D4. SCOPE OF SERVICES
D4.1 The Services required under this Contract shall consist of the renovation of two Lab spaces for Environmental Standards at the NEWPCC in accordance with the following:
(a) Pre-Design;
(b) Schematic Design Phase;
(c) Detailed Design and Specification Development;
(d) Contract Document Preparation;
(e) Tender Phase;
(f) Contract Administration; and
(g) Post Construction Services
D4.1.1 Pre-Design
(a) Environmental Standards has prepared work flow diagrams for the current layout of the lab and lab techs;
(b) The Consultant shall:
(i) visit the site to undertake detailed investigations and audit existing conditions;
(ii) review the prepared work flow diagrams and meet with project stakeholders to review the work flow diagrams and needs of the lab staff and gather any additional information;
(iii) prepare minutes of all meetings with stakeholders complete with clear, actionable items and submit to the Project Coordinator for distribution to the stakeholders within 72 hours;
(iv) prepare and verify with project stakeholders the furniture, fixtures, and equipment needs of the lab;
(v) prepare a preliminary layout of new workstation locations to improve workflows and promote the efficient use of the available space;
(vi) evaluate existing fume hoods and ducting for operation, location and possible replacement;
(vii) review of existing electrical circuits and panels;
(viii) review of existing telecommunications and IT connections;
(ix) assist Environmental Standards with developing a relocation plan for staff that will need to be relocated during the renovations;
(x) update construction sequence and schedule for each of the two lab spaces.
D4.1.2 Schematic Design Phase
(a) Definition: The schematic design phase is when Environmental Standard’s requirements and desires, defined in the Pre-Design phase, are resolved into physical, architectural form. The Consultant shall develop a schematic design for the lab redevelopment and Environmental Standards will review and authorize the continuation of the Design Development.
(b) The Consultant shall:
(i) prepare and present a report to the stakeholders;
(ii) prepare a Class 3 cost estimate;
(iii) update report based on comments from stakeholders.
D4.1.3 Detailed Design and Specification Development phase
(a) Shall commence after the Consultant receives direction from the Project Coordinator;
(b) The Consultant shall:
(i) coordinate services of all Subconsultants as applicable;
(ii) schedule, chair and minute bi-weekly minutes with the Design Team, Project Coordinator and Environmental Standards stakeholders. Submit the minutes of all meetings with clear actionable items to the Project Coordinator for distribution to the stakeholders within 72 hours of the meeting;
(iii) identify all permits necessary for demolition and construction;
(iv) provide an electronic document submission of review drawings and specifications at 50% and 90% for review and approval by Environmental Standards;
(v) provide a formal presentation to the stakeholders at the 90% Design phase;
(vi) electronic drawings shall be submitted in PDF format and electronic documents shall be submitted in MS Word format;
(vii) allow for a fourteen Calendar day review period for stakeholders to provide comments;
(viii) revise electrical and mechanical systems based on relocated equipment and furniture;
(ix) revise telecommunications and IT connections based on relocated equipment and furniture; and
(x) update construction schedule for each of the two lab spaces;
D4.1.4 Contract Document Preparation
(a) The Consultant shall:
(i) incorporate stakeholder comments from 90% design review into final document package;
(ii) provide a comprehensive set of electronic, Issued for Construction project demolition drawings and construction drawings,
(iii) provide product specifications for all surface finishes, electrical and mechanical equipment and all other building elements,
(iv) provide Tender documents following City templates;
(v) prepare a Class 1 cost estimate at least one (1) week prior to the Tender being sent to Purchasing for review prior to being posted
(b) Except for detailed furniture layout design, the indicated deliverables and any other deliverables which, in the opinion of the Project Coordinator, are typical of a Detailed Tender Package, shall be prepared by the Consultant. Delegation of deliverables to the contractor will not be accepted.
D4.1.5 Tender Phase
(a) After review by the City insurance branch and approval by the Project Coordinator, submit the detailed Tender Package to Purchasing for public bidding;
(b) All Tender Packages shall be prepared and posted in accordance with the City of Winnipeg Purchasing Division requirements;
(c) The Consultant shall:
(i) coordinate review of the Package with Purchasing and make changes as requested.
(ii) provide appropriate response to requests for information (RFIs) received from bidders and advice to the City during the Tender posting period.
(iii) issue addenda to the Tender as required.
