PROCEDURE MANUAL FOR ENGINEERING CONSULTANTS

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1 PROCEDURE MANUAL FOR ENGINEERING CONSULTANTS CITY OF GREATER SUDBURY ENGINEERING SERVICES DIVISION JUNE 2005

2 TABLE OF CONTENTS Chapter 1 - Reference Procedure Manuals and Specifications - CAD Drawing Requirements Chapter 2 - Project Sequence of Events and Responsibility Appendix 1 - Project Check List

3 CHAPTER 1 REFERENCE PROCEDURE MANUALS AND SPECIFICATIONS COMPUTER ASSISTED DRAWING REQUIREMENTS FOR CITY OF GREATER SUDBURY CONTRACTS

4 CHAPTER 1 REFERENCE PROCEDURE MANUALS AND SPECIFICATIONS The Consultant will find the following Procedure Manuals and Specifications of prime interest. CGS Subdivision Manual CGS Drafting Standards Manual - CAD/Metric CGS Tender Document Sample CGS Engineering Design Manual CGS Procedure Manual for Surveying CGS General Conditions, Supplemental Specifications and Drawings Ontario Provincial Standards Specifications (OPSS) Ontario Provincial Standard Drawings (OPSD) Copies of the Regional Documents are available for purchase through the Engineering Services Section.

5 CHAPTER 2 PROJECT SEQUENCE OF EVENTS AND RESPONSIBILITY

6 CHAPTER 1 COMPUTER ASSISTED DRAWING REQUIREMENTS FOR THE CITY OF GREATER SUDBURY CONTRACTS 1. The consultant is to provide Design Drawings for construction and As Constructed Drawings no later than six months after construction. Hard copy original plots of all drawings on three (3) mil polyester film-(matte both sides) and a copy of all CAD files of CD diskettes are to be forwarded to the City. 2. All drawings must conform to the CGS current AutoCAD format. AUTOCAD 2006, DWG/DXF is currently our accepted format. Contact City Engineering for possible format upgrade. Use of other CAD packages is acceptable providing the final product conforms to the CGS s current Drafting Standards Manual and current AutoCAD format. 3. All Design and As Constructed drawings for road, sanitary sewer, storm sewer, and watermain projects, shall be prepared in accordance with the CGS drawing prototypes, symbol library and layering convention as detailed in the CGS s Drafting Standards Manual - CAD/Metric. 4. All Design and As Constructed drawings for contracts with Architectural, Structural, Mechanical, and Electrical components, shall be prepared using the City's prototype drawings and AutoCAD resident linetypes, text fonts, and colours. The consultant may set a layer system provided the above AutoCAD features are used. 5. The City will produce and plot the front and back cover sheets for the contract drawings. A minimum of two (2) days' notice should be provided when requesting cover sheets. 6. NOTE: The use of the City's prototype drawings, symbol library, layering convention, and basic AutoCAD software features is required to ensure compatibility for future references for all users.

7 CHAPTER 2 PROJECT SEQUENCE OF EVENTS AND RESPONSIBILITY A) Conceptual Meeting Responsibility Note A : Note B : Note C : Meeting is co-ordinated and chaired by Assigned Designer Meeting is held at CGS offices Minutes are to be recorded by Consultant and distributed by CGS Assigned Designer (Assigned Designer/ Consultant) i) Attendance: - Assigned Designer - Applicable Staff Engineer (S&W) and/or R&D and/or Plants and/or Environmental) - Director of Engineering Services - Manager of Design and Drafting Services - Manager of Construction Services - Manager of Operations - Manager of Traffic & Transportation - Operations Engineer - Building Controls (Site Plan Control) - Consultant designated personnel ii) Discussion Items: - Availability/Supply of as-builts (CAD and/or conventional) - Road and/or Service alignment, location and need - Intersection cross-sectional details - Survey requirements/soils Investigations/Rock Soundings - Environmental requirements - Approvals - Ministry of the Environment - Ministry of Natural Resources - Nickel District Conservation Authority - Ministry of Transportation (MTO) - Railways (CNR, CPR) - Operations requirements/existing Services Condition Reports - Property/Easement Requirements - Building Permit - Discussions with affected homeowners - Project schedule - Site Plans in project area - Photographs of Project Area - Camera inspection report and video - Drawing Requirements - See Chapter 1. Page 2 of 2

