THE MUNICIPALITY OF SIOUX LOOKOUT

Transcription

1 THE MUNICIPALITY OF SIOUX LOOKOUT CONSULTANT TERMS OF REFERENCE TO PREPARE AND ADMINISTER SPECIFICATIONS, CONSTRUCTION TENDERING AND CONTRACT ADMINISTRATION FOR PARK STREET LANE INFRASTRUCTURE UPGRADES PROJECT IN URBAN SIOUX LOOKOUT RFP No. R February, 2018

2 Terms of Reference for Specifications, Construction Tendering and Contract Administration for Park Street Lane Infrastructure Upgrades Project in Urban Sioux Lookout TABLE OF CONTENTS 1 Introduction 2 Objectives 3 Scope of Consulting Services 4 Project Team 5 Project Requirements 6 Consultant Tender Submission Requirements 7 Tender Evaluation Criteria 8 Submission Instructions Appendix A

3 3 1.0 INTRODUCTION 1.1 Purpose The Terms of Reference (TOR) defines the scope of work required from the Consultant for professional engineering services for the preparation of technical specifications and administration of the construction tendering process and ensuing construction contract for the provision of constructing new watermains and new sanitary sewermains in the Park Street lane allowance, between Lincoln Drive and First Avenue, in the urban core of Sioux Lookout. The project includes: Replacement of approximately 140 m of existing 250 mm concrete sanitary sewermain with new 250 mm PVC sewermain; Removal of two (2) cast-in-place sanitary sewer manholes and installation of three (3) new pre-cast sanitary sewer manholes; Replacement of approximately 160 m of existing cast iron watermain with new 150 mm PVC watermain; Replacement and relocation of existing fire hydrant; Replacement of twelve (12) existing water and sanitary sewer service lines/piping from new mains to property line; Restoration of the lane and adjacent street intersections post construction. The work will include the production of construction specifications based on completed design and the administration of the construction tendering process and ensuing construction contract. 1.2 Location Sioux Lookout is located approximately 400 km (by highway) northwest of Thunder Bay and 450 km (by highway) east of Winnipeg, and approximately 65 kilometres north of the Trans Canada Highway. 1.3 Background In the summer of 2017, the Municipality issued a Request for Proposal (RFP) for the preparation of design drawings and Environmental Compliance Approval (ECA) for the replacement of the existing watermain and sanitary sewermain in the Park Street lane allowance. The issuance of the RFP for a design to replace the infrastructure was initiated after several sewermain blockages occurred in the spring of 2017 and CCTV video of the sewermain indicated that the infrastructure was in need of replacement prior to complete failure. The RFP for design was approved by Council in 2017 as a means to

4 4 initiate the process of replacing the infrastructure. At the time the RFP was issued in 2017, it was undetermined if the funds to replace/construct the infrastructure would be available post design in Council has now approved the Municipality's 2018 Capital Budget which includes the estimated cost to move forward with the Park Street Lane Infrastructure Upgrades Project. After a review of all projects proposed in the Municipality's 2018 Capital Budget, it was determined that the Park Street Lane Infrastructure Upgrades Project construction tendering and ensuing construction contract administration would be outsourced to a Consulting Firm. The RFP for design issued in 2017 was awarded to HATCH Corporation of Thunder Bay, Ontario. The initial design for the replacement of the infrastructure has been completed and the application for ECA to the Ministry of Environment and Climate Change (MOECC) for the sanitary sewermain replacement has been submitted. Final design is expected to be completed in the near future post ECA issuance by MOECC. The design completed by HATCH incorporates lowering the grade of the new sanitary sewermain to achieve positive grade. As a result of the required grade change, a rock probing investigation was initiated and completed by TBTE of Thunder Bay. The results of the rock probing confirmed the presence of bedrock in the vicinity of the designed grade change and therefore the determined bedrock profile has been included in the design profile drawing. 1.4 Available Information Appended to this document in PDF format are drawings of: Design drawings completed by HATCH to date. The Municipality will make available to the Consultant the following available information relevant to the work. This includes: The RFP issued for design in 2017 and any information listed as available in the document; CAD drawing of the design completed by HATCH; Construction cost estimate generated for 2018 Capital Budget.

