D2. SCOPE OF SERVICES
D2.1 The Work to be done under the Contract shall be on an as-required basis from the City
and is anticipated to include performing predictive and preventative maintenance inspections,
cleaning the switchyard area, and testing of medium voltage equipment at the South End Pollution
Control Centre (SEWPCC) and North End Pollution Control Centre (NEWPCC) as described in D2.9 and E3 and low voltage equipment as directed by the City for the period from date of award until December 31, 2023 with the option of four (4) mutually agreed upon one (1) year extensions.
D2.1.1 The City may negotiate the extension option with the Proponent within ninety
(90) Calendar Days prior to the expiry date of the Contract. The City shall incur no liability to
the Proponent as a result of such negotiations.
D2.1.2 Changes resulting from such negotiations shall become effective on January 1st
of the respective year. Changes to the Contract shall not be implemented by the Contractor without written approval by the Contract Administrator.
D2.1.3 Proponents are advised that, in future, the City may be participating in
collaborative procurement initiatives with other levels of government. Accordingly, extensions to
this Contract may not be exercised.
D2.2 The inspections and testing procedures shall be performed based on NETA MTS, O & M
manuals and industry best practice and documented in detail on equipment at regular intervals
including every year, every two (2) years, every three (3) years, and every five (5) years or as
indicated in the Maintenance Schedule. It is estimated that there will be two (2) major shutdowns
per year for each facility to accommodate the bulk of the testing.
D2.3 As an item under this Contract, the successful Proponent will provide a Proposed Annual
Plan (PAP) no later than 1st of October of the previous year for each service year for each site
when requested by the Contract Administrator. This plan will be reviewed by the Contract
Administrator and adjusted with the Contractor to become the Approved Annual Plan (AAP).
The Contractor will perform each portion of the Annual Work in accordance with the Approved Annual Plan.
D2.4 As part of this RFP, the Proponents will bid the annual maintenance as the PAP, this
maintenance shall be initially limited to all the MV and LV (600V) equipment as indicated in the
equipment lists. Upon award of the contract, the Contractor may be requested to add other facility
items to the Work.
D2.5 The Contractor shall provide the Contract Administrator the following for the
additional Work requested prior to starting the Works:
(a) The Contractor shall submit the price and the schedule for performing the additional Works.
(b) Inform the Contract Administrator in writing if there is a good reason for not performing the
Work; otherwise, it is deemed that the Contractor will perform the Work requested.
D2.6 The Contractor will also perform Work on an on-demand basis as requested by the
Contract Administrator either on a rate basis as outlined in item 71, 74, 76, and 78 of Form B:
Prices, or a unit basis in accordance with Form I, or an Emergency Basis as outlined in item 72, 75, 76, and 78 of Form B: Prices.
D2.7 Contractor is to follow manufacturers maintenance recommendations during the warranty
period including predictive maintenance monitoring and move towards a reliability-based maintenance approach after warranty periods have expired. Contractor will provide advice and recommendations in detail with respect to optimizing the maintenance plan.
D2.8 The Contract Administrator will arrange for temporary shutdowns for the Contractor to
perform equipment maintenance activities. The Contractor is to provide their own necessary
equipment to perform the Work such as man/ scissor lift, ladders, PPE equipment, etc. including
temporary trailer (if required). If the Contractor is expected to have a temporary trailer at site,
the cost for temporary trailer rental shall be included in the Form I: Detailed Prices.
D2.9 The major components of the Work are as follows:
(a) The annual planning portion of the Work shall be as follows:
(i) For each site, NEWPCC and SEWPCC, each year the Contractor will issue a draft Proposed
Annual Plan (PAP) to the Contract Administrator no later than October 1st for the following year.
(ii) For each year, the draft PAP will include the following:
(i) A separate plan will be provided for each facility.