8 B) Post Conceptual Meeting Activity Responsibility Time frames on project chart are redefined. Summarize design decisions relative to conceptual meeting and issue meeting notes. Staff Engineer(s) review notes and advise Consultant of errors and/or omissions. Initiation of property acquisition procedures. Review need for soil testing and/or specialized design recommendations. Authorization to procure soils testing and/or specialized design requirements. Proceed if required to obtain camera inspection of services. Planning Department contacted if population densities, zoning, or other related data are required. (CGS) (CGS) (CGS Assigned Designer) (CGS) C) Survey Responsibility Check if City survey is in existence Obtain existing survey or procure required survey (using Consultant's Staff) (Refer to Procedure Manual for Surveying & Construction Services for electronic survey information) Review and summarize existing conditions (ie. structures, valves, watermain breaks) Determine need for TV Camera survey on existing storm and sanitary mains and laterals. TV Camera inspection arranged and deficiency list requested. (Assigned Designer & Operations) (Assigned Designer & Operations) (Assigned Designer)

9 D) Preliminary Design Responsibility Initiation of procurement of approvals by applicable agencies. - Ministry of the Environment and Energy (MOEE) - Ministry of Natural Resources (MNR) - Canadian National Railway (CNR) - Canadian Pacific Railway (CPR) - Nickel District Conservation Authority (NDCA) - Ministry of Transportation (MT0) - Building Permit Application Traffic Control data requested for intersections and commercial and private entrances. Preliminary quantities and cost estimate derived. Utilities meeting arranged and a copy of plans showing preliminary design are forwarded to utilities requesting attendance and research of project area. Letter requests utilities to mark existing and future services on prints and return. - Bell - Hydro - Cable TV - Gas - District Energy * See also Section E) Utility Meeting Hydrant letter sent to applicable homeowners. Basement Elevations are checked. Sewer and Water Service Record forms are initiated by Assigned Designer or Construction Services. (Assigned Designer) (Assigned Designer) (Assigned Designer) (Assigned Designer) (Assigned Designer) (Assigned Designer) (Assigned Designer and Construction Services)

10 E) Utility Meeting (if required) Responsibility Note A : Note B : Note C : Meeting is co-ordinated and chaired by Consultant Meeting is to be held at TDS Office Minutes are to be recorded by Consultant and distributed by CGS Assigned Designer (Consultant, Assigned Designer) i) Attendance - CGS Assigned Designer - Applicable Staff Engineer - Director of Engineering Services - Manager of Design and Drafting Services - Manager of Construction Services - Manager of Operations - Operations Engineer - Affected Utilities - Bell - Hydro - Gas - Cable TV - Railways (if applicable) - Unitel - District Energy ii) Discussion Items - Existing underground services; type and size - Future underground services; type and size - Overhead services - clearance - pole conflicts - relocation and scheduling - need for test holes to verify utility locations & conflicts (vertical & horizontal) - request Municipal Consents (MC's) for new work and relocated structures - Work scheduling (Project and Utility Relocations)

