Tender Document (.PDF) - Government of Nova Scotia

Tender Document (.PDF) - Government of Nova Scotia
Procurement Department
450 Cowie Hill Rd.
Halifax, NS B3P 2V3
Telephone: (902) 490-4998
REQUEST FOR PROPOSAL
# RFP #P05.2015
Wastewater / Stormwater Systems – Closed Circuit Television (CCTV)
Inspection & Analysis
Sealed bids submitted on the included bid form ONLY in a plain envelope marked:
“RFP# P05.2015 – “Wastewater / Stormwater Systems – Closed Circuit Television (CCTV)
Inspection & Analysis”
Addressed to:
Brent Hickman, S.C.M.P.
Procurement Officer
Halifax Water
450 Cowie Hill Road
Halifax, NS B3P 2V3
Will be received until 2:00 p.m. Atlantic Time, Thursday, May 28, 2015 for the above RFP as
per the specifications and terms and conditions.
Check for changes to this request – Before submitting your bid, visit the Provincial
Government Web Portal at www.gov.ns.ca/tenders to see if any Addenda detailing changes have
been issued on this proposal. Changes may be posted up until the proposal closing time. It is the
bidders’ responsibility to acknowledge and take into account all Addenda.
Bidders shall be solely responsible for the delivery of their bids in the manner and time
prescribed. Bids received after the date and time specified shall be rejected.
Electronic and facsimile bids are not accepted.
The lowest or any submission will not necessarily be accepted.
RFP Issue Date – April 2, 2015
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
Page No. 2
PROPONENT’S SUBMISSION SHEET
The undersigned hereby acknowledges that he/she, as an officer of the named company, has read and
understands the specifications, requirements, and proposed agreement regarding Wastewater / Stormwater
Systems – Closed Circuit Television (CCTV) Inspection & Analysis to Halifax Water. The undersigned further
acknowledges that the seller’s proposed product, equipment, materials, and services fully meet or exceed those
specified in Halifax Water’s Proposal. Additionally, the undersigned agrees that all the Proponent’s bid
documents and responses to the aforementioned Proposal will, at the option of Halifax Water, become a legally
binding and essential portion of the final contract between the successful Proponent and Halifax Water.
The following information must be completed to ensure acceptance.
*ADDENDA No. ______________ to ______________ INCLUSIVE WERE CAREFULLY EXAMINED.
DATED THIS
DAY OF
, 2015.
PROPONENT’S COMPANY NAME:
_____________________________________________________________
ADDRESS:
_____________________________________________________________
_____________________________________________________________
CITY/ PROVINCE:
____________________________
POSTAL CODE: ________________
PHONE NO.:
______________________
EMAIL ADDRESS:
_____________________________________________________________
WEBSITE:
_____________________________________________________________
FAX NO.: ___________________________
CONTACT NAME (please print): _________________________________________________________________
TITLE (please print): ________________________________
PHONE NO.: _____________________
AUTHORIZED SIGNATURE: ________________________________________________
HST REGISTRATION NO: _________________________________________________
WCB COVERAGE:
YES
NO
* The proponent shall list and initial all addenda issued and shall take them into consideration when preparing its bid
submission. A signed copy of each Addendum must be included with the bid submission. Failure to comply may be
cause for rejection of bid submission.
HALIFAX WATER RESERVES THE RIGHT TO REJECT ANY OR ALL SUBMISSIONS. THE LOWEST OR ANY SUBMISSION
WILL NOT NECESSARLIY BE ACCEPTED.
This proposal will adhere to Halifax Water’s Standard Terms & Conditions. They can be found on our website at
http://www.halifax.ca/hrwc/Purchasing.php
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
Page No. 5
1.0 INTRODUCTION
The Halifax Regional Water Commission (Halifax Water) is soliciting proposals from
qualified, experienced Contractor / Consultant teams (Proponent) to carry out closed circuit
television (CCTV) inspection and assessment of wastewater and stormwater sewer mains,
manholes, and laterals. The technical evaluation and compilation reporting of sewer defects
and condition must outline recommendations related to structural, operations and
maintenance, and improvements, and identify the associated condition ratings in
accordance with the National Association of Sewer Service Companies (NASSCO)
Pipeline Assessment and Certification Program (PACP), Manhole Assessment and
Certification Program (MACP), and Lateral Assessment and Certification Program
(LACP). An Environmental Systems Research Institute (ESRI) compatible Geographic
Information System (GIS) file updated with inspection and assessment data, as well as
infrastructure updates shall be included as part of the reporting deliverables.
Halifax Water intends to employ zoom camera technology in tandem with conventional
CCTV technology for conducting inspections. Zoom camera technology may be utilized
for manhole inspections, as well as preliminary inspection of sewer mains. It is expected
that the zoom camera inspection reporting will identify priority areas that may require
cleaning and / or more detailed conventional CCTV inspection. Halifax Water may elect to
proceed directly with CCTV inspection where there are known problems in a given area.
Laterals shall be inspected using a CCTV camera capable of entering the lateral from the
sewer main or conventionally from a building clean out (as directed by Halifax Water).
In addition, Halifax Water is requesting qualified Proponents to review, analyze, and
convert historical CCTV inspection reports to a digital format. Halifax Water requires such
data conversion to align the historical data with the proposed CCTV enhancements outlined
in this document.
CCTV inspections form the basis for condition assessments of wastewater and stormwater
linear infrastructure. Condition assessments provide the benefits of:
•
•
•
•
•
Identifying defects that can be converted to condition ratings and therefore enable
prediction of rehabilitation needs.
Allowing asset management staff to identify problem areas by a variety of factors
(e.g. asset age, condition, material, construction year, manufacturing era) and use
such information for forward planning of pipe rehabilitation or renewal activities.
Enabling improved integration with other capital works (e.g. water mains, road
works).
Ensuring condition of pipes and influencing decisions about connection locations
prior to approval of proposed new connections.
Allowing (in the longer term) for future integration opportunities with other
•
•
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
Page No. 6
underground utilities or users of a specific corridor.
Identifying defects as a result of having carried out wet weather management and
inflow and infiltration reduction programs (resulting remediation would be
coordinated with other activities such as asset renewal/capital project integration
and operations activities).
Enabling prioritization of operational activities such as cleaning, ongoing
inspection programs, root cutting, and other minor repairs.
The CCTV inspection program will emphasize the need for collecting accurate,
intelligent data for use in decision making and rehabilitation program planning and will
focus on the Proponent’s responsiveness to Halifax Water’s program needs. CCTV
inspection results will be used to develop long-term capital reinvestment programs for the
linear wastewater and stormwater infrastructure (specifically, gravity sewers and
appurtenances). As well, inspection results will be used to identify and prioritize operations
and maintenance related activities and wet weather related work. All of these priorities will
inform master planning activities to be completed in the future.
Halifax Water acknowledges the program requirements have changed and the intent is to
encourage the development of local expertise to meet these new requirements. Proponents
should provide a plan for how they may use skills and equipment from other geographic
regions with the goal of acquiring these skills and equipment in the local environment.
2.0 BACKGROUND
2.1
Background Information
Halifax Water practices good utility management. Halifax Water continues to develop its
asset management program including a capital prioritization process used to develop the
annual capital program.
Halifax Water carried out an Asset Management Assessment (AMA) in 2011. The outcome
of the AMA was the Asset Management Roadmap (the Roadmap). The Roadmap consists
of twenty-two (22) initiatives that cover five focus areas: strategy, physical assets,
technology assets, business processes and organization (people). The AMA Executive
Summary can be found at:
http://www.halifax.ca/hrwc/documents/ExecutiveSummaryHalifaxWaterAssetManagement.pdf
In October 2012, Halifax Water completed its first Integrated Resource Plan (IRP). The
IRP provides a long term capital investment plan for the water, wastewater, and stormwater
infrastructure. The IRP was developed on the basis of three strategic drivers: Regulatory
Compliance, Growth, and Asset Renewal.
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Circuit Television (CCTV) Inspection & Analysis
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The IRP recommended significant asset renewal reinvestment levels based primarily on
simplistic asset class age profiles. The IRP report can be found at:
http://www.halifax.ca/hrwc/IntegratedResourcePlan_2013.php
One key area requiring improved data collection and analysis is related to inventory and
condition assessments. Halifax Water is establishing a systematic approach to filling data
gaps including enhancing the requirements and deliverables for ongoing CCTV
inspections. Ultimately, Halifax Water will use the data collected from CCTV inspections
to identify asset renewal reinvestment levels based on more than the simplistic asset class
age profiles and will also provide support for other departments’ CCTV inspection needs.
The focus of this assignment is to conduct industry leading practices CCTV inspections
and condition assessments of sewer mains, manholes, and laterals at Halifax Water. These
enhancements will enable improved asset information, analysis, and recommendations
from the Proponents. In turn, this will enable improved decision making by Halifax Water
staff in prioritizing capital, operational, and wet weather related works to be programmed
and implemented.
Collection of linear asset condition data must be coordinated with Halifax Water Asset
Management and Operations staff. Therefore, Proponents shall consider how the program
deployment will balance data collection requirements against program impacts on
Operations activities and time involvement by both Asset Management and Operations
staff.
Halifax Water will be moving forward with a Computerized Maintenance Management
System (CMMS). All deliverables should be developed with the expectation that over time,
collection of condition information will be integrated into the Halifax Water corporate
CMMS and GIS. This information will facilitate analysis and interpretation of data
resulting in more accurate prediction of either the probability of failure, or the remaining
life of assets or components.
2.2
Pre-Proposal Conference
The Proponent must completely satisfy itself as to the exact nature and existing conditions
of the CCTV inspection program requirements and for the extent and quality of work to be
performed. Failure to do so will not relieve the successful Proponent of its obligation to
carry out the provisions of the contract.
Proponents are welcome to attend a voluntary Pre-Proposal Conference to be held at
Halifax Water headquarters, 450 Cowie Hill Road, in the Multipurpose Room 113 (main
level) on April 15, 2015 at 10:00 AM. Following a brief presentation there will be an
opportunity to ask any questions about the project. Facilities will not be toured as part of
the pre-proposal conference.
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Circuit Television (CCTV) Inspection & Analysis
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3.0 SCOPE OF WORK
The work described in this Request for Proposals (RFP) consists of supplying all materials,
labour, supervision, equipment, and performing all work necessary for preparing and
providing the CCTV inspection deliverables. This contract will be for a three (3) year
period commencing upon award with the option to renew for two (2) additional one (1)
year periods.
The general scope of work for this project includes the following main tasks:
•
•
•
•
•
Carry out project administration / management
Conduct sewer main / manhole / lateral CCTV inspections, collect sewer asset data
including defect coding, convert defect coding to associated sewer condition ratings
(Operations and Maintenance, and structural), and provide technical recommendations
based on inspection observations all filed in electronic format to the satisfaction of
Halifax Water.
Note: Refer to Halifax Water’s CCTV Inspection and Reporting Specifications
(Appendix A) for the individual requirements associated with sewer mains,
manholes, and laterals and CCTV – Bid Form (Appendix B) for pricing
inclusions.
Carry out quality assurance and quality control checks
Prepare ESRI compatible GIS file
Mine or extract data from existing CCTV inspections
Halifax Water shall furnish, at no cost to the Proponent, the following, if required:
a) Manholes located, exposed and ready for access.
b) Access to the work site and where practical, sufficient area for the placement of
equipment and personnel (Note that in some circumstances, access may only be
available on foot – sites with this constraint shall be reviewed by Halifax Water
and the Proponent to determine the preferred approach and suitability for
conventional CCTV inspection).
c) An authorized representative of Halifax Water who may be contacted when
necessary and who has sufficient authority to accept and designate the work that
shall or shall not be done.
d) Sewer maps for areas of work including Manhole ID and Pipe ID for sewer line
sections.
The Proponent shall be responsible for:
a) Ensuring overall responsiveness.
b) Providing a trained and competent workforce (PACP, MACP, LACP certified)
capable of providing CCTV inspection and reporting services.
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April 2015
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Circuit Television (CCTV) Inspection & Analysis
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c) Ensuring all personnel are equipped with personal protective equipment and
clothing that clearly identifies them as technical personnel and that is suitable to all
possible worksite situations and weather conditions.
d) Providing all training in safety related matters (including but not limited to traffic
control, and confined space entry as a minimum) consistent with provincial
requirements and municipal and construction work environments.
e) Providing reliable mobile communication (cellular phone) to staff.
f) Providing transportation to and from work sites.
g) Ensuring its workers arrive at designated work sites on time.
h) Providing all contact numbers for key personnel so that the successful Proponent
may be reached on a twenty-four (24) hour a day, seven (7) day a week basis.
i) Establishing and maintaining effective lines of communication with Halifax Water.
j) Provide deliverables as stipulated in this Request for Proposals document and the
accompanying specification.
4.0 LIFE CYCLE APPROACH
It is Halifax Water’s objective to have delivered by the Proponent a solution with the
lowest life cycle cost. Based on the nature and complexity of the assignment, proponents
should propose the appropriate approach and level of effort to achieve this objective.
5.0 PROPONENT ACTIVITIES AND DELIVERABLES
5.1
Project Administration / Management
The successful Proponent shall be responsible for all aspects of coordination and project
management and shall designate, in writing, a Project Manager. All coordination of
services between Halifax Water and the successful Proponent shall be the responsibility of
the respective project managers.
Halifax Water expects the Proponent to keep the project within scope, budget, and on
schedule and to ensure that appropriate quality control / quality assurance practices are
used to provide the best product possible to Halifax Water.
(a)
Activities include:
i. Confirm client requirements and objectives at project outset.
ii. Initiate meetings.
iii. Maintain all project documentation.
iv. Provide written project updates to Halifax Water on a monthly basis, typically
with the monthly invoice. The updates are to include specific status reports on
program schedule and budget. Key activities for the next period should be
v.
vi.
vii.
viii.
ix.
x.
(b)
5.2
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
Page No. 10
identified. Any decision points not yet identified and requiring Halifax Water
action should be noted together with risk of inaction. Proponents shall work with
Halifax Water staff early in the project to confirm the template to be used and
content to be submitted with the monthly reports.
