request for proposal for the provision of consulting engineering ...

REQUEST FOR PROPOSAL

FOR THE PROVISION OF CONSULTING ENGINEERING SERVICES

FOR THE DESIGN AND CONSTRUCTION ADMINISTRATION OF

THE WATER POLLUTION CONTROL PLANT (WPCP) UPGRADES

IN THE TOWNSHIP OF RED ROCK

Project No. R1P15095‐00

ISSUE DATE: NOVEMBER 30, 2015

CLOSING LOCATION: ONTARIO CLEAN WATER AGENCY

SHERIDAN CENTRE

2225 ERIN MILLS PARKWAY, SUITE 1200

MISSISSAUGA, ONTARIO

L5K 1T9

CLOSING DATE AND TIME: FRIDAY, DECEMBER 18, 2015 – 3:00 PM LOCAL

TIME

Prepared by

Township of Red Rock Red Rock Water Pollution Control Plant Upgrades Terms of Reference for Provision of Consulting Engineering Services

TABLE OF CONTENTS

1 BACKGROUND INFORMATION ................................................................................................................... 1

1.1 PROJECT OBJECTIVES ............................................................................................................................................. 2

1.2 OVERALL PROJECT SCOPE WORK ............................................................................................................................. 3

1.3 PROJECT FUNDING ................................................................................................................................................ 4

1.4 PROJECT TIME FRAME ........................................................................................................................................... 4

2 THE CONSULTING ENGINEERING (CE) SERVICES ......................................................................................... 5

3 INTENT OF THE RFP ................................................................................................................................... 5

4 GENERAL CE PROPOSAL REQUIREMENTS ................................................................................................... 6

4.1 SITE VISIT ........................................................................................................................................................... 6

4.2 COMMUNICATIONS ............................................................................................................................................... 7

4.3 PROPONENT'S RESPONSIBILITY ................................................................................................................................ 7

4.4 ADDENDUM ........................................................................................................................................................ 7

4.5 PROPOSAL COSTS ................................................................................................................................................. 8

4.6 INSURANCE ......................................................................................................................................................... 8

4.7 CONSULTING SERVICES AGREEMENT ........................................................................................................................ 8

4.8 MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT (MFIPPA) .................................................... 9

4.9 RIGHTS RESERVED BY THE TOWNSHIP OF RED ROCK .................................................................................................... 9

4.10 CONFLICT OF INTEREST ........................................................................................................................................ 10

4.11 NEGOTIATIONS .................................................................................................................................................. 10

5 SUBMISSION REQUIREMENTS .................................................................................................................. 11

6 PROPOSAL FORMAT & STRUCTURE .......................................................................................................... 12

7 PROPOSAL REVIEW & EVALUATION .......................................................................................................... 12

7.1 SCORING SYSTEM & EVALUATION CRITERIA ............................................................................................................. 13

7.2 PROPOSAL EVALUATION ...................................................................................................................................... 17

8 CONTRACT REQUIREMENTS ..................................................................................................................... 17

Township of Red Rock Red Rock Water Pollution Control Plant Upgrades Request for Proposals & Terms of Reference for Consulting Engineering Services

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8.1 GENERAL .......................................................................................................................................................... 17

8.2 LIAISON ............................................................................................................................................................ 18

8.3 UPSET LIMIT ...................................................................................................................................................... 18

8.4 INVOICING AND PAYMENT TERMS .......................................................................................................................... 19

TERMS OF REFERENCE ......................................................................................................................................... I

1 INTRODUCTION .......................................................................................................................................... I

2 GOAL & OBJECTIVES OF THIS ASSIGMENT ................................................................................................. III

3 CE SCOPE OF WORK ................................................................................................................................. IV

3.1 SEWAGE COLLECTION SYSTEM CONDITION ASSESSMENT .............................................................................................. V

3.2 PRELIMINARY DESIGN (PRELIMINARY DESIGN REPORT) ............................................................................................... VI

3.3 DETAILED DESIGN, DESIGN BRIEF AND WORKS APPROVALS ........................................................................................ VII

3.4 PROCUREMENT OF CONSTRUCTION SERVICES (TENDERING) ....................................................................................... VIII

3.5 CONTRACT ADMINISTRATION AND SITE INSPECTION ................................................................................................... IX

3.6 COMMISSIONING & START‐UP ................................................................................................................................ X

3.7 WARRANTY PERIOD ............................................................................................................................................ XII

3.8 O&M MANUAL, AS‐BUILT DRAWINGS AND OPERATOR TRAINING ............................................................................... XII


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1 BACKGROUND INFORMATION The existing Red Rock Water Pollution Control Plant (WPCP) was constructed in

1975 and provides primary treatment and chlorine disinfection to the primary

treated effluent. Upgrades are required to the existing plant for the following

reasons:

The Nipigon Bay has been classified as an Area of Concern (AOC) in Ontario

by the Great Lakes Water Quality Board of the International Joint Commission

due to water pollution. As one of the requirements to delist the Bay as an

AOC, the Red Rock Water Pollution Control Plant must provide secondary

sewage treatment.

The existing plant provides only primary treatment; and secondary sewage

treatment is required in the Province of Ontario.

High wet weather flows cause sewage backups at the plant as a result of the

capacity limitations of the reduction in outfall pipe size through the Mill

property (requires replacement).

The majority of the existing plant components and equipment are at the end of

their serviceable life.

For such purposes, the Township retained Hatch Mott McDonald ‐ Thunder Bay

office (formerly Engineering Northwest Limited) to complete an Inflow and

Infiltration (I&I) Study (2010) for the existing sewage collection system as well as

to develop and complete a Municipal Class Environmental Assessment (EA)

process (Schedule B) to upgrade the existing Red Rock WPCP primary treatment

system to a secondary treatment system. The Environmental Study Report (ESR)

was completed in 2013.

