Full Title: Professional Consulting Services for a Building Condition Assessment, Code Compliance Review, Public Engagement, Cost Estimating, and a Feasibility Study for the West Kildonan Library - 365 Jefferson Avenue
D4. SCOPE OF SERVICES
D4.1 West Kildonan Library was built in 1967 and is in need of a comprehensive
infrastructure redevelopment to provide the target level of service. The purpose of this study is
to:
(a) Identify Architectural, Structural, Mechanical, Electrical and Site deficiencies.
(b) Identify building envelope deficiencies and conduct roofing inspection.
(c) Identify current code compliance deficiencies.
(d) Identify City of Winnipeg Accessible Design Standards (CWADS) compliance deficiencies.
(e) Identify current building programming deficiencies.
(f) Meetings with staff and appropriate user groups, as required.
(g) Compile findings, define a prioritized list of facility improvement that can be used in
subsequent phases of Work to define the design scope, and provide a Class 4 cost estimate for the
recommended facility improvements.
(h) The Consultant shall prepare a detailed feasibility report comprised (at minimum) of the
following components:
(i) Executive Summary that outlines a summary of the findings from all sections of the document
(ii) Description of Assessment Methodology
(iii) Part A: Building Condition Assessment
(iv) Part B: Code Compliance Review
(v) Part C: Public Engagement
(vi) Part D: Facility Renewal Plan, Options A and B. See D4.7
(vii) Part E: Class 4 Cost Estimate for recommended upgrades. See D4.8
(viii) Summary and Conclusions
(i) A draft copy of the complete report is to be submitted for review and feedback by City
personnel prior to the final deliverable.
(j) Conduct Public Engagement. See D4.2(c) and D4.6
(k) Consultant may phase the reporting Work as needed, providing the City of Winnipeg with the
Building Condition Assessment and Code Compliance Review prior to the Public Engagement phase, to
ensure accurate information is informing the engagement strategy.
D4.1.1 The Services required under D4.1, D4.4, D4.5 and D4.6 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 following shall apply to the Services:
(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
D4.3 The funds available for this Contract are $100,000.00.
D4.4 PART A BUILDING CONDITION ASSESSMENT
(a) The Consultant is to perform a comprehensive Building Condition Assessment (BCA) of the
specified building. Investigation shall be through visual, non-destructive site reviews and review
of available documentation (drawings, specifications, maintenance history). The assessment must not
merely conclude that building components must be replaced simply because they have exceeded their
expected lifespan. The Consultant is expected to document observed conditions and provide informed
opinions regarding a realistic remaining lifespan of all building components.
(b) The assessment shall evaluate the existing condition of Architectural, Structural, Mechanical
and Electrical components, systems and services. The Consultant’s personnel shall acquire and
maintain this security clearance for the duration of the assignment.
(c) The content and format of the Building Condition Assessment shall be in conformance with
‘Protocols for Building Condition Assessment’ published by the National Research Council.
D4.5 PART B CODE COMPLIANCE REVIEW
(a) The report is to provide a comprehensive assessment with respect to compliance with present
codes and standards including:
i. Winnipeg Building Bylaw
ii. Manitoba Building Code
iii. National Fire Code of Canada
iv. National Plumbing Code
v. CSA C22.1 Canadian Electrical Code
vi. Winnipeg Accessibility Design Standards
(b) Similar to the Building Condition Assessment, the Consultant shall exercise professional
judgment and discretion in determining the feasibility of achieving compliance with current codes
or standards. The purpose of this Code Compliance Review is to identify existing conditions that
do not comply with current code(s) and the extent of upgrades required to
achieve compliance. In each case, the Consultant shall include applicable code
reference(s).
(c) Compliance with the City of Winnipeg Accessibility Design Standards (CWADS) applies to all
City-owned and City-occupied spaces. The assessment shall identify any shortcomings related to
compliance with this standard. Compliance with CWADS is considered mandatory, and no exemptions or
legacy clauses (grandfather clauses) shall apply. Certain exemptions will be permitted where it is
“technically not feasible” to comply. In such cases, solutions based on ‘equivalent facilitation’
may be proposed (CWADS: 2015, p. 25).
(d) While certain building code violations are likely to be permitted to continue under a
grandfather clause, these conditions that represent risks to occupant safety or health must not be
ignored. Remedial work to rectify these conditions is to be described in the Facility Renewal
Plan, complete with cost estimates.
(e) For each non-compliant condition, the Consultant is to determine:
i. The degree to which the condition represents a risk to occupant safety (if any);
ii. The Consultant will be required to provide a detailed assessment of such conditions. In
cases where the Winnipeg Building By-law is not clear, consultation and clarification with the
Authority Having Jurisdiction may be necessary;
iii. Class 4 estimate of the cost for upgrades necessary to achieve compliance with present
code – to be included in Part D.