Schedule, facilitate and record meetings with the Halifax Water Project Manager
and relevant internal stakeholders throughout the program as needed. The
purpose of the meetings will be to review and update work progress (i.e. scope,
schedule & budget), gather feedback from stakeholders, and to review and update
program plans.
Track and coordinate multiple inspections under this contract with potential for
overlapping schedules and make available for review by Halifax Water upon
request.
Identify & manage risks associated with the project.
Proactive and thorough communication with Halifax Water throughout the
duration of the project.
Manage overall project scope, schedule, budget & quality control.
Ensure all project changes are discussed and approved by Halifax Water in
writing in advance of proceeding with the work.
Key deliverables include:
i. All recorded information including project reports, digital data, templates (as
outlined in the specification document), surveys, calculations, sketches, plans,
meeting minutes & correspondence (provided in editable and pdf searchable
formats) and, shape files, database files, spreadsheets, photos, videos provided in
formats acceptable to Halifax Water.
ii. Monthly written project updates outlining progress for the review period. The
updates are to be reviewed / signed by the Proponent’s quality assurance
representative for the project.
iii. List of risks together with approach to manage project risks.
iv. Documentation of any project changes (scope, schedule, budget & quality
impacts) including correspondence reflecting Halifax Water’s approval prior to
proceeding with the proposed changes.
Conduct Zoom Camera, CCTV Mainline, and Lateral Inspections
Data collection is vital to the success of developing the long term sewer
rehabilitation strategy. The successful Proponents shall work with Halifax Water to
develop a program to collect the required inspection information in the areas
identified by Halifax Water.
Halifax Water intends to award this contract to a
Proponent that has demonstrated its ability to perform all aspects of the Contract,
qualifications of the proposed team, availability of the team and equipment,
proposed inspection program methodology, and approach for responsiveness to
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
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Halifax Water’s needs.
Inspections shall be carried out using the National Association of Sewer Service
Companies (NASSCO) inspection standards as follows:
• PACP for inspection of sewer mains
• MACP for inspection of manholes
• LACP for inspection of laterals
This contract assumes that there will be approximately 60,000 lineal metres of sewer
main and 600 manhole inspections carried out annually between external service
providers and use of internal resources. In addition, there may be the need for
emergency sewer main inspection estimated to be in the order of approximately 200
hours annually. Lateral inspections would typically be requested on a case by case
basis.
These estimates are based on historical statistics averaged over the past four (4)
years. The exact quantity may vary depending on a variety of factors including but
not limited to proposed capital reinvestment program, the wet weather management
program and priority areas, availability of internal CCTV inspection crew, and
number of blockages to existing sewer lines.
The estimated quantities above are provided as a guideline only and shall not be
deemed as actual quantities of lineal metres or hours of emergency work.
Halifax Water does not guarantee specific dollar amounts or working hours.
A pipe section identified as requiring further inspection detail will typically be
cleaned prior to performing a conventional CCTV inspection. In some instances
where debris or root intrusion is a concern, Halifax Water may choose to CCTV
without pre-cleaning to see the true operating condition of the pipe. Cleaning
requests will be coordinated through the Halifax Water cleaning program.
(a)
Activities include:
i. In coordination with Halifax Water, review inspection area limits, current data,
the GIS sewer data model and any other supporting information necessary to
complete the requested work.
ii. Confirm the approach for responsiveness to Halifax Water requests for CCTV
inspection for both regular inspections (that may be in addition to the scheduled
program) and for emergency inspections.
iii. Agree with Halifax Water on the areas to have zoom camera inspection, mainline
inspection or lateral inspection.
iv. Develop initial program plan for the inspection routing by assigned area and
confirm/obtain agreement from Halifax Water.
v. When necessary, coordinate cleaning requirements with Halifax Water
vi.
vii.
viii.
ix.
(b)
5.3
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
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Operations and Halifax Water’s project manager for this assignment.
Carry out inspections according to the requirements identified in Halifax Water’s
CCTV Inspection and Reporting Specifications (refer to Appendix A).
Document any observations and recommendations regarding structure, operation
and maintenance, or wet weather defects in main lines, in laterals, and at
manholes.
Convert the defect codes to condition ratings for each sewer line.
Complete all necessary documentation of the observed defects and prepare the
required reports.
Key deliverables include:
i. Agreed responsiveness approach.
ii. Agreed areas for each type of inspection (zoom, mainline, laterals).
iii. Preliminary/final routing plans for CCTV inspection program by assigned area.
iv. When necessary, agreed scheduling for cleaning program.
v. Notes, assumptions, and observations related to the actual CCTV inspections.
vi. All inspection documentation including video and recommendations as outlined
in Halifax Water’s CCTV Inspection and Reporting Specifications (Appendix
A).
Perform Quality Assurance and Quality Control Checks
Implementing a quality assurance (QA) and quality control (QC) program requires
defined roles and responsibilities, review process, understanding of the defect and
distress codes, training/qualifications/certification of the operators and reviewers,
data quality standards, and inspection acceptance standards.
Data importing should include a validation process of the header information. As a
minimum the header should contain pipe and manhole identifiers, pipe lengths,
inspection lengths, materials, and sizes. The validation exercise should confirm that
the inspection records correlate to the asset inventory information provided at the
inspection outset. Any identified conflicts must be resolved before the information
is suitable for uploading to Halifax Water’s asset repository (these should be
highlighted in the inspection documentation). This also allows for validation of new
asset information discovered in the field during the CCTV inspection (e.g. new or
undocumented manhole).
For this project, the roles and responsibilities of the Proponent relate to field
operators and data reviewers. Halifax Water will assume the roles and
responsibilities of the decision maker. These roles are laid out in Table 5.3.1.
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
Page No. 13
Table 5.3.1 - Quality Assurance Roles & Responsibilities
Decision Maker
(Halifax Water)
• identify the areas /
infrastructure for inspection
• define specifications
(including proper
equipment, approach,
acceptance criteria, quality
requirements)
• review the deliverables
(data, findings,
recommendations) provided
by the Proponent
• decide on actions resulting
from the inspection
deliverables
• review Proponent’s history
regarding responsiveness
and provide feedback
• may elect to engage a third
party expert to review
Proponent’s inspection
method and deliverables
Data Reviewer
(Proponent)
• enforce Halifax Water’s
specifications
• audit work to ensure it
meets the minimum
requirements
• identify deficiencies and
provide a plan to resolve
these deficiencies
• communicate with field
operators regarding
opportunities for
improvement such that
specifications are met
Field Operator
(Proponent)
• ensure awareness of
Halifax Water’s
requirements
• confirm appropriate
resources, training,
equipment and standard
procedures are in place to
enable meeting Halifax
Water’s requirements
• adopt internal quality
assurance processes to meet
accuracy and completeness
of data and inspection
medium submitted
• develop quality control
practices including data
quality validations and
audits of operator’s ratings
In addition to the QA/QC activities undertaken by the Proponent, NASSCO certified
Halifax Water personnel will also undertake random audits and reviews of the work
performed by the Proponent and provide a report on the findings to the Proponent for
action. The extent and frequency of these audits will be done solely at Halifax
Water’s discretion and the Proponent will be required to resolve any deficiencies with
the Proponent’s program and process to the satisfaction of Halifax Water.
If Halifax Water deems the Proponent's equipment setup to be inadequate to carry out
the terms of this contract, the Proponent will be required to improve the equipment
sufficient to carry out the work described for the contract. If during the term of this
contract, the Proponent fails to be compliant with Halifax Water's requirements, the
contract may be suspended solely at Halifax Water's discretion until such time as the
Proponent is able to demonstrate compliance with the stated requirements.
Should the Proponent be unable to complete the CCTV inspection of a sewer line
section due to unsatisfactory equipment and it becomes necessary to remove the
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
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equipment for repairs or replacement, Halifax Water will be responsible for payment
of the completed section only. There will be no payment for lineal metres to be reinspected once the equipment is back in service.
(a) Activities include:
i. Confirm responsibilities of the Proponent’s roles (field operator, data reviewer),
and Halifax Water’s role (decision maker) –this will be done as part of the startup meeting.
ii. Confirm understanding of the requirement outlined in Halifax Water’s CCTV
Inspection and Reporting Specifications.
iii. Develop the QA/QC plan and procedure to ensure accurate data collection,
documentation, and submittal including timing for resolving deficiencies.
iv. Submit QA/QC plan and procedure for review and obtain agreement from
Halifax Water.
v. Undertake QA/QC plan and procedure and certify that inspections meet the
specifications.
(b) Key deliverables include:
i. Document certification of understanding and acceptance of the requirements in
Halifax Water’s CCTV Inspection and Reporting Specifications.
ii. Documented and approved CCTV inspection QA/QC plan and procedure.
5.4
Prepare ESRI Compatible GIS File
The purpose of this component is to provide an ESRI compatible GIS file with CCTV
inspection results to the satisfaction of Halifax Water.
(a) Activities include:
i. Provide the GIS file to include CCTV inspection and assessment data and
necessary infrastructure updates. See Appendix C for reference.
ii. Provide GIS file submissions to Halifax Water for review and acceptance as each
area is completed.
iii. Conduct detailed quality assurance reviews of the inspection data to conform
with Halifax Water’s specifications and requirements.
iv. Highlight data anomalies and discrepancies.
(b) Key deliverables include:
i.
ESRI compatible GIS file with all data properly structured to ensure successful
import into Halifax Water’s ArcSDE geodatabase.
ii.
QA/QC outcomes summary including anomalies and discrepancies.
5.5
Request for Proposals RFP# P05.2015
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Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
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Data Mining of Existing CCTV Inspections
The purpose of this task is to extract useful attribute, operational, and defect code
data from historical CCTV inspections (reports and videos/DVDs) and to convert the
defect codes to condition ratings according to the NASSCO methods (PACP, MACP,
LACP as applicable). The task will also involve compiling the information in suitable
electronic formats (e.g. shape files, databases, spreadsheets) to be provided back to
Halifax Water.
Halifax Water intends to integrate linear condition information into the corporate
ArcSDE geodatabase. Efforts to simplify tasks that support this intention should be
considered and outlined fully in the Proponent’s response.
(a) Activities include:
i.
Confirm extent of data to be extracted from historical inspection reports in
consultation with Halifax Water.
ii.
Meet with Halifax Water staff to verify all attributes under consideration for this
assignment and identify additional information that should be included based on
the Proponent’s industry expertise.
iii. Develop and obtain agreement from Halifax Water on a plan and schedule for
undertaking the data mining activities. Note: plan may include phasing to allow
for validation of the process and confirmation that all necessary information is
being collected to the satisfaction of Halifax Water prior to completing the data
extraction in its entirety.
iv.
Carry out the data mining activities including extraction of all agreed attribute,
operational, and defect code data, conversion of defect codes to condition ratings
using the appropriate NASSCO methods, preparation of supporting materials,
and identification of data gaps.
v.
Document all information extracted in a format satisfactory to Halifax Water,
provide quality assurance and control of the data collection, and summarize areas
requiring additional effort (a final report is anticipated).
vi.
Present results of the data mining task to select Halifax Water personnel.
(b) Key deliverables include:
i.
Letter report summarizing the Proponent’s understanding of the extent of data
extraction and attributes within scope of this assignment.
ii.
Agreed data extraction plan.
iii. Presentation and final report of the data mining project.
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Circuit Television (CCTV) Inspection & Analysis
Page No. 16
6.0 INFORMATION FOR PROPONENTS
6.1
Proposal Submission
The response to this RFP shall be submitted using the two-envelope system as follows:
• The technical proposal shall include a searchable PDF electronic file, the hard copy
original, bound and clearly marked “original”, and four (4) additional bound copies of
the proposal. All copies of the technical proposal are to be clearly marked as
“TECHNICAL” and cost information shall not be included in the Technical portion of
the submission.
• The financial proposal shall be submitted in a separate, sealed envelope (one copy only)
and clearly labeled “FINANCIAL”.
6.1.1 Technical Proposal
The Proposal shall include the following (6.1.1.1 to 6.1.1.8 inclusive) as a minimum;
failure to do so may be cause for rejection of the proposal.
6.1.1.1 General
Proponent shall provide the name of the firm, office address, telephone number and
facsimile number.
6.1.1.2 Project Understanding and Implementation Plan
The proposal shall include a section that clearly demonstrates the Proponent’s
understanding of the assignment and the deliverables requested. Note: Halifax Water
does not want to see submissions that simply rewrite the content of this RFP.
Proposals should include as a minimum:
(a)
The Proponent’s understanding of the activities and deliverables quoted in the
RFP and for the nature of the work required to meet the project objectives.
(b)
The proposed approach / methodology to be used to meet the project objectives
and deliverables.
(c)
Gantt chart and time task matrix outlining tasks, effort, personnel hours,
dependencies, and duration for typical inspection services (full cycle). The
Proponent shall provide a typical schedule for all elements of the bid (e.g.
mainline, zoom, laterals, and data mining). The Proponent is expected to
propose a schedule that it feels is realistic and achievable.
(Note: NO cost information shall be shown in the TECHNICAL proposal.
Costs may only be shown in the FINANCIAL proposal. Failure to adhere to
this requirement will be grounds for disqualification of the proposal.)
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6.1.1.3 Company Experience and Project Team Qualifications
The proposal shall include information on the key project resources including:
(a)
Identification of a Project Manager including resume.
Provide brief
explanation as to why this person is appropriate for this role including recent
project management experience.
(b)
A list of all other project personnel complete with resumes for key personnel.
(c)
Names of sub-contractor firms to be retained to complete this assignment
including a description of the merits of their participation and a description of
their qualifications.
(d)
A list of the sub-contractor personnel and associates that will be performing
various tasks for this assignment. Provide resumes for key sub-contractor
personnel.
(e)
A project team organizational chart that identifies the lead person for each
component of the project.
(f)
A list of all equipment, hardware, and software that will be used to perform the
various tasks for this assignment. Proponent shall indicate details including
make, model, versions, age of equipment as appropriate.
(g)
Certification that all personnel proposed for this assignment are available for
the duration.
