THE CORPORATION OF DELTA ENGINEERING CONSULTANT PROJECT PROCEDURAL MANUAL

Transcription

1 THE CORPORATION OF DELTA ENGINEERING CONSULTANT PROJECT PROCEDURAL MANUAL OCTOBER, 2013

2 TABLE OF CONTENTS 1. CHECKLIST PAGE NO. 2. CHECKLIST DETAILS A. Design Path 3 B. Property Acquisition 6 C. Outside Approvals 7 D. Pre-Construction Works 9 E. Contract Administration 10 F. Work By Delta 14 G. Contract Completion Services STANDARD LETTERS AND FORMS A. LETTERS Health Letters L.1 Advertisement L.2 Notice of Award L.3 Notice to Proceed L.4 Bid Bond Return L.5 Notice to Residents L.6 Notice of Substantial Completion L.7 Notice of Completion L.8 Notice of Acceptance L.9 B. FORMS DFO F.1 Addendum F.3 Progress Payment Certificate F.4 Change Order Forms F.5 Service Connection Forms F.6 Cost Data Sheet (Infrastructure Form) F.7 Pre-Construction Meeting Checklist F.8

3 GENERAL The Consultant is provided with this manual in order to facilitate an efficient systematic approach to projects. It is provided as a guideline and does not in any way alleviate the Consultant s responsibility for ensuring the works are designed in accordance with all applicable codes and standards and constructed in a cost effective, prudent manner. Any suggestions the Consultant may have to improve this process are appreciated. The Corporation of Delta (Delta) will assign a Delta Project Manager (Project Manager)to each project. All correspondence and communications relating to the project shall be directed through the Project Manager. All verbal communications to Delta from the Consultant shall be followed up with written confirmation of the discussion within a one week period or sooner as required by the Project Manager. CHECKLIST DETAILS A. DESIGN PATH 1. Initiate Work Order: (Delta) - Check Council Meeting Minutes for authorization of project by Council. - Check that a Certificate of Approval from the Ministry of Municipal Affairs, if required, has been received for the project.. - The Project Manager to initiate purchase order requisition through Capital Projects Manager. The Capital Projects Manager assigns a project ID number and forwards to Finance. 2. Pre-Design Meeting: (Consultant/Delta) - The Project Manager will arrange a pre-design meeting with the newly appointed Consultant to discuss the details of the project. - The Consultant will be provided with all as-constructed and legal information required for the project including all available digital information in the project vicinity as well as a copy of all pertinent engineering reports/studies. - A review of the project expectations and schedule will be undertaken. - The Project Manager will advise the Consultant of contract number and purchase order number(s).

4 Test Holes: (Consultant/Delta) - Should the Consultant indicate that test holes are required, the Project Manager will forward a work order to Delta s Engineering Operations with a sketch of approximate test hole locations as supplied by the Consultant. - The Consultant shall attend and record the test hole logs. - The Consultant shall review test hole results and accommodate soil conditions in the design. - Additional geotechnical investigation shall be arranged by the Consultant and approved by Delta as required. - It is the Consultant s responsibility to include all geotechnical information in the Contract Document. 4. Soil Corrosion Testing: (Consultant) - Should soil corrosion testing be required for a watermain and/or other utility installations, the Consultant shall take samples in conjunction with test holes. If test holes are not required, the Project Manager will initiate work order for separate excavations to be done by Delta Operations and coordinated by the Consultant. 5. Pre-Servicing: (Delta/Consultant) - The Project Manager will check with the Community Planning and Development (Development Services Section) to determine any requirements for pre-servicing of future lots and submit a key plan with description of proposed works if required. This information will be provided to the Consultant upon request. 6. Pre-Design Report: (Consultant) - The Consultant shall prepare a pre-design report of sufficient detail to fully address the design considerations and options applicable to the project. The report should detail the location, purpose, design alternatives/options and criteria for the project. - The Consultant shall make recommendations for the best design option.