11 F) Design Meeting(s) (if required) Responsibility Note 'A': Note 'B': Note 'C': Note 'D': Meeting to be co-ordinated and chaired by Consultant Design Meeting is held when preliminary design and drafting are substantially complete. Meeting to be held at CGS Office Minutes are to be recorded by Consultant and distributed by CGS Assigned Designer. (Consultant/ Assigned Designer) i) Attendance: - Manager of Project Engineering - CGS Assigned Designer - Applicable Staff Engineer (S&W and/or R&D and/or Plants and/or Environmental) - Manager of Construction Services - Manager of Operations - Manager of Traffic and Transportation - Director of Engineering Services ii) Discussion Items: - Scope of Contract (Is staging required?) - Review of preliminary design and specification documents & drawings - Design recommendation approved - Tentative tender dates established - Note: - Consultant prepares tender advertisement complete in all detail - CGS Assigned Designer arranges placement of advertisement - Commercial entrance designs (for road projects) G) Final Design Responsibility - Consultant forwards final design and draft contract documents to Assigned Designer for review. - Draft contract documents include final quantities and Engineer's estimate. - Design data and plans to drafting

12 H) Design Drafting Responsibility - Construction drawings are prepared as per Chapter 1, Page 2 of 2 - Cover sheets - Consultant to contact Control Draftsperson for C plan numbers (City) I) Check Prints Responsibility Consultant to supply three sets of drawing check prints and contract documents to CGS Assigned Designer. CGS Assigned Designer reviews and: i) Forwards one set to Operations/Plants where applicable. ii) Circulates one set to: a) Control Draftsman b) Applicable Staff Engineer c) Manager of Project Engineering All review parties sign off to indicate review input. (CGS Assigned Designer)

13 J) Final Design & Drafting Responsibility CGS Assigned Designer returns marked up prints to Consultant. Design & Drafting of Construction Drawings are finalized. Consultant forwards finalized construction drawings (signed and sealed by Consultant) together with originally marked-up drawings to CGS Assigned Designer for signing by applicable personnel. All required approvals are prepared for CGS Application: - Ministry of the Environment and Energy (MOEE) - Ministry of Natural Resources (MNR) (Final Plans and specification must be included with Certificate of Approval Application) - Ministry of Transportation (MTO) - Canadian National Railway (CNR) - Canadian Pacific Railway (CPR) - Nickel District Conservation Authority (NDCA) - Other Applicable Agencies (CGS Assigned Designer) (Consultant Designer) K) Property Responsibility Consent forms for work on private property are obtained from property owners. Property Acquisition is finalized. Consultant flags vacant properties and determines ownership. Letters sent to vacant property owners addressing: i) servicing of vacant lots ii) potential lot splits iii) double services iv) pavement cut policy Letters are sent on CGS Letterhead and signed by applicable staff engineer (CGS Assigned Designer) (Consultant/CGS Assigned Designer)

14 L) Schedule of Events - Prior to Tender Closing Responsibility (Refer to CGSS Tender Document Sample) Consultant contacts Manager of Project Engineering to obtain pertinent tendering call dates. Generally the following time frames are followed: 3 Weeks: - Consultant prepares required copies of plans and specifications for distribution to Utilities - Engineer's Final Estimated Project Cost prepared and submitted to CGS Assigned Designer - Consultant prepares tender advertisement and forwards to CGS Assigned Designer for review 3 Weeks: - Consultant forwards required sets of contract documents to CGS Assigned Designer for tender pickup - CGS Assigned Designer notifies Purchasing Dept. to advertise 2 Weeks: - CGS Assigned Designer orders test holes from Operations - Area Foreman notified of test hole date and location - Tender pickup and prequalification starts 2½ Weeks: - Arrangements are made to meet with utilities for locates in the vicinity of test holes one (1) day prior to excavation day 2 weeks: - Pre-tender Meeting (see attendance and discussion below) - Consultant prepares minutes of meeting and forwards to appropriate bidders and also any addenda arising from the Pre-tender meeting (When Required) on Day of Pre-tender Meeting: - Test holes are dug and information provided to all tenderers. (CGS Assigned Designer) (CGS Assigned Designer) (CGS Assigned Designer)