(h)
Three (3) Reference projects with information provided as outlined in the
Reference Project Form in Appendix D. At a minimum the reference
information for each project is to include all of the following information:
•
•
•
•
•
•
project description;
contact person and phone number for the owner of the project;
quantities of mainline, lateral, and manholes inspected;
value of the contract / work completed;
project personnel (highlighting those that are on the current proposal
team and that have worked together previously); and,
key project schedule dates stated in the original proposal/contract and
the actual dates achieved.
Proponents should assume that references will be contacted.
(i)
The project team for this assignment shall consist of personnel skilled and
experienced in the following:
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•
•
•
•
•
•
•
•
Certified professionals in NASSCO’s PACP/MACP/LACP
methodology (certification must remain valid for the duration of the
contract)
Health and safety training including but not limited to traffic control,
and confined space entry as a minimum (training certificates must
remain valid for the duration of the contract)
Sewer inspection and analysis
Condition assessment of sewer infrastructure
Asset management decision-making
Data management
Quality assurance, control and auditing
Facilitation with non-technical participants
The proposal must outline the personnel to be used for this assignment, provide
an explanation of the project personnel direct experience with the skills noted
above, and identify specific projects and dates in which these skills were
demonstrated. Curriculum vitae / resumes for the identified project personnel
may be submitted as part of the attachments / appendices.
Upon award and prior to Halifax Water executing the contract, the Proponent
must provide proof of all NASSCO certifications and health and safety training
certifications for proposed team members.
In the event of a change in the personnel named and assigned to perform the
services under the contract, the Proponent shall be required to submit, for
approval to Halifax Water, the credentials and resumes of the alternate
personnel the Proponent proposes to use in the performance of the contract.
Substitutions of personnel from those identified in the response to the RFP
must have like qualifications of the listed personnel. Changes must be
submitted in writing by the proponent and approved in writing by Halifax
Water.
6.1.1.4 Project Management
The proposal shall include information to help Halifax Water understand and
evaluate the Proponent’s approach to managing projects (maximum 3 written pages)
including:
(a)
Approach to planning, scheduling and coordination.
(b)
Approach to management and change orders related to changing or
unanticipated conditions, owner requests, and errors/omissions.
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(c)
Approach to human resource management including currency of all required
certifications.
(d)
Approach to communication management within the overall project team and
Halifax Water. If part or all of the team is remote from Halifax provide
specifics as to how this will be managed.
(e)
Approach to risk management.
(f)
Approach to occupational health and safety. The quality of Proponent’s inhouse program to manage safety shall be considered in the evaluation. Confirm
that your project team has a written safety program in place that meets /
exceeds the requirements of the Nova Scotia Occupational Health and Safety
Act including, but not limited to Confined Space Entry requirements and
regulations.
6.1.1.5 Confidentiality
Submit confidentiality statement (See Section 8.15).
6.1.1.6 Insurance
Unless otherwise agreed in writing, the successful Proponent(s) will carry
professional liability insurance covering the services described in the agreement and
the insurance policy is to provide coverage for an amount not less than $2,000,000.
Coverage will be maintained continuously from the commencement of the Services
until completion or termination of the Services and, subject to availability at
reasonable cost, for two (2) years after the latter of: (a) termination of the Services
or (b) Substantial Completion.
6.1.1.7 Acknowledgement
A complete acknowledgement, in the form set forth in Proponent Submission Sheet
confirming that the Proponent acknowledges and agrees to all the conditions of
participation in the RFP.
6.1.1.8 Assumptions
The Proponent shall clearly identify all assumptions made in the preparation of the
proposal. Additionally, the Proponent is encouraged to outline other work
considered essential to the successful completion of this project that was not
identified by Halifax Water in this RFP.
6.1.2 Financial Proposal
Submit the Financial Proposal in a separate, sealed envelope, clearly marked “Financial
Proposal”. The Proponent shall submit a fee schedule for the major components of the
assignment (as shown in the Bid Form in Appendix B). Prices are to be quoted in Canadian
dollars, inclusive of duty, where applicable, exclusive of Harmonized Sales Tax (HST).
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Price may not be the determining factor for award. Halifax Water may negotiate a final
offer with the selected Proponent.
6.1.2.1 Financial Proposal Form
The Bid Form shall be filled out and included in the Financial Proposal envelope.
Failure to submit this form will be grounds for disqualification.
This contract will be for a three (3) year period from the contract award date with the
option to renew for two (2) additional one (1) year periods. Halifax Water reserves
the right to award this proposal in full or in part, to more than one Proponent at the
sole discretion of Halifax Water.
Pricing shall be firm for the first year of the agreement with an allowance for
consumer price index (CPI) adjustments for each of year two and year three.
If Halifax Water chooses the option to renew the agreement for an additional one (1)
year period, the Proponent may increase the price by the CPI for each optional one
(1) year period (being year four, year five), or terminate the agreement upon receipt
of fifteen (15) working days’ written notification from Halifax Water.
Halifax Water will manage the overall contract value and engage inspection teams based
on availability, previous responsiveness and previous adherence to the inspection program
requirements. The Proponent(s) will invoice based upon the actual length of main
inspected/mined or actual number of laterals or manholes inspected where deliverables as
outlined in the requirements are produced.
6.1.3 One Response
Proponents may not submit more than one proposal.
6.1.4 Address for Submission
The proposals shall be delivered in a sealed envelope marked “Request for Proposals Wastewater / Stormwater Systems – Closed Circuit Television (CCTV) Inspection &
Analysis – P05.2015”, not later than 2:00 pm, May 28, 2015, to:
Brent Hickman, S.C.M.P.
Procurement Officer
Halifax Water
450 Cowie Hill Road
Halifax, NS B3P 2V3
Phone: (902) 490-4998
Under no circumstance will proposals received after the submission closing date and time
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be accepted.
6.1.5 Hard Copies
All proposals must be in hard copy form. No facsimile transmissions will be accepted.
However, amendments to the original document will be accepted by facsimile, if received
before the Submission Closing Date. Originals must be forwarded to Halifax Water so that
they may be attached to the original hard copy for validity.
6.1.6 Late Submissions
The date and time of receipt of a Proposal shall be the date and time indicated by Halifax
Water’s date and time stamped on the Proposal.
6.1.7 Addendums to the Request for Proposal
All revisions to this RFP will be posted in the form of an addendum to the Nova Scotia
Procurement Services Web Portal. Prior to the Submission Closing Date, Halifax Water
may revise any provision or part of the RFP.
6.1.8 Request for Clarification
Any proponent who has questions as to the meaning or intent of any part of this RFP or of
the project, or who believes this RFP contains an error, inconsistency or omission, should
submit a request for clarification. All requests for clarification or inquiries concerning this
RFP should be forwarded by email no later than one week prior to the Submission Closing
Date, to the Halifax Water representative identified below:
Marc Lopez
Project Manager
Halifax Water
450 Cowie Hill Road
Halifax, NS B3P 2V3
[email protected]
All clarifications to this RFP will be posted to the Nova Scotia Procurement Services Web
Portal.
Halifax Water will assume no responsibility for oral instructions or suggestions. Halifax
Water core hours of operation are Monday to Friday, 8:30 am to 4:30 pm.
6.1.9 Period of Submission Validity
Proposals will be binding for ninety (90) Days: Unless otherwise specified, all formal
proposals submitted shall be irrevocable for ninety (90) calendar days following proposal
opening date, unless the proponent(s), upon request of Halifax Water, agrees to an
extension.
6.2
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Proposal Evaluation
Proposals will be evaluated on the basis of all information provided by the Proponent. Each
proposal will be reviewed to determine if the proposal is responsive to the submission
requirements outlined in the RFP. Failure to comply with these requirements may deem
the proposal non-responsive.
Proposals will be considered by Halifax Water in two phases:
Proposal and Phase 1 – Financial Proposal.
Phase 1 – Technical
An initial determination of compliance (including deemed compliance at Phase 1 –
Technical evaluation) shall not preclude a finding by Halifax Water of non-compliance at
Phase 2 – Financial evaluation, particularly with respect to non-compliance with the
requirements of the Financial Proposal Bid Form (Phase 2) or any other discovered noncompliance with the RFP requirements.
6.2.1 Technical Proposal Evaluation
Technical proposals will be evaluated to determine which proposals meet the minimum
technical requirements as established by Halifax Water’s evaluation team. Only those
proposals that have achieved the minimum technical requirements will proceed to the
Phase 2 – Financial evaluation.
Proposals that do not comply with the requirements of the RFP shall not be granted any
points nor be evaluated further. The evaluation team will evaluate the compliant technical
proposals and through the evaluation assign points up to a maximum of 100 points.
Proposals receiving an evaluation score of 75 points or higher will proceed to Phase 2 –
Financial evaluation.
In recognition of the importance of the procedure by which a Proponent may be selected,
Table 6.2.1.1 outlines the criteria to be used in the evaluation of the technical proposals.
Proposal submissions must address these criteria in the identification and order shown in
Table 6.2.1.1 below. Failure to adhere to this identification and order creates the risk to the
Proponent that even if the information has been provided elsewhere in the submission it
may be overlooked and consequently not considered in evaluating the Proponent’s
technical score.
These criteria are intended to provide guidance to Halifax Water in determining best value,
as that term is defined in the Nova Scotia Public Procurement Act. Halifax Water reserves
the right to award the contract to the qualified Proponent with the highest assessed or best
value proposal(s).
Evaluation of proposals will be based on the following criteria and any other relevant
information provided by the proponent in the submission. Halifax Water reserves the right
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to prioritize and weigh the importance of each sub-criterion within the identified technical
criteria confidentially.
Table 6.2.1.1: Technical Evaluation Criteria
Item Evaluation Category
1
2
3
4
5
6
7
Ability to Perform the Work
Staff Experience, Qualifications, Certifications, Equipment
Approach, Work Program, and Responsiveness
Quality Assurance / Quality Control
Deliverables / Reporting
Communications and Coordination
Health and Safety
Total Score for All Categories
Maximum
Possible
Score
25
15
20
10
20
5
5
100
Minimum
Required
Score
15
15
75
To proceed to Phase 2 Evaluation (Examination of the Financial Proposals), the Technical
Proposal must achieve the minimum required scores both in total and by individual category.
6.3
Selection Process
An evaluation team comprised of Halifax Water representatives will evaluate responses to
the RFP. Proponents may be invited to make a presentation to the evaluation team.
Proponents must be prepared to make a presentation and must have members of the
proposed project team participate in the presentation. The evaluation team may use this
opportunity to discuss the submitted proposal and request clarification of information
provided in the proposal submission. Proponents are encouraged to provide any additional
information that may be relevant in the evaluation of their proposal.
6.4
Award
Provided that at least one of the received proposals meets the approval of the evaluation
team, a recommendation on contract award will be made on the basis of the evaluation.
All awards are subject to the approval of Senior Management and the availability of funds.
No announcement concerning the successful proposal(s) will be made until a complete
report is prepared and approved by the appropriate bodies.
Written communication to the Successful Proponent of notification of award before the
time of expiration specified by Halifax Water shall result in a binding contract without
further action by either party. Halifax Water may accept an offer whether or not there are
negotiations after its receipt. Negotiations conducted after receipt of an offer do not
constitute a rejection or counteroffer by Halifax Water.
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Neither acceptance of a proposal nor execution of a contract will constitute approval of any
activity or development contemplated in any proposal that requires any approval, permit or
license pursuant to any federal, provincial, or municipal statute, regulation or by-law.
7.0 PROJECT ADMINISTRATION
7.1
Payment
The Proponent shall submit an invoice for services provided to:
Marc Lopez
Project Manager
Halifax Water
450 Cowie Hill Road
Halifax, NS B3P 2V3
Halifax Water will pay the Proponent monthly for the work performed as shown on
invoices provided by the Proponent. The Proponents monthly invoices must include as a
minimum:
•
•
•
•
the period of work applicable to the invoice;
breakdown by task and for each task include a list of team members, the extent of
work completed in the period (e.g. number of manholes inspected, length of main
inspected, length of main that data extraction was completed for), number of
laterals inspected by main line section);
percentage calculation of the work completed; and
applicable taxes included as separate line items.
Sewer line sections to be CCTV inspected may be single individual sections or may be
several sections such as those within an entire subdivision. The Proponent shall be paid for
the actual lineal metres inspected (or the actual hours of operation for emergency
inspection).
If the Proponent is directed to a sewer segment that is not accessible, the Proponent will be
paid for the mobilization at the hourly rate for emergency inspection service as outlined in
the bid document.
Invoices beyond the original agreed on contract value will not be accepted unless written
consent from Halifax Water is obtained. Invoices for extra work must be submitted
separately and must be accompanied by a written justification of the work. (Note: Written
authorization from Halifax Water is required prior to proceeding with any extra work).
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Halifax Water will pay invoices for completed inspections only including the associated
deliverables. Payment for areas partially inspected will not be authorized by Halifax Water.
Payment will be made upon receipt of all identified deliverables to the satisfaction of
Halifax Water.
Any obstructions causing the camera and equipment to become stuck in the sewer shall be
the responsibility of the Proponent including retrieval of the camera and equipment.
Proponent and Halifax Water shall determine the cause for the camera and equipment
becoming stuck and expenses for retrieval of the camera and equipment will be
apportioned based on that agreed responsibility.
The submission of the required deliverables are a mandatory project requirement. Halifax
Water will withhold invoice payment if these deliverables are not provided.
Fees resulting from parking infractions or traffic violations occurring during inspections by
Proponent’s personnel shall not be reimbursed by Halifax Water.
Payment shall be made upon receipt of a proper invoice (for work that complies with
Halifax Water’s requirements and has been reviewed and accepted by Halifax Water) from
the Proponent and authorized by the head of the appropriate department or designee.
Normal payment terms for the Halifax Water are thirty (30) days from receipt of the
invoice.
8.0 GENERAL INFORMATION
8.1
Proponent Responsible for Proposal / No Reliance on Halifax Water
The Proponent accepts sole responsibility for the preparation and submission of its
Proposal including satisfying itself as to the requirements of all documents and the
submission of materials and the Proposal within the required time frames.
