REQUEST FOR PROPOSAL No. 2152 DATE ISSUED: … Sewer Pipeline... · Sewer Pipeline CCTV, Manhole...

REQUEST FOR PROPOSAL No. 2152

Sewer Pipeline CCTV, Manhole Inspection and Related Cleaning

DATE ISSUED: March 12, 2018

Closing Location: Purchasing Department

2020 Labieux Road Nanaimo, BC

V9T 6J9

Pre-Proposal Meeting:

March 16, 2018; 9:30 am Pacific Time

Refer to 2.4 of this document for additional information

CLOSING DATE AND TIME:

Proposals must be received prior to:

April 3, 2018; 3:00 pm (15:00 hrs) Pacific Time

City Contact:

Purchasing Manager [email protected]

Late Submissions will not be considered

And

Submissions will not be opened publicly

mailto:[email protected]

Sewer Pipeline CCTV, Manhole Inspection and Related Cleaning REQUEST FOR PROPOSAL 2152

The City of Nanaimo of 66 Date Issued: March 12, 2018

TABLE OF CONTENTS

Section 1.0 Overview ................................................................................................................... 5

1.1. Project Overview ..................................................................................................................... 5

1.2. Intention of Award .................................................................................................................. 5

1.3. Term ......................................................................................................................................... 5

1.4. Price Adjustments .................................................................................................................... 5

1.5. Changes in Quantities / Services ............................................................................................. 5

1.6. Fiscal Funding Out ................................................................................................................... 5

1.7. Definitions ............................................................................................................................... 6

Section 2.0 Instructions to Proponents ....................................................................................... 8

2.1. RFP Closing Date and Submission Instructions........................................................................ 8

2.2. Signature .................................................................................................................................. 8

2.3. Contact Information ................................................................................................................ 9

2.4. Pre-Proposal Meeting .............................................................................................................. 9

2.5. Communications and Enquiries ............................................................................................... 9

2.6. Deadline Extension .................................................................................................................. 9

2.7. Amendment to Proposals ........................................................................................................ 9

2.8. Addenda .................................................................................................................................. 9

2.9. Examination of Contract Documents and Site ...................................................................... 10

2.10. Withdrawal of Proposals ................................................................................................ 10

2.11. Proponent Expenses ....................................................................................................... 10

2.12. No Claims ........................................................................................................................ 10

2.13. Liability for Errors ........................................................................................................... 10

2.14. Amendment to Agreement Documents ......................................................................... 10

2.15. Changes to RFP Document ............................................................................................. 10

2.16. Changes to the Proposal Wording and Content ............................................................ 11

2.17. Acceptance and Rejection of Proposals ......................................................................... 11

2.18. Freedom of Information and Privacy Protection Act (FOIPPA) ...................................... 11

2.19. Ownership of Proposals ................................................................................................. 11

2.20. Working Language .......................................................................................................... 11



2.21. Not a Binding Agreement ............................................................................................... 11

2.22. Debriefing ....................................................................................................................... 12

2.23. Opening of Proposals ..................................................................................................... 12

Section 3.0 General Terms and Conditions ............................................................................... 13

3.1. Acceptance of Terms ............................................................................................................. 13

3.2. The City Reserve Rights ......................................................................................................... 13

3.3. Form of Contract ................................................................................................................... 13

3.4. Independent Contractor ........................................................................................................ 13

3.5. Key Personnel ........................................................................................................................ 14

3.6. Business License .................................................................................................................... 14

3.7. Licenses and Permits ............................................................................................................. 14

3.8. Indemnity............................................................................................................................... 14

3.9. Insurance Requirements ....................................................................................................... 14

3.10. WorkSafe BC ................................................................................................................... 15

3.11. Occupational Health & Safety Prime Contractor Designation ....................................... 15

3.12. Laws of British Columbia ................................................................................................ 16

3.13. Fuel Consumption Data Reporting ................................................................................. 16

3.14. Minimum Rate of Pay ..................................................................................................... 16

3.15. Damage and Defects ...................................................................................................... 17

3.16. Assignment/Sub-Contracting of Agreement .................................................................. 17

3.17. Proponent Performance ................................................................................................. 17

3.18. Termination of Agreement ............................................................................................. 17

3.19. Cancellation .................................................................................................................... 18

3.20. Force Majeure ................................................................................................................ 18

3.21. Dispute Resolution ......................................................................................................... 18

3.22. Litigation Clause ............................................................................................................. 19

3.23. Gifts and Donations ........................................................................................................ 19

3.24. Payments – Invoicing...................................................................................................... 19

3.25. Time is of the Essence .................................................................................................... 19

Section 4.0 Evaluation and Selection Process ........................................................................... 20

4.1. Proposal Eligibility ................................................................................................................. 20



4.2. Evaluation Criteria ................................................................................................................. 20

4.3. Proposal Content ................................................................................................................... 20

4.3.1. Corporate Profile and Experience .................................................................................. 20

4.3.2. Technical Qualifications and Experience of Personnel .................................................. 20

4.3.3. Methodology and Schedule ........................................................................................... 21

4.3.4. Value Add ....................................................................................................................... 21

4.3.5. Safety .............................................................................................................................. 21

4.3.6. Proposed Pricing............................................................................................................. 21

4.4. Evaluation of Proposals ......................................................................................................... 22

4.5. Proposed Purchase Contract ................................................................................................. 22

4.6. Conflict of Interest ................................................................................................................. 23

Schedule A - Scope of Work .......................................................................................................... 24

Proposal Submission Form Checklist ............................................................................................ 55

Appendix A – Submission Form ................................................................................................. 56

Appendix B - Prime Contractor Preconstruction Meeting Form ............................................... 57

Appendix C - Fuel Reporting Consumption Worksheet – Sample............................................. 62

Appendix D – Minimum Rate of Pay ......................................................................................... 64



Section 1.0 OVERVIEW

1.1. PROJECT OVERVIEW

The City of Nanaimo requests Proposal from qualified experienced Contractors for the cleaning and CCTV inspection of approximately 27 km of sanitary sewers and 15.6 km of storm sewers including manhole cleaning and inspection in the Sanitary Sewerage Areas and the Storm Catchment Areas within the boundaries of the City of Nanaimo. The works shall be carried out in accordance with WRc Manual of Sewer Conditions Classifications (MSCC), 3rd Edition, 1993 or PACP ver 6. All CCTV video work to be completed by October 31, 2018 and all deliverables to be submitted no later than November 30, 2018. The deliverables for the individual CCTV books to be completed and delivered as per the schedule below. For more detailed information regarding the project scope, refer to Schedule A - Scope of Work.