15 M) Pre-tender Meeting Responsibility Note: A : Meeting to be co-ordinated and chaired by Consultant B : C : Meeting to be held at CGS offices Minutes are to be recorded and distributed by Assigned Designer 1. Attendance - CGS Assigned Designer - Applicable Staff Engineers (S&W and/or R&D and/or Plants and/or Environmental) - Director of Engineering Services - Manager of Design and Drafting Services - Manager of Construction Services - Interested Bidders 2. Discussion Items - Review of Project - Possible addenda - Test hole (time/date/location) - Traffic control - Road closures - Signs - Tenderers questions N) Tender Period Responsibility a) b) c) d) e) f) Plans & Specifications are picked up by interested bidders. Pre-tender meeting held (see Item "M' Pre-tender Meeting - Attendance - Discussion Items, above) Bidders complete Pre-qualification, if required. Tenders submitted prior to pre-established contract closing time. CGS Assigned Designer forwards Engineer's estimate to Purchasing Dept. Tenders opened at Tender Opening Committee. (CGS) (CGS) (CGS) (CGS Assigned Designer) (City)

16 O) Post Tender Period Responsibility a) b) c) Tender accuracy and protocol checked by CGS Assigned Designer. Project is awarded by City Council or General Manager. Legal documents (Plans and Specifications) are signed and distributed in accordance with procedure. (CGS Assigned Designer) (CGS) (CGS) P) Preconstruction Meeting Responsibility Note A : Meeting to be co-ordinated and chaired by Consultant B : Meeting to be held at CGS offices C : Minutes are to be recorded and distributed by Consultant i) Attendance: - CGS Assigned Designer - Applicable Staff Engineers (S&W and/or R&D and/or Plants and/or Environmental) - Manager of Construction Services - Director of Engineering Services - Manager of Design and Drafting Services - Project Inspector/Supervisors - Manager of Operations - Successful Tenderer - Manager of Traffic & Transportation - Utilities (Gas, Hydro, Bell, Cable TV, Unitel) - City Services (Bus, Garbage Collection, Snow Removal, EMS) (if required) Discussion Items: - Construction Schedule - Signage - Traffic Plan - Temporary Water Distribution - Site Office - Payment Schedule - Dump Site - List of Sub Contractors - Ministry Approvals - Building Permit - Shop Drawings - Names and Phone Numbers of Persons in Charge - Emergency Phone Numbers - Operation of Watermain Valves - Starting Date - Any other pertinent issues that are site specific to the project (i.e. creek mitigation)

17 Q) Construction Responsibility - Letter of Introduction delivered to homeowners - To be on CGS Letterhead and signed by CGS Personnel - Diaries and Payment Books are updated daily - Survey Bars located and logged - Missing Bars to be confirmed with landowner - As-built tie-ins, watermain, and storm location and depth, sanitary sewer inverts are recorded at the time of installation - Quantity control of granulars to be maintained - Shop Drawings are reviewed and approved by Consultant and forwarded to CGS Assigned Designer for review by the City - Change orders are prepared by Consultant and approved by City - Summary of work form is completed by Consultant and submitted monthly to City for payment - Testing of Systems (Consultant/Assigned Designer) R) Substantial Completion Responsibility Note: See General Conditions Clause i) Consultant obtains authorization from City to issue substantial completion notice. ii) Activities: 1. Deficiency list is made up and submitted to CGS. 2. Sewer and Water Service Record Form is issued to Technical Services and Operations - one copy each 3. Service connection permits issued by Technical Services, hand delivered to homeowners by Consultant 4. TV Camera Inspection arranged prior to final asphalt (Technical Services/ Consultant)