8.2
Rights of Halifax Water
The issuance of this RFP constitutes only an invitation to submit Proposals. It does not
commit Halifax Water to enter into an Agreement with any of the Proponents. Halifax
Water is not bound to accept any Proposals and may proceed as it, in its sole discretion,
determines on receipt of Proposals. The rights reserved by Halifax Water include the right
at any time and for whatever reason and without liability to any Proponent to:
(a)
conduct investigations with respect to the qualifications and experience of the
Proponent and its members;
(b)
require one or more Proponents to supplement, clarify, provide additional
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information in order for Halifax Water to evaluate the Proposal submitted;
8.3
(c)
waive any defect or technicality in any Proposal received;
(d)
reject the Proponent as organized and suggest changes to the Proponent's members
prior to the execution of any Agreement;
(e)
terminate, in its sole and absolute discretion, any and all subsequent consideration of,
or Agreement with, any Proponent, if it believes a change in the membership of the
Proponent, from that described in its Proposal, adversely affects the scoring of the
Proponent's Proposal or the Proponent's ability to carry out the contract in
accordance with the terms and conditions stated herein;
(f)
supplement, amend, substitute or otherwise modify any part or all of this RFP
including by extending any schedule or period of time;
(g)
issue one or more addenda to this RFP;
(h)
reject any or all Proposals or any portion thereof;
(i)
disclose to the public information contained in the Proposals;
(j)
suspend, postpone or cancel this RFP in whole or in part with or without substitution
of another RFP or proposal process;
(k)
take any action affecting this RFP, the RFP process or the contract that would be in
the best interests of Halifax Water; and
(l)
use any concept or approach suggested in any Proposal including its use in
negotiating an agreement with the Successful Proponent or any other Proponent.
No Liability
Halifax Water, its management, employees, consultants and agents accepts no liability for
any costs, expenses, damages or otherwise of any Proponent for the proposal response to
this RFP.
Halifax Water, its Board of Directors, officers, employees, consultants and agents accept
no liability for any costs, expenses, damages or otherwise of any Proponent in the event the
Successful Proponent selected fails to comply with any terms, conditions or requirements
of the RFP, any addenda to the RFP or the contract.
8.4
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Disclosure of Information and Communication Procedures
(a)
Disclosure by Halifax Water
Halifax Water will consider all Proposals as confidential, subject to the disclosure
requirements imposed by applicable law. Halifax Water will, however, have the
right to make copies of all Proposals received for its internal review process and to
provide copies to its staff, technical and financial advisors and representatives.
Notwithstanding the foregoing, the Proponent acknowledges and agrees that Halifax
Water will not be responsible or liable in any way for any losses that the Proponent
may suffer from disclosure of information or materials to third parties.
(b)
Disclosure by the Proponent
The Proponent shall not disclose any details pertaining to its Proposal or any part of
the selection process to anyone not specifically involved in its Proposal, without the
prior approval of Halifax Water. The Proponent shall not issue a news release or
other public announcement pertaining to details of its Proposal or the selection
process without the prior approval of Halifax Water.
8.5
Costs and Expenses of the Proponent
Halifax Water accepts no liability for any costs or expenses incurred by the Proponent in
responding to this RFP, responses to clarification requests and re-submittals, potential
meetings, tours and interviews, subsequent negotiations, or any other cost incurred prior to
the execution of the Agreement by Halifax Water and the Successful Proponent. By
submitting a Proposal, the Proponent agrees that it shall prepare the required materials and
undertake the required investigations at its own expense and with the express
understanding that it cannot make any claims whatsoever for reimbursement from Halifax
Water for any costs and expenses associated with the RFP process in any manner
whatsoever or under any circumstances including, without limitation, the rejection of all or
any of the Proposals or cancellation of the RFP or the contract.
8.6
Clarification of Proposals
Halifax Water is not obliged to seek clarification from the Proponent regarding any aspect
of its Proposal.
Halifax Water shall have the right to request the Proponent to submit information to clarify
or interpret any matters contained in its Proposal and to seek the Proponent's written
acknowledgement of that clarification or interpretation. In addition, Halifax Water may
request supplementary documentation from the Proponent when there is an irregularity or
omission in its Proposal or the documents submitted therewith. The Proponent should not
assume Halifax Water will request clarifications.
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Supplementary documentation accepted by Halifax Water and written interpretations that
have been supplied or acknowledged by the Proponent shall be considered to form part of
the Proposal.
8.7
No Conflict of Interest
The Proponent and members of the Proponent team are requested to disclose any conflict
of interest, real or perceived, which exists now or which may in the opinion of the
Proponent exist in the future. Halifax Water reserves the right to disqualify the Proponent
if, in the opinion of Halifax Water acting reasonably, the Proponent has a conflict of
interest, whether such conflict exists now or arises in the future.
8.8
No Interest in Another Proponent
The Proponent shall not have any interest whatsoever in any other Proponent or in the
Proposal of any other Proponent nor enter into any arrangement, agreement or
understanding either before or after the Submission Date that would have that result.
Provided however, after the closing date, the unsuccessful Proponents or members of the
unsuccessful Proponents may, with the consent of Halifax Water, become involved in the
contract, provided such involvement is limited solely to acting as a subcontractor to the
Successful Proponent.
8.9
Proponents to Ensure They Understand the Proposed Work
It is the Proponent's responsibility to ensure that it has all the necessary information
concerning the intent and requirements of this RFP and the proposed work. The Proponent
is solely responsible for examining and reviewing all documents and information provided
or required pursuant to this RFP and for satisfying itself as to all other matters which may
in any way affect the contract or the cost or time required to complete the contract.
Nothing contained in this RFP or in any communications from Halifax Water shall
constitute any express or implied warranty or representation by Halifax Water, except as
explicitly stated herein and therein.
8.10 Waiver / No Reliance
Halifax Water does not accept responsibility for any information, advice, errors or
omissions which may be contained in this RFP or its appendices or any addendum.
Halifax Water makes no representation or warranty, either express or implied, in fact or in
law, with respect to the accuracy or completeness of this RFP or its appendices or any
addendum and Halifax Water shall not be responsible for any action, cost, loss or liability
whatsoever arising from the Proponent's reliance on or use of such information or any
other technical or historical schedules, data, materials or documents provided by Halifax
Water. The Proponent is responsible for obtaining its own independent financial, legal,
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accounting, engineering and technical advice with respect to any information included in
this RFP, its appendices or any addenda or in any documents provided by Halifax Water.
8.11 False or Misleading Information
If there is any evidence of misleading or false information in any Proposal, Halifax Water
may reject that Proposal.
8.12 Compliance with Applicable Law
The Proponent shall be responsible, at its expense, for complying with all applicable laws
relating to the contract and, except as explicitly stated in this RFP, for obtaining,
maintaining and complying with all any approvals required for the contract.
8.13 Time to be of the Essence
Time shall be of the essence of this RFP and all Proposals.
8.14 Governing Law
This RFP and all activities connected therewith shall be governed in all respects by the
laws of the Province of Nova Scotia and the laws of Canada applicable therein.
8.15 Confidentiality
(a)
"Confidential Information" means all information, whether transmitted orally,
electronically or in written form, which the Proponent or the Proponent’s
representatives have received and may receive from Halifax Water for the purposes
of the Project and which may include, but is not limited to, all data, reports,
interpretations, statements (financial or otherwise), specifications, performance
information and records containing or otherwise reflecting information concerning
Halifax Water's systems, proprietary designs, equipment, products and / or technical
information which the Proponent or the Proponent's representatives have received
and may receive in the course of completing the Project.
(b)
Halifax Water may, at its sole discretion, disclose Confidential Information to the
Proponent or the Proponent’s representatives for the purposes of (1) the RFP process
and / or (2) the project. Notwithstanding any such disclosure, the Confidential
Information shall remain the sole and exclusive property of Halifax Water and
Halifax Water shall retain all right, title and interest in and to the Confidential
Information. The Proponent and the Proponent’s representatives shall use the
Confidential Information solely and exclusively for purposes of (1) the RFP process
and / or (2) the Project.
(c)
Without limiting the generality of the permitted use of the Confidential Information,
neither the Proponent nor the Proponent’s representatives shall use the Confidential
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Information for the purpose of achieving any commercial or financial benefit. In
addition, neither the Proponent nor the Proponent’s representatives shall publish,
reproduce, copy, disseminate or disclose the Confidential Information to others
without Halifax Water's prior written consent, which consent may be withheld for
any reason.
(d)
The Proponent’s completed report shall be exempt from disclosure under the
Freedom of Information and Protection of Privacy Act on the basis that it will
include information about Halifax Water's security systems and its disclosure has the
potential to pose a significant risk to public health and safety.
(e)
The Proponent shall keep a record of all Confidential Information furnished to it and
to its representatives and of the location of such Confidential Information. The
Proponent shall make every reasonable effort to secure the Confidential Information
and the Proponent shall return all Confidential Information provided to the Proponent
and its representatives immediately to Halifax Water upon request and in any event
immediately upon completion or cessation of the Project. The Proponent shall
submit a statement in this RFP explicitly detailing the measures proposed to
achieve this confidentiality and confirming a commitment to Halifax Water's
information security. The statement shall include a commitment to ensuring
that all its representatives will comply with and are bound by the terms and
conditions of this confidentiality commitment.
8.16 Police Record Check
All contractors, consultants and their employees working for Halifax Water must obtain a
“Police Record Check” (PRC). The process for obtaining PRCs is outlined in Appendix
E. PRCs must remain valid for the duration of the contract and the Proponent shall ensure
certificates are updated prior to expiry.
8.17 Standard Form of Contract
The standard form of contract to be used shall be the professional services agreement
attached in Appendix F.
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APPENDIX A
CCTV – ZOOM INSPECTION AND REPORTING SPECIFICATIONS
MARCH 2015
1.0
CLOSED CIRCUIT TELEVISION (CCTV) AND ZOOM CAMERA
INSPECTION AND REPORTING SPECIFICATIONS
Page 1 of 12
GENERAL
1.1
Definitions:
1.1.1
“Blue Book” refers to ‘Standard Specification for Municipal Services’
prepared by the Nova Scotia Road Builders Association and the Consulting
Engineers Nova Scotia, Joint Committee on Contract Documents.
1.1.2
“CCTV inspection” refers to closed circuit television inspection.
1.1.3
“ESRI” refers to Environmental Systems Research Institute.
1.1.4
“FTP” refers to file transfer protocol.
1.1.5
“ID” refers to identification.
1.1.6
“JPG” or “JPEG” refers to Joint Photographic Experts Group.
1.1.7
“LACP” refers to Lateral Assessment and Certification Program.
1.1.8
“MACP” refers to Manhole Assessment and Certification Program.
1.1.9
“MDB” refers Microsoft Access database file format.
1.1.10
“MH” refers to manhole.
1.1.11
“MPEG” refers to Movie Photographic Experts Group.
1.1.12
“NASSCO” refers to North American Society of Sewer Service Companies.
1.1.13
“PACP” refers to Pipeline Assessment and Certification Program.
1.1.14
“PDF” refers to portable document format.
1.1.15
“Service Lateral” as referred to in these Specifications shall mean the sewer
line (lateral) extending from a building or catch basin to the sewer main.
1.1.16
“Sewer” refers to either wastewater or stormwater pipe system.
1.1.17
“Sewer Line Section” as referred to in these Specifications shall mean the
length of pipe connecting two (2) manholes.
1.1.18
“Working Days” refers to regular business days (Monday to Friday)
excluding statutory holidays in Nova Scotia.
1.2
Conduct CCTV inspection procedures to comply with the Blue Book and the
NASSCO certification programs as supplemented in this document.
1.3
Conduct CCTV and zoom camera inspection services of Halifax Water’s gravity
sanitary, combined, and storm sewer lines, manholes, and laterals.
MARCH 2015
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1.4
Inspection services to include all labour, tools, equipment, permitting, health and
safety, traffic control, supplies and materials as well as all necessary supervision and
coordination to provide reporting and deliverables.
1.5
Inspection locations within the service area and priorities to be confirmed with
Halifax Water.
1.6
Provide qualified inspection and analysis personnel certified in the NASSCO
certification programs relevant to the type of inspection to be conducted (PACP,
MACP, LACP).
1.7
Provide upon request, proof that personnel are NASSCO certified for the work they
are performing.
1.8
Provide equipment that meet the following requirements:
Camera equipment is designed and intended for use in conducting sewer,
manhole, and lateral inspections.
Minimum recorded video resolution shall be 420 lines with a National
Television Standards Committee (NTSC) size of 720 x 480 at 29.97 frames
per second.
Backup camera equipment, in good working condition, is to be provided at
the inspection site.
Mainline equipment to include:
.1 Self-contained, self-leveling, waterproof camera unit with adjustable
camera height capable of panning 360° and tilting 270° with picture
quality provided by focus and iris adjustment and with remotely
controlled lighting system capable of varying illumination levels.
.2 Capability of inspecting sewer mains ranging from 150 mm diameter to
1200mm diameter inclusively.
.3 Video camera conveyance equipment shall include a self-propelled
rubber tired or crawler tractor capable of passing over minor surface
imperfections including but not limited to broken joints and debris up to
100 millimetres in height.
.4 Where conditions do not suit tractor deployment, a float or skid for
mounting camera equipment and towing through the sewers shall be
provided (situations requiring float or skid mounted inspections shall be
reviewed in advance with Halifax Water). Positioning shall not impede
view of camera and stability must be achieved to ensure steady video
recording.
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.5 Conveyance system including cable shall be capable of inspecting a
minimum distance of 200 metres from a single access point.
.6 Capability of operating in a hazardous and corrosive environment.
Manhole and zoom camera equipment to include:
.1 Self-contained, waterproof, pan and tilt, detachable, colour camera unit.
.2 Capability of inspecting manholes and structures of minimum 600 mm
diameter.
.3 Pan and tilt feature to enable inspection of all 360°of a pipe-manhole
junction (pipe circumference) for pipes from 200 mm to 3000 mm,
without raising or lowering the boom.
.4 Telescopic boom must be capable of lowering the camera to a depth of at
least 10 metres inside the manhole.
.5 The camera will be lowered down the manhole at a rate not exceeding 1
meter per 20 seconds. The camera will inspect the entire 360 degrees of
manhole surface. For each structural and service anomaly detected, the
operator will precisely focus on the defect and record a steady image for
a period of 5 to 10 seconds.
.6 The zoom camera shall be positioned below the chimney of the manhole
and focused to provide a wide angle view of the entire manhole depth.