5 5 2.0 OBJECTIVES 2.1 General In general, the objective of the work requested through this RFP process is for the Consultant to provide ready for tender specifications, tendering for construction of the project and administering the construction contract. 2.2 Overall Objectives Section 3 of the TOR provides details of the scope of services required from the Consultant to complete the assignment. Following is a summary of the overall objectives of the work: 1. Work closely with the Client throughout all stages of project development. 2. Preparation of construction specifications. 3. Tendering for construction including the public call for tenders and evaluation of all submitted tenders. 4. Preparation of the Contract between the Client and the Contractor. 5. Contract administration services during the construction phase. 6. Construction inspection services, including daily site reports and data collection for the production of as-built drawings during the construction phase. 7. Post commissioning site review and report, one month after commissioning. 8. Production of as-built drawings in paper and electronic format. 9. Address warranty issues as they arise. 10. End of warranty period inspection and ensuing report. 3.0 SCOPE OF CONSULTING SERVICES The following outlines the scope of services required from the Consultant to complete the requirements of the assignment. 3.1 Project Initiation Project initiation includes, at a minimum, an initial meeting with the Client and existing document compilation and review: Meet with the Client at an introductory meeting in Sioux Lookout. Review provided information and gather resources required for completion of the assignment.

6 6 3.2 Site Reconnaissance Site Reconnaissance has been completed during the design stage. 3.3 Fieldwork and Investigations Field work and investigations have been completed during the design stage 3.4 Design Brief A design brief is not required at this stage of the project. 3.5 Detailed Design The detailed design will be completed and supplied for this stage of the project. 3.6 Cost Estimates The cost estimate for construction has been calculated for the 2018 Capital Budget and can be made available to the Consultant. 3.7 Ministry of Environment and Climate Change Applications The ECA application for the sanitary sewers has been submitted to the MOECC. 3.8 Construction Tendering Phase Upon approval by the Client, the Consultant shall acquire a tender number from the Municipality and coordinate with the Client a public call for tenders to construct the proposed Works. The process shall be in accordance with the Municipality s Procurement Policy. The Consultant shall undertake typical tender process and issue all tender documents including preparation of all ads and coordination of a public call for tenders. The Consultant shall present methods of advertising the tender for approval by the Client. Recommendations may include circulation by to Northwestern Ontario/area contractors or uploading the tender call to a Contract Portal such as "Biddingo" or "MERX". The Consultant will also provide the tender call advertisement to the Client for posting on the Municipality's website. Only Bonded General Contractors will be eligible to bid this project.

7 7 The Consultant shall discuss with the Client the requirement for a mandatory or nonmandatory pre- construction tender submission project/site review and meeting for bidders at the project site in Sioux Lookout. Regardless of mandatory or non-mandatory attendance of bidders, the Consultant shall attend the pre-tender site meeting. During the tender period, the Consultant shall respond to all questions and requests for information in writing. If as a result of questions or other circumstances the Consultant realizes a need for changes to the tender package, Addendum(s) shall be issued to all bidding Contractors. The tenders shall be received by the Municipal Clerk and opened at the Municipal office. The Consultant shall attend the tender opening at the Municipal office and participate in the opening of the tenders received. The Municipal Clerk shall record the Tenderer name and submitted tender value for Municipal records. Following the opening, the Consultant shall evaluate all tender bids and prepare a report with their recommendation for submission to the Client. 3.9 Contract Administration Upon Council's approval of construction award, the Consultant shall produce four (4) original contract documents for signatures by the Client and the Contractor. During the performance of the Contract, the Consultant will provide contract administration services. The services shall include, but not be limited to, the following: Assign a Professional Engineer, licensed to practice professional engineering in Ontario, to be the Project Manager and to oversee the administration during the construction and warranty phases of the project. Prior to commencement of construction, the Consultant shall issue a "for construction" set of documents (drawings and technical specifications) that incorporate any changes resulting from the tendering process. Ensure that all necessary insurances are carried by the Contractor. The Consultant will request shop drawings from the Contractor for all components of the Works. It is the responsibility of the Consultant to review and approve shop drawings prior to the Contractor s installation of such components. Review of the Contractors progress payment requests and provide payment tracking to the Client in the form of a table with the value of the work performed to date, the value of the holdback to date and the payment for the period. This must be included in a section of the monthly report to the Client. Review all requests for additional costs and time from the Contractor and recommend action to deal with such requests. If necessary, issue contemplated and approved Change Orders to the Contractor. Reporting