The 2013’s ESR with all relevant information including the 2010’s I&I Study

(Appendix D of the above noted ESR) is available at the municipal website

(http://www.redrocktownship.com/article/water‐and‐sewer‐services‐178.asp).

The Municipal Class EA process was completed in March 2013, which reviewed

and evaluated several alternatives. The Municipal Class EA concluded that the

preferred solution is to upgrade the existing Water Pollution Control Plant using

Rotating Biological Contactors (RBC) technology at the existing site and


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discharge of the treated effluent to Nipigon Bay. The reasons for selecting the

above noted solution as the preferred alternative in the 2013’s ESR include:

Minimal impact on the natural and social environment;

Sufficient land is available on the existing site to construct the new treatment

plant. Property acquisition is not required;

The treatment process (i.e. RBC) will be similar to the treatment process

recently installed in the Township of Nipigon, which provides a mutual

benefit with respect to operating knowledge and potential economies of scale;

The existing collection system has been constructed based upon the present

location of the Red Rock WPCP, therefore a new forcemain and pumping of

sewage to a new location will not be required;

No further studies (i.e. assimilative capacity of North Trout Creek,

Archaeological, etc.) with impacts to schedule and cost will be required.

In addition, the project also aims to reduce extraneous flows to the sanitary system

(i.e. repairs to manholes and sewers).

1.1 Project Objectives

The objectives of the proposed upgrades to the Red Rock Sewage System are:

Improve the quality of treated municipal wastewater effluent discharged into

the environment by upgrading the level of treatment from primary to

secondary treatment in conformance with both Provincial and Federal

regulatory requirements;

Reduce the negative impacts of municipal wastewater effluent on human

health and the environment by introducing a disinfection process capable of

providing inactivation of pathogenic microorganisms to the effluent prior to

discharge into the receiving water stream (Nipigon Bay);

Delisting of Nipigon Bay as an Area of Concern Area of Concern in Ontario by

the Water Quality Board of the International Joint Commission;

Rehabilitate the Red Rock sewer lines to control the I&I to reduce plant

loadings and monitor/recording any bypass or overflow event as result of

weather conditions, and;


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Improve the management and efficiency of wastewater infrastructure by

introducing energy efficient technology for the proposed new facility as well

as adopting and enforcing wastewater reduction measures for the Township’s

sewer users.

The proposed upgrades to the Red Rock Sewage system shall be completed in

conformance with:

All applicable wastewater treatment standards and guidelines within the

Province of Ontario;

The Federal Wastewater Systems Effluent Regulations (WSER);

The requirements of the Water Quality Board of the International Joint

Commission included in the Remedial Action Plan to delist the Nipigon Bay as

an Area of Concern.

1.2 Overall Project Scope Work

The overall project scope of work is to design (preliminary & detailed), tender;

construct and commission a new Water Pollution Control Plant for the Township

of Red Rock, based on the recommendations carried forward in the recently

completed Environmental Study Report (ESR). The proposed works includes but

not limited to the following:

New secondary treatment system/process utilizing Rotating Biological

Contactors (with primary & secondary clarifiers) having a process capacity 900

m3/d (average daily) and clarifier hydraulic capacity of 5,000 m3/d.

New sewage pumping station having a capacity of 58 L/s (5,000 m3/d);

Septage receiving station;

Headworks: mechanical coarse screen with a standby manually cleaned bar

screen and horizontal grit tank having a capacity of 58 L/s (5,000 m3/d);

Disinfection process involving either a chlorination/dechlorination system or

an UV system having capacity of 58 L/s (5,000 m3/d);

Sludge stabilization using aerobic digestion;

Outfall in Nipigon Bay;


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New control building;

Decommissioning and demolition of the existing primary plant facilities;

Condition Assessment of the existing sewage collection system.

1.3 Project Funding

The Township of Red Rock has received a funding under the Green Infrastructure

Fund (GIF) from the Federal Government (represented by Infrastructure Canada)

and the Provincial Government (represented by Ontario Ministry of Energy &

Infrastructure) up to $9,000,000 (nine million dollars) to complete the design and

construction of the Red Rock Sewage Treatment and Collection system upgrades.

Under the GIF program, both the Federal and Provincial government will each

contribute one‐half (50%) of the total estimated eligible costs up to a maximum

contribution of $4.5 million (based on a project with a total estimated eligible cost

of $9 million). It is the Township’s firm intention to complete this entire project

within the above noted project budget.

Innovative ideas that can reduce the construction and on‐going operations and

maintenance costs are highly important and will be carefully considered by the

Township.

1.4 Project Time Frame

Time is of the essence in this project. Due to the strict time limitation by the

funding agencies (Project must be completed by March 31, 2019), it is a strong

intention of the Township to follow the time frames outlined below as closely as

possible. However, the Township reserves the right to alter this schedule at any

time without stating reasons.

1. Issuance of RFP – November 30, 2015

2. Official Closing of RFP – December 18, 2015

3. Notification to Successful Proponent – January 19, 2016

4. Project Commencement (Kick‐off meeting) – January 2016

5. Completion of Preliminary Design ‐ February 2016


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6. Completion of Detailed Design – June 2016

7. Issuance of Construction Tender – September 2016

8. Award of Construction Contract – October 2016

9. Commencement of Construction – October 2016

10. Substantial Completion of Construction – April 2018

11. End of Maintenance Period – April 2019

2 THE CONSULTING ENGINEERING (CE) SERVICES The CE assignment is divided into two phases:

Phase‐I: Preliminary, Final Design & Construction Tendering, and

Phase‐II: Construction, Commissioning & Maintenance period

The CE firm is required to provide engineering services during the Preliminary

Investigations, Preliminary Design, Detailed Final Design & Construction

Tendering (Phase I) and during the Construction, Commissioning & Maintenance

period (Phase II) as described in the Terms of Reference (TOR) included in this

RFP.

Alternative design concepts could be considered depending on the site, budget,

and schedule constraints. However, it is the Township’s intention not to change

the major design concepts and/or the proposed process treatment technology.

