ENGINEERING CONSULTANT SERVICES CCTV SANITARY … ENG CONSULTAN… · sanitary sewer and manhole inspection program condition assessment project. The two envelope system is to be

REQUEST FOR PROPOSAL No. 1066

ENGINEERING CONSULTANT SERVICES CCTV SANITARY SEWER AND MANHOLE INSPECTION

CONDITION ASSESSMENT

Two Envelope Process

Issue date: August 23, 2010

Closing location: PURCHASING DEPARTMENT

2020 LABIEUX ROAD NANAIMO, B.C.

V9T 6J9

Closing date and time: Five (5) complete hard copies and one (1) digital pdf of each response

must be received before 2:00 PM Pacific Time on September 14, 2010

Table of Contents 1. Introduction ............................................................................................................................. 4

1.1 Purpose ............................................................................................................................. 4

1.2 Request for Proposal Definitions ..................................................................................... 4

2. Instructions to Proponents ……………………………………………………………..4

2.1 Closing Time and Address for Proposal Delivery ........................................................... 4

2.2 Information Meeting ........................................................................................................ 5

2.3 Communications and Enquiries ....................................................................................... 5

2.4 Deadline Extension .......................................................................................................... 5

2.5 Number of Copies ............................................................................................................ 5

2.6 Amendment to Proposals ................................................................................................. 5

2.7 Addenda ........................................................................................................................... 6

2.8 Examination of Contract Documents and Site ................................................................. 6

2.9 Opening of Proposals ....................................................................................................... 6

2.10 Unsuccessful Proponents.................................................................................................. 6

3. Proposal Submission Form and Contents ................................................................................ 6

3.1 Package............................................................................................................................. 6

3.2 Form of Proposal .............................................................................................................. 6

4. Evaluation and Selection ......................................................................................................... 8

4.1 Evaluation Process ........................................................................................................... 8

4.2 Evaluation Team .............................................................................................................. 8

4.3 Clarification, Additional Information and Interviews ...................................................... 8

4.4 Selection Criteria .............................................................................................................. 8

4.5 Negotiation and Irrevocability ......................................................................................... 9

5. General Conditions .................................................................................................................. 9

5.1 Acceptance or Rejection................................................................................................... 9

5.2 No Claim for Compensation .......................................................................................... 10

5.3 Harmonized Sales Tax (H.S.T) ...................................................................................... 10

5.4 No Contract .................................................................................................................... 10

5.5 Conflict of Interest ......................................................................................................... 10

5.6 Gift and Donations ......................................................................................................... 10

5.7 Business License ............................................................................................................ 10

5.8 Insurance ........................................................................................................................ 10

5.9 Safety ............................................................................................................................ 101

5.10 Solicitation of Council Members and City Staff ............................................................ 11

5.11 Confidentiality and Freedom of Information ................................................................. 12

Schedule A Terms of Reference and Drawings

Schedule B Prime Contractor Agreement

Schedule C Receipt Confirmation Form

Schedule D Sample Letter of Award

Schedule E Detailed Evaluation Criteria

CITY OF NANAIMO RFP 1066 ENGINEERING CONSULTANT SERVICES

Page 4

1. Introduction

1.1 Purpose The purpose of this Request for Proposal is to select a consulting team for the CCTV sanitary sewer and manhole inspection program condition assessment project. The two envelope system is to be used. One envelope is for the proposal response and one envelope is for the proposal fee.

1.2 Request for Proposal Definitions Throughout this Request for Proposal, the following definitions will be used:

a) “Contract” means any written contract duly executed by the City and the Proponent as a result of an RFP and any subsequent negotiations;

b) “Contractor” means a Qualified Respondent who is the successful Proponent to an RFP who enters into a Contract with the City;

c) “must” or “mandatory” means a requirement that must be met in order for a Response to receive consideration;

d) “City” means the City of Nanaimo located in the Province of British Columbia; e) “Evaluation Team” means a team appointed by the City f) “Qualified Respondent” or “Proponent” means a Respondent possessing the

qualifications described in this RFP; g) “Respondent” means an individual or a company that submits, or intends to

submit, a Response; h) “Response” means a statement of qualifications submitted in reply to this RFP; i) “RFP” means a Request for Proposal for provision of the services described; j) “should” or “desirable” means a requirement having a significant degree of

importance to the objectives of this RFP.