5 The Project Manager shall provide a copy of the Pre-Design Report to the Deputy Director of Engineering (Operations) for circulation and comments (to be returned within one (1) week). - The Project Manager will assemble and forward comments within 2 weeks of receiving the Pre-Design Report. - The Consultant shall review all comments received from Delta and provide recommendations, comments and direction accordingly. 7. Interim Review Meetings: (Consultant/Delta) - The Project Manager/Consultant to arrange joint interim review meetings as required to ensure the project remains on track and on schedule. - Detailed design alternatives, property acquisition, outside approvals and preconstruction works are examples of pertinent issues. - The Consultant shall provide the Project Manager with all details required in order for Delta to proceed with property acquisition, outside approvals (where Consultant is unable to obtain) and pre-construction works. 8. Design: (Consultant/Delta) - Final design to be completed by the Consultant and submitted for the Project Manager s review, in accordance with specific terms outlines in the Request for Proposal - Design to normally include completed specifications and drawings (6 sets). 9. Drawings to Operations: (Delta) - The Project Manager to forward design drawings to the Deputy director of Engineering Operations for comments, when comments received, review with Engineer and then Consultant. 10. Fire Department Approval for Hydrants: - The Project Manager will forward 2 sets of watermain design drawings for the Fire Department s approval of fire hydrant locations. The drawings should be directed to the attention of Deputy Chief Fire Prevention.

6 11. Quantities: (Consultant) Use final design to determine project quantities. 12. Construction Estimate: (Consultant) - Use average unit rates with inflation as required to reflect the detail of work from recently tendered projects throughout the region and apply to above quantities to obtain the Engineer s estimate. 13. Specifications: (Consultant) - Use Delta s Engineering Master Specifications for each applicable section. Amend standard specifications by use of Special Provisions. - The contract documents shall be approved in their entirety by the Project Manager prior to tender. 14. Delta s Approval: - Consultant to forward final draft to the Project Manager for Delta s approval. B. PROPERTY ACQUISITION 1. Property Requested: - The consultant to determine from design the requirements for property acquisition. The Project Manager will initiate a request to the Land Solicitor, as required. 2. Right-of-Way Requests: - The consultant to provide recommendations to determine the restrictions on use of right-of-way. The Project Manager will initiate necessary changes to accommodate design requirements with the Land Solicitor. 3. Access Restrictions: - The Project Manager will consult with the Land Solicitor to determine access restrictions and special requirements for working on private property.

7 Right-of-Way Agreement Registration: - The Project Manager to confirm with the Land Solicitor that all Statutory right-of-way agreements have been finalized and registered prior to commencing construction. C. OUTSIDE APPROVALS The Consultant shall obtain all the outside approvals on behalf of Delta as listed below except for permits for test holes during the preliminary design stage. Test hole permits will be obtained by Delta s Operations personnel. All applications for approval shall be copied to the Project Manager. All approval permits shall be bound into the contract tender documents and referred to in the Special Provisions as requirements of the Contractor and payment included in the appropriate units. Where permits have not yet been received prior to tendering, a combination of notification of outstanding permits and typical conditions shall be included in the tender documents. 1. Fraser Health Authority: - The Consultant shall confirm with Delta that a Certificate of Health Approval has been received for the project where required. 2. Fisheries and Oceans Canada (DFO): - The Consultant shall complete a Project review and notification form, complete with any attachments and cover letter and submitit to the central address at DFO referralspacific@dfo-mpo.gc.ca. 3. Ministry of Environment: - The Consultant to submit design drawings and cover letter along with applicable applications to the Ministry of Environment. 4. Fortis BC: - The Consultant to submit design drawings and covering letter to BC Gas requesting permit to cross all high pressure gas mains. A permit is also required for any test holes during the design stage.

