Full Title: Professional Consulting Services for Detailed Design of D'Arcy Wastewater Lift Station Load Shedding Upgrade
D4. SCOPE OF SERVICES
D4.1 The Services required under this Contract shall consist of Detailed Design of D’Arcy
Wastewater Lift Station Load Shedding Upgrades in accordance with the following:
(a) Project Management (D4.6);
(b) Consultant Progress Reports (D4.7);
(c) Preliminary Engineering (D4.8);
(d) Design and Specification Development (D4.9);
(e) Procurement Process (D4.10);
(f) Contract Administration Services (D4.11);
(g) Record Drawings (D4.12);
(h) 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 $225,000. 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 construction of a new force main at D’Arcy WW LS to divert flow
directly from the station to the river when high river level conditions coincide with heavier wet
weather events.
D4.4 The new force main will be connected to the existing piping within the D’Arcy WW LS.
Once the force main exits the lift station, it will transition from a 500mm pipe to a 750mm force
main which will ultimately flow to the Red River. New valves will also be installed within the
station which can direct wastewater flows to the existing siphons under normal operations, or to
the new force main when load shedding is required.
D4.4.1 During extreme river flood conditions, water levels in the Red River can rise to
very high levels which limit the ability of SEWPCC to pass all flows without flooding the plant.
High river levels also prevent the activation of emergency overflows in the collection system which
results in increased risk of basement flooding during rain events.
D4.4.2 Load shedding is a temporary measure to protect public health by minimizing the
risk of flooding the SEWPCC and reducing the potential for basement flooding in the wastewater
collection system.
D4.4.3 There is critical infrastructure (including the 600 mm Fort Garry – St. Vital
Feeder main, the 1650 mm Second Branch Aqueduct, and a hydro tower) in close proximity of the lift
station that will need to be addressed during detailed design. Work at the station must occur
during low river levels and, ideally, outside of peak wet weather seasons.
D4.5 General
D4.5.1 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.
D4.5.2 The consulting services described herein are to be provided for the Water and
Waste Department (WWD).
D4.5.3 WWD will provide assistance towards the following services:
(a) Site access to the D’Arcy WW LS
(b) Provision of any available information on the D’Arcy WW LS operation records (i.e. pump cycle
times, maintenance records, historic flow rates, etc.).
D4.6 Project Management
D4.6.1 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.
D4.6.2 The Consultant will review and update the following templates as required
throughout the phases of the project:
(a) Stakeholder Assessment and Communication Plan
(b) Project Risk Management Plan D4.6.3 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 on a weekly basis (or as required) to
provide project progress and or to discuss project specifics.
(c) Provide meeting minutes and or emails, upon request, to the Consulting Contract
Administrator summarizing any meetings and or discussions held between the consultant and WWD.
D4.6.4 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 and recommendations that could prove to be valuable for
future projects;
(b) Document and share the lesson learned findings;
(c) Analyze the results. D4.7 Consultant Progress Reports
D4.7.1 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 upon prior written approval 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.
D4.7.2 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.
D4.7.3 Monthly consultant invoices will not be paid until the corresponding Consultant
Progress Report has been accepted.
D4.8 Preliminary Engineering D4.8.1 The Consultant will;
(a) review existing information as provide by the City, including but not limited to; records,
original specifications and drawings, the preliminary design report of the D’Arcy WW LS Load
Shedding Upgrade project (Appendix A), the geotechnical investigation report for the D’Arcy WW LS
upgrades (Appendix B). The drawings are included in Appendix C.
(b) Perform a site investigation to confirm site access, building access within the D’Arcy WW LS,
route alignment for the proposed force main to the river.
(c) Conduct a review within the D’Arcy WW LS to identify construction concerns within and
outside of the building, confirm that new valves, fittings, appurtenances can physically be
constructed within the station, and overall force main route alignment.
(d) If required, undertake a trial shutdown to confirm storage times for the pipe
modifications activities within the lift station.
(e) Coordinate permits (where required) for working near the D’Arcy WW LS, along the proposed
force main route to the river, and at the riverbank of the Red River, including but not limited to:
(i) Waterway permits;
(ii) Notice of Alteration (NOA) to the SEWPCC;
(iii) Fisheries and Oceans Canada for the presence of mapleleaf mussels;
(iv) Communication with Transport Canada on expected Minor Work Order.
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.
D4.9.3 Take accurate measurements, using 3D laser scanning or equivalent, to confirm
that new piping, tees, valves etc., will physically fit within the station’s motor room for the
force main tie-in location.
D4.9.4 Development of temporary by-pass pumping operations specifications. The tender
will include a requirement for the contractor to submit details regarding how they plan to by- pass
the D’Arcy WW LS. These details will be used to prepare an Operational Shutdown Summary (OSS) as
per D4.11.1(k).
D4.9.5 Develop a protocol for contractor’s construction activities working within the
vicinity of the existing 600mm feeder main and existing 1650mm Branch II Aqueduct. Contractors will
not be allowed to mobilize any equipment until their protocol has been reviewed and approved by the
contract administrator.
D4.9.6 Coordinate with City staff on systems operations required to complete
construction activities.
D4.9.7 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.
D4.9.8 Construction drawings are to be drawn in accordance with The City of Winnipeg
Manual for Production of Construction Drawings and Departmental requirements, and are to have a
Department drawing number assigned before the work is tendered. Drawing numbers shall be requested
from the Department’s contact person.
D4.9.9 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.
D4.9.10 Review and approval of shop drawings submitted by the Contractor and/or
Supplier(s).
D4.9.11 Digital files of the construction drawings shall be provided to the Department’s
contact person when the work is tendered.
D4.9.12 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.
D4.9.13 Arrange and attend a tender site investigation during the tendering process.
D4.9.14 Review Bid Submissions for completeness and prepare Bid Submission tabulations.
D4.9.15 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.
D4.9.16 Obtain the required permits listed in D4.8.1(e).
D4.9.17 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.
D4.9.18 The tender shall include a completion date for construction by no later than Feb
29, 2024. The D’Arcy WW LS will need to be back on line by this date.
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 within the D’Arcy WW LS and for the newly constructed force main to the river.
(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) Coordinate with the Contractor, the Department and other relevant parties any commissioning
activities required before any components of the Station can be put into active service.
(k) The Consultant will be required to submit an OSS to WWD at least ten (10) working days prior
to the D’Arcy WW LS being shutdown or taken offline. The Consultant will complete the OSS using
information provided by the contractor for their construction activities. The D’Arcy WW LS 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
continuous 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 Wastewater 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 Record Drawings
D4.12.1 Record drawings are to be submitted in two phases:
(a) Preliminary Record Drawings
(b) Final Record Drawings D4.12.2 Preliminary Record Drawings
(a) 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 Department’s contact
person, and along with one (1) complete set of full-size (A1) drawings prints for the Works.
(b) Record drawings are to include all construction details and materials of the competed works,
including the following:
(i) All construction details’
(ii) Complete materials list for each individual component installed,
(iii) Date of installation of Works (Substantial Performance),
(iv) Installation Contractor.
D4.12.3 Final Record Drawings
(a) 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)
drawing mylars 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. The digital drawing file must have the Water and Waste Department drawing number
assigned to that drawing.
D4.12.4 Payment for Record Drawings will be as follows:
(a) 50% upon acceptance of the Preliminary Records Drawings;
(b) 50% upon acceptance of the Final Record Drawings.
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(h)).
(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.