8 8 of issued Change Orders is be included in a section of the monthly report to the Client. The Consultant, at all times, shall have current and up to date drawings and specifications available at the site of the Works and shall ensure the Contractor is working from current drawings and specifications. Upon completion of the project, the Consultant shall prepare two (2) copies (unless otherwise indicated) of a document that includes all shop drawings, operating and maintenance procedures, spare parts, suppliers information, as-built (record) drawings and any other pertinent information as may be required for the operation and maintenance of the constructed works Construction (Civil) Inspections Upon construction award, the Consultant shall be prepared to offer fulltime civil construction inspections during the construction process. The provided inspector shall have at minimum CET or EIT designation (Ontario) with five (5) years municipal infrastructure experience, with specific familiarity in all aspects of the Works. The inspector is expected to provide the following services: Preparation and submission of Daily Activity Reports (in digital format) summarizing the progress of construction for the day, complete with relevant photos. Be onsite all days when construction is taking place, including weekends and holidays, worked by the Contractor. Collection of as-built data to include locations and depths of buried infrastructure utilizing GPS technology. The collected GPS data will be RTK or post processing corrected to a local benchmark. Confirmation that the work being done complies with the Technical Specifications for the project. Issuance of Field Instructions as required. Conduct compaction testing of the road, curb & gutter and sidewalk granular sub-base(s) & base(s). Liaise, correspond and update the Municipality's Public Works Manager, or designate, on a daily basis Changes to the Scope of Services If requested in writing by the Municipality, the Consultant will make the required changes in the Contract. The Consultant will advise the Client of any effect on the time schedule and budget or any other implications of the changes. Such changes will be incorporated into the Contract by formal Change Order. No changes required by the Consultant to remedy errors or other problems attributable to shortcomings of the Consultant, including

9 9 persons employed or supervised by the Consultant, shall entitle the Consultant to additional fees. The Consultant shall not be compensated beyond the upset limit submitted in their proposal unless the Municipality provides written approval. If required, additional time for civil/construction inspections beyond the estimated time of construction will be agreed to in writing and will be based on the per hour cost, including any daily disbursements, contained the proposal Adequate Information The Consultant acknowledges that adequate discussion and access to sufficient information have been provided to complete the required services within the time limit stipulated for the project. 4.0 PROJECT TEAM 4.1 Client Project Team The primary contact for the Client will be Mr. Andrew Jewell, Manager of Public Works. Other staff within the Department may be appointed as necessary. 4.2 Consultant Project Team The successful Consultant will be a firm of Consulting Engineers with a Certificate of Authorization in the Province of Ontario. The Consultant Project Team will consist of professional and technical staff with relevant experience to carry out all required tasks as outlined in the TOR. The Consultant s primary contact and Project Manager for this project shall be a Professional Engineer licensed to practice in the province of Ontario, with a minimum five (5) years professional experience in water and sewer infrastructure construction (Civil Engineering) and project management. The Consultant Project Team will include staff and sub-consultants with Ontario Professional Accreditation and experience in the following fields as a minimum: Civil Engineering Other professional and technical staff as required to successfully complete the assignment.