2. Instructions to Proponents

2.1 Closing Time and Address for Proposal Delivery Sealed proposals must be received prior to 2:00 p.m., Pacific Time, September 14, 2010 at:

The City of Nanaimo Purchasing Department 2020 Labieux Rd Nanaimo, BC V9T 6J9 ATTN: Kurtis Felker, Manager, Purchasing and Stores

The wall mounted clock in the Purchasing Department will be the official time piece.


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Responses will be marked with their receipt time at the closing location. Only complete responses received and marked before closing time will be considered to have been received on time. Late Responses will not be considered or evaluated and will be returned unopened to the Respondent.

2.2 Information Meeting

No pre-tender information meeting is scheduled with this project.

2.3 Communications and Enquiries All enquiries regarding this RFP are to be directed in writing or by email, to the following persons. Information obtained from any other source is not official and should not be relied upon. Enquiries and responses will be recorded and may be distributed to all Proponents at the City of Nanaimo’s option. Proposal Process Enquiries Kurtis Felker, Manager Purchasing & Stores Phone: 250-756-5317 Fax: 250-756-5327 Email: [email protected] Technical Enquiries Euan Wilson, Engineering Services Technologist Phone: 250-755-4409 Email: [email protected]

2.4 Deadline Extension Any request for an extension to the closing date will only be considered if received by the Purchasing Department no less than 5 business days before the established closing date.

2.5 Number of Copies Proponents must submit 5 (five) hard copies and 1 (one) digital copy of its response, one should be clearly marked “Original”; the others should be clearly marked “Copy”. The Proposal should be copied double-sided, including 8 ½” x 11” plans. All other plans should be printed single-sided and folded to a letter-size format.

2.6 Amendment to Proposals Proposals may be amended in writing and delivered to the closing location before the closing time but not after. Such amendments must be signed by the authorized signatory of the Proponent. Faxed amendments will be permitted at the only acceptable fax number of 250.756.5327; however, the Proponent bears all responsibility that the City’s fax equipment functions properly so as to facilitate timely delivery of any fax amendment.

mailto:[email protected]�


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2.7 Addenda If the City’s representative determines that an amendment is required to this RFP, the City representative will send an electronic copy of the written addendum to all registered Proponents. Proponents are strongly encouraged to complete and return the “Receipt Confirmation Form” in Schedule C.

2.8 Examination of Contract Documents and Site Proponents will be deemed to have carefully examined the RFP, including all attachments, Schedules, the Contract and the Site (as applicable) prior to preparing and submitting a Proposal with respect to any and all facts which may influence the Proposal.

2.9 Opening of Proposals The City intends to open Proposals in private.

2.10 Unsuccessful Proponents The City will offer a debriefing to unsuccessful Proponents, on request, at a mutually agreeable time.

3. Proposal Submission Form and Contents 3.1 Package

Proposals should be in a sealed package, marked on the outside with the Proponents name, title of the Project and reference number.

3.2 Form of Proposal To be considered a response must be:

• Received by Purchasing by the stated closing time and at the address specified in Instruction #2.1, above;

• Duly signed; and • Submitted in hard copy. The evaluation committee will check Responses against the mandatory criteria. Responses not meeting all mandatory criteria will be rejected without further consideration. Responses that do meet all the mandatory criteria will then be assessed and scored against the desirable criteria. Proponents are asked to provide a reply to each point throughout the RFP and the Proponent must identify any specific provisions with which it is unwilling or unable to comply.