The camera will be rotated through 360 degrees at a rate not exceeding 3
degrees per second.
.7 Equipped with remote controlled, integrated lighting system, capable of
providing a clear image of the interior of the manhole perimeter and the
sewer pipe for a distance varying between 15 and 30 metres in small
diameter pipe.
.8 Adjustable light sources controlled from inside the mobile unit that are
compatible with the lens angle and are used to eliminate shadows and/or
“hot spots” on the images.
.9 An optic telephoto lens capable of managing pixelization so that
magnification does not degrade the farthest image.
.10 Capable of focusing on objects to a minimum of 150 mm from the
camera lens.
.11 Detachable from the mobile unit for inspection of difficult locations
using a tripod.
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Lateral equipment to include:
.1 Self-contained, self-leveling, waterproof, tractor-mounted camera unit
capable of launching from within sewer main and being positioned to
launch the camera at the lateral line connections.
.2 Continuous display on the video recording showing date of the survey,
lateral civic address being surveyed, and continuous forward and reverse
readout of the camera distance from the manhole of reference.
.3 Capability of inspecting lateral pipe sizes from 100 mm diameter up to
larger diameter multi-unit dwelling/industrial/commercial/institutional
(MICI) service laterals inclusively.
Provide inspection results using Wincan v8 software, or equivalent software
that is compatible with Wincan v8.
Demonstrate suitability (including experience, training, and equipment
availability) for completing large diameter pipe inspections for sewers upon
request by Halifax Water.
2.0
EXECUTION
2.1
Confirm receipt of inspection request and ensure response times meet Halifax Water
requirements.
2.1.1
For non-emergency inspections, be on site and available to work within
forty-eight (48) hours.
2.1.2
For emergency inspections, be on site and available to work within two (2)
hours.
2.2
For non-emergency inspections, submit all deliverables within ten (10) working days
following the completion of the inspection.
2.3
For emergency inspections, submit the digital video inspection within forty-eight (48)
hours, followed by all remaining deliverables within ten (10) working days following
the completion of the inspection.
2.4
Pre-inspection Activities:
2.4.1
Provide list of all personnel to be used in conducting the inspections
including their qualifications and inspection program certifications.
2.4.2
Confirm all personnel have valid Police Record Checks (PRCs).
2.4.3
Confirm that all equipment to be used during the inspections meets the
identified specifications.
MARCH 2015
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2.4.4
Review and confirm the inspection project areas, location of sewer assets,
direction of flow, problem areas of the sewer system, presence of any flow
meters (flow meters must be removed prior to inspection by Halifax Water
personnel), and whether there are access issues to the sewers in public rightof ways and in utility easements requiring special treatment.
2.4.5
Review all health and safety requirements and ensure personnel have the
necessary certifications for the work to be undertaken.
2.4.6
Secure all permits necessary to conduct the inspection as defined.
2.4.7
Supply traffic control.
2.4.8
Review any plugging or bypassing needs with Halifax Water staff during
inspection planning and secure approval from Halifax Water prior to
plugging or bypassing flows.
2.4.9
Calibrate all measuring equipment for accuracy prior to and periodically
during inspection and provide certification of the calibration records
(including method and equipment used, accuracy measures, and any
deviations from normal).
Inspection Procedure – General:
2.5.1
Inspect the sewer interior using a colour, CCTV camera and document the
inspection on a digital recorder.
2.5.2
Code all defects using NASSCO certification programs:
.1 Sewer mains - follow PACP
.2 Manholes - follow MACP
.3 Laterals - follow LACP
2.5.3
Use a video overlay system to clearly display the inspection header
information for five (5) seconds at the start of each inspection.
2.5.4
Use variable intensity control for camera lights and remote control
adjustments for focus and iris at the monitoring station to ensure peak
picture quality under all conditions encountered during the inspection.
2.5.5
Verify focus and clarity using line resolution, colour resolution, and linearity
charts at the beginning of the contract, periodically during the contract, and
when there is concern regarding picture quality.
MARCH 2015
2.5.6
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At the start of each inspection, record the mandatory information outlined in
the NASSCO method (PACP, MACP Level 2, PACP) and the following
additional information – all inspections:
.1 Time and weather conditions
.2 Location details
.3 Pipe, manhole, or lateral type (combined, sanitary, or storm)
.4 Inspection number
2.5.7
Record all defects and code using the NASSCO methods including but not
limited to the following:
.1 Any sewer pipe joint that displays a gap or spread, offset, gasket, or
signs of infiltration.
.2 Any service lateral that displays water infiltrating around service
connection, or any service lateral exhibiting pronounced protrusion into
the sewer line, or any active or abandoned service lateral.
.3 Any section of sewer that is crushed, broken or displays longitudinal or
circumferential cracks (other than hairline cracking) and that displays a
gap/spread, offset, or signs of infiltration.
.4 Any variance in grade, alignment, or diameter of sewer line section.
.5 Any gravel, roots, or foreign material that may impede flow.
.6 Any deformation in pipe shape.
.7 Any section of sewer displaying standing water.
.8 Any material change or spot repair.
.9 Any evidence of clear water flows together with the location.
.10 Any other evidence of water infiltration (staining, wetted perimeter of
joint, high water marks, dripping).
2.5.8
Any other information that may be pertinent to the work.
2.5.9
Display pipe and manhole IDs on-screen at all times during the inspection
for quick reference.
2.5.10
Display the exact location of the camera in metres on-screen.
2.5.11
Include on-screen text for every observation recorded during the inspection
and in the database.
MARCH 2015
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2.5.12
Convert the defect codes to condition ratings for the pipe segments using the
PACP, manholes using MACP, and laterals using LACP.
2.5.13
Maintain inspection notes during inspection for use in generating the final
inspection report.
2.5.14
Ensure all equipment used to carry out the inspection, analysis, and reporting
services is in a state of good repair and is safe for its intended use.
2.5.15
Ensure all video and still picture images are clear and sharp.
2.5.16
Ensure recorded image from the CCTV camera is free of fog or haze in the
pipe, manhole, or lateral.
2.5.17
Remove camera from sewer line, manhole, or lateral if the camera lens
becomes obscured with condensation, grease, scum, or debris and clean.
2.5.18
Provide access to any inspection location as Halifax Water reserves the right
to inspect equipment and determine its suitability for the inspection.
2.5.19
Attend and cooperate with Halifax Water personnel assigned to determine
conformity with the specification and contract and the adequacy of services
being performed.
Inspection Procedure – Sewer Mains:
2.6.1
Provide references for the video that clearly display ‘From’ and ‘To’
manhole IDs and travel distance in metres on the periphery of the screen and
arrange the information to minimize interference with the inspection image
(defect code and description should appear on the screen while ‘coding’ for
at least five (5) seconds).
2.6.2
Provide accuracy for distance measurement in the sewer to within 0.5% of
the above ground measurement.
2.6.3
Perform pipe inspection one (1) sewer line section at a time from manhole to
manhole by moving the camera through sewer preferably in direction of flow
along the axis of the pipe and record general construction, structural
condition, and evidence of inflow, infiltration or surcharging together with
the location of the defect.
2.6.4
Inspect continuous defects using the pan and tilt feature at intervals that will
provide a representation of and fully display and identify that defect.
2.6.5
Provide reverse set up of the equipment if during the initial inspection, the
camera equipment cannot pass through the entire segment due to an
obstruction; if second set up results in an obstruction, the inspection shall be
considered incomplete and shall be marked “survey abandoned”.
MARCH 2015
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2.6.6
Advise Halifax Water of sewer line sections that are inaccessible and
proceed to next sewer line section.
2.6.7
Position camera lens to view along the central axis of the pipe ± 10% in
circular shaped pipes and 2/3 of the vertical dimension of the pipe in
irregular shaped pipes.
2.6.8
Where the camera moves from one pipe diameter size to another pipe
diameter size, ensure the camera position is reset so it is in the centre of the
pipe.
2.6.9
Operate camera at steady speeds capable of inspecting each pipe joint, tee
connection, structural deterioration, infiltration and inflow source, and
material deposits at a maximum speed of 9 metres/minute.
2.6.10
Record features and defects and stop and pan camera to record specific
features including manholes, joints, laterals, and defects.
2.6.11
Collect nominal pipe diameter within ± one (1) nominal pipe size.
2.6.12
Record location of defects and service laterals with maximum one (1) metre
tolerance measured from centerline of reference manhole.
2.6.13
Illuminate approximately two (2) metres ahead of the camera to minimize
reflective glare.
2.6.14
Adjust lighting as needed according to the size of the pipe to provide a clear
picture of the entire periphery of the pipe for all conditions encountered.
2.6.15
Distribute lighting evenly around the perimeter of the pipe to prevent loss of
contrast.
2.6.16
At the start of each inspection, record the mandatory information outlined in
the NASSCO method (PACP, MACP Level 2, PACP) and the following
additional information – pipe inspections:
.1 Pipe ID (From Manhole ID, To Manhole ID, Direction of travel
(upstream, downstream))
.2 Pipe Segment Reference
.3 Lining Method
.4 Length Surveyed
.5 Purpose of Survey
.6 Weather
MARCH 2015
2.7
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Inspection Procedure – Manholes:
2.7.1
Inspect manholes for general construction, structural condition, and evidence
of inflow, infiltration or surcharging together with the ground level condition
within a two (2) metre radius of the manhole cover.
2.7.2
Inspect each component of the manhole consistent with MACP Level 2
inspection to establish a complete inventory, identify defects, and update
existing records. Inspections shall include:
.1 Cover
Inspect the cover before and after removal from the frame and on both sides
of the cover. Inspection shall include Cover Diameter, Cover Type, MH
Cover Condition, MH Cover to Rim Fit, Distance of Cover Above or Below
Grade.
.2 Frame
The frame (the “seat” for the manhole cover) and may have a grade adjuster
(riser) that is used during construction to adjust for difference between the
top of the chimney or cone section and the surface grade. The inspection
shall include Frame Condition, Frame to MH Seal, Insert, Riser Type, Riser
Condition, Evidence of I/I from Riser or Frame.
.3 Chimney or Cone
The chimney or cone section is used to reduce the diameter of the main
manhole structure to the diameter of the cover or adjuster (riser) section.
The inspection shall include MH Wall and Chimney/Cone Type,
Chimney/Cone Condition, Evidence of I/I from Chimney or Cone,
identification of the Chimney or Cone Shape.
.4 Wall
Document the wall construction including the Wall Condition, Number of
Steps, and Evidence of I/I from Wall.
.5 Bench
The bench (floor or base of the manhole) should be sufficiently clean to
enable the inspection. The method of construction will influence the defects
observed (cracks, leaking construction joints, roots). Inspection shall
include Bench and Invert Type, Bench and Invert Condition, Bench
Deposits, Evidence of Infiltration at the Bench and Invert.
.6 Channel
The channel conveys the flows from one or more pipes through the manhole
to the outlet pipe. In some cases, no channel will be observed. The
MARCH 2015
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Page 10 of 12
inspection shall include Channel Installed, Channel Material, Channel Type,
Channel Exposure.
.7 Manhole Steps
Identifies the number of manhole steps present and includes Step Number,
Step Material. Observations of infiltration should be included.
.8 Pipe Connections
Identifies all pipe connections at the manhole and their locations. Inspection
includes Pipe Number, Clock Position, Rim to Invert, Direction, Material,
Shape, Diam 1 (Pipe Diameter/Height), Diam 2 (Pipe Width), Pipe
Condition, Seal Condition, Special Condition (Pipe Type). Observations of
I/I should be included.
2.7.3
Measure and record the upstream and downstream pipe invert depths
(manhole lid to pipe invert) when access is possible with vertical accuracy
for an invert at ± 50 mm.
2.7.4
For manhole inspections, commence the inspection so that the frame of the
manhole is clearly visible at the start of the inspection.
2.7.5
At the start of each inspection, record the mandatory information outlined in
the NASSCO method (PACP, MACP Level 2, PACP) and the following
additional information – manhole inspections:
.1 Manhole ID
.2 Potential for Runoff
.3 Wall Diameter
.4 Wall by Size
2.8
Inspection Procedure – Laterals:
2.8.1
Provide references for the video that clearly display ‘From’ and ‘To’
(mainline to terminus at street line or structure) and travel distance in metres
on the periphery of the screen and arrange the information to minimize
interference with the inspection image (defect code and description should
appear on the screen while ‘coding’ for at least five (5) seconds).
2.8.2
Provide accuracy for distance measurement in the sewer to within 0.5% of
the above ground measurement.
2.8.3
Inspect continuous defects using the pan and tilt feature at intervals that will
provide a representation of and fully display and identify that defect.
MARCH 2015
CLOSED CIRCUIT TELEVISION (CCTV) AND ZOOM CAMERA
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2.8.4
Advise Halifax Water of laterals that are inaccessible and proceed to next
lateral in that mainline section.
2.8.5
Position lateral camera launcher at the lateral location using main sewer line
cameras.
2.8.6
Inspect laterals from inside of the main line sewer only up into the lateral
(inspections are not permitted from cleanouts, excavations, or other access
points, unless authorized by Halifax Water) and record general construction,
structural condition, and evidence of inflow, infiltration or surcharging
together with the location of the lateral.
.1 Flag laterals displaying continuous clear water flow.
2.8.7
Adjust lighting as needed according to the size of the pipe to provide a clear
picture of the entire periphery of the pipe for all conditions encountered.
2.8.8
Distribute lighting evenly around the perimeter of the pipe to prevent loss of
contrast.
2.8.9
At the start of each inspection, record the mandatory information outlined in
the NASSCO method (PACP, MACP Level 2, PACP) and the following
additional information – lateral inspections:
.1 Lateral ID (start and end point of inspection along lateral, direction of
travel (upstream, downstream))
.2 Upstream MH
.3 Downstream MH
.4 Sewer Use (Purpose of Lateral)
.5 Length Surveyed
.6 Purpose
3.0
PRODUCTS
3.1
Provide report that includes the location of each fault, defect, and service lateral with
distance measured from the centerline of reference manhole and clock position
referenced to the axis of pipe, and report shall include pictures of significant defects
(severely deteriorated pipe, severely protruding lateral, locations of severe inflow and
infiltration flows, or any other relevant information), and technical recommendations
based on the inspection observations.
