City Of Winnipeg Tender

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.