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A Response submitted must be in enough detail to allow the City to determine the Proponent’s position from the documents received. Every effort should be made to include complete details of services your firm would provide. Proposals are to be signed by a person having the authority to bind the legal entity to the statements made in the Response to this RFP. There is to be two parts to Proposals, a Technical Proposal and a Financial Proposal. The financial proposal is to be placed in a separate sealed envelope. The Technical Proposal shall include:

• Detailed Project Team, organizational structure, roles, responsibilities, qualifications, and credentials;

• Project understanding with a description of the work which will be performed; • Detailed Methodology and Approach listing tasks, resources assigned and their

total hours; • Detailed Time Schedule outlining the same tasks detailed in the Methodology

with Key Milestones and Submissions; • Table indicating distribution of tasks/hours for each team member (DO NOT

INCLUDE FEES); • Demonstrate example projects where each team member has successfully

undertaken a similar role to that proposed with this project; • Knowledge and experience in the use of WRc coding methods for defining

sewer defects; • Experience in the Inflow and Infiltration investigation and reduction

programs; • Knowledge of CCTV inspection protocols and asset management philosophy; • Assessment of sewer condition, both from a structural and an inflow and

infiltration perspective; • Understanding of the performance of pipe materials, mechanisms of failure

and the relationship of observed defects to the risk of failure; • Recognition of the importance of quality control procedures to ensure high

integrity of data; • Practical experience of the various technologies available for sewer

rehabilitation, their proper application, anticipated design life and applicability to resolving observed defects;

• Detailed description of the Quality Assurance processes and procedures that will be followed specifically with this project; and

• A list of the Quality Assurance documentation that will be provided to the City at each stage of the project.


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The Financial proposal shall include: 1. A fee structure and total upper limit cost of the project, including a breakdown of

fees using the same headings from the consultant’s proposed methodology which shall include as a minimum:

• Hourly charge out rates and man-hour requirements for all personnel involved. • Sub-consultant fees. • Disbursements, meetings and all other costs to complete the work. • Allowance for the Harmonized Sales Tax.

2. An explanation of the company’s billing procedures.

4. Evaluation and Selection 4.1 Evaluation Process

The City will be using a two envelope system for this RFP. With the two envelope system the fee envelope of the selected firm will be opened and the fee envelope of the second firm may be opened at the City’s sole discretion. For instance, if two consultants’ proposals are of equal merit to the committee then the committee may open the fee envelopes of both consultants’ and use the fees in making their final decision. All others will be returned unopened.

4.2 Evaluation Team The selection committee, formed at the City’s sole discretion, will score the Proposals in accordance with the matrix provided.

4.3 Clarification, Additional Information and Interviews The Evaluation Team may, at its discretion, request clarifications or additional information from a Proponent with respect to any Proposal, and the Evaluation Team may make such requests to only selected Proponents. The Evaluation Team may consider such clarifications or additional information in evaluating a Proposal. The Evaluation Team may, at its discretion, invite some or all of the Proponents to appear before the Evaluation Team to provide clarifications to their proposals. In such event, the Evaluation Team will be entitled to consider the answers received in evaluating the Proposals.

4.4 Selection Criteria

The consultant will be selected on the basis of the following (see Schedule E for details)

1. Availability, ability and past experience of personnel. 2. Ability and past experience of the company in similar work. 3. Methodology outlined in the submitted proposal.


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4. Quality of support resources.

4.5 Negotiation and Irrevocability By submitting a Proposal a Proponent accepts that a Contract may be concluded upon notification by the City with the Proponent. The City reserves the right to negotiate. If the parties after having bargained in good faith are unable to conclude a contract, The City and the Proponent will be released without penalty or further obligations other than any surviving obligations regarding confidentiality and the City may, at its discretion, contact the Proponent of the next best rated Proposal and attempt to conclude a contract with it, and so on until a contract is concluded. All Proposals are irrevocable for a period of 60 business days from the closing date.

5. General Conditions

5.1 Acceptance or Rejection This RFP is not a tender and does not commit the City in any way to select the Preferred Proponent, or to proceed to negotiations for a Contract, or to award any Contract. The City reserves the right to reject any or all Proposals as well as to cancel the project, at its sole discretion for any reason whatsoever. Without limiting the generality of the foregoing, a Proposal may be rejected which:

• is incomplete, obscure, irregular, unrealistic or non-compliant; • has erasures, ambiguities, inconsistency or correction(s); • fails to complete the information required in any Schedule or tabulation; and • based on the Proponents’ past performance with the City, financial capabilities,

completion schedule or failure to comply with Federal, Provincial or Municipal legislation. As it is the purpose of the City to obtain a Proposal most suitable to the interests of the City and what it wishes to accomplish, the City has the right to waive any irregularity or insufficiency or non-compliance in any Proposal submitted and to accept the Proposal which it deems most favourable to its interests or to reject all Proposals and cancel the RFP.