3.2
Provide an inspection report and video for each sewer line section inspected.
MARCH 2015
3.3
3.4
CLOSED CIRCUIT TELEVISION (CCTV) AND ZOOM CAMERA
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Page 12 of 12
For each inspected manhole, main line sewer reach (referenced manhole to manhole)
and inspected sewer lateral (referenced to the property address and corresponding
sewer main) provide:
3.3.1
.MPEG file.
3.3.2
Digital photographs in.JPG or .JPEG files.
3.3.3
Inspection reports in searchable PDF) files.
3.3.4
Any handwritten inspection logs or field maps prepared during inspection.
3.3.5
Associated certification program inspection information (LACP, MACP,
PACP) in a.MDB file format.
3.3.6
Provide populated GIS file in format as provided by Halifax Water and
compatible with ESRI shape file (.shp).
Name files according to the file naming convention of:
3.4.1
“Street_PipeID_YYYY_MM_DD_Incremental Number (1, 2, 3, etc…)”
with the corresponding file extension (.MPEG, .JPG/.JPEG, .PDF, .MDB,
.SHP).
3.4.2
“Street_MHID_YYYY_MM_DD_Incremental Number (1, 2, 3, etc…)” with
the corresponding file extension (.MPEG, .JPG/.JPEG, .PDF, .MDB, .SHP).
3.4.3
“Street_LateralID_YYYY_MM_DD_Incremental Number (1, 2, 3, etc…)”
with the corresponding file extension (.MPEG, .JPG/.JPEG, .PDF, .MDB,
.SHP).
3.5
Maintain a copy of all inspection records including video files, photographs, database,
reports, shape files (and any other relevant associated records) for a minimum period
of three (3) years after completion of the inspection work.
3.6
Submission
3.6.1
Submit all inspection records and deliverables electronically. If using FTP
site, notify Halifax Water via email that information has been submitted.
******
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
Page No. 44
APPENDIX B
CCTV – Inspection and Analysis – Bid Form
BID FORM
Wastewater / Stormwater Systems – Closed Circuit Television (CCTV) Inspection & Analysis
DOCUMENT #
DATE
CLOSING DATE
P05.2015
April 2, 2015
May 28, 2015
PROPONENT
DESCRIPTION
Bid prices furnished for the performance of closed circuit television (CCTV) inspection and analysis of the
wastewater and stormwater collection systems and outline recommendations related to structural,
operations and maintenance, wet weather related defects and improvements, and identify the
associated condition ratings using the National Association of Sewer Service Companies (NASSCO)
Pipeline Assessment and Certification Program (PACP, MACP, LACP) methods, Version 6 or higher.
Pricing to be inclusive of:
• Materials, tools, equipment, software
• Traffic control, safety, permits
• Labour/personnel, stand-by time, travel time, expenses, meetings, coordination, inspection,
supervision, project management, quality assurance
• Review and analysis, recommendations, reporting (including all specified deliverables)
All work to be conducted as outlined in the Request for Proposals (P05.2015) and the accompanying
specification including the submission of the requested deliverables in the formats stipulated by and to
the satisfaction of Halifax Water. Pricing shall EXCLUDE HST.
ITEM DESCRIPTION
1. Zoom camera inspection and reporting
UNIT
UNIT PRICE
manhole
$
2. Mainline CCTV
inspection and
reporting
a) Pipe diameter less than or equal to
900 mm
metre
$
b) Pipe diameter greater than 900 mm
metre
$
3. Lateral line CCTV
inspection and
reporting (per
mainline segment –
manhole to manhole)
a) 3 or less laterals
lateral
$
b) 5 to 10 laterals
lateral
$
c) More than 10 laterals
lateral
$
metre
$
Emergency CCTV inspection and reporting – mainline
hour
$
Emergency CCTV inspection and reporting – lateral line
hour
$
4. Data extraction from existing CCTV inspections/reports
EMERGENCY ACTIVITIES
• Halifax Water averages approximately 60,000 lineal metres of sewer inspection annually between external service providers and internal
forces. Historically, Halifax Water has required an average of approximately 200 hours annually of emergency CCTV inspection services.
Estimates are provided as guidance only and are not reflective of the exact quantities for the specified types of work. Halifax Water provides
no guarantee of the quantity of work for this contract.
• Approximately 80 to 85% of Halifax Water’s sewer system is comprised of pipe diameters less than or equal to 900 mm.
This contract shall be for a three (3) year period commencing from the award date with the option to
renew for two (2) additional one (1) year periods. Prices shall be adjusted for years two (2) and three (3)
by the prevailing Consumer Price Index (CPI) for Nova Scotia as published by Statistics Canada for the
given year. In the event that the additional one (1) year periods are extended, prices will be further
adjusted by the prevailing CPI for Nova Scotia as published by Statistics Canada.
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
Page No. 46
APPENDIX C
GIS File Requirements
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
Page No. 62
APPENDIX D
CCTV – Inspection and Analysis – Reference Project Form
REFERENCE PROJECTS
Wastewater / Stormwater Systems – Closed Circuit Television (CCTV) Inspection & Analysis
DOCUMENT #
ISSUE DATE
CLOSING DATE
P05.2015
April 2, 2015
May 28, 2015
PROPONENT
For each reference project, please complete this form with the information requested.
PROJECT DETAILS
Project Duration:
Project Name:
Project Description:
Date Completed:
Relevance of Reference Project to this RFP:
CONTACT INFORMATION (Reference Project)
Telephone Number:
Owner:
Project Manager/Main Contact:
Email Address:
PROJECT TEAM
Sub-Contractor(s):
Prime:
SIMILAR ASSIGNED RESOURCES
Individual’s Name (Prime / Sub-Contractor):
Responsibilities:
FEES
Initial Fee:
$
Explanation for Fee Variance:
Cell Number:
Final Fee:
$
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
Page No. 64
APPENDIX E
Process for Obtaining Police Record Check for Contractors and Consultants
PROCESS FOR OBTAINING
POLICE RECORD CHECK FOR CONTRACTORS /CONSULTANTS
1. All contractors, consultants and their employees working for Halifax Water must obtain a
“Police Record Check” (PRC).
2. It is the responsibility of the Halifax Water staff member that engages a contractor or a
consultant to ensure that a PRC is conducted.
3. To obtain a PRC, contractors or consultants should either :
a) Book an appointment with or visit their local Police Department. Once completed, the
results of the PRC should be sent to the address below indicating the organization the
individual is currently employed with, the HW Project Manager, and the name of the
project to which the PRCs relate.
Halifax Water
Safety & Security
450 Cowie Hill Road
Halifax, Nova Scotia, B3P 2V3
Or by email: [email protected]
b) Go online at http://backcheck.net/hrwc/. If this method is chosen, the individual will have
to create a personal account with mybackcheck. They have the option of verifying their
ID either online by answering a couple of quick questions regarding their credit history or
in person at any of the 5000 participating Canada Post locations nationwide. Once
verified, the Police will complete the PRC. The individual will receive an email
indicating the results are in. They will then have to login to their mybackcheck account
and choose to “Share” the results with Halifax Regional Water Commission again
indicating the organization the individual is currently employed with, the HW Project
Manager, and the name of the project that the PRCs relate to.
For residents of the United States, a FBI record check is acceptable.
4. The individual will forward a completed records check to the Safety & Security Department
as noted above, indicating the name of the HW Project Manager and the name of the project
to which the PRCs relate.
5. The Safety & Security Department will notify the Halifax Water Project Manager who
requested the PRC whether the contractor has received clearance.
6. If the Contractor/consultant requires Card Access to a Halifax Water facility(s) the Project
Manager will schedule an appointment with the Human Resources Department to have a
Contractor Card created and access granted, based on the contractors/consultant’s needs.
7. Certain contractors/consultants, depending on the work or services they are providing, may
require a fingerprint-based check. Halifax Water reserves the right to request fingerprints
where applicable.
8. All contractors, consultants and their employees are required to renew their PRC every 3
years.
Request for Proposals RFP# P05.2015
April 2015
Wastewater / Stormwater Systems – Closed
Circuit Television (CCTV) Inspection & Analysis
Page No. 66
APPENDIX F
Professional Services Agreement
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made this ____ day of ___________, 201__.
BETWEEN:
HALIFAX REGIONAL WATER COMMISSION
(hereinafter called "Halifax Water")
OF THE FIRST PART
AND:
[●]
(hereinafter called the "Consultant")
OF THE SECOND PART
Halifax Water and Consultant agree as follows:
1.
(a)
THE SERVICES
Services
The Consultant will provide Services in connection with the following Project:
[NTD: Short description of the Project to be inserted here, which aligns with
description from RFP in question]
(b)
Place of Work
The location of the Project (the "Place of Work") shall be [NTD: insert the address, location
or other appropriate description of the place whether the Work is to be performed]
(c)
Consultant's Scope of Services
The Consultant will provide Services for the Project in accordance with Schedule C –
Consultant's Scope of Services. Any change to the Services listed in Schedule C – Consultant's
Scope of Services will be made in writing signed by both parties identifying the change plus
adjustments, if any, to the Consultant's Fees and Reimbursable Expenses and time for
completion of the Services.
2
2.
(a)
AGREEMENT AND AMENDMENTS
Entire Agreement
This Professional Services Agreement embodies the entire agreement between Halifax Water
and the Consultant with respect to the Work and the Project, and supersedes all prior
agreements between them, whether written or oral, respecting the Services. No other terms,
conditions or warranties, whether express or implied, form a part of this Professional Services
Agreement.
(b)
Definitions
Capitalized words and phrases used herein shall, for all purposes of this Agreement and the
Schedules hereto (unless there is something in the subject matter or context inconsistent
therewith or unless otherwise defined herein) have the meaning set out in Schedule A to this
Agreement.
(c)
Headings
Headings, recitals and the provision of a table of contents are inserted for convenience of
reference only and shall not affect the construction or interpretation of this Agreement.
(d)
References
Unless otherwise expressly stated, reference herein to a Schedule or to an Article, Section,
subsection, clause, subclause or other subdivision is a reference to such Schedule to this
Agreement or to such Article, Section, subsection, clause, subclause or other subdivision within
this Agreement.
(e)
Parties
References in this Agreement to the "parties" shall mean the parties to this Agreement and a
reference to a "party" shall mean one (1) of the parties to this Agreement.
(f)
Number and Gender
Words importing the singular only shall include the plural and vice versa, words importing any
gender shall include other genders and words importing persons shall include individuals,
partnerships, associations, trusts, unincorporated organizations and corporations and vice
versa.
(g)
Statutes and Regulations
Any reference in this Agreement to all or any part of any statute, regulation, by-law or other
legislative enactment shall, unless otherwise expressly stated, be a reference to that statute,
regulation, by-law or legislative enactment or relevant part thereof as amended, substituted,
replaced or re-enacted from time to time.
(h)
Monetary References
Whenever an amount of money is referred to herein, such amount shall, unless otherwise
expressly stated, be deemed to be Canadian dollars.
3
(i)
Time
Time shall be of the essence of this Agreement. If the last day of any period of days set out
herein falls on a day which is not a Working Day, such period of days shall be extended to the
first Working Day immediately following the last day of such period of days. If anything herein
falls to be done or held on a day which is not a Working Day, the same shall be done or held on
the next succeeding Working Day.
(j)
Authority
Where reference is made to a direction, response, act, decision, determination, consent, waiver,
approval, notice, request or other communication of Halifax Water that is required or that may
be done, performed or carried out by Halifax Water pursuant to this Agreement, it may be so
done, performed or carried out by the Halifax Water Project Manager or such other Person or
Persons as may be authorized by Halifax Water to act in his stead and any such Person or
Persons or any other Persons who may be designated from time to time as Halifax Water
Project Manager for the purposes of the Project Agreement by notice from Halifax Water to the
Consultant in accordance with this Agreement.
(k)
Discretion
Where reference is made to a direction, response, act, decision, determination, consent, waiver,
approval, notice, request or other communication of Halifax Water or to matters which must be
satisfactory to Halifax Water, then, unless otherwise expressly stated, that matter is to be
conducted or carried out at the sole discretion of Halifax Water, subject to Halifax Water's
obligation to act in good faith and reasonably.
(l)
Amendments in Writing
No amendment, variation or waiver of the provisions of this Agreement shall be effective unless
made in writing and signed by each of the parties hereto, either individually by counterpart or
collectively. Any amendment, variation or waiver shall take effect on the date specified in the
amendment, variation or waiver or, if not so specified, on the date on which the last party
executes and delivers the amendment, variation or waiver.
(m)
Assignment
Neither party may assign this Professional Services Agreement in whole or part without the
written consent of the other, which consent will not be unreasonably withheld.
(n)
Severability
If any provision of this Professional Services Agreement is declared by a court of competent
jurisdiction to be invalid, illegal, or unenforceable, such provision will be severed from this
Professional Services Agreement and the other provisions of this Professional Services
Agreement will remain in full force and effect.
(o)
No Waiver
(i)
Any waiver by any party of all or any part of any provision, or the breach of any
provision of this Agreement shall affect only the matter specifically identified in
4
the instrument granting the waiver and shall not extend to any other matter,
provision or breach.
(ii)
Any waiver by any party of all or any part of any provision, or the breach of any
provision of this Agreement shall extend only to the party to whom such waiver is
expressly granted and shall not be construed as a waiver in favour of any other
party in respect of such provision or breach and shall not prejudice the rights of
any other party from insisting upon performance of such provision.
(iii)
The failure of any party to give notice to the other party, or to take any other
steps in exercising any right in respect of the breach or non-fulfilment of any
provision of this Agreement, shall not operate as a release or waiver of that right
or as a release of the other party from its obligations and liabilities nor shall any
single or partial exercise of any right preclude any other or future exercise of that
right or the exercise of any other right, whether in law or in equity or otherwise.
3.