The Ontario Clean Water Agency (OCWA) has been retained by the Township as

the Project Manager and Main Technical Advisor for this project. As such, OCWA

is assisting the Township during the procurement of Consulting Engineering (CE)

services and has been request to prepare this Request for Proposal (RFP) for the

CE services.

3 INTENT OF THE RFP This RFP defines the conditions and scope of services required from the CE firms

(Proponents) for the Red Rock WPCP upgrade.

It is the Township’s intention to construct a new WPCP to meet the required

effluent quality and to reduce bypassing in the event of high flows in conformance


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with the federal and provincial regulations, guidelines and standards currently in

place. The core RFP objective is to obtain proposals that clearly identify the

steps to be taken and the projected costs to undertake the engineering works

defined herein.

4 GENERAL CE PROPOSAL REQUIREMENTS The Proposal shall identify a lead Consultant, which will be the firm contracted by

the Township, with the other firm or firms (if any) as sub‐consultant to the lead.

The proposals submitted should include:

A schedule showing all tasks, milestones, submission dates and targeted

completion dates;

A spreadsheet indicating all tasks for the project, broken out by team

member’s hours, disbursements per task, total cost per task, total cost per

major task, and the total cost for the entire project. Subtotal figures for each

task and major phase must be shown in the Work Breakdown Structure

(WBS);

A list of anticipated number of meetings;

A per diem rate and rate for additional meetings (if necessary);

Any potential work and/or anticipated expenses that is not included in the

Proponents’ work plan and budget. The Proponents are to clearly outline all

excluded items;

A written and detailed proposal meeting the above requirements. The RFP, as

contained in this request, outlines the minimum requirements to be completed

by the Proponents and are for guidance only;

Any major tasks that they feel have been inadvertently left out and provide

details for the execution of such tasks;

Identification of any major tasks in the scope of work that they feel are

redundant;

4.1 Site Visit

A site visit to the existing facilities is scheduled for:


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Wednesday, December 9, 2015 – 10:00 AM Local Time

The purpose of the site visit is for CE proponents to become familiar with the

proposed site and ask relevant questions to this RFP. The site visit is not deemed

mandatory.

4.2 Communications

Any communications regarding this Request for Proposal must be addressed to

the attention of:

Jose Casal, P.Eng., PMP

Project Manager, Engineering Services

Ontario Clean Water Agency

Sheridan Centre, 2225 Erin Mills Parkway, Suite 1200

Mississauga, Ontario, L5K 1T9

Tel: (905) 491‐3044

Fax: (905) 855‐3232

Email: [email protected]

Written communication is required for all RFP related questions. All questions

will be answered via official addenda.

All inquiries and questions related to this RFP must be submitted to the above

noted Project Manager before:

Tuesday, December 15, 2015 – 3:00 PM Local Time

4.3 Proponent's Responsibility

It will be the Proponentʹs responsibility to clarify with OCWA any details in

question mentioned in this Document before submitting their Proposal in

accordance with the procedure set out in Communications (Section 4.1) above.

4.4 Addendum

By the issuance of a cancellation or addendum, the Township may cancel the


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Request for Proposal; revise, delete, add to or substitute any part of the

Document; extend the Closing Date; or provide an explanation or interpretation.

4.5 Proposal Costs

The Township is not liable for any costs incurred by the proponent or any other third

party interested in the preparation of their response to this request or interviews,

presentations, on‐site demonstrations, etc.

Furthermore, the Township shall not be responsible for any liabilities, cost,

expenses, loss or damage incurred, sustained or suffered by any interested party,

prior to, subsequent to, or by reason of the acceptance, or rejection by the

Township of any response, or by reason of any delay in the acceptance of the

response.

4.6 Insurance

The Consultant shall carry Comprehensive General Liability Insurance issued on an

occurrence basis for an amount not less than $5,000,000 per occurrence/$5,000,000

annual aggregate for bodily injury, death and damage to property including loss of

use thereof. Such insurance coverage shall be in the name of the Service Provider

and shall name the Township and OCWA as an additional insured thereunder.

In addition, the Consultant shall carry a minimum of $5,000,000

Professional/Consultant Error and Omissions Liability Insurance per claim. This

policy is not to be construed as a limit on the liability of the Consultant in the

performance by the Consultant of its professional services under this Agreement.

The successful Consultant shall, as a condition of award, submit to OCWA, on or

before commencement of the date of the Engineering Services Agreement, proof of

insurance certificates as indicated above.

4.7 Consulting Services Agreement

The Consultant’s engineering agreement for consulting services will be with the

Township. The Consultant will sign the standard OCWA Engineering Agreement

with the Township. Upon award of CE service contract, a copy of the above noted

agreement will be provided to the successful proponent for its review and

execution.


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4.8 Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)

In accordance with the Municipal Freedom of Information and Protection of

Privacy Act, this is to advise that the personal information provided is being

collected under authority of the Municipal Act and will be used exclusively in the

selection process.

All Proposals submitted will become the property of the Township. Because of

MFIPPA, respondents are reminded to identify in their proposal material any

specific scientific, technical, commercial, proprietary, or similar confidential

information, the disclosure of which could cause them injury. Complete

proposals are not to be identified as confidential.

4.9 Rights Reserved by the Township of Red Rock

The lowest cost submission will not necessarily be accepted, and the Township

reserves the right to accept or reject any or all responses and/or to reissue the

Request for Proposal in its original or revised form.

The Township reserves the right not to accept a Proposal from or make an Award

to any Proponent, which includes all non‐arms‐length corporations, which has a

claim or instituted a legal proceeding against the Township or against whom the

Township has a claim or instituted a legal proceeding with respect to any

previous contracts, proposals or business transactions. The Township also

reserves the right to:

Discuss any and all proposals;

Request additional information from Proponents provide additional

information;

Modify submissions in areas considered to be deficient;

Address specific requirements not accurately covered in their initial

submission;

Substitute components where the Township considers that an alternative may

be more suitable; and

Request additional references.


