Contractor Submissions “Not just piles of paper..” Jeffrey C Waara, P. Eng

Introduction

Agenda Contract documents Vendor Performance Management Pre-Construction Meeting Sanitary Sewer Use Agreements (SSA) Sewer Flow Management Plan (SFMP)

Where to find the requirements General Conditions (GC) General and Contract Specific Special Provisions (D) Special Provisions (F) Ontario Provincial Standard (OPS)

Terms of Reference - Consultant Contract Submissions Inspectors and Contract Administrators shall review the contract documents to develop a list of submission requirements.

Example

Contractor - VPM Category Weighting: 15 1. OVERALL PROJECT MANAGEMENT Description of Performance Indicator How well the Contractor managed the project in regards to scope, schedule, budget and risk. Was the Contractor project manager organized, prompt and did they communicate with City staff effectively? Was the performance of the Sub-Contractors managed effectively? Performance Zone Possible Points Outstanding Project Management - above normal standard. 100% Appropriate Project Management that exceeds normal standard in some areas, project delivered on time, on budget and within scope. 85% Satisfactory Project Management. Acceptable understanding of project objectives and requirements. 70% Many issues with Project Management that impacted scope, schedule and/or budget. Minor problems with project risk management. 50% Serious Project Management problems that negatively affected the overall Project. Risks were not managed and/or communicated to City Project Manager. 25%

Consultant - VPM 5. OVERSIGHT OF CONTRACTOR COMPLIANCE WITH CONTRACT DOCUMENTS Category Weighting: 15 Description of Performance Indicator Performance Zone Possible Points Outstanding oversight of the Contractor and ability to bring the Contractor into compliance in an expedited manner. 100% Proactive approach to oversight of Contract compliance. Compliance issues are resolved in a timely manner to the City's satisfaction and exceeds expectations in some areas. 85% Oversight of Contractor meets expectations. Issues of compliance with Contract documents were resolved in a timely manner to the City's satisfaction. 70% Oversight of Contractor needs improvement. Minor issues with compliance took a long time to resolve and/or required multiple interventions to resolve the issue to the City's satisfaction 50% Oversight of Contractor was lacking to the point of impacting the overall project. Issues with compliance were not resolved to the City's satisfaction. City infrastructure at risk. 25%

Pre-Construction Meeting Discuss Contractor Submission Requirements Expectations Timelines Desire by all parties is to start quickly

Important initial submissions Schedule/Cash Flow Forecast Road Cut Permit Traffic Control Plan Traffic Management Plan Temporary Potable Water Supply Services Plans Sanitary Sewer-Use Agreement Sewage Flow Management Plan

Sanitary Sewer Use Agreements is a legal agreement between the City and the Contractor authorizes the Contractor to discharge groundwater to the City’s sanitary/combined sewer system Water during commissioning of the watermain not covered

Sanitary Sewer Use Agreements References Guideline V.3 (dated 2015-04-14) D-030 – Approvals And Permits For Construction Dewatering.... D-031 – Construction Dewatering Guide put out by Environmental Services Department

SSA – Pre-Tender City Project Manager has do to their homework Contractor might want to ask during tendering if the Notice of Intent has been submitted to Sewer Use Program.

SSA – Pre-Tender (cont’d) See presentation Hiran DRAFT PTTW > 400,000 L/day other wise an EASR Site Plan: Attach a site plan, to scale, showing the layout of existing facilities; location of all wells, pretreatment systems (if required), sampling points, discharge(s) to sewer, existing sewer lines and manholes. SUGGESTED might be included in the contract drawings. CAVEATS

SSA – Pre-Tender (cont’d)

SSA – Post Tender Successful Tender Groundwater Management Plan (D-031) Purpose is to co-ordinate/monitor the discharge for the project shall clearly reference and acknowledge the discharge restrictions for the project. procedures to be followed for monitoring the contact information for the person responsible for the site, how each discharge to the sewer will be monitored, the procedure to be enacted should the daily maximum volume or maximum flow rate be reached, a contingency plan to be followed if actual volumes exceed approved limits, and a contingency should contaminated groundwater be encountered. First Develop the Groundwater Management Plan May or may not be similar to the Suggested plan in drawings

SSA Post Tender Request to Discharge Waterwater form (RTD) Now, assuming the PM did the pre-submission.. Administrative only..

SSA Post Tender (cont’d) Tied back into the Groundwater Management Plan

SSA Post Tender (cont’d) Additional testing required Test pits Prior to discharging to the sewer, the Contractor must carry out analytical testing of groundwater to determine if constituent levels will allow discharge to the storm or the sanitary/combined sewer. Constituent levels cannot exceed the discharge criteria as defined by the City’s Sewer Use By-Law. The Contractor shall be aware that sampling / testing frequency is site specific and can vary throughout the project and shall be

Sewage Flow Management Plan (F-1007) Required when construction will take place on in-service sanitary, storm or combined sewers; where sewer flow needs to be bypassed to a downstream reach of the same sewer;

All flow data to be provided by City of Ottawa Water Resources Group SFMP – Pre-tender All flow data to be provided by City of Ottawa Water Resources Group Inquiries Flow data Flow calculations Flow models Sewerflows@Ottawa.ca Subject line: Pre-tender ISDXX-XXXX Similar to SSA, homework done by City

SFMP (cont’d) Contractor shall submit the plan to the Contract Administrator After the CA’s review, the CA shall submit it to ISDsewerplans@Ottawa.ca Template provided including Spill response plan Freezing protection system Public Protection system Noise Mitigation Emergency procedures 24 hour contact info Sketch of the Sewer Flow Mangement Area

SFMP (cont’d) By submitting the SFMP, the Contractor confirms that he has visited the site and confirmed the size and configuration of all affected MH’s

Coverpage

Notification and Inspection Pre-Inspection 48 hours prior to pumping Signoff sheet Post Inspection Within 48 hours after pumping ceased (613) 292 - 5805

Questions?