(a)
PROFESSIONAL SERVICES AGREEMENT DOCUMENTS
Schedules
The following sections and documents form part of and are incorporated into the Professional
Services Agreement and are known, collectively as the "Professional Services Agreement
Documents":
(i)
Schedule A – Definitions;
(ii)
Schedule B – General Conditions;
(iii)
Schedule C – Consultant's Scope of Services;
(iv)
Schedule D – Fees and Reimbursable Expenses; and
(v)
[Schedule E – Consultant's Proposal]
[NTD: As applicable, append as Schedule E those excerpts or portions of
the Consultant's Proposal that Halifax Water wishes to incorporate and
have form part of Agreement.]
5
4.
(a)
FEES AND REIMBURSABLE EXPENSES
Fees for the Services of the Consultant
The Fees for the Services of the Consultant are set forth in Schedule D - Fees and
Reimbursable Expenses.
(b)
Reimbursable Expenses
Reimbursable Expenses are the costs and charges identified in Schedule D – Fees and
Reimbursable Expenses that are incurred by the Consultant in performing the Services.
5.
(a)
PAYMENT
Payment
Halifax Water will pay to the Consultant the Fees and Reimbursable Expenses set out in this
Professional Services Agreement.
(b)
Monthly Invoices
The Consultant will issue monthly invoices for Fees and Reimbursable Expenses, together with
Applicable Taxes, which must detail:
(i)
the period of the Work applicable to the invoice;
(ii)
a breakdown by task of the personnel involved, hours worked and hourly rates of
each person involved;
(iii)
percentage calculation of the Work completed; and
(iv)
expenses, disbursements and applicable taxes, separately itemized,
which invoices shall be submitted to:
[●]
Project Manager
Halifax Regional Water Commission
450 Cowie Hill Road
P.O. Box 8388, Station "A"
Halifax, NS B3K 6M1
(c)
Invoices in Excess of Fees and Reasonable Expenses
Invoices for amounts exceeding the Fees and Reasonable Expenses set forth herein shall not
be approved or processed unless Halifax Water has provided its consent in writing prior to the
Work in relation thereto being undertaken
6
(d)
Maximum Payment
Unless otherwise agreed in writing, Halifax Water will pay invoices up to a maximum of 90% of
the fee quoted for a particular phase or component of the Work with the balance of the fee
payable upon completion of the phase or component in question.
(e)
Disputed Payments
In the event Halifax Water disputes a portion of the Fees and Reimbursable Expenses invoiced
by the Consultant, Halifax Water will pay the uncontested portion within the prescribed time.
Disputes regarding Fees and Reimbursable Expenses of the Consultant will be resolved in the
manner specified in Part 11 - Dispute Resolution.
(f)
Timing of Payment
Halifax Water shall pay an invoice within 30 days of receipt of an invoice which is compliant with
the requirements of Sections 5.2 and 5.3 above.
(g)
Changes in the Work
(i)
Should Halifax Water request a change to the Project or Work which requires the
Consultant to provide additional Services beyond those contemplated at the time
the Professional Services Agreement is signed, before undertaking such
additional Services Halifax Water and the Consultant will agree in writing upon
the Consultant's remuneration and time for providing the additional Services.
Failing an agreement with Halifax Water, Halifax Water will pay the Consultant
for the additional Services at the hourly rates set out in Schedule D – Fees and
Reimbursable Expenses and any additional Reimbursable Expense incurred, and
grant a reasonable extension of time to the Consultant for the performance of the
additional Services.
(ii)
Should Halifax Water, through no fault of the Consultant, request a change to the
Project or Work which renders useless a part of the Services already provided,
Halifax Water will pay the Consultant in accordance with this Professional
Services Agreement for Services already provided which the change has
rendered useless.
(iii)
Should it prove necessary for the Consultant to rework or revise the plans and
specifications forming part of the Services for reasons which the Consultant
could not reasonably foresee when the Professional Services Agreement was
signed or owing to the default or the insolvency of Halifax Water, or as a result of
Halifax Water's suspension of the Services or Work on the Project or because of
damage to the Project by fire or some other cause, Halifax Water will pay the
Consultant or any reworked or revised plans and specifications at the hourly
rates set out in Schedule D – Fees and Reimbursable Expenses.
7
6.
(a)
NOTICES
Delivery
A Notice will be addressed to the recipient at the address set out below. The delivery of a
Notice will be by personal delivery or receipted courier delivery. A Notice delivered by one party
in accordance with this Professional Services Agreement will be deemed to have been received
by the other party on the first Working Day after actual delivery. An address for a party may be
changed by Notice to the other party setting out the new address in accordance with this Article.
(b)
No E-mail
Although the parties may use electronic communications, for the purposes of general
communication, e-mail will not be used for delivery of a Notice.
(c)
Addresses
The addresses for the parties are as follows:
(i)
Halifax Water
Halifax Regional Water Commission
450 Cowie Hill Road
Halifax, NS B3P 2V3
Attention: [●]
(ii)
Consultant
[●]
[NTD: If it is intended that a specific individual or officer must receive the Notice,
indicate that individual's name and/or office].
7.
(a)
GENERAL
Language of the Contract
The parties confirm their wish that this Professional Services Agreement as well as any other
related documents including future amendments, Notices and correspondence be drawn in
English. Parts of the Professional Services Agreement may be included as available in English
or in French or both, according to the language or languages in which they originally were
drawn.
(b)
Enurement
This Professional Services Agreement will enure to the benefit of and be binding upon the
parties, and upon their executors, administrators, successors and permitted assigns.
8
(c)
Counterparts
This Agreement may be executed in any number of counterparts and by different parties in
separate counterparts, each of which when so executed shall be deemed to be an original and
all of which taken together shall constitute one and the same instrument.
(d)
Facsimile Signatures
The parties agree that this Agreement may be transmitted by facsimile and the reproduction of
signatures by way of facsimile will be treated as though such reproductions were executed
originals and each party undertakes to provide the other with a copy of this Agreement bearing
original signatures within a reasonable time after the date of execution.
[Balance of this page intentionally left blank]
9
IN WITNESS WHEREOF THE PARTIES HERETO HAVE EXECUTED THESE PRESENTS AS
OF THE DAY AND YEAR FIRST ABOVE WRITTEN.
SIGNED, SEALED and DELIVERED
in the presence of:
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HALIFAX REGIONAL WATER
COMMISSION
Per:
Per:
●
[Title]
●
[Title]
●[NTD: NAME OF CONSULTANT]
Per:
●
[Title]
Per:
●
[Title]
10
SCHEDULE A
DEFINITIONS
Applicable Taxes
Applicable Taxes means such sum as levied upon the Fee, Reimbursable Expenses and
the Work by a Federal, Provincial or Territorial Government and is computed as a
percentage of the same and includes the Goods and Services Tax, the Quebec Sales
Tax, the Harmonized Sales Tax, and any similar tax, the payment or collection of which
is imposed by legislation.
Advisor or Advisor Of Halifax Water
Advisor or Advisor of Halifax Water means a professional engineer, architect, or other
specialist duly registered or licensed under the laws of Nova Scotia engaged directly by
Halifax Water other than the Consultant or Sub-Consultants of the Consultant.
Coordinate or Coordination
Coordinate or Coordination, when referring to the Services of the Consultant, means the
management and supervision of communications between the Consultant and a Sub
Consultant or an Advisor of Halifax Water.
Consulting Documents
Consulting Documents means drawings, plans, model, designs, specifications, reports,
photographs, computer software proprietary to the Consultant, surveys, source code,
calculations and other data, including computer print outs used in connection with the
Project, and which were prepared by or on behalf of the Consultant and are instruments
of Service for the execution of Work.
Fees
Fees means those fees that are identified in Schedule D - Fees and Reimbursable
Expenses and which are payable by Halifax Water to the Consultant.
Hazardous Substances
Hazardous Substances means any toxic or hazardous solid, liquid, gaseous, thermal, or
electromagnetic irritant or contaminant, and includes, without limitation, pollutants,
moulds, and hazardous and special materials and wastes whether or not defined as
such in any federal, provincial, territorial or municipal laws, statutes, or regulations.
Notice
Notice means a written communication between the parties that is delivered in
accordance with the provisions of Article 6 - Notices. Use of the verb "to notify" means
to send a Notice in the above manner.
11
Place of the Work
Place of the Work means the designated site or location of the Work identified in this
Professional Services Agreement.
Professional Services Agreement or Agreement
Professional Services Agreement or Agreement means this agreement between Halifax
Water and the Consultant, including all of the documents identified in Section 3.1 and
any amendments thereto.
Professional Services Agreement Documents
Professional Services Agreement Documents means the documents listed in Section 3.1
of the Professional Services Agreement.
Project
Project means the total endeavour contemplated in this Professional Services
Agreement of which the Services and the Work may be the whole or a part.
Project Budget
Project Budget means the estimated cost of the Work, including the Services and other
professional services, but excluding expenses relating to site acquisition, promotion and
marketing.
Project Manager
Project Manager means, [●] appointed to manage the Project on behalf of Halifax Water.
Reimbursable Expenses
Reimbursable Expenses means those expenses that are identified in Schedule D – Fees
and Reimbursable Expenses and which are payable by Halifax Water to the Consultant.
Services
Services mean those services that are identified in Schedule C – Consultant's Scope of
Services.
Shop Drawings
Shop Drawings means drawings, diagrams, illustrations, schedules, performance charts,
technical brochures, and other data that are to be provided by the Consultant or by
others to illustrate details of a portion of the Work.
Sub-Consultant or Sub-Consultant of the Consultant
Sub-Consultant or Sub-Consultant of the Consultant means any professional engineer,
architect, or other specialist duly registered or licensed under the laws Nova Scotia and
engaged by the Consultant to perform a discreet scope of services in connection with
12
the Project but does not include employees of the Consultant or consultants working
under a personal services agreement with the Consultant.
Substantial Completion
Substantial Completion is the date on which Halifax Water confirms in writing that it is
satisfied that: (a) the Project has been successfully commissioned, (b) staff have been
adequately trained in all matters of operation and maintenance relative to the Project
and (c) the Consultant has delivered all required technical documentation, operation and
maintenance manuals, or the information required for inclusion therein.
Work
Work means the total development, deployment, documentation and related Services
that are identified in Schedule C – Consultant's Scope of Service.
Working Day
Working Day means a day other than a Saturday, Sunday, statutory holiday or statutory
vacation day that is observed by the construction industry in the Halifax Regional
Municipality. Reference to a day, other than a Working Day, indicates a calendar day.
13
SCHEDULE B
GENERAL CONDITIONS
1.0
Agreement Documents
If there is a conflict within the Professional Services Agreement, the order of priority of
Professional Services Agreement Documents, from highest to lowest, will be:
(a)
Professional Services Agreement;
(b)
Schedule A – Definitions;
(c)
Schedule B – General Conditions;
(d)
Schedule C – Consultant's Scope of Services;
(e)
Schedule D – Fees and Reimbursable Expenses; and
(f)
Schedule E – Consultant's Proposal.
The documents which make up the Professional Services Agreement are
complementary, and what is required by any one will be as binding as if required by all.
Words and abbreviations with well-known technical or trade meanings are used in the
Professional Services Agreement Documents in accordance with such recognized
meanings.
References in the Professional Services Agreement Documents to the singular will be
considered to include the plural as the context requires.
References in the Professional Services Agreement Documents to regulations and
codes are considered to be references to the latest published version as of the signature
date of the Professional Services Agreement, unless otherwise indicated.
2.0
Law of the Professional Services Agreement; Acknowledgement
2.1
This Professional Services Agreement shall be construed in accordance with and
governed by the laws in effect in the Province of Nova Scotia.
2.2
Halifax Water acknowledges receipt of sufficient information from the Consultant,
including information concerning the Fees and Services of the Consultant, so as to allow
Halifax Water to assess the nature, extent and cost of the Services of the Consultant
and the obligations which Halifax Water assumes under this Professional Services
Agreement.
3.0
Rights and Remedies
3.1
Except as expressly provided in the Professional Services Agreement Documents, the
duties and obligations imposed by the Professional Services Agreement Documents and
the rights and remedies available thereunder will be in addition to and not a limitation of
any duties, obligations, rights, and remedies otherwise imposed or available by law.
14
3.2
No failure or delay by any party in exercising any of its rights or remedies hereunder will
operate as a waiver thereof, nor will any single or partial exercise of any such right or
remedy preclude any other or further exercise thereof or the exercise of any other right
or remedy. Except as otherwise provided herein, the rights and remedies of the parties
provided in this Professional Services Agreement are cumulative and not exclusive of
any rights or remedies provided under this Professional Services Agreement, by law, in
equity, or otherwise.
4.0
Consultant's Obligations
4.1
The Consultant is bound by the legislation governing the Consultant's profession.
Nothing in this Professional Services Agreement requires the Consultant to derogate
from obligations prescribed by law that are binding upon the Consultant.
4.2
The Consultant represents that it has undertaken all reviews and inquiries that it has
considered necessary to fully understand and appreciate the scope of the work involved
in providing the Services, that it has the necessary skills, experience, know-how,
technology and tools to perform the Services, and that it will provide the Services in a
prudent, diligent, and workmanlike manner consistent with the best practices in the
industry in which the Consultant operates.
4.3
The Services and Consulting Documents provided under the terms of this Professional
Services Agreement shall be free from defects and deficiencies and shall accomplish the
purposes intended. The Consultant agrees that it shall at its own expense promptly:
(a)
correct any work performed, or omitted to be performed, in supplying the
Services by the Consultant or any Sub-Consultant which is not in accordance
with this Professional Services Agreement and the Project requirements;
(b)
rectify and make good or cause to be rectified and made good all defects or
deficiencies in any design, plan or specification for the Project which are detected
or discovered, including those in respect of which the Consultant has been
provided Notice by Halifax Water within the time period stipulated in such Notice;
and
(c)
indemnify and save harmless Halifax Water from all costs incurred by or asserted
to be owed by Halifax Water in connection with or arising from the Consultant's
negligence in the performance of its obligations under this Professional Services
Agreement, including but not limited to any costs associated with Project
performed by the Consultant or any third party which would not otherwise have
been incurred but for the Consultant's negligence and which cannot otherwise be
utilized in connection with the Project following the correction of the negligence.
4.4
The Consultant agrees that the obligations set forth in Section 4.3 shall remain in effect
for three (3) years from the date of Substantial Completion of the Project. The
Consultant shall redesign as is necessary and shall cover any costs or damages
incurred by Halifax Water arising out of the Consultant's negligence in the performance
of its obligations under this Professional Services Agreement.