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4.10 Conflict of Interest

Any pecuniary interests which may preclude the Consultant from exercising its

duties within this assignment shall be disclosed including any holdings of Federal,

Provincial or Township of Red Rock municipal politicians or employees who may

benefit from this work. Prior to accepting this assignment, firms are required to

disclose to the Township any potential conflict of interest.

If a conflict of interest does exist as referred to above, the Township may, at its

discretion, withhold the assignment from the firm until the matter is resolved to

the satisfaction of the Township.

If, during the execution of the assignment, the firm is retained by another client

leading to a potential conflict of interest, then the firm shall so inform the

Township and if a significant conflict of interest is deemed to exist by the

Township, then the firm shall:

Refuse the new assignment; OR

Take such steps as necessary to remove the conflict of interest

4.11 Negotiations

The Township of Red Rock may award a contract on the basis of initial offers

received, without discussion. Therefore, each initial offer should contain the

Proponent’s best terms/information, including all required documentation as

listed in our document.

The Township of Red Rock reserves the right to enter into

discussions/negotiations with the selected Proponent(s). If the Township and the

selected Proponent(s) cannot negotiate a successful contract, the Township may

terminate the negotiations and begin negotiations with the next selected

Proponent(s).

This process will continue until a contract has been executed or all Proponents

have been rejected. No Proponent shall have any rights against the Township of

Red Rock arising from such negotiations.


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5 SUBMISSION REQUIREMENTS a) Five (5) copies (bound hard copy) and one (1) electronic copy (CD or

memory stick) of the Proposal shall be submitted in a sealed envelope and

be clearly marked as follows:

Request for Proposal

Red Rock Water Pollution Control Plant Upgrades

Design and Construction

Township of Red Rock

Project No. R1P15095‐00

Name of Consulting Firm

Name of Main Contact and Telephone Number

b) Proposals must be addressed to:

Jose Casal, P.Eng., PMP

Project Manager, Engineering Services

Ontario Clean Water Agency

Sheridan Centre, 2225 Erin Mills Parkway, Suite 1200

Mississauga, Ontario, L5K 1T9

Proposals must be received at the address above no later than the Closing Date

and Closing Time of:

Friday, December 18, 2015 – 3:00 PM Local Time

c) All Proposals must be legible and written in ink or typewritten. Erasures,

overwriting or strike‐outs shall be initialled by the person signing the

Proposal.

d) Proposals shall include a copy of this RFP as well as any addendum

issued to this RFP properly initialized by the person signing the Proposal

e) Proposals sent via EMAIL and/or FAX will not be accepted.


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f) Late Proposals will not be accepted.

6 PROPOSAL FORMAT & STRUCTURE The following format and sequence shall be followed in order to provide

consistency in the Proponent response and ensure each Proposal receives full

consideration:

All pages shall be consecutively numbered.

Title page showing name of the project, Proponent’s name and address, fax

number, telephone number, email address and a contact person.

One page letter of introduction signed by the person(s) authorized to sign on

behalf of, and bind the Proponent to, statements made in the Proposal.

Table of Contents including page numbers.

Submit 25 (maximum) single‐sided page qualifications document, plus 35

(maximum) single‐sided appended resumes and supporting documentation

outlining how your CE firm will meet the criteria described in the following

section. The maximum number of pages shall not exceed 60 pages.

Should an Excel spreadsheet(s) be required as part of the submission; 11”x17”

sheet(s) can be used in place of letter sized (8”x11”) pages.

7 PROPOSAL REVIEW & EVALUATION Following the closing of this RFP, the submissions will be reviewed, evaluated and

presented to the Township. Subsequent to the Council’s decision, OCWA will

award the engineering contract.

The Consultant is expected to begin immediately and work expeditiously to

complete the project in as short a time as possible. The project’s objective is to

commission the new plant by April 2018.

Proponents are requested to submit to the Project Manager five (5) bound copies

of their Proposals. Failure to do so may result in the rejection of the submission.

The CE selection will be based on qualitative assessment, otherwise known as


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Quality Based Selection. Only those firms who meet the minimum technical score

herein described will have the financial proposal evaluated.

7.1 Scoring System & Evaluation Criteria

The Proposals will be evaluated in two steps; technical proposal evaluation and

cost proposal evaluation. A separate signed and sealed cost proposal envelope is

required with the technical proposal and the financial proposal.

All submissions shall follow the structure outlined below. Available points for

each criterion are shown. The format will facilitate the review and evaluation

process.

Criteria Points Available

Technical Proposal

1) Understanding of the Project and Selected Technologies 10

2) Innovative Ideas 5

3) Qualifications of the Consulting Firm 15

4) Qualifications of the Project Personnel 15

5) Methodology (Work Plan) 20

6) Reporting and Quality Control 5

7) Schedule 5

Subtotal Technical Proposal 75

Financial Proposal

8) Proposed Project Costs 25

Subtotal Financial Proposal 25

Total Proposal Points 100

Each Proposal shall demonstrate a thorough understanding of the Terms of

Reference and be organized so as to follow the Evaluation Criteria numbers 1

through 8. The submitted Proposals will be evaluated by the Township and

OCWA based on the following:

1) Understanding of the Project and Selected Technologies (10 Points) Provide a discussion of the scope of work and your firm’s approach and

experience to undertaking this work. The various components of this

assignment should be identified and discussed in order to show the CE

understanding of this project and the requirements of this assignment.


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In terms of technology, the Proponent shall include the CE’s experience in

design, selection, construction, commissioning of sewage treatment

applications featuring the type of technology recommended in the Class EA

document.

Consideration will be given to:

Experience with design, preselection and construction of similar type of

technology within Canada, especially in Northern Ontario applications;

Previous successful experience with the Township of Red Rock and/or

any neighbouring community will be considered an asset;

Use of local content during the main equipment and component

preselection process (i.e. Canadian or otherwise North‐American

suppliers/manufacturers with local representation in the province of

Ontario).