8 Ministry of Transportation and Infrastructure (M.O.T.I): - The Consultant to submit design drawings and covering letter to M.O.T.I, requesting a permit to carry out work on any M.O.T. road allowances, if the works are within M.O.T. jurisdiction. 6. Railway Crossings: - The Consultant to submit design drawings and covering letter to the project manager, addressed to the governing authority to receive construction requirements and permit. 7. BC Hydro Transmission Lines: - The Contractor to complete W.C.B. form 30M33, and the Consultant is to confirm this has been completed. - If working on a BC Hydro R-O-W, the consultant shall submit design drawings and covering letter to BC Hydro Property Services Division informing them of the project and to receive safety requirements and permit. - If working on the Municipal road allowance, the consultant is to contact BC Hydro site inspection 48 hours in advance of crossing at G.V.R.D./G.V.W.D.: - The Consultant must consult with Metro Vancouver during the design stage regarding tie-ins to G.V.W.D. mains. Submit design drawings and covering letter to G.V.W.D. to advise of any main crossings. 9. G.V.S. & D.D.: - The Consultant to submit design drawings and appropriate G.V.S. & D.D. application forms to Delta for execution and forwarding to G.V.S. & D.D. for the installation of sanitary sewer mains servicing new sewer areas only. Where connection to a G.V.S. & D.D. trunk sewer main is required, the design drawings and application form is also required. 10. Ministry of Forests, Lands and Natural Recourses Operations - Archaeology Branch: - Potential archaeological sites exist within Delta. The Consultant and the Project Manager shall review project locations to confirm designated

9 - 9 - archaeological areas prior to during the design phase. Appropriate action shall be undertaken if the project site is within a known archaeological area. Known archaeological areas within Delta can be found on DeltaMap under the Planning and Development Layer, through Delta s website, D. PRE-CONSTRUCTION WORKS 1. BC Hydro/Telus Pole Relocations: (Consultant) - The Consultant to submit design drawings and covering letter to Hydro/Tel advising them of the project complete with construction schedule and requesting an estimate of cost for the relocation of poles as shown on the drawings. 2. Delta Cable: (Consultant) - The Consultant to advise Delta Cable of project by sending a copy of the Telus letter and shall request Delta Cable to provide an estimate of cost to relocate their infrastructure. 3. BC Hydro/Telus and all other Underground Relocations: (Consultant) - It is unlikely that BC Hydro or Telus will relocate an underground installation to accommodate a proposed utility. If it is absolutely necessary, the Consultant shall submit design drawings and covering letter requesting an estimate of cost to relocate the given utility. - The Telus the Lightguide Transmission System is an extremely sensitive installation. Consultant to double check all underground installations by checking Telus as-built plans and notify Telus before proceeding with any test holes or crossings. 4. Fortis BC: (Consultant) - The Consultant to submit design drawings and covering letter to Fortis BC requesting estimate of cost to carry out relocations as shown on drawings. - The Consultant to request service location list for limits of project. 5. Watermain Fabrications and Tie-ins: (Consultant/Delta) - The Consultant to provide the Project Manager with details of fabrications

10 and tie-ins required to be undertaken by Engineering Operations and advise on the schedule required for each tie-in. - The Project Manager to forward G.L. number and design drawings for watermain fabrications and tie-ins to the Deputy Director of Engineering (Operations). 6. Materials Testing: (Consultant/Delta) - The Project Manager issues a Project Start-up memo with Delta s Material testing Consultant to coordinate materials testing during construction. Delta will pay invoices from the testing company directly. 7. Utility Companies: (Consultant) - Submit drawings to utility companies in the general vicinity of the proposed works. 8. Traffic Loops: (Consultant) - Make arrangements with Delta Roads Section or MoTi for temporary and permanent traffic loop replacements. Loops are not to be removed during construction without 2 weeks prior notification to the responsible authority. E. CONTRACT ADMINISTRATION 1. Advertisement: (Consultant/Delta) - When quantities are complete, the Consultant and the Project Manager shall set the date for tender issuance and complete letter L.2, Invitation to Tender. Delta will post this tender on BC Bid and be responsible for administering the tender process until closing. 2. Addendum: (Consultant) - Should an addendum be necessary, the Consultant shall provide all necessary technical data and drawings to the Project Manager so an addendum can be issued by Delta.