The City may accept or waive a minor and inconsequential irregularity, or where practicable to do so, the City may, as a condition of acceptance of the Proposal, request a Proponent to correct a minor and inconsequential irregularity with no change in the Proposal. The determination of what is or is not a minor and inconsequential irregularity, the determination of whether to accept, waive, or require correction of an irregularity, and the final determination of the validity, will be at the sole discretion of the City of Nanaimo.


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5.2 No Claim for Compensation Proponents are solely responsible for their own expenses in preparing, and submitting Proposals, and for any meetings, negotiations or discussions with the City or its representatives and consultants, relating to or arising from this RFP. The City and its representatives, agents, consultants and advisors will not be liable to any Proponent for any claims, whether for costs, expense, losses or damages, or loss of anticipated profits, or for any other matter whatsoever, incurred by the Proponent in preparing and submitting a Proposal, or participating in negotiations for a Contract, or other activity related to or arising out of this RFP. Proponents agree that by participating in the RFP process, and or submitting a proposal they have no claim for compensation.

5.3 Harmonized Sales Tax (H.S.T) British Columbia has implemented the Harmonized Sales Tax (H.S.T.) effective July 1, 2010, so 12% should be added to all applicable costs.

5.4 Contract By submitting a Proposal and participating in the process as outlined in this RFP, Proponents expressly agree that no contract of any kind is formed under, or arises from, this RFP, prior to the signing of a formal written Contract. The RFP (which includes the Terms of Reference), the accepted Proponent’s proposal and the letter of award document will all form part of the contract made with the Proponent. See schedule D for sample award letter.

5.5 Conflict of Interest

Proponents shall disclose in their Proposals any actual or potential Conflict of Interest and existing business relationships it may have with the City, its elected officials, appointed officials or employees.

5.6 Gift and Donations The successful Proponent will ensure that no representative of the successful Proponent will offer or extend any entertainment, gift, gratuity, discount, or special service, regardless of value, to any employee of the City. The successful Proponent will report any attempt by any employee of the City to obtain such favours to the City of Nanaimo’s City Manager.

5.7 Business License The Proponent will be required to hold a valid City of Nanaimo business license for the duration of the project. The Proponent will be required to produce a copy of the business license on or before commencement of the project.

5.8 Insurance


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Confirmation from the successful consultant of Professional Liability Insurance for this project, in accordance with the following, shall be provided to the City’s Project Manager:

• Professional Liability Insurance (Errors and Omissions) coverage of a minimum of $500,000 per occurrence, $1,000,000 aggregate.

• Comprehensive Liability Insurance with not less than $2,000,000 coverage per occurrence, together with a Standard Non-owned Automobile Liability. The City must be named as an additional insured on this policy and the policy shall contain a cross-liability clause.

• The successful consultant must also provide the City with a certificate issued by the insurer(s) as evidence of the coverage required on or before commencement of the project.

• Each policy of insurance required under this Agreement shall be maintained during the continuance of this Agreement and shall not be capable of cancellation unless 30 days’ notice is first given to the City.

• The successful consultant must ensure that every sub-consultant provides and maintains insurance substantially in accordance with the requirements of this Agreement. The successful consultant shall be as fully responsible to the City for acts and omissions of sub-consultants and of persons employed directly or indirectly by them as for acts and omissions of persons directly employed by the Consultant.

5.9 Safety

The successful proponent shall:

• Hold a valid WorkSafeBC registration number for the duration of the project. The proponent will be required to produce a copy of a WorkSafeBC registration number on or before commencement of the project.

• Comply with Occupational Health and Safety Regulations • In the event of a multiple employer workplace (i.e. field work requiring survey,

geotechnical investigation, traffic control etc.) be the designated Prime Contractor, complete the attached Prime Contractor form in Schedule B and fulfill the Prime Contractor’s responsibilities as defined in: a. WorkSafeBC Occupational Health and Safety Regulation, Notice of project,

section 20.2, and Coordination of multiple employer workplaces, section 20.3;

b. Workers Compensation Act (RSBC 1996), Coordination at multiple-employer workplaces, section 118, subsections (1) & (2)

c. General Requirements, section 3.10 WorkSafeBC

5.10 Solicitation of Council Members and City Staff Proponents and their agents will not contact any member of the City Council or City Staff with respect to this RFP, other than the City Representative named in this document or authorized by Purchasing at any time.


