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-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 Project
Manager’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 funds available for this Contract (2022) are $390,000.00
D4.4 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 project, performed by the Contractor, will be tendered and administered by the Consultant under a separate bid opportunity by the Contractor. The Consultant will perform condition assessment on sewers and manholes inspected by the Contractor.
D4.5 In 2022, the Department requires condition assessment of approximately 120 kilometres
of wastewater, combined, storm relief and land drainage sewers, along with their corresponding
manholes and control structures located in various locations throughout the City.
D4.6 The 2022 work includes inspections of all sewers that have previously been inspected in
the Armstrong, Hawthorne, Jessie, and Newton 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 2022 can be broken down as follows:
(a) 98.8 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) 10.5 km of wastewater sewers and manholes which now require inspection due to their age;
(c) 1.3 km of storm relief sewers and manholes which now require inspection due to their age;
and
(d) 10.3 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 Project Manager.
D4.8.3 The two potential one-year extensions for 2023 and 2024 will be for condition
assessment programs that are expected to be of similar size and scope to the 2022 Contract, but may be adjusted to reflect the lessons learned from previous years. Future programs will depend on available approved capital funds.
(a) Specific locations will be determined prior to negotiations. However, a general overview of
the upcoming years is below:
(i) Condition assessments in 2023 can be broken down as follows:
◻ 99.6 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;
◻ 15.5 km of wastewater sewers and manholes which now require inspection due to their age;
◻ 14.7 km of land drainage sewers and manholes which now require inspection due to their age;
◻ Additional interceptor sewers and manholes which are inspected routinely due to their high
criticality, total length to be determined;
(ii) Condition assessments in 2024 can be broken down as follows:
◻ 81.4 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;
◻ 23.8 km of wastewater sewers and manholes which now require inspection due to their age;
◻ 47.7 km of land drainage sewers and manholes which now require inspection due to their age.
D4.8.4 Sewer Inspection Guidelines for Consultant 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
bid opportunity and applicable taxes is $2,750,000.00.
D4.9 Program Management
D4.9.1 The Successful Consultant will be responsible for project reporting and support
to the City’s Project Manager 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 Project Manager. Provide minutes of all site meetings within seven (7) calendar days of the meeting.
D4.9.4 A maximum of 90% of the total fee for the “Project Management” task will be paid
prior to the acceptance of the draft summary report. The remaining 10% 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 Project Manager.
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 90% of the total fee for the “Program Development” task will be paid
prior to the acceptance of the draft summary report. The remaining 10% of the payment will be made upon acceptance of the final summary report.
D4.11 Drawing and Tender Document Preparation
D4.11.1 Bid Opportunity 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 Project Manager. The Project
Manager 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 Project Manager). The Project Manager must approve the estimate of costs for liquidated damages prior to posting the tender.
D4.11.7 A maximum of 90% 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 10% 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 Project Manager.
D4.12.4 A maximum of 90% of the total fee for the “Procurement Process” task will be paid
prior to the acceptance of the draft summary report. The remaining 10% 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 in a timely fashion 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 Project Manager 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 Project Manager 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) Ensure that InfoAsset Manager is updated on a regular basis 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.
(j) A maximum of 90% 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 10% 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.
(f) 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.
(g) Provide Weekly Project Reports to the Department's Project Manager 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.
(h) 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.
(i) 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.
(j) Track all pay-item quantities and obtain confirmation and signature from the Contractor on
a daily basis.
(k) 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.
(l) A maximum of 90% 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 10% 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. Data will be transferred between Consultant and City using snapshots pushed back and forth on a weekly basis, at a minimum, or more frequently if directed by the Project Manager.
(b) 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.
(c) 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 Project Manager before working on this project.
(d) Only personnel listed in the proposal can perform this Work. Any additional staff must be
proposed to, and approved by the City’s Project Manager before working on this Project.
(e) Perform Quality Assurance / Quality Control (Qa/Qc) to industry and Departmental standards on 10% of the submitted NASSCO PACP and MACP raw coded data.
(f) Input inspection data received from the Contractor into InfoAsset Manager for evaluation.
(g) Ensure that inspections with temporary ID’s are assigned to the proper asset number once GIS corrections are made.
(h) Perform Quality Assurance / Quality Control (Qa/Qc) to industry and Departmental standards
for SPG evaluations and work order assignments.
(i) 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.
(j) Review the Internal Condition Grade (ICG) and assign/update the actual Structural
Performance Grade (SPG) in InfoAsset Manager for all assets.
(k) 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, re- evaluate 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 Project Manager of all assets
with ‘pending’ work orders.
(l) A maximum of 90% of the total fee for the “Analytical Services” task will be paid prior to
the acceptance of the draft summary report. The remaining 10% 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 Project Manager 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 Project Manager in accordance with the
Critical Stages listed in D10.
D4.15.3 Hand deliver (in person) two (2) hard drive inspection media to the Project
Manager.
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.
