THE MUNICIPALITY OF SIOUX LOOKOUT CONSULTANT TERMS OF REFERENCE TO PREPARE DETAILED DESIGN FOR PARK STREET LANE INFRASTRUCTURE UPGRADES IN URBAN SIOUX LOOKOUT RFP R013-2017 July 21, 2017
Terms of Reference for Detailed Design for Park Street Lane Water and Sanitary Sewer Infrastructure in Urban Sioux Lookout TABLE OF CONTENTS 1 Introduction 2 Objectives 3 Scope of Consulting Services 4 Project Team 5 Project Requirements 6 Consultant Proposal Preparation and Requirements 7 Proposal Evaluation Criteria 8 Submission Instructions Appendix A Existing Water Distribution Network Existing Sanitary Sewer Collection Network
3 1.0 INTRODUCTION 1.1 Purpose The Terms of Reference defines the scope of work required from the Consultant for professional engineering services for the preparation of a detailed design to facilitate the replacement of the existing water distribution and sanitary sewer collection infrastructure installed in the Park Street lane allowance, between Lincoln Drive and First Avenue, in the Urban core of Sioux Lookout. The design will include: Replacement of approximately 140 m of existing 250 mm concrete sanitary sewermain; Replacement of three (3) cast-in-place sanitary manholes; Replacement of approximately 160 m of existing 100 mm cast iron watermain (watermain size of 100 mm is derived from counting valve turns); Replacement of existing fire hydrant; Replacement of eleven (11) existing water and sanitary sewer service lines from new mains to property line. The work will include all necessary fieldwork and data collection, engineering analysis, design and Environmental Compliance Approval. A map depicting the area of the proposed works is shown on Figure 1.1. It is expected that the replacement sanitary sewer and water infrastructure will be installed in the same proximity as existing to facilitate reconnection of existing services to the adjacent properties. However, regulations for separation of water and sanitary sewer infrastructure could prove challenging while incorporating installation of new infrastructure in a six (6) metre lane allowance while maintaining installation depths below levels of frost penetration. Directional drilling methods for pipe installation and preinsulated piping could be considered for alternative solutions. To further complicate open cut trench installation methods for sub-surface infrastructure in the Park Street lane allowance is the presence of utility poles utilized for both hydro and communication infrastructure. 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.
4 Figure 1.1 Area Overview 1.3 Background It is estimated that the existing sanitary sewer and water distribution infrastructure was installed in the Park Street lane allowance sometime during the 1950's to service the residences constructed on Park Street (no design or construction drawings can be located for this infrastructure). Later in time, with the development of Fair Street, residences constructed on Fair Street also then utilized the existing sanitary sewer and watermain in the Park Street lane for service. It is known that some sanitary sewer services from the adjacent residences of both Fair and Park Street(s) have less than
5 minimal grade and therefore have issues with blockages in the service lines. There is no sanitary sewer or water distribution infrastructure installed in Fair Street from Lincoln Drive to First Avenue. Video of the Park Street lane sewermain captured in the spring of 2017 after two (2) consecutive mainline blockages, indicates that the sewermain is in critical condition with broken concrete segments, sags, heaves and crude repair sections; removal and replacement is the only option to maintain service to the area. 1.4 Available Information Appended to this document are maps of: Existing Water Distribution Network; Existing Sanitary Sewer Collection Network; The Municipality will make available to the Consultant existing available information relevant to the work. This includes: Existing topographic information with 1m contour intervals in GIS format; Digital Aerial photography; Base Mapping for the area; 2.0 OBJECTIVES 2.1 General In general, the objective of the Work is to provide the Municipality with a completed design for the replacement of the infrastructure and to complete and submit an Environmental Compliance Approval (ECA) application, including all required documentation to support the application, to the Ministry of the Environment and Climate Change (MOECC) for the sanitary sewer works. The expectation is that the Municipality will then have the project "shovel ready" for the 2018 construction season. 2.2 Overall Objectives Section 3 of the Terms of Reference 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 Public Works Manager throughout the design stage. 2. Optimize the use of existing information, studies, reports, and other available resources. 3. Liaise with Provincial and Federal governments and local resource
6 personnel as appropriate. 4. Undertake the required work for design including topographic survey, confirmation of existing infrastructure location and elevations and hydraulic capacity assessment for the sanitary sewer. 5. Undertake fieldwork as necessary to complete the assignment. Fieldwork to be included in the Consultant s price includes all fieldwork in all disciplines required to complete the assignment. 6. Negotiation and completion of all applicable permits. 7. Completion, submission and payment of all applicable MOECC applications and any required follow-up with MOECC to obtain MOECC ECA for the works. 3.0 SCOPE OF CONSULTING SERVICES This Contract is for the detailed engineering design of the project and the submission of the ECA application The following outlines the Scope of Services required from the Consultant to complete the required Works. 