10 PROJECT REQUIREMENTS 5.1 Consulting Services The Consultant shall: 5.2 Insurance Agree to enter into a Contract (contract documents to be provided by the Consultant) for the completion of the assignment associated with the construction tendering, construction contract administration and civil inspections for the project. The scope of work required to complete the assignment shall be as outlined by this TOR. The cost of professional services is not to exceed the accepted maximum upset limit as submitted by the Consultant. Provide complete and comprehensive professional services in the specialty fields required to carry out the assignment. Carry out the assignment in accordance with an accepted schedule presented by the Consultant with his proposal and to submit monthly reports describing progress and indicating milestones achieved. The successful Consultant will be required to carry a minimum of $2,000,000 per occurrence in Professional Liability Insurance and $5,000,000 General Public Liability Insurance. The insurance coverage cannot be modified without written consent of the Municipality. Clauses that limit the liability of the Consultant or the insurance company to the value of the fees paid/payable will not be considered. 5.3 Schedule The tendering for construction shall be initiated in the late winter or early spring of 2018 in order to ensure relevant bids are submitted from Contractors who have not scheduled or committed their workforce(s) to other work. Once the construction tender has closed and the bid evaluations have been completed, a report will be prepared by the Client to present to Council for approval of the construction contract. Prepare a detailed schedule clearly indicating meeting dates, all tasks and individuals responsible for completing each task/milestone. Allow sufficient time in the project schedule for meetings and document review by the Project Team. Be responsible for maintaining the approved project schedule, as submitted by the Consultant, in his proposal. Advise the Project Team, in writing, of any actual or potential changes to the approved time schedule, and upon approval from the Client, revise the schedule accordingly.

11 11 The construction time required to complete the project is estimated at six (6) weeks from the time of commencement to substantial completion. The Consultant shall carry six (6) weeks full time site inspections, based on a six (6) day per week schedule at ten (10) hours per day, from the start of construction to the date of substantial completion. The construction contract documents will stipulate a completion date of six (6) weeks from the start of construction to the date of substantial completion. The incorporation of liquidated damages into the construction contract will be discussed between the Client and the Consultant at time of construction tender preparation. The table below illustrates the proposed milestone schedule. Park Street Lane Infrastructure Upgrades Project PROPOSED MILESTONE SCHEDULE ITEM TASK TARGET DATE 1 RFP - Consultant February 16, RFP Consultant Close March 9, Technical Specification Compilation March, Receive MOE ECA Approval (previously submitted) March, Construction Tender Start April, Tender Construction Close Mid May, Conditional Construction Tender Award Mid May, Construction Commencement June, Construction Substantial Completion August Construction Final Completion End of August, Close Out Documentation November, Warranty Inspection August, End Warranty August, 2019

12 Project Meetings In the proposal, the Consultant shall allow for the following formal meetings in Sioux Lookout as a minimum. 5.5 Reporting Introductory meeting (consideration for teleconference ) Pre-construction tender (mandatory/non-mandatory onsite meeting) Pre-construction (tender opening) Monthly construction Substantial completion Deficiency (post commissioning site review) Final completion End of Warranty The Consultant shall prepare a meeting report/summary to the Client, in writing, regarding the discussions and conclusions of each meeting, and provide commentary on schedule. 5.6 Invoicing Instructions The Consultant shall provide a financial summary with each invoice: a written status summary of the work accomplished to date and a comment if the project is on schedule; with headings as follows: Budget Fees Expenses Total Contract Billings Previous Billings Billings This Period Billings to Date The Consultant shall advise the Municipality in writing of any potential changes to the Contract amount as soon as possible after they are evident. The Consultant shall invoice the Municipality on a monthly basis. The project name and the Project Manager s name shall be clearly shown on the invoice. Each invoice will contain a breakdown with the name of each employee, position, hours of work, charge-out rates, expenses and disbursements. If required, any additional time for civil/construction inspection services beyond the estimated time required to complete the project as presented in Section 5.3, shall be agreed to in writing with the additional time invoiced at the same hourly rate, including daily disbursements, as submitted in the proposal.