(iv) arrange for and lead bidders’ site visit(s).
(v) if required, coordinate and lead a pre-award meeting with contractor.
(vi) provide a Bids Evaluation Report that includes:
♦ a review, analysis, tabulation, and evaluation of the tenders received;
♦ recommendations for Award of Contract and identify the reasons;
♦ justification for the difference in pricing if the bids deviate more than 15% from the Class 1 Cost Estimate;
♦ revised contract estimate, identifying and explaining variations from the earlier formal estimate;
(d) Following Tender close, submit one (1) electronic copy of the Final Detailed Tender Package including all addenda to the Project Coordinator.
D4.1.6 Contract Administration
(a) The Consultant shall use the processes, procedures, forms and templates throughout the course of the Project. All documents can be found on the City’s Infrastructure Planning Office website: https://www.winnipeg.ca/infrastructure/asset-management-program/templates-manuals.stm
(b) Perform project management functions in accordance with the Project Management Plan and City requirements.
(c) Administer the construction contract.
(d) Prior to construction, prepare and submit a written and photographic record of the physical condition of the work area, existing facilities, and structures sufficient to equip the City to provide valid evidence and relevant testimony in settlement of any claim involving the City by any court of law, or by any other party for damages arising from the Project.
(e) Conduct and chair a pre-construction meeting with WSTP team, the Contract Administration personnel and the Contractor for the Project and provide minutes.
(f) Make application to public agencies for necessary authorizations and permits, prepare and submit reports and drawings thereto, and appear before the same in support of all applications.
(i) Coordinate with the contractor for completion of permits, if applicable, in a timely matter.
(g) Prepare a detailed Vendor Document Requirements (VDR) list based upon the requirements of the drawings and specifications. The list shall in detail identify all contractor submittal requirements.
(i) Manage the VDR list and logs of contractor submittals.
(ii) Update and forward the VDR list and current logs of submittals to the contractor and WSTP team.
(h) Review and accept contractor submittals (i.e. shop drawings) supplied by the contractor or supplier. Each submittal shall be reviewed by the appropriate professional.
(i) Review and report to the City regarding laboratory, shop and other tests conducted on materials and/or equipment.
(j) Review and provide recommendations for requests for alternate materials and methods. No alternates shall be approved without written authorization from the City.
(k) Consult and advise the City during the course of construction.
(l) Submit a copy of all correspondence relating directly or indirectly to the project, originating from or distributed to parties external to the Consultant, immediately following receipt or dispatch by the Consultant.
(m) Keep a continuous record of Project activities including but not limited to weekly reports, photographic records of construction work and equipment, Working Days, teleconferences, emails, inspections and observations sufficient to equip the City to provide valid evidence and relevant testimony in settlement of any claim involving the City by any court of law, or by any other party for damages thereto arising from the Project.
(n) Monitor and manage the contractor’s schedule.
(o) Review extra work or contractual claims submitted by the contractor. Provide backup material to the Project Manager as requested.
(p) Coordinate and prepare proposed change notices (PCN) regarding the contractor scope of work as required. This may include the preparation of specifications and drawings for the PCN.
(q) Coordinate and prepare Change Work Order (CWO) forms regarding the contractor scope of work as required and provide backup material to the Project Manager as requested.
(r) Review acceptability of inspection and test plans from contractors, vendors or manufacturers.
(s) Review and respond to contractor Requests for Information (RFI)'s in a timely manner.
(t) Prepare contractor site instructions / clarifications / directives as required.
(u) Interpret technical aspects of contract as requested by the City.
(v) Provide a weekly construction report during the course of construction. The weekly construction report shall include, but not be limited to:
(i) Working Days during the course of the construction;
(ii) Written and photographic records of the construction, including construction progress; and
(iii) Provide brief descriptions of each photograph.
(w) Provide qualified personnel with appropriate discipline expertise to perform inspections of the construction, including but not limited to the following:
(i) Conduct inspection of construction sufficient to ensure that the construction carried out by the contractor is in conformance with the drawings and specifications, provide report thereof.
(x) Provide a specific construction inspection report for each inspection. The construction inspection reports shall be prepared by, or under the supervision of a Professional Engineer and contain appropriate detail to ascertain whether the construction meets the requirements of the drawings and specifications.