1.2. INTENTION OF AWARD

It is the intention of the City to award the full scope of work to one Proponent.

1.3. TERM

If awarded, the term of a Contract shall be one (1) year unless terminated, cancelled or extended.

The term of the Contract may be extended or renewed at the City’s sole discretion for three (3) optional (1) year terms subject to operational requirements, budget availability, satisfactory performance reviews and successful price negotiations. The City shall not incur any liability, should it choose not to exercise its exclusive option to renew the Contract.

Firm pricing is required for the initial Contract term.

1.4. PRICE ADJUSTMENTS

Any request for price adjustments after the first term of the Contract, must be submitted to the City in writing ninety (90) calendar days prior to the commencement of the optional years. The City will review the proposed pricing and will at its sole discretion accept, negotiate or reject the pricing.

1.5. CHANGES IN QUANTITIES / SERVICES

The City reserves the right to increase or decrease the total estimated quantities / service during the term of the Contract. The unit of measure rates on [Schedule B] will be used to increase or decrease the quantities or services.

1.6. FISCAL FUNDING OUT

The Proponent acknowledges that the City cannot make financial commitments beyond the City’s current fiscal year. In this regard, the City shall annually make bona fide requests of its



approving authority for appropriations of sufficient funds to make payments covered by this Agreement. Should the approving authority not appropriate such funds, the City will notify the Proponent, as set forth below, of its intention to terminate the goods or services. This notice will also state that unless further funds are appropriated prior to the expiry of the period of the notice, the services are to be terminated and that the City shall not replace the service with substitute or comparable service by another party Such termination will take effect thirty (30) calendar days from the date of notification and will not constitute an event of default.

1.7. DEFINITIONS

The following definitions apply to the interpretation of the Bid Document:

“ADDENDUM / ADDENDA” means a change, or addition, or correction significant enough to be formally made to this RFP. Addendums are posted on the City’s website.

“AGREEMENT” means a legal document and any attachments that bind the City and all other parties subject to the provisions of the document(s).

“BUSINESS DAY” means any day from Monday to Friday inclusive, excluding statutory or civic holidays observed in British Columbia.

“CITY” means the City of Nanaimo.

“CLOSING DATE AND TIME” means the deadline for the submission of Proposals as set out herein.

“CLOSING LOCATION” means the location that all Proposals for this RFP will be accepted at.

“CONTRACTOR” or “SUPPLIER” means the Successful Proponent who enters into an Agreement with the City for the goods and/or services requested herein.

“EQUIPMENT” means the units described herein.

“MANDATORY REQUIREMENTS” means those requirements described herein, which shall be fully satisfied in order for any Proposal to be considered by the City as a qualified Proposal.

“MAY” used in this document denotes permissive.

“PROPONENT” means the Person, Company or Corporation providing a response to this RFP.

“REQUEST FOR PROPOSAL” (RFP) means the document issued by the City used to solicit submissions to provide goods, services or construction for the City.

“SHALL” or “WILL” or “MUST” used in this document denotes imperative.

“SUB-CONTRACTOR” means a legal entity approved by the City that may undertake the execution of a part of the Work pursuant to an Agreement with the Successful Proponent.

“SUBMISSION” or “PROPOSAL” means the information submitted by a Proponent in response to



this RFP.

“SUCCESSFUL PROPONENT” means a Proponent who the City may award the agreement to, as a result of this RFP document.

“WORK” means the total goods and/or services required by the RFP.



Section 2.0 INSTRUCTIONS TO PROPONENTS

2.1. RFP CLOSING DATE AND SUBMISSION INSTRUCTIONS

It is the sole responsibility of the Proponent to submit their Proposal to the Purchasing Department prior to the established closing time. Proposals received after the noted due time WILL NOT be considered. The time clock in the Purchasing Department Office is the official time piece for the receipt of all Proposals. Proposals shall be clearly marked RFP 2152 Sewer Pipeline CCTV, Manhole Inspection and Related Cleaning and received by one of the following two methods: a. By hand/courier:

Sealed Proposals must be addressed to:

City of Nanaimo Purchasing Department 2020 Labieux Road Nanaimo, BC, V9T 6J9

And include:

One (1) original hard copy and One (1) digital copy (CD/DVD/memory stick)

b. By Email: At the only acceptable electronic address: [email protected]

Electronically submitted Proposals shall be deemed to be successfully received when a new email has been received by the Purchasing Department at the City of Nanaimo. The City of Nanaimo will not be liable for any delay for any reason including technological delays, spam filters, firewalls, job queue, file size limitations, or other and late receipt of Proposals will be cause for rejection of Proposal(s).

Please note: Maximum email file size limit is 8MB. It is the Proponent’s sole responsibility to ensure they allow themselves enough time to submit their Proposal prior to the established closing date and time. Proposals received by facsimile WILL NOT be accepted.

2.2. SIGNATURE

The Proposal should be signed by a person authorized to legally bind the Bidder to the statements made in the Response to this RFP.




2.3. CONTACT INFORMATION

It is the Proponent's responsibility to clarify interpretation of any matter the Proponent considers to be unclear before the Closing Time, by contacting: Purchasing Manager Email: [email protected] Telephone: 250-756-5319

2.4. PRE-PROPOSAL MEETING

A Pre-Proposal meeting will be held to review the content of the RFP and to answer any questions of the Proponents. Meeting Place: Public Works Meeting Room 2020 Labieux Road Nanaimo, B.C. V9T 6J9. Meeting Date: Friday March 16, 2018 Meeting Time: 9:30 am pm to 10:30 am High visibility vests or jackets must be worn by those attending the meeting at the Public Works Yard.

2.5. COMMUNICATIONS AND ENQUIRIES

All enquiries regarding this RFP are to be directed in writing or by email. Information obtained from any other source is not official and should not be relied upon. Enquires and responses will be recorded and may be distributed to all Proponents at the City of Nanaimo’s option. All enquiries must be received no less than five (5) business days before the established close date. Questions received after this date will be responded to at the City’s discretion and responses cannot be guaranteed.

2.6. DEADLINE EXTENSION

Any request for an extension to the closing date will only be considered if received by the Purchasing Department no less than five (5) business days before the established closing date.