11 Tender Opening: (Delta/Consultant) - Arrangements for the Tender Opening are made by Delta s Finance Department. The Consultant is not required to attend the tender opening unless instructed otherwise. - Upon completion of the Tender Opening, the Consultant will be provided copies of all tender submissions, shall check and evaluate all tender submissions, and prepare a spreadsheet comparing at least the three (3) lowest bids. 4. Recommendation of Award: (Consultant) - The Consultant shall provide the Project Manager with a recommendation for award of Contract. The Project Manager shall then review and prepare a report to Council. 5. Report to Council: (Delta) - The Report to Council recommending acceptance of the Tender will be prepared by the Project Manager. Once all the comments have been received, the report must be submitted to the Director of Engineering by 12:00 noon Wednesday to be included on the agenda for an upcoming Council meeting. 6. Council Approval: (Delta) - The Project Manager to obtain and keep a copy of the Council Meeting Minutes for future reference on file. 7. Notice of Award: (Delta) - Notice of Award will be issued by Delta once Council approval is received, complete standard letter, L.3. This letter also provides the Contractor with a summary of Delta s requirements prior to the issuance of the Notice to Proceed. 8. Check Bonding: (Delta) - The Performance Bond and Labour and Materials Payment Bond are to be submitted to the Project Manager who will in turn provide these to Delta s Purchasing Manager for checking and binding into The Corporation of Delta Copy of contract.

12 Insurance: (Delta) - A complete copy (where required) of the Contractor s insurance policy must be submitted to the Project Manager who will in turn forward the documents to Delta s Risk Manager for checking and acceptance of insurance coverage. - The Project Manager will advise the Consultant when the insurance provided is acceptable to Delta. NOTE: The Contractor will not be permitted to start work before the insurance coverage is accepted by Delta. 10. Execute Contract: (Delta) - The Project Manager is to prepare three (3) copies of the contact documents for signing. They will include a copy of the addendum, a priced tender form, bid bond and completion of the Form of Contract (page C.1). The original Tender Form submitted by the Contractor is to be bound into The Corporation of Delta Copy contract document. A copy of the form of tender will be kept on file while the five copies of the contract documents are circulated for the appropriate signatures. 11. Construction Schedule: (Contractor/Consultant) - To be submitted by the Contractor at or before the pre-job meeting, but prior to the Notice to Proceed. The Consultant shall review schedule and provide recommendations relevant to acceptance to the Project Manager. 12. Notice to Proceed: (Delta) - Upon approval of the bonding, insurance, execution of the contract documents and conditions set forth in the Notice of Award, the Project Manager will issue the Notice to Proceed, standard letter L.4. The Contractors copy of the executed contract document will be forwarded with this letter. 13. Return Bid Bonds: (Delta) - After the Notice to Proceed has been issued, the Project Manager shall arrange for return the bid bonds to all the unsuccessful bidders accompanied by standard letter L.5.

13 14. Issue Drawings: (Consultant) The Consultant shall assemble the required number of contract drawings and documents and distribute to staff and the Contractor. - The Project Manager will forward one set of documents and drawings to Engineering Operations, one copy of drawings to the Engineering Inspector, one copy of drawings to the Survey Supervisor, and one copy to the project files. 15. Inspection Checklist for Consultant Projects: (Delta/Consultant) - The Project Manager will arrange a meeting with the Consultant including inspector(s) to go over the inspection checklist. 16. Arrange Survey/Inspection: (Consultant/Delta) - The Consultant shall arrange for all survey control points and inspection requirements for the project. - The Project Manager will undertake occasional supplemental site visits as required. 17. Pre-Construction Meeting: (Consultant/Delta) - The Project Manager shall arrange a pre-job meeting with the Contractor, Engineer, Consultant, and all other appropriate agencies. - The Project Manager will advise the Operations Superintendent(s) of the time and location of this meeting. - The Consultant shall take Minutes of the meeting and issue the construction drawings and documents to the Contractor. 18. Pre-Job Meeting Minutes: (Consultant/Delta) - The Consultant shall distribute Minutes to all those who attend the meeting. - The Project Manager to send a copy to the Deputy Director of Engineering (Operations) highlighting the schedule and emergency telephone numbers.