2) Innovative Ideas (5 points) Include practical and innovative ideas that your firm can implement for this

project that meets the project scope and budget as well as any energy efficient

initiative and/or approach that could be implemented in this project. This

section will also be evaluated on “value‐added” services that your firm will

provide if you are the successful proponent.

Consideration will be given to:

Ideas involving the implementation of energy efficient initiatives;

Ideas the can decrease the capital and on‐going operations and

maintenance costs of the new plant.

Value‐added services to the Township of Red Rock.

3) Qualifications of the Consulting Firm (15 points) Proponents shall provide a summary of the CE firm’s background, area of

expertise, location of office(s), organization chart, and number of employees.

The Proponent shall include:


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List any sub‐consultants or third‐party service provider retained by the CE

firms to be used throughout this project, including their background,

expertise, location, and number of employees;

Provide a minimum of three (3) examples of relevant projects with similar

type of scope, technology.

Provide a minimum of three (3) references for previous project of similar

size and scope. As per the references, please include valid and up to date

reference’s contact information including contact name, tittle, position,

organization as well as a valid telephone, email and address. These

references will be contacted as part of the evaluation. CE proposals

providing references that cannot be verified due to errors, omissions,

and/or because the contact information is either not current or valid will

be penalized during the proposal review process.

4) Qualifications of the Project Personnel (15 points) The Proponent shall include:

List your firm’s (or team’s) project personnel who will be responsible for

this assignment, the role each person will be undertaking, their

qualifications, and relevant experience;

Should the CE teams up with any sub‐consultants or third‐party service

provider, please include a list third party provider project personnel who

will be responsible for this assignment, the role each person will be

undertaking, their qualifications, and relevant experience;

Resumes of the key project personnel assigned to this project including

subs and third party services provider, shall be attached to the CE

proposal as an appendix.

5) Methodology (Work Plan) (20 points) The Proposal shall include a description of the proposed method of

accomplishing this assignment, including but not limited to a work plan for

each of the various components identified in the RFP and Terms of Reference,

list of deliverables at each project milestones, etc. The information provided

must be sufficient to ensure that the consulting engineer fully understands the

project requirements.


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6) Reporting and Quality Control (5 points) Project reporting and quality control plans with cost control to be provided.

7) Schedule (5 points) A detailed time/activity matrix (work breakdown structure) spreadsheet

outlining the proposed schedule for the performance of services based on the

requirements of this RFP and Terms of Reference shall be shown. For the

purpose of this Proposal, assume the award of contract date as Tuesday,

January 19, 2016.

Note: Responses that incorporate excessive blocks of text that have been

copied directly from the RFP will not be regarded as demonstrating an

understanding of the Terms of Reference.

8) Proposed Costs (25 Points) The fee for engineering services shall be provided and will form an upset limit

in the subsequent Engineering Agreement to be executed. The fee shall be

based on a cost matrix identifying the staff required (i.e., the number of hours)

for the tasks identified in the attached Terms of Reference.

Proponents are required to provide the fee breakdown identifying all main

stages/phases following the headings included in Section 3 “CE Scope of Work” of the TOR for CE services included in this RFP.

The fee submitted shall be equal to the product of the total number of person

hours and the stated hourly rates for each staff member, plus disbursements.

Subtotal figures for each task must be shown. Subtotal figures for each major

task shall be shown as well.

All expenses/disbursements associated with each task in the project scope shall

be individually identified within the total proposed fee. All fees are to exclude

any applicable taxes (i.e. Harmonized Sales Tax) and shown separately in the

Proposal and all future invoices.

Describe in detail the basis upon which the fee is based, and clearly outline the

costs of any exclusion, provisional and/or discretionary items, which may

impact the proposed fee.


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7.2 Proposal Evaluation

The evaluation committee will review all Proposals received and score the

Proposals using a consensus approach.

The Proponents shall provide two (2) sealed separate envelopes:

Envelope #1 ‐ Technical Proposal (Criteria 1 to 7) – 75 Points

Envelope #2 ‐ Financial Proposal (Criteria 8) – 25 Points

The following methodology will be applied during the CE proposal evaluation:

Technical Proposal (Max of 75 points)

Proponents must obtain 70% or 52.5 points or more of the available points (75

points) from the Technical Proposal (Criteria 1 to 7) in order to have their Financial

Proposal opened for further evaluation. Consultants with less than 70% will be

disqualified and their Financial Proposal (Criteria 8) will be returned un‐

opened.

Financial Proposal (Max of 25 points)

Proposals that meet the minimum Technical score will have the Technical score

added to the financial score. It is the evaluation committee’s intention to

normalize the financial proposal to ensure that assumptions made by each

Proponent are comparable. Evaluation of the proposed fee for scoring is based on

the following formulae:

[1 – (Normalised Total Cost – Lowest Cost) ÷ (Lowest Cost)] × 25

The normalized figures will be used in the cost component evaluation.

8 CONTRACT REQUIREMENTS Upon award of contract of the engineering services, it is the intention of the

Township to sign an Engineering Agreement between the Township and the

Consultant.

8.1 General

During the project, the Consultant will have to comply with the following

requirements.


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The Consultant may not change principal staff members assigned to the

project without prior consent of the Township.

The Consultant shall prepare and print all reports. The size shall be imperial

8½ʺx11ʺ, wherever possible, and the report is to be bound, using a multi‐ring

type binding, on the left longer side.

The Consultant will provide an electronic copy of all documentation in MS‐

Word and MS‐Excel format.

All reports submitted by the Consultant shall have a detailed Executive

Summary based upon the full text of the report.

8.2 Liaison

The selected Consultant will report directly to OCWA for the duration of this

project. Throughout the life of this project, the CE shall:

Work closely with the Township and OCWA;

Liaise with the contractor for all construction matter during the construction

and warranty phase (Phase II);

Not commence site visits or fieldwork without first advising and seeking the

concurrence of the OCWA Project Manager.