2.7. AMENDMENT TO PROPOSALS

Proposals may be amended in writing and delivered to the closing location before the closing time but not after. Such amendments should be signed by the authorized signatory of the Proponent and either hand delivered or emailed to the Purchasing Department.

2.8. ADDENDA

If the City determines that an Addendum is necessary, the City’s designate will post an Addendum on the City’s website, and shall become part in parcel part of the RFP Document(s). Upon submitting a Proposal, Proponents are required to acknowledge each of the Addenda and each




will become part of the submission.

It is the responsibility of the Proponent to ensure that it has retrieved any and/or all Addenda/Addendum issued prior to the Closing Date and Time.

2.9. EXAMINATION OF CONTRACT DOCUMENTS AND SITE

Proponents will be deemed to have carefully examined the RFP, including all attachments, Schedules, the Contract and the Site (as applicable) prior to preparing and submitting a Proposal with respect to any and all facts which may influence the Proposal.

2.10. WITHDRAWAL OF PROPOSALS

The Proponent may withdraw their Proposal at any time prior to the Proposal Closing Time by submitting a written withdrawal letter to the City’s Purchasing Department and the Proposal will be returned.

2.11. PROPONENT EXPENSES

Proponents are solely responsible for their own expenses in preparing and submitting Proposals, and for any sample requests, meetings, negotiations or discussions with or presentations to the City or its representatives and consultants, relating to or arising from this RFP.

2.12. NO CLAIMS

The City and its representatives, agents, consultants and advisors will not be liable to any Proponent for any claims. Whether for costs, expenses, losses or damages, or loss of anticipated profits, or for any other matter whatsoever, incurred by the Proponent in preparing and submitting a Proposal, or participating in negotiations for an Agreement, or other activity related to or arising out of this RFP.

2.13. LIABILITY FOR ERRORS

While the City has taken considerable effort to ensure an accurate representation of information in this RFP, the information contained is supplied solely as a guideline for Proponent. The information is not guaranteed or warranted accurate by the City, nor is it necessarily comprehensive or exhaustive. Nothing in this RFP is intended to relieve the Proponent from forming their opinions and or conclusions with respect to the Work as described in this RFP.

2.14. AMENDMENT TO AGREEMENT DOCUMENTS

The Agreement Document shall not be amended except as specifically agreed upon in writing and signed by both the City’s designate and the Successful Proponent.

2.15. CHANGES TO RFP DOCUMENT

Proponent must not alter any portion of this RFP document, with the exception of adding the information requested on the forms where necessary. To do so may invalidate the submission of its Proposal.



2.16. CHANGES TO THE PROPOSAL WORDING AND CONTENT

The Proponent is not allowed the opportunity to change the wording or content of its Proposal after the Closing and Time, and no words will be added to the Proposal, including changing the intent or content of the presentation of the Proposal, unless requested by the City (e.g. minor clarifications).

2.17. ACCEPTANCE AND REJECTION OF PROPOSALS

This RFP does not commit the City, in any way to select any Proponent or accept any Proposal and the City reserves the right in its sole discretion to postpone or cancel this RFP at any time for any reason whatsoever and to proceed with the Services in some other manner separate from this RFP process.

Proponents are advised that the lowest or any Proposal may not necessarily be accepted and the City reserves the right to reject or accept any or all Proposals in whole or in part at any time without further explanation.

Proponents are cautioned to carefully read and follow the instructions stated herein as the City reserves the right to disqualify any Proposal that fails to meet any of the requirements of this RFP.

If any Proposal contains a deficiency or fails in some way to comply with any requirement of the RFP, which in the opinion of the City is not material, the City may waive the defect and accept the Proposal. The determination of whether or not to disqualify or otherwise remove any Proposal from the evaluation process will be made in the sole discretion of the City.

2.18. FREEDOM OF INFORMATION AND PRIVACY PROTECTION ACT (FOIPPA)

The contents of the Proposal are subject to the Freedom of Information and Privacy Protection Act (FOIPPA). The Proponent should note within its Proposal whether it considers any part of the Proposal as proprietary or trade secret. The City attempts to keep, to the best of its ability, proprietary or trade secret material confidential, only to the extent permitted by law. Notwithstanding the foregoing, the City has the sole discretion in determining whether any part(s) of Proponent Proposals contain information that is exempt from FOIPPA legislation.

2.19. OWNERSHIP OF PROPOSALS

All Proposals submitted, other than any Proposal withdrawn prior to the Closing Date and Time of Proposals or any late Proposals, become the property of the City and will not be returned to Proponents.

2.20. WORKING LANGUAGE

The working language of the City is English and all Proposals must be submitted in English.

2.21. NOT A BINDING AGREEMENT

Issuance of this RFP, the Proponent’s preparation of a Proposal, and the subsequent receipt and evaluation of the Proposal by the City does not obligate the City in any manner whatsoever,



including awarding an Agreement to any Proponent. Only the full execution and delivery of the final Agreement Documents between all parties will obligate the City in accordance with the Agreement terms and conditions.

2.22. DEBRIEFING

Proponents may request a debriefing which may be made available at the City’s convenience and must be made within thirty (30) calendar days of notification of award. The intent of the debriefing is to aid the Proponent in presenting a stronger Proposal in subsequent procurement opportunities. Any debriefing provided is not for the purpose of providing an opportunity to challenge the procurement process. The City will provide a debriefing upon request, after an Agreement award has been completed.

2.23. OPENING OF PROPOSALS

Proposals will not be opened publicly.



Section 3.0 GENERAL TERMS AND CONDITIONS

3.1. ACCEPTANCE OF TERMS

All the terms and conditions of this RFP are assumed to be accepted by the Proponent and incorporated in its Proposal, except those revisions that are proposed or requested in the Proposal and accepted by the City.

3.2. THE CITY RESERVE RIGHTS

The City reserves the right to: a. Waive any irregularity or insufficiency in any Proposal; b. Accept the Proposal which is deemed most favourable to the interest of the City; c. Accept any Proposal in whole or in part; d. Seek Proposal clarification with the Proponents to assist in making evaluations; e. Negotiate with the selected Proponent; f. Approve substitutions for the Goods or personnel for the Work; g. Use any and all ideas presented in any Proposal whether amended or not, and selection

or rejection of the proposal does not affect this right; h. Reject any or all Proposals; i. Contact references other than, and/or in addition to, those furnished by the Proponent; j. Modify the terms of the RFP at any time in its sole discretion; up to the Closing Date and

Time; k. Internally publish the names of Proponents and any summary cost information deemed

appropriate by the City; and l. To request clarification from one or more than one Proponent with regard to pricing

that is obviously unbalanced.