18 S) Final Completion Activities Responsibility Final as-built surveys are completed. "Final Summary of Work Completed" and documentation are completed by Job Inspector and forwarded to Manager of Construction Services for review with Applicable Staff Engineer (S&W and/or R&D) for subsidies and further comment. Consultant commences drafting of as-built drawings utilizing: i) final survey notes ii) as-built detail - storm, sanitary and watermain elevations iii) completed sewer and water services record forms Job Summaries and documentation are completed and filed with Manager of Construction Services. Consultant forwards completed as-built drawings to Engineering Services for review. Draft as-built drawings and CAD files are reviewed by CGS - CGS Assigned Designer - Director of Engineering Services - Control Drafts Person - Co-ordinator of Project Engineering Draft as-builts returned to consultant for completion and back to the City for final acceptance. (City) (City)

19 T) Post Construction Meeting (if required) Responsibility (Project and Construction are Reviewed) Note: 'A' Meeting to be co-ordinated and chaired by Consultant (Consultant/ Construction Services) Note: 'B' Note: 'C' Meeting to be held at CGS offices Minutes are to be recorded and distributed to all in attendance plus applicable section heads by Assigned Designer i) Attendance: - CGS Assigned Designer - Applicable Staff Engineer (S&W and/or R&D and/or Plants and/or Environmental) - Operations - Project Inspector/Supervisors - Manager of Construction Services Discussion Items: - Construction Services provides Operations with emergency phone numbers and contacts for items arising during the maintenance period. U) Maintenance Period Responsibility The City of Greater Sudbury will be responsible for all activities and occurrences arising during the maintenance period. (City/Construction Services) V) Final Acceptance The City of Greater Sudbury will be responsible for all activities relating to Final Acceptance

20 APPENDIX 1

21 Page 1 of 3 CITY OF GREATER SUDBURY PROJECT CHECK LIST/FACT SHEET (CONSULTANT) Contract No: CGS Assigned Designer: Location: Works Description: Conceptual Phase Conceptual Meeting (date) Conceptual Design Report (or meeting minutes) (date) Preliminary Estimate (amount) Preliminary Surveys in progress completed Preliminary Drafting in progress completed Soils/Rock Investigation ordered completed Environmental Approvals ordered complete Other Approvals ordered complete Easements Required in process complete TV Camera Reports ordered complete Sewer Deficiency List ordered complete (RMS Designer) Design Phase Traffic Control Data ordered complete (RMS Designer) Utilities Meeting ordered complete Preliminary Design (date completed) Final Design (date completed)

22 Page 2 of 3 Design Meeting (date) Final Drafting ordered complete Contract Specification ordered complete Final Estimate $ (amount) Contract Drawings Distribution Utilities Operations Gov t Approvals Projects / Design Unit Technical Services (S&W Only) Construction Services Utility Relocations Submitted Authorized Letters to Property Owners (as required) in process Authorized Property Requirements Requirements Established OLS Plans Ordered OLS Plan to Legal Dept. Agreements to Enter OLS Plan Received Property Acquired Approvals Engineer s Report Submitted (date) (RMS Designer) MTO (Design Criteria) Submitted Approved (date) (RMS Designer) MTO (Drawings & Specs) Submitted Approved (date) (RMS Designer) MOE Approval Submitted Approved (date) (RMS Designer) MNR Approval (if required) Submitted Approved (date) (RMS Designer) OMB approval (date) Other Approval Submitted Approved (date) (RMS Designer) Tender Phase Tender Ad to Purchasing Dept (RMS Designer) Tender Pickup (RMS Designer) Advertising Date(s) (date) (date)

23 Page 3 of 3 Pre-Tender Meeting (RMS Designer) Prequalification Deadline (RMS Designer) Tender Closing/Opening (RMS Designer) (date) (date) (date) Tender Check & Report Tender Award (Information Only) (date) to (Contractor) (Information Only) Amount $ (Information Only) Contract Execution By Contractor By City (RMS Designer) Legal Document Distribution Clerk s Dept. Contractor Projects File (RMS Designer) Projects Transfer 3 Sets of Construction Drawings and Specifications to Contractor (date) Contractor (date) Project Transfer to Construction Services (date) Project Inspection by Consultant Checklist Completed by Date

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