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5.11 Confidentiality and Freedom of Information

All documents, including Responses, submitted to the City become the property of the City. They will be received and held in confidence by the City, subject to the provisions of the Freedom of Information and Protection of Privacy Act (British Columbia).


SCHEDULE A

TERMS OF REFERENCE

FOR

CCTV SANITARY SEWER & MANHOLE

INSPECTION & CONDITION ASSESSMENT

2010 - 2011


1.0 INTRODUCTION

The City of Nanaimo Engineering Department created, in 2004, a Sanitary Sewer Strategic and Functional Working Plan that established five goals:

1. Sustainability of assets 2. Growth and development 3. Operations and maintenance 4. Fiscal responsibility 5. Information management

As a part of the first goal, to sustain the integrity and serviceability of the City’s overall sanitary sewer infrastructure, several objectives were created. One of which was to establish and maintain an inspection program that provides information on the conditions of the sanitary sewer system and supports decisions for upgrading or replacement. An action under this objective was to employ Closed Circuit Television (CCTV) inspection of previously defined Critical Sanitary Sewers using the Water Research Center (WRc) standard defect coding and assessment method. The WRc assessment method establishes the framework for an integrated approach to the overall management of sewer infrastructure. The sewer defect coding method provides the ability to identify defects of both a structural and operational nature including observed locations of infiltrating ground water. The process will permit the calculation of structural condition grades in accordance with the WRc Sewer Rehabilitation Manual. Approximately 100 kilometres of critical sanitary sewers have been defined as Critical Sanitary Sewer pipes. Some of the criteria used to define critical are:

• pipes greater than 250mm diameter • installed before 1960 • under major highways and arterial roads • strategically important sewers • close to environmentally sensitive areas

Given the magnitude of work required to CCTV inspect the entire list of critical sanitary sewer pipes a phased sequence of work is planned. To date there have been five phases of sanitary sewer and manhole inspection and assessment completed resulting in five “Sanitary Sewer and Manhole Condition Assessment Reports”. Inspection and Assessment efforts to date have covered approximately 65,000 metres of sanitary sewers and approximately 1025 manholes. Sewers identified in need of repair were added to the Sanitary Sewer Strategic Plan for prioritization and addition to short and long range work plans. In an effort to continue the inspection and assessment of the critical sanitary sewers the Sanitary Sewer CCTV Inspection Program is planned for a further year with an optional one year extension. If the optional one year contract extension is awarded to the successful consultant in 2011, then the rates of payment shall be mutually agreed, in writing between both the Proponent and the City at the commencement of the second year of the contract.


The 2010 CCTV videoing of the existing critical sanitary sewer pipe is underway and the assessment report is expected in the winter of 2010.

2.0 PROJECT GOALS

The goals of this study are:

• Assess the existing condition of the existing sanitary sewers and manholes identified in this year’s defined areas of incoming CCTV inspection reports provided by a separate contractor.

• Recommend remediation techniques or replacement, if required, based on the assessed condition of the sanitary sewers in this year’s defined areas.

The results of this assessment will be used for long range planning of sanitary sewer infrastructure projects. The 2010 final report is to be completed by January 31, 2011. The work will include obtaining all approvals required for field work and completing the final report with associated drawings.

3.0 STUDY AREA

For the 2010 Sanitary Sewer CCTV Assessment Program (Phase 6), the Critical Sanitary Sewer plan was reviewed with operations and planning staff to determine areas that are considered the next highest priority. The general descriptions of the areas to be inspected and assessed this year are as follows:

Area Approx. length of pipe Approx no. of manholes Brannen Lake area 8,813 lin m 147 manholes south of downtown 6,677 lin m 108 manholes Total 15,490 lin m 255 manholes

The study areas comprise of approximately 15,490 metres of sewer pipe of varying size and materials and approximately 255 manholes. Location plans highlighting the pipes to be assessed are attached at the end of this document. It is envisaged that the 2011 Sanitary Sewer CCTV Assessment Program (Phase 7) will comprise of a study area of approximately 16,500 metres and 285 manholes.