3.3. FORM OF CONTRACT

2. If awarded, the form of Contract for this RFP solicitation will include and consist of: a. This RFP document, including any attachments and Addenda as issued by the City; a. The successful Proponent’s (Contractor’s) submission; b. The City’s official purchase order; c. City of Nanaimo Business License; d. Certificate of Insurance e. WorkSafeBC; and f. Those parts not referenced to above, but may be mutually agreeable by all applicable

parties.

3.4. INDEPENDENT CONTRACTOR

The Contractor, their Sub-Contractors, the officers, directors, shareholders, partners, personnel, affiliates and agents of the Contractor and Sub-Contractors are not, nor are they to be deemed to be partners, appointees, employees or agents of the City.



3.5. KEY PERSONNEL

The City may require the Contractor to submit to the City a list of Key Personnel (inclusive of Sub-contractors), which the Contractor is proposing for performance of the Work. If the Contractor’s list of its proposed Key Personnel has been approved by the City, the Contractor must not make any substitution of the approved Key Personnel without prior written consent of the City. The City’s consent must not be reasonably withheld however the Contractor’s substitute must be of equivalent experience or qualifications or both. Should the City object to any person employed or sub-contractor used by the Contractor on the Work, the Contractor shall remove such person from the Work, it being understood and agreed that the City's non-objection to any person or sub-contractor employed by the Contractor on the Work shall not be deemed to be an approval of the City of such person, or such sub-contractor, and the Contractor, by reason of such non-objection or by the reason of the City's approval of any person or sub-contractor employed by the Contractor, shall in no way be relieved from his responsibility for the employment of such person or sub-contractor or from the performance and fulfillment of the Work.

3.6. BUSINESS LICENSE

At its own expense, the Successful Proponent shall obtain and maintain a current City of Nanaimo or Inter-Community Business Licensee for the duration of the Agreement term.

3.7. LICENSES AND PERMITS

The Successful Proponent will provide and pay for all licenses and permits required to carry out the work.

3.8. INDEMNITY

The Successful Proponent (Contractor) agrees to indemnify, defend and save harmless the City, including and without limitation, to its Council Members, agents, servants and employees. This will be from and against all suits, claims, demands, losses, damages, expenses and costs made against or incurred, suffered or sustained by the City at any time or times (either before or after the expiration or termination of this Agreement). Where the same or any of them are based upon or arise out of or from anything done or omitted to be done by the Contractor or by any servant, employee, officers, director or Sub-Contractor, the Contractor pursuant to the Agreement excepting always liability out of the independent acts of the City.

3.9. INSURANCE REQUIREMENTS

The Successful Proponent (Contractor) must, without limiting the Proponent’s obligations or liabilities and at the Contractor’s own expense, purchase and maintain throughout the Agreement term the following insurances with insurers licensed in Canada in forms and amounts acceptable to the City of Nanaimo, and shall also require such insurance to be purchased and maintained by all Sub-Contractors engaged in connection with the Agreement.



a) Comprehensive General Liability Insurance in an amount not less than $2,000,000 with a provision naming the City as an additional insured and a Cross Liability clause.

b) Motor Vehicle Insurance, including Bodily Injury and Property Damage in an amount no less than $2,000,000 per accident with the Insurance Corporation of British Columbia on any licensed motor vehicles of any kind to be used to carry out the Work.

c) Contractor’s Equipment Insurance is required for all equipment owned or rented by the Contractor and employees that provides coverage against all risks of loss or damage.

d) A provision requiring the Insurer to give the City a minimum of fifteen (15) days’ notice of cancellation or lapsing or any material change in the insurance policy.

The Contractor must provide to the City, prior to the commencement of the Services, a certificate of insurance or other evidence that satisfied the City that the required insurance has been acquired and is in force.

The Contractor is responsible for any deductible amounts under the policies. The cost of the required insurance by this RFP shall be included in the Contractor’s fees.

3.10. WORKSAFE BC

The Successful Proponent (Contractor) and any approved Sub-Contractors must be registered in good standing with WorkSafe BC, in which case WorkSafe BC coverage must be maintained for the duration of the Agreement. The Contractor agrees and shall:

a. Provide at its own expense the necessary WorkSafe BC compensation coverage for all its employees and partners employed or engaged in the execution of the Work;

b. Remain current with all assessment reporting and payments due there under and shall comply in every respect with the requirement of the WorkSafe BC Act and Regulations; and

c. Be solely responsible for to ensure that all Sub-Contractors have proper WorkSafe BC coverage.

The Contractor will ensure compliance with and conform to all health and safety laws, by-laws or regulations of the Province of British Columbia, including without limitation the Workers Compensation Act and Regulations pursuant thereto.

3.11. OCCUPATIONAL HEALTH & SAFETY PRIME CONTRACTOR DESIGNATION

The Successful Proponent (Contractor) shall be designated and assumes the responsibility as the Prime Contractor per WorkSafe BC OH&S Regulations Section 20.2 Notice of Project and 20.3 Coordination of Multiple Employer Workplaces and Workers’ Compensation Act, Section 118 Coordination of Multiple-Employer Workplaces subsections (1) and (2). The Contractor must understand the general duties of the Owner as defined in the Workers’ Compensation Act, Section 119 General Duties of Owner. The Contractor must have the necessary qualification and be willing to accept the responsibilities as Prime Contractor for this Contract. Prime Contractor Preconstruction Meeting Form is included in Appendix B.



3.12. LAWS OF BRITISH COLUMBIA

Any Agreement resulting from this RFP will be governed by and will be construed and interpreted in accordance with the laws of the Province of British Columbia.

3.13. FUEL CONSUMPTION DATA REPORTING

The City is required to track and report on contracted emissions derived from fossil fuel consumption used to operate vehicles, equipment and machinery. These include (but are not limited to) gasoline, diesel, propane, and bio-fossil fuel blends.

The Contractor shall communicate the quantity of fuel used to operate vehicles, equipment, and machinery as part of the delivery of Landscape Services described in this Agreement on an annual basis. Fuel consumption associated with the provision of these Landscape Services must be provided to the City of Nanaimo within thirty-one (31) days of the calendar year ending December 31 annually. Data provided should be completed as outlined on the Contractor Fuel Reporting Consumption Worksheet Appendix C.