(ii) All tests and maintenance activities to be performed on all equipment required for the
maintenance of product warranty as outlined within the O & M manual and maintenance schedule
checklists. This shall also include other activities related to Maintenance Work such as cleaning
the switch yard area and MV cable maintenance related to the equipment.
(iii) All tests as recommended test for the periods specified within the O & M manual and
Maintenance Schedule Checklists.
(iv) All required equipment needed to perform services so that it can be obtained by the City
for the Contractor’s use.
(v) All identified firmware updates available for all electronic, protection and associated
devices, recommendations on if the firmware updates should be installed, and associated re-testing work for upgrades to any critical protection components. If firmware upgrade requires setting changes, the Contractor is to ask approval from the City prior to install the firmware upgrade.
(vi) Splitting of activities into two outage periods to allow the City to operate on reduced
redundancy during testing, but minimizing outages in any areas. For the equipment connected to Bank 1 and Bank 2, the Contractor is to split this group in half (or by the best proposed arrangement) by conducting maintenance activities for half of the equipment during Bank 1 shutdown and the other half during Bank 2 shutdown.
(vii) A proposed scheduling of the outages for testing.
(viii) Proposed testing equipment to be used along with other equipment required for the Work
such as temporary power, PPE, temporary grounding, etc. and copies of calibration certificates of
testing equipment.
(ix) Proposed equipment to be tested during the shutdown period by highlighting them on the
Single Line Diagram so that the Contract Administrator will understand which equipment to be
de-energized and can minimize the impact to the facility.
(x) Verification of the costing of the activities for review and adjustment by the City.
(iii) Upon receipt of the Draft PAP, the Contract Administrator will review it and arrange a
meeting with the Contractor to make adjustments to align testing and maintenance with City needs
and budgets. This meeting will be the PAP Review Meeting. Based on this meeting, the Contractor shall submit a final PAP with updated budgets and schedule items.
(iv) When reviewing the Draft PAP, the Contract Administrator may identify Hold Points, and
items which will proceed with unit rates to a maximum to be included in the PAP, these items will
be jointly reviewed by the Contractor and the City.
(v) The Contract Administrator will review the Final PAP, and if accepted the Contract
Administrator will give authorization to proceed. This will become the Approved Annual Plan (AAP).
(vi) When issued, the AAP is considered an authorization to proceed on the portions of Works
identified in the AAP.
(vii) Preparation of the Draft PAP, Final PAP and AAP shall be included as the Work for “Annual
PAP/AAP Planning and Firmware identification” Form B: Prices.
(viii) The City reserves the right to release only portion of the PAP as AAP, and the right to
not release any of the Work, if there is no agreement on the scope.
(ix) The Contract Administrator also reserves the right to not proceed with releasing the
authorization to start the Draft PAP.
(b) Once the AAP is issued by the Contract Administrator, the Contractor will proceed with the
portion of the Work as directed by the City, and as outlined below in section D2.10.
(c) The Contract will also be used for On Demand Services. These services will be individual
items for maintenance or testing or hourly services as needed requested by the City. On Demand
Services will be based on a request to the City for the Work. On receipt of a Request for On
Demand Services (RODS), the Contractor shall provide an estimate of hours and costs required to
perform the Work based on the hourly rate indicated in Form I and Form B: Prices. Based on the
costs the City will provide approval to proceed with the RODS. The Contractor shall not proceed
with RODS, until received approval from the Contract Administrator.
(d) The Contract may also be used for Emergency Services. These services will be varied emergency items, typically related to issues with the MV equipment. Requests for Emergency Services shall be executed immediately, but the Contractor shall be required to get the Contract Administrator or their designate, to sign off on hours expended and equipment used during emergency services. Within five (5) Business Days, the Contractor will provide a report and invoice for the Work to the Contract Administrator, detailing the Work completed with hours; staff; equipment used.
D2.10 Execution of the Work shall be as follows:
(a) The Contractor is to provide qualified personnel and required equipment (including safety
equipment) for performing maintenance and required testing on the listed MV equipment.