4.0 OBJECTIVES

The objectives of this study are: 1. Evaluate and assess the existing condition of identified critical sanitary sewer pipes

using CCTV inspection and the WRc standard defect coding and assessment method. If the optional one year contract extension is approved, pipes may be assessed in the


subsequent year using the proposed SPIMA (Sewer Pipe Inspection and Management Association) sewer distress and defect coding criteria if it is accepted as the City’s new coding system.

2. Create a historical baseline record of the critical sanitary sewers physical conditions for tracking the deterioration rate and estimating the ultimate life span of said sewers.

3. Identify areas of Inflow and Infiltration. 4. Identify methods for the reduction of Inflow & Infiltration. 5. Identify sanitary sewer pipes that require immediate attention. 6. Identify whether replacement or rehabilitation of identified sewers is economical

through review of cost estimations of recommended methods. 7. Identify five year plan sanitary sewer projects for the annual 5 Year Capital Plan

budget. 5.0 RESULTS EXPECTED

The consultant is required to complete the following work for the study:

1. Complete a site review of the defined inspection areas sufficient to gain an

understanding of its characteristic features and potential access issues. 2. Advise on standardized digital formats for managing CCTV inspections. 3. Provide quality control of incoming CCTV inspection reports throughout the

inspection period to ensure compliance with the WRc “Manual of Sewer Condition Classification” most recent edition.

4. Provide partial contract administration services which will include; liaison with the contractor, city staff and technical support. Public Works will take an active role in day to day working with CCTV contractor.

5. Analysis of sewer inspection report using 3rd party software to generate Internal Condition Grades (ICG’s) in accordance with the WRc “Sewer Rehabilitation Manual” most recent edition.

6. A detailed evaluation on all sewer mains exhibiting an ICG of 3 and greater for structural defects.

7. Produce a report listing each sewer main that warrants rehabilitation based either on structural or operational condition ratings. The report will include a listing of mains exhibiting significant signs of infiltration either through joints, structural defects or defective junctions and connections.

8. Provide rehabilitation recommendations which will include appropriate trenchless rehabilitation technologies to minimize surface disruption.

9. Provide Class C cost estimates for each of the proposed rehabilitated sewer sections, including explanations of derivation of unit rates.

10. Provide marked up drawings indicating any un-located and/or un-videoed sewer pipes and manholes.

11. Provide drawings indicating all pipes and manholes that were inspected as part of the contract works.

12. Provide a DVD with the report containing copies of the CCTV pipe database, the manhole database and manhole photographs.

13. Provide City staff with a copy of the report and drawings at the 50% completion stage for review.

14. Complete work within 120 days of notification of award of the project by the City. See Section 2.

15. Provide technical support on CCTV operations and technical issues.


16. Advise on digital files and format required for report analysis. 6.0 PROPOSAL REQUIREMENTS

The following points shall be applied to the preparation of the proposal: 1. Any material provided by the consultant to the City of Nanaimo will become property

of, and for the sole use of, the City of Nanaimo. 2. These terms of reference and the accepted proposal documents will form part of the

contract made with the consultant. (Note: The City withholds payment of 20% of the total study fee until receipt of 100% study drawing, digital files and return of City materials.)

3. Only personnel listed in the successful proposal shall perform the work unless otherwise approved by the City of Nanaimo.

7.0 DELIVERABLES

Upon completion of the project, the City will receive documents composed of the following elements:

The final report will be delivered as:

• Five (5) bound and one (1) Adobe *.pdf copy of the report with drawings and DVD,

for report document. The report should be copied double sided including 8.5”x11” plans. All other plans should be printed single sided and folded to a letter sized format.

• Digital files of the Access database information associated with the inspection and assessment maintaining the City of Nanaimo’s unique sanitary sewer identification numbering system on CD.

The consultant will also be responsible for providing 50% completion documents through the course of the project, as well as any materials such as sketches or other material required for progress reviews. It is important that consultants adhere to the deadlines proposed in the schedule. This will be a significant factor in the first year post-project evaluation by the City.

8.0 SUPPORT INFORMATION PROVIDED BY THE CITY OF NANAIMO

The City will provide the following information to the consultants awarded the project.