3.14. MINIMUM RATE OF PAY

Collective Agreement between the City of Nanaimo and Canadian Union of Public Employees, Local 401 Article 31 – Contract or Sub-Contracts

This agreement shall be subject to the following condition:

“Minimum rate of pay for work performed under this Agreement or under Sub-Contract shall be as classified in the current Agreement between the City of Nanaimo and Canadian Union of Public Employees, Local 401.”

In the event the City has concerns that a Contractor is in violation of Article 31, the following shall apply:

a. The City shall immediately inform the Contractor of its concerns and require the Contractor to comply.

b. The City shall follow up Agreement and if violation still exists within thirty (30) days provide written request for compliance.

c. If violation continues, the City shall provide second request within a further thirty (30) days and demand compliance or Agreement forfeiture may occur.

d. If violation continues, the City shall provide final request within a further thirty (30) days and may give two weeks’ notice for failure to comply with provision of Agreement.

e. The City may terminate the Agreement and/or withhold funds and/or require the Contractor to submit appropriate monies to rectify the breach of Agreement.

f. If the City does not require forfeiture, such decision must be for bona fide operational or legal reasons.

g. Notwithstanding the above, the City may proceed to (d) or (e) directly. Further information is contained in Appendix D.



3.15. DAMAGE AND DEFECTS

The Successful Proponent shall use due care so that no persons are injured, or no property damaged or lost in providing the Work. The Successful Proponent shall be solely be responsible for all loss, damages, costs and expenses in respect of any injury to persons, damage of property, or infringement of the rights of others incurred in the performance of the Work or caused in any other manner whatsoever by the Successful Proponent or its employees. The Successful Proponent shall rectify any loss or damage for which, in the opinion of the City, the Successful Proponent is responsible, at no charge to the City and to the satisfaction of the City.

Alternatively, the City may repair the loss or damage and the Successful Proponent shall pay to the City the costs of repairing the loss or damage upon demand from the City. Where, in the opinion of the City, it is not practical or evaluation to repair the loss or damage, the City may estimate the cost of the loss or damage and deduct such estimated amount from the amount owing to the Successful Proponent.

3.16. ASSIGNMENT/SUB-CONTRACTING OF AGREEMENT

The Successful Proponent shall not assign or Sub-Contract its obligations under the Agreement, if any, in whole or in part, without prior written approval of the City’s designate.

3.17. PROPONENT PERFORMANCE

The Contractor will be evaluated on their performance throughout the term of this Agreement. Achieving less than a satisfactory rating under the evaluation will result in notification and the Contractor will be required to create and implement a corrective action plan that addresses any shortfall in the performance. If the Contractor fails to create or implement the corrective action plan or if the Contractor’s performance level does not improve The City may take further action including but not limited to cancelling the Agreement and/or suspension of the Contractor from future bidding opportunities.

3.18. TERMINATION OF AGREEMENT

The City reserves the right, at its sole discretion, to terminate the Agreement, in whole or in part, if the Successful Proponent receives three (3) written notices for any one or more of the following reasons: Failure to deliver the promised Services at the required time and location; or Failure to provide qualified personnel to perform the Services; or Failure to provide satisfactory Work; or Fails to meet the City’s standard of expected and agreed level of Services and

performance; or Performing unsafe acts while on City property that could pose a threat to the safety of

the City Staff or Public: Safety infractions; or Places unknown Personnel, Sub-Contractor or assignment of the Services to others; or



Is found to be in default or arrears standing at WorkSafe BC; or Fails to provide the necessary insurance or if the required insurance lapses; expired

insurance (CGL or Auto); or Expired business license; or Any other reason considered appropriate, at the sole discretion of the City.

Upon termination of the Agreement, the City will be under no further obligation to the Successful Proponent, except to pay to any outstanding amounts that the Successful Proponent may be entitled to receive up to the date of termination. Such termination will not result in any penalty to the City.

3.19. CANCELLATION

The Agreement may be cancelled by either party for any reason without cause or penalty upon ninety (90) calendar day’s written notice.

3.20. FORCE MAJEURE

Neither party will be liable for any failure or delay to perform that party's obligations resulting from any cause beyond that party's reasonable control. This will include but not be limited to fires, explosions, floods, strikes, Work stoppages or slowdowns or other industrial disputes, accidents, riots or civil disturbances, acts of civil or military authorities,

3.21. DISPUTE RESOLUTION

The parties will make reasonable efforts to resolve any dispute, claim, or controversy arising from the Agreement; using the dispute resolution procedures set out in this section or otherwise agreed upon.

a. Negotiation: The parties will make reasonable efforts to resolve any Disputes by amicable negotiations and will provide frank, candid and timely disclosure of all relevant facts, information and documents to facilitate negotiations.

b. Mediation: If all or any portion of a Dispute cannot be resolved by good faith negotiations within (30) days, either party may by notice to the other party refer the matter to mediation. Within (7) days of delivery of the notice, the parties will mutually appoint a mediator. If the parties fail to agree on the appointment of the mediator, then either party may apply to the British Columbia International Commercial Arbitration Centre for appointment of a mediator. The parties will continue to negotiate in good faith to resolve the Dispute with the assistance of the mediator. The place of mediation will be Nanaimo, British Columbia. Each party will equally bear the costs of the mediator and other out-of-pocket costs, and each party will bear its own costs of participating in the mediation.

c. Litigation: If within (90) days of the request for mediation the Dispute is not settled, or if the mediator advises that there is no reasonable possibility of the parties reaching a negotiated resolution, then either party may without further notice commence litigation.



3.22. LITIGATION CLAUSE

The City may, in its sole discretion reject a Proposal submitted by Proponents if the Proponent, or any officer or director of the Proponent is or has been engaged either directly or indirectly through another corporation in a legal action against the City, its elected or appointed officers and employees in relation to:

a. Any other Agreement and or contract for works or Services; or b. Any matter arising from the City’s exercise of its powers, duties or functions under the

Local Government Act for another enactment Within five (5) years of the date of this Request for Proposal.

In determining whether to reject a Proposal under this clause, the City will consider whether the litigation is likely to affect the affect the Proponent’s ability to work with the City, its consultants or representatives. In addition, whether the City’s experience with the Proponent indicates that the City is likely to incur increased staff and legal costs in the administration of this Agreement if it is awarded to the Proponent.