(b) The Contractor is to provide qualified personnel and required equipment (including safety
equipment) for performing maintenance and testing on the listed LV equipment as requested by the City.
(c) All Works to be performed at site must be authorized by the Contract Administrator or
his/her designate (site contact) prior to commencement of the Work. Contract Administrator
designate will be provided at contract award and updated by the Contract Administrator from time to time. The Contractor must submit the Safe Work Procedure for the equipment to be maintained for approval to the Contract Administrator or the site contact. After the Safe Work Procedure has been approved, the City will de-energized the equipment/ system. The Contractor is to confirm all
on-site Work with the Contract Administrator or the site contact upon arriving at site and is
responsible for lock out and tag out procedure themselves. Where the maintenance for 66 kV
equipment is required, the City will coordinate with Manitoba Hydro in de-energizing the incoming
line prior to the start of the Work. Isolation of the City’s 66 kV system is to be completed by the
Contractor.
(d) After completing the Work, the Contractor must submit the signed maintenance schedule
checklist (two hard copies) for all assets they worked on to the Contract Administrator or his/ the
site contact for the facility prior to leaving the facility.
(e) The Contractor is responsible for consumables required for Maintenance Work, where the City
has the incidental consumables required the Contractor should use the City
consumables and replenish afterward as required. The cost for these consumables is to be
included in the price provided by the Contractor to the City.
(f) The Contractor is to submit to the City a list of major parts to be replaced. The City will
procure any major parts required.
(g) Clean the equipment and remove waste after the Maintenance Work has been completed.
(h) The Contractor is to prepare and submit Maintenance Reports (electronically and three (3)
hard copies) including as-found photographs upon completion of each maintenance interval
activities. This maintenance report (including test report) is to be submitted to the City no
longer than 3 months after the test has been conducted. If there are any errors found in the
report, the Contractor is responsible to correct the error(s) in the report.
(i) The Contractor is to prepare quotes for Corrective Works, contact information for personnel
that are available 24/7 for unscheduled Corrective Work, hourly manpower and rental equipment rates for other tasks required by the City.
(j) Under normal circumstances, in a service call out the Contractor must be at site within
four (4) hours after being notified by the City. (two (2) hours is preferable). If the redundancy system is at fault (for example if only Bank 2 is available at site and there is fault in Bank 2), the
Contractor must be at site in less than four (4) hours after being notified.
(k) The Contractor is to submit the list of parts required for the scheduled and unscheduled
Work (preventive, predictive, and corrective maintenance) to the City along with the estimated
cost. The Contractor will check the City’s stock with the City personnel. If the part is available
in the City’s stock, the Contractor is allowed to use it for Emergency Work. The Contractor is to
submit the price for the replacement part and the City will have the option to buy the parts from
the Contractor.
(l) The Contractor is to provide local switching procedures such as to isolate each equipment
or a system to the City for review. Once the proposed switching procedure has been approved by the City, the City will perform the switching based on the approved procedure.
(m) The Contractor will operate the MV equipment locally whenever the situation requires that the
MV equipment including 66 kV equipment should be operated locally such as when the auto switching fails or when the remote switching is not available.
(n) After the project has been awarded, the Contractor must complete NAC’s safety program before being allowed to attend the SEWPCC site. The SEWPCC is undergoing a major capital upgrade and North American Construction Ltd. (NAC) have responsibility for safety as the Main Contractor. Equipment under the scope of this contract is located within the area under the control of NAC. All staff from the Contractor who are required to visit the SEWPCC facility, must complete NAC’s safety program before being allowed to attend the site
(o) After the contract award, the Contractor shall submit the plan for the Work to be performed
for each facility for the first year of the contract to the City. This plan shall be based on the
two scheduled shutdowns per year (Bank 1 shutdown and Bank 2 shutdown) for each facility and
include the list of equipment that will be maintained, the list of Works to be performed based on
the Maintenance Schedule, and the cost of each Work. For the equipment in Group 1 & 2 or other
equipment, the Contractor is to split this group in half (or by the best proposed arrangement) by
conducting maintenance activities for half of the equipment during Bank 1 shutdown and the other
half during Bank 2 shutdown. The planned Work must avoid any interruption of the treatment process for the facility. The City will review the plan and will discussed with the Contractor the planned Work that will not be required or to be completed by the City personnel. The Maintenance Work shall begin after the City has agreed to the final plan and the cost.