8.3 Upset Limit

The estimate submitted by the Consultant shall be the upset limit and the

Consultant shall not be paid in excess of the upset limit without the prior written

approval of the Township.

Any work that is felt to be outside the scope of the Terms of Reference must be

identified and discussed with the Township’s Project Manager for authorization

and resolution. If additional costs are to be incurred over the upset limit, written

authorization to proceed must be obtained prior to the commencement of the

additional work.

Further, no invoice will be honoured for any work whatsoever that was not

authorized by the Township’s Project Manager in writing. Verbal authority,

regardless of the source, will not be honoured in invoice approval.


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8.4 Invoicing and Payment Terms

Prices (including only applicable duty and excise tax) and applicable

provincial and federal taxes shall be broken down and shown separately in

the Proposal and all future invoices.

Invoices submitted require:

o Upset limit;

o Current and to‐date expenditures per task with percentage completion;

o A history of all invoices submitted showing the amount;

o Budget remaining;

o Summary of work completed for the current period.

Payment shall be based on 30 days from the date of invoice or completion of

services, whichever is later.

Any invoice received, which does not meet the above requirements, will be

returned unpaid.


TERMS OF REFERENCE

Township of Red Rock


Design and Construction


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TERMS OF REFERENCE Township of Red Rock


1 INTRODUCTION These terms of reference should be read in conjunction with the Request for

Proposal (RFP) issued by the Ontario Clean Water Agency (OCWA), on behalf of

the Township of Red Rock (Township), on November 30, 2015, for the selection of

a Consulting Engineer for design and contract administration services.

The Class Environmental Assessment (Class EA) process was completed in March

2013 and an Environmental Study Report (ESR) was prepared. In addition, an

Inflow and Infiltration (I&I) Desktop Study was completed for the Red Rock

Sewage Collection System in May 2010. Both documents are available at the

municipal website (http://www.redrocktownship.com/article/water‐and‐sewer‐

services‐178.asp)

The ESR recommended the upgrade of the existing Water Pollution Control Plant

(WPCP) using Rotating Biological Contactors and discharge of treated effluent to

Nipigon Bay, and the reduction of extraneous flows in the sanitary sewer

collection system through repairing maintenance holes and piping as well as other

means that are feasible.

The upgraded Red Rock WPCP flow rates are as follows:

Parameter Flow Rate

Rated Capacity or Average Daily Flow (ADF) 900 m3/day

Peak Flow 5,000 m3/day

The recommended effluent discharge objectives and compliance limits for the

upgraded Red Rock WPCP as suggested by the MOECC are as follows:


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Parameter

Objective

(monthly

average)

Compliance

(monthly

average)

Comments

CBOD5 (mg/L) 15 25

Total Suspended

Solids (mg/L) 15 25

Total Phosphorus

(mg/L) 0.8 1.0

Total Chlorine

Residual (mg/L) ‐ 0.02

Un‐ionized Ammonia

(mg/L) ‐ 1.25 (at 15oC)

E. coli

200 organisms /

100 mL

(monthly

geometric mean

density)

200 organisms

/ 100 mL

(monthly

geometric

mean density)

Acute Lethality –

rainbow trout ‐ 50% mortality

Each rainbow trout

acute lethality test

and each acute

lethality test

performed on any

grab sample of

effluent shall result

in mortality for no

more than 50% of

the test organisms

in 100% effluent.

pH 6.5 to 8.5

6.0 to 9.5,

inclusive, at

all times

The successful proponent is responsible to confirm the above noted objective

and compliance limits with the corresponding regulatory agencies.


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2 GOAL & OBJECTIVES OF THIS ASSIGMENT The main objectives of this project are to design and construct a new Water

Pollution Control Plant (WPCP) capable of:

1. Meeting the wastewater treatment requirements of the Township of Red

Rock;

2. Meeting the required effluent quality criteria defined by Ontario Ministry of

Environment and Climate Change (MOECC) and the Federal Wastewater

Systems Effluent Regulations (WSER);

3. Managing and treating the wastewater flow generated by the Township in

the next 20 years, and;

4. Reducing or eliminating the overflows (bypassing) in the event of extremely

high flows (heavy rainfall or snow melting).

Furthermore, the Township of Red Rock anticipates that by successfully

completing this project, the following goals would be also achieved:

1. Reduce or mitigate the impact caused by the discharge of treated

wastewater effluent into the receiving water stream (Nipigon Bay) by

upgrading the level of treatment from primary to secondary in conformance

with the requirements set out in the MOECC Guideline F‐5,

2. Contribute to removing Nipigon Bay as an Area of Concern (AOC) in

Ontario by the Water Quality Board of the International Joint Commission

due to water pollution,

3. Reduce the negative impacts of municipal wastewater effluent on human

health and the environment by introducing a more environmentally

friendly disinfection process. This would involve either a

chlorination/dechlorination system or an UV system capable of providing

effective inactivation of pathogenic microorganisms to the effluent prior to

discharge into the receiving water body,

4. Improve the management of the biosolids (sludge) generated as result of

the wastewater treatment process by using a biosolids treatment technology

to meet the regulatory requirements (biosolids quality) set out in the

Ontario Guidelines for the Utilization of Biosolids and other Wastes on

Agricultural Land,


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5. Improve the management and efficiency of wastewater infrastructure by

introducing energy efficient technology for the proposed new facility,

6. Conform to the Building Code, Fire Codes, and Occupational Health and

Safety Act.

A general outline of the required project services are as follows:

3 CE Scope of Work The CE scope of work for this assignment includes the completion of the

preliminary investigations, preliminary design, detailed final design, obtaining

Environmental Compliance Approval (ECA) from the Ministry of the

Environment and Climate Change (MOECC), finalization of the contract drawings

and documents, tendering and construction contract administration of the new

sewage treatment works.