3.23. GIFTS AND DONATIONS

The Contractor will ensure that no representative of the Contractor will offer or extend any entertainment, gift, gratuity, discount, or special service, regardless of value, to any employee of the City. The Contractor will report any attempt by any employee of the City to obtain such favours to the City of Nanaimo’s Chief Administrative Officer.

3.24. PAYMENTS – INVOICING

All invoices will include the following information: a. Company Name, billing address; b. Invoice date; c. Purchase Order number, Contract No and vendor No; d. City’s Work Order Number (Call for Service); e. Description of services performed; f. Unit Price; g. Extended Price; h. All additional work, if and when requested and approved by the City’s Contract

Administrator or designate will be shown as a separate line item on the invoice. i. Invoices shall show all applicable taxes separately; and j. Invoices must be clear and no mixing of utility types is permitted. Invoices shall be

only for the specified utility type book area. The Contractor shall be paid NET (30) days from receipt of invoice and acceptance of goods and/or services, whichever is the later, unless alternate payment terms have been agreed to between the Contractor and the City.

3.25. TIME IS OF THE ESSENCE

The Contractor acknowledges that time is of the essence with respect to the contract, if awarded.



Section 4.0 EVALUATION AND SELECTION PROCESS

To assist in receiving similar and relevant information, and to ensure your Proposal receives fair evaluation, the City asks Proponents to provide the following information.

4.1. PROPOSAL ELIGIBILITY

In order for Proposals to be eligible, they must:

a) Be received on or before the established closing date and time at the location specified; b) Written in English; and c) Include a copy of the Appendix A - Submission Form signed by an individual authorized to

do so on behalf of the Proponent. PROPOSALS NOT IN COMPLIANCE WITH THE MANDATORY REQUIREMENTS WILL BE REJECTED.

4.2. EVALUATION CRITERIA

The following criteria identify the key components on which Proposals will be evaluated.

Item Evaluation Criteria Weight 1. Company Profile and Experience 10 2. Technical Qualifications and Experience of Personnel 40 3. Methodology and Schedule 20 4. Value Add 5 5. Safety 5 6. Proposed Pricing 20

TOTAL 100

4.3. PROPOSAL CONTENT

Proposals submitted should be in enough detail to allow the City to determine the Proponent’s qualifications and capabilities from the documents received. Every effort should be made to include complete details of the proposed work as indicated below.

4.3.1. CORPORATE PROFILE AND EXPERIENCE

a. Provide a brief summary of your company including the marketplace currently served, and how long the company has operated under the current company name.

b. Provide the number of employees. c. Provide information regarding the services currently provided. d. Provide what you consider as your Company’s competitive advantage or your added value

over other Companies. e. Describe all initiatives, policies or programs that illustrate your company’s efforts towards

sustainable practices and responsibility. (Social/Ethical, Environmental)

4.3.2. TECHNICAL QUALIFICATIONS AND EXPERIENCE OF PERSONNEL

a. Describe your current workforce, the number of field service employees.



b. Provide information on the Key Personnel proposed to perform the Work, their background experience and qualifications.

c. Identify the proposed person or persons who would be the City’s main point of contact. Provide their role in the organization, experience and qualifications. Attached a copy of their resume

d. If different from above, identify the Superintendent who would be assigned. Provide their experience and qualifications. Attached a copy of their resume

e. Identify the CCTV Operators who would be assigned to perform the Work. Submit copies of their current PACP certification.

f. List sub-contractors proposed including their roles, expertise, experience, reference and the Proponent’s history with each, if applicable.

g. Provide information of up to three (3) completed projects of similar or greater magnitude that have been successfully completed within the past three (3) years. Preferably these projects would involve the same personnel as proposed. Include a reference for each project including name and contact information. References may be contacted and their response may be used to form part of the evaluation score.

4.3.3. METHODOLOGY AND SCHEDULE

a. Provide a brief summary of how your company would manage the City’s contract, if successful.

b. Complete and submit the proposed Schedule C Schedule of Work. c. List all equipment and vehicles to be used in the performance of the Contract. Include the

make, model, year, and if owned or rented. d. Provide a work plan to address the Scope of Work through a series of tasks or work

activities. e. Submit a sample of CCTV and Manhole inspection report, CCTV and MH Title Pages, digital

video and corresponding digital reports / title pages on HDSD 32 GB class 10 Media Card.

4.3.4. VALUE ADD

a. Address any value services that could be provided to the City including applicable costs to the City, if any.

4.3.5. SAFETY

a. Describe your company’s health and safety program. b. Describe how filed personnel are trained on safety and the frequency of the training. c. Provide information to confirm WorkSafe BC training compliance in confined space entry,

ventilation requirements, atmospheric monitoring, personal protective equipment and Safe work procedures for personnel.

4.3.6. PROPOSED PRICING

Complete and submit Schedule B – Price Submission Form.



4.4. EVALUATION OF PROPOSALS

Proposals will be evaluated on a category basis as follows:

Stage 1 – Proposal Eligibility

The City will examine all Proposals that meet the eligibility requirements as set out herein.

Stage 2 – Weighted Evaluation

The City will evaluate the eligible Proposals based on the Evaluation Criteria in 5.3 using a weighted evaluation scoring method. Proposals will be evaluated using a scoring scale of 1-5 with the resulting score then multiplied by the pre-determined weighted evaluation value for each particular criterion. The weighted score for each item will be added together to arrive at an aggregate (total) score for the evaluation and ranking for all Proposals. The City will assign scores at the sole discretion of the City. Where priced Proposals are required, the following equation will be used to allocate the points. The lowest proposed price will receive the full value of the allocated points. Each additional Proponent will receive a percentage of the total possible points by dividing the proposed price into the lowest price. i.e. lowest proposed price is $10.00 from Proponent A and the allocated points for pricing is 10 points. Proponent A receives 10 points. Proponent B submits a proposed price of $12.00. Proponent B receives 8 points ($10.00/$12.00*10=8)

Stage 3 – Proposal Clarification

The City may at their sole discretion, invite one or more Proponents for an interview, presentation or request further clarification to address any questions or clarifications relating to Proposals. Proponents will be responsible for any costs associated with the preparation for, and attendance at, the interview, to take place at a specified location within the City. An interview can be by a format selected by the City (i.e. in-person, phone, conference call, or other.)

The City may conduct credit and reference checks as part of the evaluation process, and may request additional financial information from any Proponent, at The City’s sole discretion.