4.5
The Consultant will maintain records of Reimbursable Expenses and time records for
Services performed for which the Fee is computed on an hourly basis. These records
15
will be maintained by generally accepted accounting methods and made available to
Halifax Water for inspection and audit at mutually convenient times during the term of
this Professional Services Agreement and for a period not exceeding two (2) years
following completion of the Services.
4.6
Halifax Water may demand at any time during the performance of these Professional
Services Agreement statutory declarations verifying the payment of Sub-Consultants
and any other sums owing by the Consultant in connection with this Agreement.
4.7
The Consultant shall: (a) cooperate with Halifax Water in ensuring that safety
precautions and programs appropriate for the Project are implemented and (b) comply in
all respects with applicable occupational health and safety legislation and applicable
policies of Halifax Water, as they apply to the Consultant, in connection with the Project.
4.8
The Consultant will not be responsible for:
4.9
4.10
(a)
acts or omissions of the Advisor of Halifax Water; and
(b)
the advice of any independent expert engaged either by Halifax Water, whether
or not recommended by the Consultant.
The Consultant may engage Sub-Consultants with the prior approval of Halifax Water to
enable the Consultant to provide the Services, provided that:
(a)
the Consultant shall not thereby be relieved of any of its obligations to Halifax
Water as set forth in this Agreement;
(b)
all subcontracts shall be in writing;
(c)
all subcontracts shall include provisions which confirm that they are assignable to
Halifax Water;
(d)
all subcontracts shall require Sub-Consultants to participate in any dispute
resolution process invoked by the parties to this Professional Services
Agreement, if called upon by Halifax Water or the Consultant to do so; and
(e)
copies of all subcontracts shall be provided to Halifax Water upon the termination
of this Agreement by Halifax Water.
The Consultant proposes that the following shall be Sub-Consultants during the term of
this Agreement (unless they are replaced by qualified persons acceptable to Halifax
Water which acceptance shall not be unreasonably withheld):
(a)
[●] [NTD: Insert details]
4.11
The Consultant will coordinate the activities of its Sub-Consultants.
4.12
Halifax Water makes no warranty or representation as to the accuracy or completeness
of information and data furnished by it, including information and data originating from an
Advisor of Halifax Water.
16
4.13
The Consultant will not accept a commission or other compensation from a
manufacturer, supplier or contractor involved in the Project. The Consultant will have no
financial interest in materials or equipment specified or recommended by the Consultant
as part of the Services. However, ownership of less than one percent (1%) of the
securities issued by a company whose securities are traded on a recognized securities
exchange will not be deemed to constitute a financial interest.
5.0
Halifax Water's Obligations
5.1
Halifax Water will promptly fulfill all of Halifax Water's responsibilities so as not to impede
the Consultant's orderly performance of the Services.
5.2
Halifax Water, when so notified by the Consultant, will make available to the Consultant
all information or data pertinent to the Project which is reasonably required by the
Consultant to perform the Services.
5.3
Should Halifax Water not provide the information required by the Consultant to perform
the Services as mentioned in Section 5.2, the Consultant may give Notice to Halifax
Water requesting correction of the default. If Halifax Water fails to provide the
information within 30 days after receipt of such Notice, or in such other time period as
may be subsequently agreed in writing by the parties, the Consultant may terminate this
Professional Services Agreement upon further Notice to Halifax Water.
5.4
Halifax Water will ensure that Advisors of Halifax Water have adequate professional
liability insurance, commensurate with the services they will provide for the Project.
5.5
Should the Consultant be required to act as the agent of Halifax Water in order to
perform some of the services, Halifax Water will authorize the Consultant in writing to act
as Halifax Water's agent for such purposes as may be necessary. Where the Consultant
acts as Halifax Water's agent pursuant to a written authorization, Halifax Water is
responsible for the authorized actions of the Consultant as agent of Halifax Water.
5.6
Halifax Water will promptly consider requests by the Consultant for directions or
decisions and diligently inform the Consultant of Halifax Water's direction or decision
within a reasonable time so as not to delay the Services.
5.7
Halifax Water, at the request of the Consultant, will furnish reasonable evidence to the
Consultant that financial arrangements have been made to fulfill Halifax Water's
payment obligations under this Professional Services Agreement before signing the
Professional Services Agreement.
5.8
Halifax Water will notify the Consultant of any material change in Halifax Water's
financial arrangements that affect Halifax Water's ability to fulfill Halifax Water's payment
obligations under this Professional Services Agreement.
5.9
Halifax Water is responsible for obtaining legal advice regarding tenders, requests for a
proposal or information, bids, contract awards and the like, regarding the Project. Halifax
Water is responsible for decisions relating to the issuance, validity or award of tenders,
proposals or bids and for the resulting consequences, even where the Services require
the Consultant to review or assist in the preparation of tenders, proposals for bids and
17
the like or to make recommendations regarding them or regarding the qualification or
selection of bidders.
5.10
Halifax Water will arrange where necessary for the Consultant's access to required
locations to enable the Consultant to perform the Services.
5.11
Halifax Water will designate in writing an individual to act as Halifax Water's
representative who will have authority to transmit instructions to and receive information
from the Consultant.
5.12
Halifax Water will notify the Consultant as soon as practicable after Halifax Water or
Halifax Water's representative becomes aware of any defects or deficiencies in the
Services, or the Consulting Documents, and the Consultant shall promptly rectify at its
own expense any such defect or deficiency within the time period stipulated by Halifax
Water.
5.13
Halifax Water will obtain required approvals, licences and permits from municipal,
governmental or other authorities having jurisdiction over the Project so as not to delay
the Consultant in the performance of the Services.
5.14
Halifax Water will not enter into contracts with Advisors of Halifax Water or others that
are incompatible or inconsistent with the Services to be provided under this Professional
Services Agreement.
6.0
Certifications by the Consultant
6.1
This Part 6 Certifications by the Consultant applies only when and to the extent that the
Consultant is required to issue certifications under Schedule C - Consultant's Scope of
Services.
6.2
The Consultant will issue those certifications which the Consultant is required to give as
part of the Services with the degree of care, skill, and diligence normally provided by
Consultants issuing comparable certifications in respect of projects of a similar nature to
that contemplated by this Professional Services Agreement, based upon data
reasonably available to the Consultant.
7.0
Termination and Suspension
7.1
This Professional Services Agreement is terminated on the earliest of:
7.2
(a)
the date when the Consultant has performed all of the Services; or
(b)
the date of termination if termination occurs in accordance with this Part 7
Termination and Suspension.
If the Consultant is a natural person practising alone (and not part of a company or a
partnership) and should the Consultant die or become seriously incapacitated before
having supplied all of the Services, either Halifax Water or the estate or legal
representative of the Consultant may terminate this Professional Services Agreement
upon Notice to the other, with effect from the date of decease or, in the case of serious
incapacity, from the date of the Notice of termination.
18
7.3
If the Consultant is in material default in the performance of any of the Consultant's
obligations under this Professional Services Agreement, Halifax Water will notify the
Consultant that the default must be corrected. If the Consultant does not correct the
default within 30 days after receipt of such Notice or if the Consultant does not take
reasonable steps to correct the default if the default is not susceptible of immediate
correction, Halifax Water may terminate this Professional Services Agreement upon
further Notice to the Consultant, without prejudice to any other rights or recourses of
Halifax Water.
7.4
If Halifax Water is in material default in the performance of any of Halifax Water's
obligations set forth in this Professional Services Agreement, including but not limited to
the non-payment of Fees and Reimbursable Expenses of the Consultant in the manner
specified in this Professional Services Agreement, the Consultant will notify Halifax
Water that the default must be corrected. If Halifax Water does not correct the default
within thirty (30) days after receipt of such Notice, the Consultant may terminate this
Professional Services Agreement upon further Notice to Halifax Water.
7.5
If Halifax Water is unwilling or unable to proceed with the Project, Halifax Water may
suspend or terminate this Professional Services Agreement by Notice of thirty (30) days
to the Consultant. Upon receipt of such Notice, the Consultant will perform no further
Services other than those reasonably necessary to suspend or terminate that portion of
the Project for which the Consultant is responsible. In such event, Halifax Water will pay
the Fees and Reimbursable Expenses incurred by the Consultant up to the date of
suspension or termination.
7.6
If Halifax Water suspends performance of the Services at any time for more than thirty
(30) consecutive or non-consecutive days through no fault of the Consultant, then the
Consultant may choose to terminate this Professional Services Agreement upon Notice
to Halifax Water. In this event, Halifax Water will pay the Fees and Reimbursable
Expenses of the Consultant that are incurred and unpaid as of the date of such
termination.
8.0
Ownership and Use of Documents and Intellectual Property by Halifax Water
8.1
Halifax Water shall retain all right, title and interest in the Consulting Documents and any
and all other products or documents generated by the Consultant in connection with the
Services, whether the Services are executed/deployed or not and whether or not the
Project is completed.
8.2
The Halifax Water will be the owner of the intellectual property rights, including patent,
copyright, trademark, industrial design, and trade secrets in any product developed
through this Agreement. Licensing and marketing rights to the developed product will not
be granted in this Agreement.
8.3
Without limiting the generality of Sections 8.1 and 8.2, Halifax Water shall own all
copies, including reproducible or electronic copies, of the Consulting Documents and all
other documents generated by the Consultant in connection with the Services and shall
have unrestricted right to use the Consulting Documents and all other documents
generated by the Consultant for any purpose it deems necessary whether in connection
with the Project or otherwise.
19
[NTD: If the Consultant is to be responsible for the design in future uses or
applications, this responsibility will have to be included in the Scope of
Services for which Halifax Water has contract; otherwise future uses are at
Halifax Water's risk]
9.0
Project Ownership, Identification and Confidentiality
9.1
Halifax Water represents to the Consultant that Halifax Water is the owner of the Place
of the Work. If Halifax Water is not the owner, Halifax Water will notify the Consultant of
the identity of the owner before signature of this Professional Services Agreement.
9.2
The Consultant will be identified on Project signage and promotional material whenever
other Project design professionals are mentioned. The Consultant may refer to the
Project in the Consultant's promotional material.
9.3
Information regarding the design, functionality, equipment, management, costs, or
progress of the Project is confidential where one party has notified the other party of the
confidential or proprietary nature of such information and where such information is not
public knowledge. The parties agree not to disclose confidential information to third
parties, except to the extent required for performance of the Services or where required
by law or by mutual consent of the parties.
10.0
Insurance and Liability
10.1
Unless otherwise agreed in writing, the Consultant will carry professional liability
insurance covering the services described in the agreement and the insurance policy is
to provide coverage for an amount not less than $2,000,000.
Coverage will be
maintained continuously from the commencement of the Services until completion or
termination of the Services and, subject to availability at reasonable cost, for two (2)
years after the later of: (a) termination of the Services or (b) Substantial Completion.
10.2
Halifax Water may choose to increase the amount of the coverage of the Consultant's
professional liability insurance above that provided in Section 10.1 so as to obtain
additional insurance that is specific to the Project. The Consultant will cooperate with
Halifax Water to obtain such additional insurance, at Halifax Water's expense.
10.3
The Consultant, by way of written contract, shall require each of its Sub-Consultants to
provide, maintain, and pay for the insurances equivalent in scope and terms to those
required of the Consultant.
10.4
The Consultant shall provide Halifax Water with certificates of insurance to be provided
by the Consultant or Sub-Consultants forthwith upon execution of this Professional
Services Agreement or the subcontract, as the case may be.
10.5
If the Consultant fails to provide, maintain or pay for insurances as required by this Part,
Halifax Water shall have the right, but not the obligation, to provide, maintain and pay for
such insurances and give evidence thereof to the Consultant, in which case the cost
thereof shall, at the option of Halifax Water, be payable by the Consultant to Halifax
Water on demand or Halifax Water may deduct such costs from monies which are then
or thereafter become due and payable to the Consultant under this Agreement.
20
10.6
The Consultant shall indemnify and hold Halifax Water completely harmless against all
liability and expenses including solicitors' fees incurred by Halifax Water arising from the
Consultant's negligence in the performance of its obligations under this Professional
Services Agreement to the Consultant's performance or non-performance of the
Services. This indemnity shall survive the expiration or earlier termination of this
Agreement.
11.0
Dispute Resolution
11.1
The parties will make reasonable efforts to resolve disputes arising under this
Professional Services Agreement by amicable negotiations and agree to provide, on a
without prejudice basis, frank, candid and timely disclosure of relevant facts, information
and documents to facilitate these negotiations.
11.2
If the parties have been unable to resolve a dispute by negotiation, either party may
notify the other party that it wishes the dispute to be resolved by mediation. If the parties
are unable to agree upon the choice of mediator, either party may apply to the Supreme
Court of Nova Scotia to appoint a mediator.
11.3
Should mediation not resolve a dispute, a party may refer the unresolved dispute to
binding arbitration, to be conducted in Halifax, Nova Scotia.
11.4
Unless the parties otherwise agree, any mediation or arbitration under this Professional
Services Agreement will be conducted in accordance with the latest edition of CCDC 40
- Rules for Mediation and Arbitration of Construction Disputes, as applied to and
compatible with this Professional Services Agreement, save that arbitration will be
limited to a single arbitrator.
11.5
Any endeavour to resolve disputes arising out of this Professional Services Agreement
by negotiation, mediation or other means of dispute resolution, including arbitration, will
be conducted on a confidential basis.
SCHEDULE C
CONSULTANT'S SCOPE OF SERVICES
[NTD: To align with RFP – Insert text from RFP here]
22
Appendix 1 to Schedule C
Consultant’s Documentation Requirements
[NTD: To align with RFP – Insert text from RFP here]
23
Appendix 2 to Schedule C
Technical Documentation Manual Requirements
[NTD: To align with RFP – Insert text from RFP here]
SCHEDULE D
FEES AND REIMBURSABLE EXPENSES
[NTD: To align with RFP – Insert completed bid form here]
25
SCHEDULE E
CONSULTANT'S PROPOSAL
[NTD: If applicable, append as Schedule E those excerpts or portions of the Consultant's
Proposal that Halifax Water wishes to incorporate and have form part of Agreement.]
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