• Mapping files identifying specific sanitary sewer lines to be inspected. • Mapping files containing contours, legals, shorelines, roads and storm, sanitary and

water utilities. • Access database information for each sanitary sewer line and manhole. • Copy of as-constructed drawings available showing City utilities within the project

areas as required.




SCHEDULE B

PRIME CONTRACTOR AGREEMENT


PRIME CONTRACTOR

AGREEMENT

Date: Meeting Location: Firm Name:

CITY OF NANAIMO Contract #:

Prime Contractor: Prime Contractor’s Superintendent: City’s Contract Representative: AGREEMENT The Prime Contractor:

Acknowledges appointment as Prime Contractor defined by WorkSafeBC OH&S Regulations Sections 20.2 and 20.3, and in the Workers’ Compensation Act, Sections 118 Clauses 1 and 2.

Understands the Owners duties as defined in the Workers’ Compensation Act, Section 119. Understands for any discrepancy establishing health and safety protocol, WorkSafeBC OH&S

Regulation and/or the Workers’ Compensation Act (Part 3) shall prevail. Acknowledges being informed of any known workplace hazards by the owner or owner’s

delegate, by signing attached “Existing Known Hazard Assessment” form. Shall communicate known hazards to any persons who may be affected and ensure

appropriate measures are taken to effectively control or eliminate the hazards. Shall ensure all workers are suitably trained and qualified to perform the duties for which they

have been assigned. Shall ensure or coordinate first aid equipment and services as required by WorkSafeBC

OH&S Regulation. Shall coordinate the occupational health and safety activities for the project. Assumes responsibility for the health and safety of all workers and for ensuring compliance

by all workers with the Workers Compensation Act (Part 3) and WorkSafeBC OH&S Regulation.

Understands any WorkSafeBC violation by the Prime Contractor may be considered a breach of contract resulting in possible termination or suspension of the contract and/or any other actions deemed appropriate at the discretion of the City.

Understands any penalties, sanctions or additional costs levied against the Prime Contractor will be the responsibility of the Prime Contractor.


Accepts the following required documents shall be maintained and made available upon request from the City and/or WorkSafeBC Prevention officer at the workplace.

The documents required to be maintained and available by the Prime Contractor will include, but not be limited to:

All notices which the Prime Contractor is required to provide to WorkSafeBC as per WorkSafeBC OH&S Regulation.

Any written summaries of remedial action taken to reduce occupational health and safety hazards within the area of responsibility.

All directives and inspection reports issued by WorkSafe BC. Records of any incidents and accidents occurring within the Prime Contractor’s area of

responsibility. Completed accident investigations for any incidents and accidents occurring within the

Prime Contractor’s area of responsibility.

On a construction workplace, these additional documents are required to be maintained and available by the Prime Contractor: • Records of all orientation and regular safety meetings held between contractors and their

workers, including topics discussed, worker names and companies in attendance. • Written evidence of regular inspections within the workplace. • Occupational first aid records. • Worker training records. • Current list of the name of a qualified person designated to be responsible for each

subcontractor (employer’s) site health and safety activities. • Diagram of the emergency route to the hospital.

The following information must be provided to the City Contract Representative:

WorkSafeBC Notice of Project WorkSafeBC Clearance Letter Prime Contractor’s OH&S Safety Program Prime Contractor’s OH&S Safety Program Document

First Aid Attendants:

Safety Supervisor:

Location of First Aid Station:

Signature of Prime Contractor:

Signature of City Contract Representative:


EXISTING KNOWN HAZARD ASSESSMENT

Discussion between the Prime Contractor and the City Contract Representative Date: Meeting Location: Prime Contractor: Prime Contractor Representative: • City Contract Representative to make the Prime Contractor aware of any known extraordinary

pre-existing hazards peculiar to the contract. • It is recognized the known pre-existing hazards identified may not be a comprehensive list and

due caution is always required. • Use additional pages if necessary.