(p) Detailed electronic and hard copy reports with completed individual equipment test forms,
deficiencies, recommended Maintenance Work and associated costs are to be submitted to the Contract Administrator. The list of tasks to be performed are listed in D2.9 and E3 of the RFP.
D2.11 Corrective Maintenance Work shall be done on an "as required" basis during the term of
the Contract.
D2.11.1 The type and quantity of Corrective Work to be performed under this Contract shall be as
authorized from time to time by the Contract Administrator.
D2.11.2 Subject to C7, the City shall have no obligation under the Contract to purchase
any quantity of any item in excess of its actual operational requirements.
D2.11.3 The Contractor and subcontractor shall:
(a) Comply with the Environmental Management Systems (EMS) Contractor’s package of the Wastewater Services Division in Appendix E.
(b) Deliver EMS awareness training to employees and anyone who will be working on projects for
the Wastewater Services Division (WWSD) through formal education, online training interactive
training or work experience.
(c) Be aware of their obligation as stated in the Wastewater Services Division’s Environmental
Policy that provides overall direction for the WWSD’s environmental performance and provides a
framework for setting environmental objectives and targets. This policy can be found online through the City of Winnipeg Wastewater Services website:
https://www.winnipeg.ca/waterandwaste/sewage/legislation.stm.
(d) Provide detailed information of all steps that will be taken to ensure that the EMS
requirements are met upon request.
(e) Identify and understand the environmental impacts of your work. Environmental impacts may
include, but are not limited to:
(i) Depletion of natural resources
(ii) Conservation management and biodiversity
(iii) Soil contamination
(iv) Air emissions and pollution
(v) Water pollution
(vi) Noise pollution
(vii) Spills and releases
(viii) Disturbance to local community and fauna
(ix) Use of landfill spaces and waste management
(f) Be aware that the following Acts, Regulations, and By-laws may apply to the Work:
Federal
(i) Canadian Environmental Assessment Act;
(ii) Canadian Environmental Protection Act;
(iii) Fisheries Act and Regulations;
(iv) Pest Control Products Act;
(v) Migratory Bird Convention Act; and
(vi) Transportation of Dangerous Goods Act and Regulations.
Provincial
(i) The Dangerous Goods Handling and Transportation Act;
(ii) The Endangered Species Act;
(iii) The Environment Act;
(iv) The Fire Prevention Act;
(v) The Pesticides and Fertilizers Control Act;
(vi) The Manitoba Heritage Resources Act;
(vii) The Manitoba Noxious Weeds Act;
(viii) The Manitoba Nuisance Act;
(ix) The Public Health Act;
(x) The Red River Floodway Act;
(xi) The Water Rights Act;
(xii) The Workplace Safety and Health Act; and
(xiii) Applicable associated regulations.
Municipal
(i) Neighbourhood Liveability By-law
(ii) Pesticide Management By-law
(iv) Sewer By-law
(v) Solid Waste By-law
(vi) Water By-law
(vii) The City of Winnipeg By-Law
D2.12 The City may have an inspector or their own personnel present during site Maintenance
Work to witness the Work.
D2.13 SEWPCC Fermenter building is under construction when this document is written and is
estimated that it will be completed sometime in 2022. The Contractor is to coordinate with the City
when the Maintenance Work shall be performed.