The successful CE proponent shall ensure that the newly WPCP facility is

designed and constructed in conformance with:

All applicable wastewater treatment standards and guidelines within the

Province of Ontario;

The Federal Wastewater Systems Effluent Regulations (WSER);

Conform to the Building Code, Fire Codes, and Occupational Health and

Safety Act.

The proponent will undertake all site preparation/investigation, civil, structural,

electrical, mechanical, and instrumentation and control design activities related to

the above noted project. The proponent shall outline the steps they envision as

being necessary to undertake the necessary work to reach the objective of

completing a preliminary design, detailed design and construction of the upgrades

to the sewage works recommended in the Class EA report (ESR) and summarized

in Section 1.2 of this RFP.

The 2013’s ESR with all relevant information including the 2010’s I&I Study

(Appendix D of the above noted ESR) is available at the municipal website

(http://www.redrocktownship.com/article/water‐and‐sewer‐services‐178.asp).


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3.1 Sewage Collection System Condition Assessment

The proponent shall develop and complete a condition of the existing sewage

collection system including the pipelines (forcemain and gravity sewers),

manholes and sewage pumping stations. The Red Rock Sewage collection system

is composed of:

110 manholes;

Three (3) sewage pumping stations;

8,150 m of sanitary sewer;

450 m of P.E. forcemain;

The majority of the collection system is approximately 20 to 40 years old;

The most recent addition to the system was an extension along Highway 628

completed in 1988;

There are records showing that the sewage collection system has been

repaired between 1997 and 2009. An overall plan of the Sewage Collection

System identifying the above noted repairs is shown (Figure 6) in the 2010’s

Inflow and Infiltration (I&I) Study completed by Hatch Mott McDonald ‐

Thunder Bay office (formerly Engineering Northwest Limited) in 2010.

As part of the condition assessment works, the proponent shall undertake a CCTV

camera inspection performed and coded in conformance with NASSCO PACP,

MACP and LACP standards by NASSCO certified operators.

Proponents shall account for the following requirements:

Public notifications for affected residents two days in advance of flushing,

Preparation work including flushing, root and debris cutting/removal (where

necessary) – note that debris or liquid waste accumulated must be removed

and dumped at an approved disposal site

Traffic control,

Bypass (where necessary)


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Upon completion of the above noted assessment and camera inspection, the CE

shall produce a report addressing the conditions of the sewage collection system

including but not limited to:

Summary of the conditions of the sewage collection system per section (i.e.

street section).

CE’s recommendations for remediation as appropriate including any

remedial action (i.e. repairs, relining, replacement, etc.) required to

rehabilitate the sewage collection system to suitable operating conditions.

A prioritization of the recommended remediation activities based on the

extent, nature and criticality of the observed defects/damages.

A “Class C” (+15% to ‐25% accuracy) cost estimate of the repairs,

replacement or upgrade work required to bring the sewage system to

suitable operating conditions.

The reports shall be presented as follows:

Pipeline and lateral inspection work is to be presented in the form of a CCTV

inspection report.

A separate report is to be provided for the manhole and lift station inspection

work.

Both reports must be submitted in both hard copy (4 color copies) and a PDF

copy complete with four sets of Mpeg 2 format DVDs, and a CD‐ROM of

digital photographs and digital data output files in a Microsoft Excel (XLSX)

format.

Unless otherwise requested at a later date by the Project Team, the CE IS NOT

required to provide any further engineering service (i.e. design) for the sewage

collection system upon completion of the above noted condition assessment. Do

not include a price for this component

3.2 Preliminary Design (Preliminary Design Report)

The CE shall prepare a Preliminary Design Report including, but not limited to, all

preliminary plans and reports in the form of drawings and documents outlining

the nature of the project, a summary of the basis of the engineering design, a

preliminary cost estimate, project schedule and a description of the extent of

services and recommendations. At this stage, the CE will also undertake all

preliminary investigations work (i.e. Geotechnical, Surveying, etc.) as required.


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Prior the submission of the Preliminary Design report, the CE shall present a

technical memorandum addressing the selection of the disinfection method to be

used on the newly constructed facility.

The Preliminary Design Report should include the applicable information

outlined in the ESR as shall be prepared in accordance with the MOE Design

Guidelines for Sewage Works (2008) – Stage 2 Documents.

The Consultant shall plan for two (2) pre‐design meetings with the project team in

the Township of Red Rock.

The deliverables at this stage include:

Ten (10) copies of the preliminary design report, the sewage condition

assessment report as well as any other relevant documentation.

A class “B” cost estimates upon completion of the preliminary design phase

with a minimum accuracy level of ±25%.

3.3 Detailed Design, Design Brief and Works Approvals

In this phase, the CE is responsible for developing and complete the all detailed

design drawings, supplementary investigations, specifications, tender document,

cost estimate update, commissioning protocol, etc. The Consultant shall plan for

four (4) design meetings with the project team in the Township of Red Rock.

Submission of design drawings, cost estimates and report shall be required at the

30%, 60%, and 90% completion stages. At each stage, Project Manager and the

Township will provide input. The final cost estimates (Class A) upon completion

of the detailed design phase should be accurate to a minimum accuracy level of

±10%.

The CE is responsible for preparing all approval submissions to the regulatory

agencies and stakeholders (i.e. MOECC, MNR, DFO, etc.); liaise with the

regulatory agencies during the approval period and finally obtaining all the

necessary approvals. Fees associated with such approvals are the responsibility of

the Township.


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The Consultant will assist the Township in any property acquisition and

easements if required. If required, the Township will be responsible for any legal

surveys, but the Consultant shall inform the Township of such requirements and

prepare supporting plans.

Together with the final plans and specifications, the CE is required to prepare a

design brief, summarizing the design criteria and presenting the design

calculations used in sizing individual components of the system.

The Design Brief should include the applicable information outlined in the ESR

and the Preliminary Design Report and shall be prepared in accordance with the

MOE Design Guidelines for Sewage Works (2008) – Stage 3 Documents.