Identified Extraordinary Hazards Action required to eliminate or control hazards and ensure worker safety

Comment:

Comment:

Comment:

Prime Contractor Representative (signature)

City Contract Representative (signature)

Prime Contractor Representative (printed)

City Contract Representative (printed)


SCHEDULE C

RECEIPT CONFIRMATION FORM

City of Nanaimo

Request for Proposal No. 1066

CCTV SANITARY SEWER AND MANHOLE INSPECTION

CONDITION ASSESSMENT

Closing date and time: 2:00 PM, Pacific Standard Time, September 14, 2010

As receipt of this document, and to receive any further information about this Request for Proposal please return this form to:

Attention: Kurtis Felker

Manager, Purchasing & Stores City of Nanaimo

2020 Labieux Road, Nanaimo, BC, V2T 4M7 Fax: 250.756.5327

Email: [email protected]

COMPANY NAME: ______________________________________________________________ STREET ADDRESS: _____________________________________________________________ CITY/PROVINCE: _______________________________________________________________ POSTAL CODE: ________________________________________________________________ PHONE NUMBER: ______________________________________________________________ FAX NUMBER: _________________________________________________________________ CONTACT PERSON: ____________________________________________________________ EMAIL ADDRESS: ______________________________________________________________ SIGNATURE: ___________________________________________________________________

mailto:[email protected]�


SCHEDULE D

SAMPLE OF CITY OF NANAIMO LETTER OF AWARD

Date File: xxx.xx.xx Address Dear Sir/Madam: Re: Letter of Award – Name of Contract Your proposal, dated (2010-Aug-XX), regarding the NAME OF CONTRACT, has been accepted. Work on the project will be subject to the following terms: 1. The work will be done in accordance with your firm’s proposal DATED and entitled Proposal

for Consulting Services “NAME OF CONTRACT,” and the Terms of Reference (TOR) DATE. During the execution of work, any perceived conflict between the proposal and the TOR will be mutually negotiated to the satisfaction of both parties.

2. The upper limit for fees is PROPONENTS SUBMITTED FEE plus HST, as per the fee

estimate. 3. If, at any time you feel the scope of work is changing, you shall notify the City’s Project

Manager, (CITY PROJECT MANAGER), immediately in writing with an explanation of the difference and the influence of the change on your fees.

4. If, at any time during the term of the project, you feel additional work is required beyond the

scope of your proposal and the TOR, you must notify the City’s Project Manager in writing with an explanation. The additional work shall not be paid for without the advance written approval of the City of Nanaimo.

5. Prior to commencement of the project, proof of Professional Liability Insurance for this project

and a copy of the Proponent’s current WorkSaferBC registration number in accordance with the TOR, shall be provided to the City’s Project Manager.

6. You shall not assign or subcontract any of this project to another party, (beyond the team

outlined in your proposal) without the written consent of the City of Nanaimo. 7. This agreement may be terminated by either party, upon written notice, in the event of

substantial failure by the other party to perform in accordance with the terms hereof. Written notices shall not be less than seven (7) calendar days. In the event of termination, the consultant shall be paid for services performed to the termination date.

8. Only the personnel listed in your proposal shall perform the work unless other personnel are

approved by the City of Nanaimo.


9. You shall provide a detailed report to the City’s Project Manager on the progress of the project

with each monthly invoice. The monthly report shall include details on:

• the work completed during the invoice period • the percentage of work completed • any anticipated delays in final completion of the project • the number of hours worked by each team member and • a list of disbursements.

10. In consideration of the satisfactory performance of the consultant, the City of Nanaimo agrees

to reimburse the consultant within 30 days of receipt of monthly invoices except that once a total of $80% OF CONTRACT VALVE (excluding HST $VALUE) has been paid, no further payments will be made until receipt of the final report.

This award is contingent upon the immediate acquisition of a valid City of Nanaimo Business Licence, including maintenance for the duration of the project. All invoices for this project must quote the City’s Purchase Order which is being processed and will be forwarded once received. Please reference the NAME OF CONTRACT as the project title on future correspondence. If the terms of this letter meet with your approval, please sign and return the original letter to my attention and retain the copy for your own records. If you have any questions about the terms of this letter, please contact CITY OF NANAIMO PROJECT MANAGER’S NAME at (250) 755-4409. Sincerely, CITY PROJECT MANAGER PROJECT MANAGER’S POSITION

Accepted this day of , 2010

________________________________________ NAME OF CONSULTANT