14 Notice to Council and Residents: (Delta) - The Project Manager shall arrange for delivery of a Notice to Residents on the project, see standard letter L.6. The Delta Inspector shall include this project in an updated list of current projects and Traffic Advisory notice which will then be distributed to Delta council and Delta s WebMaster. 20. Construction: (Consultant) - The Consultant shall submit on the Monday of each week a weekly construction report for the previous week s work to the Project Manager. - The Consultant shall hold regular bi-weekly construction site meetings. The Project Manager shall be advised as to when these meetings will be held in order to facilitate attendance as required. - Shop drawings shall be submitted by the Contractor to the Consultant for review.. Following their initial review, the Consultant shall forward the shop drawings to the Project Manager for additional comments which will be returned with 5 business days. The Consultant shall ensure all shop drawings meet: the design objectives, codes, and applicable standards and shall be responsible for final approval of all shop drawings. The Consultant shall forward a copy of the approved shop drawing to the Project Manager. 21. Progress Payment Certificate: (Consultant/Delta) - The Consultant shall prepare the progress payment certificate (see standards form F.4) by the 7 th day of each month complete with change order forms (see standard form F.5) attached. Consultant to ensure all signatures are obtained and forward complete with approved Statutory Declaration to the Project Manager for approval. The Project Manager shall prepare a job cost summary sheet itemizing each project and total cost to date. The completed package will be signed by the Capital Project Manager and submitted to the Administrative Assistant for checking and payment. 22. Service Cards and As-Built Drawings: (Consultant/Delta) - The Consultant shall record the location of all new and existing services on the appropriate Service Location Cards (see form F.6) and forward them to the Project Manager for processing. The Project Manager will forward this information to the Administration and Customer Service Manager for filing. - The Consultant shall compile all construction as-built information and create

15 record drawings in accordance with Delta s standard. Submission of asbuilts shall include 2 paper print sets and 1 copy of Civil 3D Auto cad 2012 drawing files. The Project Manager shall forward 1 drawing set and 1 electrical copy of the drawings to the GIS Supervisor for checking and microfilming. Where Operations is involved in the construction, a schematic diagram of the installation shall be prepared by the job foreman and submitted to the Project Manager. Elevations and dimensions required for the records shall be obtained by the Consultant. F. WORK BY DELTA 1. Plans and Work Orders: (Consultant) - The Consultant will provide the Project Manager with Issued for Construction design drawings for works to be undertaken by Delta. 2. Schedule: (Delta) - Engineering Operations will prepare an estimate of cost to do the work, advise the Project Manager, and schedule the job during the weekly scheduling meeting. 3. Pre-Construction Meeting: (Delta) - If required, the Project Manager will arrange a meeting with Superintendent, Foreman, Survey and Inspector. Schedule to be confirmed. 4. Arrange Survey and Inspection: (Delta) - The Survey Supervisor will arrange for survey. Inspection services by the Consultant are to be performed in a manner sufficient to allow for record drawings to be created and sealed by the consultant. 5. Construction: (Delta) - All work coordinated, supervised and carried out by Engineering Operations personnel. 6. Record Drawings: (Delta/Consultant) - Service cards and record field drawings to be completed by Engineering Operations. The Consultant shall prepare record drawings, signed and sealed.