(y) Prepare, update, maintain, and coordinate a deficiency list of all issues identified during inspections by the Consultant or the WSTP team. Coordinate remediation of the deficiency list with the contractor.
(z) Coordinate regular construction review meetings. The meetings shall include representatives of the contractor and Environmental Standards team.
(i) The typical frequency of meetings shall be weekly during the course of construction, although meeting frequency may vary based upon the level of construction activity.
(ii) Prepare and distribute a meeting agenda a minimum of two days before the meeting.
(iii) Prepare and distribute comprehensive meeting minutes within three (3) Business Days. Update the meeting minutes with corrections from other parties. Items requiring immediate actions shall be emailed prior to issuance of the meeting minutes.
(aa) Prepare, certify, and submit progress estimates to the City for payment to the contractor for construction performed in accordance with the Drawings and specifications.
(bb) Coordinate and lead a comprehensive, detailed inspection including the contractor and Project Coordinator prior to Substantial Performance. Document and report on all issues identified and coordinate completion of the issues.
(cc) Make a recommendation to the Project Coordinator when the contractor has achieved Substantial Performance and upon approval, prepare and issue a Certificate of Substantial Performance.
(dd) Coordinate and lead a comprehensive, detailed inspection including the contractor and the Project Coordinator prior to Total Performance. Document and report on all issues identified and coordinate completion of the issues.
(ee) Make a recommendation to the Project Coordinator when the contractor has achieved Total Performance and upon approval, prepare and issue a Certificate of Total Performance.
D4.1.7 Post Construction Services
(a) Confirm and ensure complete turnover of project documentation (shop drawings, record drawings, O&M information, etc.) to the City by the contractor and verify that the documents are in conformance with the construction contract.
(b) Provide final operation and maintenance information. Coordinate with installation contractor(s) and equipment supplier(s) to provide appropriate information for inclusion in Operation & Maintenance Information manual.
(c) Provide a final construction report to the City within two months of Total Performance. The final construction report shall include the following:
(i) A brief summary of the project, including:
♦ services accomplished, including the initial and final scope of the Project;
♦ issues encountered during the Project and the resolutions achieved; and
♦ final or projected final contract cost.
(ii) Appendices, including:
♦ cost summary;
♦ photographs – typical pre-construction, during construction, and post-construction photographs;
♦ tabulation of Tenders;
♦ change orders;
♦ summary of progress payments;
♦ final Contract schedule;
♦ subcontractor list;
♦ daily or weekly reports;
♦ progress meeting minutes;
♦ shop drawings/submittals;
♦ field instructions;
♦ contractor RFI’s & responses;
♦ material test reports;
♦ warranty information;
♦ validation documentation;
♦ commissioning documentation; and
♦ Certificates of Substantial & Total Performance.
(d) The Consultant shall submit two (2) paper copies and one (1) electronic PDF copy of the Final Construction Report.
(e) Provide one (1) year warranty services tied to the date of Total Performance. The warranty services shall include but are not limited to the following:
(i) provide inspection services, at the request of the City, during the warranty period of the construction contract to advise the City in writing of any deficiencies and the proposed resolution of the deficiencies. Upon approval of the City, provide the contractor appropriate notice to correct the deficiencies;
(ii) determine if corrective work is part of contractor’s warranty;
(iii) liaise and coordinate with the contractor to repair defective work;
(iv) conduct the inspection and approval of warranty work;
(v) issue instructions for correction of deficiencies;
(vi) review updates to O&M information and resolve deficiencies;
(vii) respond to requests by the City related to the Project; and
(viii) provide a detailed inspection of the Project with the Contractor and the City prior to the end of the warranty period and provide the City with an associated itemized deficiency list in written form or an appropriate recommendation of acceptance of the construction contract work.
(f) Deliverables from Post Construction Services shall include, but not be limited to:
(i) Record drawings;
(ii) Operation & Maintenance Information;
(iii) Final Construction Report; and
(iv) Certificate of Acceptance
D4.1.8 The Services required under D4.1.6 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 their 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 following shall apply to the Services:
(a) Universal Design Policy
http://clkapps.winnipeg.ca/DMIS/DocExt/ViewDoc.asp?DocumentTypeId=2&DocId=3604
(b) Should this project include a public engagement aspect, it will be required to meet: Public Engagement Guidelines
https://winnipeg.ca/PublicEngagement/pdfs/PublicEngagementRequirements.pdf