Stage 4 – Re-evaluation and Adjusted Scores

The City may, if necessary, re-evaluate and assign adjusted scores to the previously determined scores of the Proponents invited for an interview based on the new or updated information received.

4.5. PROPOSED PURCHASE CONTRACT

Proponents need to identify any specific provisions contained in this RFP with which it is unwilling or unable to comply.



4.6. CONFLICT OF INTEREST

Proponents are to include a statement in their Proposal indicating whether or not the firm or any individuals proposed to work on the Agreement has a possible conflict of interest, and, if so, the nature of that conflict. The Municipality reserves the right to cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the project to be developed by the awarded respondent. The Municipality’s determination regarding any questions of conflict of interest shall be final.



SCHEDULE A - SCOPE OF WORK PART A: GENERAL 1.0 Work Regulations and Requirements

.1 Work to conform to all applicable regulations of WorkSafe BC (WSBC). Confirm training compliance in the following:

a. Confined space rescue b. Confined space entry c. Ventilation d. Atmospheric monitoring e. Self-contained breathing apparatus f. Personal protective equipment

.2 Provide written confirmation to the City’s Contract Administrator that workers are fully trained in confined space entry practices and of equipment required for confined space entry and SafeWork procedures. Contractor shall ensure all confined space entry record documents are available for review at the City Contract Administrator’s request.

.3 CON Traffic and Highway Bylaw 1993, No. 5000 and its amendments require a Works in City Streets Permit. This can be obtained from Engineering. For Traffic Control the City follows the Traffic Control Manual for Works on Roadways, (Second Office Edition) – Ministry of Transportation and Infrastructure (MOTI).

.4 Quality control of all information collected for CCTV and MH inspections shall be in compliance with the specifications contained herein. All information collected shall be compiled in a book and each book shall be presented in the required timeline for City quality review. Any deficiencies shall be brought forward for the Contractor to reconcile within ten (10) days. Multiple deficiencies may result in a Quality Meeting to review and ensure the quality of the books is maintained. Failing to address the deficiencies may result in the contract being cancelled.

PART B: CLEANING AND FLUSHING OF SEWERS - MOESS SECTION 6.60 1.0 GENERAL Section 6.60 refers to those portions of the Work that are unique to the requirements for cleaning

of new and existing sanitary, storm pipes and culverts. 1.1 Related Work

.1 Traffic Regulation CON Traffic and Highway Bylaw 1993 No. 5000

.2 Closed Circuit Television Pipeline Section MOESS 6.64

.3 Manhole Inspection Surveys Section MOESS 6.67 1.2 References

.1 These specifications may be referenced to and interpreted simultaneously with all other sections of the City of Nanaimo Manual of Engineering Standards and Specifications (MOESS) pertinent to the works described herein.



1.3 Terminology

.1 Cleaning is defined as the removal of all debris including: gravel, sand, rocks (to 200mm in diameter), grease and other deleterious material as determined solely at the discretion of the City’s Contract Administrator. General Rule: 1.5 hours flushing per 100m of pipe (water tank-up and dewatering time solely at contractor’s expense)

1.4 Scheduling of Work

.1 The Schedule of work to minimize interruptions to existing services.

.2 Maintain existing flow during sewer cleaning and debris removal unless directed otherwise in contract document.

.3 Schedule work during non peak flow periods to allow for good scouring /cleaning of sewer, unless otherwise specified by City’s Contract Administrator.

.4 Any deficiencies in Lateral Service, pipe cleanliness, CCTV observations or video product submitted as a result of Schedule A PART B 1.4.2, 1.4.3, 3.1.3 and 3.1.5 shall be rectified at contractor’s expense to the satisfaction of the City’s Contract Administrator.

.5 All CCTV video work to be completed by October 31, 2018 and all deliverables to be submitted no later than November 30, 2018. The deliverables for the individual CCTV books to be completed and delivered as per the schedule below.

Each CCTV book to be submitted to City’s Contract Administrator within 10 working days of completion of fieldwork. The order of CCTV books is not to be changed without written authorization from the Contract Administrator.

Any revisions or corrections to CCTV or MH reports need to be submitted within 10 working days of City of Nanaimo Quality review.

1.5 Measurement for Payment .1 All payments will be made at the established unit rates submitted on Bid Form for the actual

quantity of Work performed. .2 The Sewer cleaning will be measured in lineal metres. .3 The Measurement for sanitary sewer cleaning and debris removal to be determined from plan

distances and periodically confirmed by surface measured distances with a calibrated measuring device. This calibration shall be documented and submitted monthly or for every 5000 linear meters to the City’s Contract Administrator.

.4 The Measurement for storm sewer cleaning and debris removal to be determined from plan distances and periodically confirmed by surface measured distances with a calibrated measuring device.

.5 Manhole inspections and cleaning will be based on the unit price.

.6 Root cutting must have prior approval from the Contract Administrator or authorized designate and if required and approved, will be measured in hours at the hourly rates submitted. Measurement will be determined from the difference in time between when the cutting tool is engaged at the face of the manhole to when it exits on completion of the root removal process.



Hourly rate for root cutting will not include any watering up, de-watering or set-up time requirements for cutter head modifications.

2.0 PRODUCTS 2.1 Equipment

.1 The high velocity cleaning equipment is to be capable of providing a minimum flow of 4.0 litres per second at 13,800 kPa. The cleaning nozzles are to be hydraulically or hydro-dynamically propelled and capable of producing an effective scouring action to completely clean the pipe. The equipment to include a water tank, pumps and hydraulically driven hose reel. Equipment to include a wash down gun for cleaning manholes and an approved back flow preventing device for water tank filling.

.2 The debris removal equipment to consist of a vacuum pump complete with positive displacement pumps or fans producing a minimum of 700 l/s air movement. The equipment is to be capable of removing debris at a minimum of 4.5 metres vertical head. Suction hose to be a minimum of 150 mm diameter. Debris tank to be water-tight and capable of returning the liquid portion of the debris to the sewer at the City’s Contract Administrator’s or authorized designate pre-arranged location.

.3 The debris cutting equipment is to be an accessory or attachment to hydraulic cleaning equipment. The equipment is to be capable of removing heavy roots and solid debris such as encrustation and grease.

.4 The sewer plugs are to be designed to stop and/or reduce flow from upstream sewer. Sewer plugs to be equipped with a tethering mechanism to allow for securing during the flow reduction operation and their subsequent removal. Sewer plugs can only be used with the direct approval of the City’s Contract Administrator and their use shall not incur any extra expense to the City.