13 Deliverables Deliverables to Client A complete set of as-built drawings shall be prepared and certified by the Consultant and issued to the Municipality within two (2) months of Substantial Completion of construction. All drawings, specifications and other related documents prepared under Contract by the Consultant shall be owned by the Municipality. The Consultant will provide the following digital copies as follows: PDF format for all stamped and sealed drawings. Editable ACAD 2000 (or newer) format for all drawings, geo-referenced in NAD 83, UTM Zone 15 Projection, capable of being imported into a GIS database. PDF format for specifications. To be presented as one file, and shall be complete and identical to its hard-copy counterpart. All relevant documentation in PDF format, including, but not limited to: o Inspection Reports o Site Instructions, Change Orders o Progress Reports o Payment Certificates o Test Reports o Key Correspondence *To be submitted as the construction contract progresses. Photo library submitted in JPEG format, sorted by date and named to indicate location / particular. To be submitted on thumb drive(s) upon completion of project Deliverables for Construction Tender The Consultant will provide Tender Sets in the following manner: For bidders, the Consultant may charge a non-refundable fee of $50.00 per set. For Regulatory and Construction Agencies, the Consultant shall provide required number of sets at no additional cost. For the Client, the Consultant shall provide two (2) sets at no additional cost.

14 CONSULTANT TENDER SUBMISSION REQUIREMENTS The Consultant shall submit two (2) hard copies of their proposal. Included with the hard copy submission shall be one (1) digital copy of the proposal in PDF format. The digital copy can be included with the hard copy proposal submission on either CD, DVD or thumb-drive. The proposal shall contain the following The qualifications of the Consulting Firm to undertake the project. The methodology proposed to be utilized for the completion of the assignment, both technical and physical, including any innovative and constructive ideas. Methods for controlling cost and schedules. A Time Task Cost Matrix, clearly showing each activity & disbursement and the time allotted to that activity. Each person shall have the hourly rates and associated disbursement identified with summed total dollar values tallied by person and activity. The total number of hours and dollars indicated for each person and activity. The Sub-Total Lump Sum to be shown in the lower right-hand cell of the matrix and will include all consulting fees and disbursements for the performance of the services based on the requirements of the TOR. The grand total lump sum shall be shown below the sub-total and will include the sub-total lump sum plus applicable taxes. The grand total lump sum of proposed fees, disbursements and taxes shall be treated as a maximum allowable unless modified with the written consent of the Municipality. In the matrix (or a separate matrix), the Consultant is instructed to assign a person to the position of Inspector, with all time, expenses and disbursements (including living costs if applicable) associated with the requirements and schedule of the position as indicated in Section 3.10 and Section TENDER EVALUATION CRITERIA Due to the scope of the assignment being somewhat "straight forward" and with the design component of the project previously completed, the Consultant s proposal shall be evaluated with emphasis focusing on the submitted cost; there will not be any formal technical evaluation of the Consultant's proposal.

15 SUBMISSION INSTRUCTIONS 8.1 Address for Submission of Proposals Address for submittal of proposals: Clearly mark sealed packages: Park Street Lane Infrastructure Upgrades Project - Construction Tendering and Contract Administration RFP R Corporation of the Municipality of Sioux Lookout Attn: Brian MacKinnon, Municipal Clerk P.O. Box 158 Sioux Lookout, Ontario P8T 1A4 8.2 Closing Time for Submission of Proposals Proposals must be received no later than: 3:00 pm, local time, Friday, March 9 th, Enquiries from Consultants Consultants are to direct enquiries during the proposal call period to: Mr. Andrew Jewell, Manager of Public Works Municipality of Sioux Lookout Tel # (807) Ext pwmanager@siouxlookout.ca

16 APPENDIX A 16

17

18

19

20