D4.6 PART C PUBLIC AND STAKEHOLDER ENGAGEMENT
General Requirements
(a) The Consultant shall work collaboratively with the Office of Public Engagement.
(b) The Consultant shall host one (1) public engagement meeting with the project team before the
start of engagement, including the Consulting Contract Administrator, a representative from the
Office of Public Engagement, other representatives as required by the Consulting Contract
Administrator:
(c) The review of public materials and advance notice of public events require time. The
Consultant shall ensure adequate time is accounted for in the Project schedule.
(i) All public materials must be posted online two (2) weeks prior to an in-person or virtual
event.
(ii) The anticipated review period for materials will be minimum four (4) weeks prior to
posting.
(d) Public engagement events or activities should not be planned for the months of July, August
and December.
(e) The Consultant shall manage public and stakeholder inquiries by phone and email. The
Consultant shall coordinate responses with subject matter experts on the project team when
necessary.
(f) The City will cover expenses for public engagement activities, including, for example, venue
rental charges, equipment rental, catering for refreshments, translation, printing, postage,
courier, newspaper advertising, photocopying subject to prior approval of costs by the Consulting
Contract Administrator. Wherever possible, City facilities will be used to host public events. If
in-person events are not possible due to public health orders from the pandemic, virtual events
will be used instead. Virtual events will occur on the Consultants software.
Public and Stakeholder Engagement Deliverables
D4.6.1 The Consultant shall develop and provide the following deliverables in
accordance with https://winnipeg.ca/PublicEngagement/pdfs/PublicEngagementRequirements.pdf:
(i) a public engagement strategy (template to be provided) that clearly identifies:
• the public and stakeholders’ role in the decision-making process;
• the decision points/steps within the overall project, and the scope of the decisions to be
made at each step;
• the need/interest associated with each decision step, along with the recommended level of
participation; and
• how input will be considered and incorporated where possible.
(ii) web content.
(iii) a public survey and up to four (4) stakeholder meetings.
(iv) promotion for the public survey and invitations for the stakeholder meetings.
(v) a public and stakeholder engagement summary report.
(vi) a communications log, kept up to date throughout the project.
Public and Stakeholder Engagement Expectations
D4.6.2 The Consultant shall conduct public and stakeholder engagement and include at
minimum:
(i) Public survey
• Available digitally on the project webpage and in paper at the library.
• Gathers input on current library use, and the public’s priorities and vision for the renewal.
• Public input will be used to help develop the Facility Renewal Plan and associated cost
estimate.
(ii) Stakeholder meetings
• Up to four (4) meetings with stakeholder organizations.
• Stakeholder organizations include but are not limited to neighbourhood associations, library
groups, nearby schools, and adjacent community centre.
• Presents the findings of the assessment, along with renewal opportunities, constraints, and
trade-offs.
• Gathers input on the stakeholder’s priorities, and vision for the renewal.
• Stakeholder input will be used to help develop the Facility Renewal Plan and associated cost
estimate.
Public and Stakeholder Engagement Outcomes
D4.6.3 The execution of the public engagement plan will result in reaching the
following objectives:
(i) The general public and stakeholders understand the scope of the project, including the
condition assessment, compliance review, and renewal plan;
(ii) The general public and stakeholders understand the opportunities, constraints, and
trade-offs for the West Kildonan Library renewal;
(iii) The general public and stakeholders’ vision, values, priorities, and concerns for the
West Kildonan Library are considered when developing the Facility Renewal Plan; and
(iv) The general public and stakeholders understand how their input was considered and
incorporated (where possible) into the into Facility Renewal Plan.
D4.7 PART D FACILITY RENEWAL PLAN
(a) The facility renewal section of the report must provide a framework for renewal showing two
options that address the following:
(i) Option A – Maintain/Renew – includes any construction work required to address life-safety,
accessibility, and building maintenance needs, while supporting the current Level-of-Service that
the Library provides.
(ii) Option B – Upgrade/Betterments - includes any construction work required to address
life-safety, accessibility, building maintenance needs, as well as additional
program-area improvements that will allow the Library to meet its target for Level-of-
Service.
D4.8 PART E COST ESTIMATES
(a) All cost estimates are to be prepared by a Professional Quantity Surveyor.
(b) Cost estimate should be presented in a format that aligns with the phasing outlined in D4.7
Facility Renewal Plan, including any applicable design and escalation contingencies that may be
required.
(c) Class 4 Cost Estimate Classification shall be in accordance with AACE International
Recommended Practices (refer to hyperlink):
https://www.winnipeg.ca/finance/findata/matmgt/documents/2014/726-2014/726-
2014_ADDENDUM_1/726-2014_Addendum_1- Appendix_A_Cost_Estimate_Classification_System.pdf
D4.8.1 The Services required under D4 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.