16 G. CONTRACT COMPLETION SERVICES 1. Deficiency Inspection: (Consultant/Contract/Delta) - When the Contractor has completed all the work to the Consultant s satisfaction, a request in writing is required from the Contractor for a deficiency inspection of the works. The consultant shall have reviewed the works by the Contractor and be assured in his professional opinion that all works have been completed and no deficiencies except seasonal deficiencies are outstanding. A date/time for this inspection will be determined and the Consultant, Engineer, Project Manager, Contractor, appropriate Operations Superintendent(s) and other concerned bodies shall be invited to attend a site inspection coordinated by the Consultant. - The Consultant shall lead the inspection and record Minutes. Minutes shall be distributed to all attendees. 2. Notice of Substantial Completion: (Consultant/Delta) - Should the Contractor be unable to complete the project for reasons beyond his control, the Consultant shall make recommendation to Delta that Substantial Completion be given to the Contractor. The Project Manager shall prepare the Notice of Substantial Completion, standard letter L.7 for signing by the Capital Projects Manager or the Manager of Design and Construction. See Notice of Substantial Completion section of the General Conditions. 3. Rectify Deficiencies: (Consultant) - The Consultant shall ensure the Contractor rectifies all deficiencies prior to the release of the Deficiency Holdback as defined in Release of Deficiency Holdback section of the General Conditions. 4. Final Inspection: (Consultant/Delta/Contractor) - The Consultant, Project Manager, Contractor and the Operations personnel who attended the deficiency inspection shall be invited to the final inspection to ensure that all deficiencies have been rectified. The Consultant shall lead the inspection and record Minutes. Minutes shall be distributed to all attendees of both inspections. The Project Manager is to notify any other Delta personnel required to attend this inspection.

17 Payment of Recoverable Work Orders: (Delta/Contractor/Consultant) - Confirm that all recoverable work orders have been presented to the Contractor and that payment has been made. 6. Release Deficiency Holdback: (Consultant/Delta) - Upon completion of all deficiencies and the final inspection, the Consultant shall recommend the release of the Deficiency Holdback. 7. Notice of Completion: (Consultant/Delta) - The Contractor shall make written request for total Completion. - The Consultant shall recommend to Delta issuance of Notice of Completion to the Contractor. - The Project Manager shall prepare the Notice of Completion, standard letter L.8, for signing by the Capital projects Manager or Manager of Design and Construction. See Notice of Completion section of the General Conditions. - Engineering Operations to be notified of warrantee period and start of maintenance by way of copy of this letter. 8. Final Payment: (Consultant/Delta) - The Consultant to obtain from the Contractor a written statement that all claims have been presented and then prepare the final Progress Payment for issuance by Delta. See Final Progress Payment section of the General Conditions. The Project Manager will review and acquire Capital Project Manager s approval. The Final Progress Certificate will then be forwarded to the Administrative Assistant for checking and processing. 9. Release of Builder s Lien Act Holdback: (Consultant/Delta) - Upon expiry of the lien period, the Consultant shall forward the Statutory Declaration, confirmation that there are no affidavits or claims filed against the lands and Work Safe BC certificate to the Project Manager with a recommendation that the Holdback be released. The Capital Projects Manager will then instruct the Administrative Assistant to release the Holdback.

18 Infrastructure Form: (Consultant/Delta) - Upon completion of the final progress payment and the record drawings, the Consultant shall complete the Construction Data Sheet (F.7), and forward it to the Project Manager. - The Project Manager shall at this time confirm that the record drawings and updating of these base maps has been completed and is correct. 11. One Year Guarantee: (Consultant/Delta) - The Consultant shall notify the Project Manager of the impending expiration of the one year guarantee period a minimum of one month prior to this date and arrange an inspection of the works. - Before the expiry of the one year guarantee period, the Project Manager will advise the Operations Superintendent and request comments on any deficiencies. All remedial work required must be undertaken in accordance with the One Year Guarantee section of the General Conditions. 12. Notice of Acceptance: (Consultant/Delta) - The Consultant shall recommend to the Project Manager the Notice of Acceptance. - The Project Manager will prepare the Notice of Acceptance, standard letter L.9, for signing by the Capital Projects Manager or Manger of Design and Construction. See Notice of Acceptance section of the General Conditions.