The deliverables at this stage include:

Ten (10) copies of the Design Brief;

Paper and electronic copy of all AutoCAD drawings,

Paper and electronic copy of the Specifications;

Paper and electronic copy of the tender document. The tender document

should be suitable for placement on the Township’s website, MERX,

Biddingo, BravoSolution, newspapers, and up to twenty (20) hard copies of

tender document and drawings shall be prepared.

Detailed Class “A” cost estimates. The final cost estimates (Class A) upon

completion of the detailed design phase should be accurate to a minimum

accuracy level of ±10%.

3.4 Procurement of Construction Services (Tendering)

The following activities shall be undertaken by the Consultant:

Prepare the tender advertisement and assist the Township issuing and

posting the tender documents in the required advertise media (i.e.

Township’s website, MERX, Biddingo, BravoSolution, newspapers, etc.);


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Prepare any documents associated with the equipment pre‐selection

including submissions to equipment manufacturers, review of submissions

and selection recommendations;

Reply to any tender queries;

Tender addenda, if required;

Arrange for and attend a mandatory pre‐tender site visit; and

Tender reviews and making sure of the tender compliance and preparation

of a detailed recommendation letter on the award of the contract;

Detailed summary of the tenderers breakdown of pricing); and,

Undertake all other duties required for the award of the construction contract

by the Township, as may be required.

3.5 Contract Administration and Site Inspection

The Consultant shall undertake the following activities:

Convene a pre‐construction meeting upon the award of the construction

contract with the successful contractor, the municipal staff, plant operator,

and Project Manager to review the contractual and scheduling requirements

of the contract. The meeting will also include representatives of the utilities

affected by the construction.

The Consultant needs to advise contractor about his/her interpretation of the

contract document throughout the construction phase of the project and issue

supplementary details and instruction during construction as required.

Undertake shop‐drawing review.

Ensure that the contractor carries all necessary insurances.

Ensure adequate field testing of soils and concrete are undertaken.

Provide contract administration, including preparation and recommendation

of payment certificates, change orders, chair meetings with contractor, and

produce minutes of meeting.


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Maintain a photographic history of the works. The photographic history shall

be digital and include photographs of the site of the works before and after

construction. Photographs shall be taken of all sections of the work especially

of deviations from the plans and specifications.

Maintain works diary provided by OCWA at the pre‐construction meeting.

The diary should provide details of the works completed onsite including

dates, times, weather conditions and activities completed.

Provide full time or appropriate site inspection during construction and

provide copy of field notes every month to Township and OCWA.

Co‐ordinate and chair one (1) pre‐construction meeting and a minimum of

sixteen (16) monthly construction site meetings, including preparation and

distribution of agenda at least two (2) days before each meeting and meeting

minutes five (5) days following a construction meeting. These construction

meetings will provide updates on the progress of the construction phase of

the works and to identify any problems so that solutions can be quickly

implemented.

Provide copies of “record” working drawings and specifications for review

and acceptance by the Project Team. Following acceptance, provide a

complete set of prints and computer files of the “as‐built” drawings in

AutoCAD (latest version) and PDF with approved layering structure.

3.6 Commissioning & Start-up

The start‐up and commissioning process is a quality assurance procedure required

to ensure that the works will operate in accordance with the design intent. The

completed system shall meet or exceed the established design requirements.

It is the responsibility of the CE to verify that all components of the new facility

function and interact with other systems and processes as required. The purpose

of this section, therefore, is to identify the procedures and minimum requirements

necessary to ensure that the Township is provided with a fully functional facility

upon completion of construction activities.

The start‐up and commissioning process must be fully documented and submitted

following system verification. The General Contractor will coordinate the testing


xi

and commissioning of all equipment and provide copies of test results and reports

to the CE. The CE will witness such tests and submit these to the Township and

OCWA. During this phase the CE shall:

Prepare the start‐up and commissioning protocol in advance for approval by

the PM and the Township;

Review and approve the Contractor’s commissioning plan in conjunction

with the PM, the Township and Operation Staff;

Witness and certify the start‐up, testing (i.e. field testing, stress testing, trial

run, performance testing, etc.) and commissioning of the constructed

facilities;

Verification/check‐out of all equipment, systems and sub‐systems to ensure

they meet the design requirements;

Completion of the 14 day performance and reliability run period;

Completion of Operator(s) training;

Submission of all deliverables, start‐ups and commissioning reports,

performance tests, equipment manuals, operation and maintenance manual

and consultant report on commissioning and operation of facility.

Substantial Completion is conditional on successful completion of the 14 day

performance and reliability run period, training of operators and submission of

equipment manuals and performance test records. At this point the CE shall:

Conduct an inspection of the works and prepare a deficiency list following

an inspection of the works and prior to the issuance of the Certificate of

Substantial Performance;

The CE and OCWA shall determine if the Contractor has met the

requirements for substantial performance;

Following successful commissioning of the facility the CE shall prepare all

the documentation for Substantial Performance.

During the commissioning & Start‐up, the CE shall coordinate a minimum of two

(2) construction site meetings/site visits, including preparation and distribution of


xii

agenda at least two (2) days before each meeting and meeting minutes five (5)

days following a construction meeting. These meetings will provide updates on

the progress of the commissioning & start‐up stage as well as identify any

problems encountered at this stage so that solutions can be quickly implemented.

3.7 Warranty Period

The start of the one‐year maintenance period shall be effective from the date of the

issuance of the Certificate of Substantial Completion from the Contractor;

During the warranty period, the CE shall address any problem that arise

with the works, liaise with the contractor and resolves the issues as required;

Prior the end of the warranty period, the CE shall conduct final inspection of

the works.

One (1) site visit is anticipated during this period.

3.8 O&M Manual, As-built Drawings and Operator Training

Prepare comprehensive Operations & Maintenance (O&M) manuals (4

copies) and an electronic copy on a CD;

Prepare as‐built drawings and records (4 copies) and electronic copy on a

CD;

Provide operator training session.