in D10.
D4.15.3 Hand deliver (in person) two (2) hard drive inspection media to the Consulting Contract
Administrator.
D4.15.4 The Consultant shall provide a final presentation of the results, along with lessons learned,
following the completion of the Summary Report.
D4.15.5 Payment for the summary report document will be as follows:
(a) 50% upon acceptance of the Draft Report;
(b) 50% upon acceptance of the Final Report and Final Presentation.