3.1 Project Initiation Project Initiation includes, at a minimum, an initial meeting with the Client, existing document compilation and review, and preliminary field reviews: Become familiar with the project by reviewing existing documents; Meet with the Client Project Team at an introductory meeting in Sioux Lookout. Undertake a tour and become familiar with the site, existing infrastructure and the conceptual servicing route. Gather information and resources required for completion of the Work. 3.2 Site Reconnaissance The Consultant shall conduct preliminary reviews of the conceptual routing and shall identify any and all constraints and limitations and make a final recommendation to the Municipality. 3.3 Fieldwork and Investigations This phase of the Work includes the undertaking of fieldwork and investigations, as required for detailed design: Topographical Survey The topographical survey shall include, as applicable, cross-sectional data at 25m intervals and includes spot elevations, slopes, top of ditch, bottom of ditch,
7 edge of shoulders, edge of road, culverts, driveways, roads and runways. Utilize digital instrumentation capable of producing UTM coordinate data. The topographical data is to be inserted into the geo-referenced Municipal Base Plan. The Base Plan will be provided to the Consultant free of charge in GIS format or converted from GIS to ACAD format. Other fieldwork required by the Consultant for completion of the design. 3.4 Design The Consultant will prepare a design that will include: Analysis of sanitary sewer size and grade for existing flows; Analysis of water distribution size and flow requirements; Plan and profile drawings for the sanitary sewer and water distribution infrastructure; Details for manholes and other appurtenances. 3.5 Ministry of Environment Applications Following completion and acceptance of the design, the Consultant will complete and submit all required applications to the MOECC. The Consultant will pay directly any required application fees to the MOECC. The Consultant shall be responsible for any follow up with MOECC as required for processing and approval of the application(s). 4.0 PROJECT TEAM 4.1 Client Project Team The primary contact for the Client Project Team 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 the required experience to carry out the tasks required by the Terms of Reference. The Consultant s primary contact and Project Manager for this project shall be a Professional Engineer licensed to practise in the province of Ontario, with a minimum five (5) years professional experience in civil infrastructure design.
8 5.0 PROJECT REQUIREMENTS 5.1 Schedule The Municipality anticipates that the design work can be completed in two (2) months, exclusive of MOECC approvals. The Consultant shall: Allow sufficient time in the project schedule for meetings and document review by the Project Team. 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. The table below illustrates the proposed milestone schedule. Park Street Lane Infrastructure Upgrades PROPOSED MILESTONE SCHEDULE ITEM TASK TARGET DATE 1 RFQ Design Consultant July 21, 2017 2 RFQ Design Consultant Close August 11, 2017 3 Award Design August 14, 2017 4 Design Period Aug - October, 2017 5 ECA Application in to MOECC Nov- December, 2017 6 MOE ECA Approval May, 2018 7 Construction (pending Council approval) Summer/Fall 2018 5.2 Project Meetings
9 In the proposal, the Consultant shall allow for the following formal meetings in Sioux Lookout as a minimum. 5.3 Deliverables Introductory Meeting 90% Detailed Design The drawing(s) required in Sections 3.4 shall be prepared and certified by the Consultant and issued to the Municipality. All drawings and other related contract documents prepared under this Contract by the Consultant shall be owned by the client. The Consultant will provide one (1) hard copy of each report, drawing set, and draft documents submitted at the milestone stages of the project. The Consultant will provide the following digital copies as follows: PDF format for all stamped and sealed drawings PDF format of any document prepared for the project Editable ACAD 2000 (or newer) format for all drawings, complete with attached X-Refs. (drawings to be un-stamped). 6.0 CONSULTANT PROPOSAL SUBMISSION REQUIREMENTS The Consultant shall submit one (1) copy of his proposal. 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 Work, both technical and physical, including any innovative and constructive ideas. Methods for controlling cost and schedules. A list of sub-consultants proposed for the project (if any) A Time Task Cost Matrix, clearly showing each activity and disbursement, 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 Consultant Terms of Reference. 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
10 proposed fees, disbursements and taxes shall be treated as a maximum allowable unless modified with the written consent of the Municipality. 7.0 PROPOSAL EVALUATION CRITERIA Due to the scope of the design being somewhat "straight forward", with replacement of existing infrastructure being the prime focus and the absence of any new infrastructure to be included in the design, the Consultant s Proposal shall be evaluated with emphasis focusing on cost; there will not be any formal technical evaluation of the submitted Consultant's proposal. 8.0 SUBMISSION INSTRUCTIONS 8.1 Address for Submission of Proposals Address for submittal of Proposals: Clearly mark sealed packages: PROPOSAL SUBMISSION FOR: Park Street Lane Infrastructure Upgrades RFP R013-2017 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, Central Daylight Time, Friday, August 11, 2017 8.3 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) 737-1234 Ext. 6601 pwmanager@siouxlookout.ca
APPENDIX A 11 Existing Water Distribution Network
Existing Sanitary Sewer Collection Network 12