.5 Backflow prevention valves for the purpose of drawing water from the City hydrants to have air gap and Red/White valve and must be pre-approved by the City’s Water Maintenance Department. Water Tank up must be from the approved hydrant listing. Notification to Water Dept of hydrant use shall be on a daily basis prior to use.

.6 The Air ventilation equipment shall meet WSBC Requirements or better. City uses ventilation equipment capable of providing a minimum of 544 cubic feet / min through two (2) 90 degree bends. Equipment to be provided, on a when, and if required basis, at no cost to the City.

.7 The Pin Locator / Metal Detector shall be capable of identifying buried castings.

.8 Gas monitoring Device (4 gases – Oxygen, Carbon Monoxide, Hydrogen sulphide, and lower explosive limit).

.9 Flushing hose rollers for easement work.

.10 Screw valve for fire hydrant spigot for water tank up (ball valves will not be accepted)

3.0 EXECUTION 3.1 Sewer Cleaning

.1 Clean all pipelines as specified in contract documents. Notify Contract Administrator immediately in the event that additional debris is observed after four passes. General Rule: 1.5 hours of flushing per 100m of pipe



.2 Notify all affected residence connected to the sanitary sewers in writing of proposed sewer cleaning and CCTV inspection process. Notice to be distributed two (2) working days in advance of flushing. Notice to include Contractor’s name and contact information.

.3 Begin cleaning from the upstream sewer in the system and proceed downstream. Under no circumstances is the sewer cleaning process to proceed downstream until all contributing upstream sewers have been cleaned. Sewers are to be cleaned in the direction of flow.

.4 Manholes to be washed down with high pressure wand AFTER manhole inspection has been completed. Those manholes showing debris will be effectively cleaned with a post cleaning picture supplied and labeled accordingly. All Manholes shall be cleaned including the surrounding asphalt surface area (1.5m surround) prior to leaving location of specific manhole inspection.

.5 Remove debris by vacuum pumping it at each of the manhole. Do not pass debris from manhole to manhole. Debris chains at the downstream Manhole shall be secured to prevent transfer into the downstream line causing a sewer blockage situation.

.6 Dispose of debris at approved dump site such as the Regional District of Nanaimo’s landfill shall be provided solely at contractor’s Cost and shall not include any travel time expenses to the City.

.7 Comply with applicable CON Environmental laws in regard to discharge of flushing water

.8 Provide Environmental Silt Control when discharging storm water from outlet structure into environmentally sensitive Area (Place and Monitor Filter cloth and Hay Bales every 20m in discharge channel) - solely at contractor’s Cost.

.9 Requests for extra work orders (EWO’s) need to be pre-approved by the City’s Contract Administrator or his designate prior to the commencement of additional works.

.10 Contractors must fill out / complete City supplied Pipeline Flushing Sheet.

.11 48 hour notification for arrangement to obtain access key(s) for secured areas.

3.2 De-Watering Locations .1 Decanting of liquid waste accumulated during debris removal is permitted at a controlled release

rate, to a maximum of 8 litres per second, at a location approved by the CCTV City’s Contract Administrator or authorized designate.

.2 Notifications shall be made to City’s Contract Administrator for access to dewatering locations when used. - Solely at Contractor’s Cost

3.3 Water Supply .1 Water may be supplied from CON fire hydrants upon approval by the City of Nanaimo’s Water

Maintenance Department for a Hydrant Use Permit. If the approved hydrant list is being used, the Water Maintenance Department must also confirm use of the hydrant # and duration of use. The contractor will also notify the City of Nanaimo Fire Department when using a fire hydrant for direct draw purposes and state location and duration of the fire hydrant in use.

3.4 Root Removal .1 The Contractor is to obtain City’s Contract Administrators approval prior to undertaking any root

cutting.



.2 Provide an entire section Pre Root Cut CCTV inspection to confirm absence of any utilities (Hydro, Tel, Cable, Gas, or any C.O.N. Utilities) – Paid by the unit of measure at the unit price for the CCTV Inspection (Video and Cleaning) within Roads and Easements. [Contractor is required to provide a BC ONE utility confirmation check prior to initiating any root cutting procedures - solely at contractor’s expense].

.3 Run root cutter through entire section of pipeline from manhole to manhole or end of pipe to end of pipe. Paid at the hourly rates for additional Work, if and when requested and approved by the City’s Contract Administrator or authorized designate.

.4 Use root cutter head appropriately sized for the diameter of the pipeline.

.5 Confirm and provide, through CCTV inspection, that roots have been removed to the satisfaction of the City’s Contract Administrator – Paid by the unit of measure at the unit price for the CCTV Inspection (Video Only) within Roads and Easements.

PART C: CLOSED CIRCUIT TELEVISION PIPELINE INSPECTION - MOESS SECTION 6.64 1.0 GENERAL

.1 MOESS Section 6.64 refers to those portions of the work that are unique to the requirements for inspecting new and existing sanitary, storm pipes and culverts by closed circuit television. It is the City’s preference that this section be referenced to and interpreted simultaneously with all other sections pertinent to the works described herein.

1.1 Related Work .1 Traffic Regulation CON Traffic and Highway Bylaw 1993, No. 5000 .2 Manhole Inspection MOESS Section 6.67 .3 Cleaning and Flushing of Sewers MOESS Section 6.60

1.2 References .1 These specifications must be referenced to and interpreted simultaneously with all other sections

of the City of Nanaimo Manual of Engineering Standards and Specifications (MOESS) pertinent to the works described herein.

.2 The Reference standards, specification or publications:

• Water Research Centre (WRC) publication Manual of Sewer Condition Classification (MSCC), Third Edition, August 1993.

• Pipeline Assessment Certification Program (PACP) Ver 6

.3 Nomenclature a. CON - City of Nanaimo b. MOESS - Manual of Engineering Standards and Specifications c. WRC - Water Research Centre of the UK (Third Edition) d. PACP - Pipeline Assessment Certification Program (Version 6) e. CCTV - Closed Circuit Television f. JPEG - Joint Photographic Experts Group (JPG) g. MP4 - Movie Photographic Experts Group (MP4) h. HDSD - High Density Secure Digital Class 10 Media Card i. VIP – Vancouver Island Plan



j. VIS – Vancouver Island Strata Plan k. CPMS – Capital Project Management System

1.3 Operator Qualification .1 All operators shall be certified with the current Pipeline Assessment Certification Program

(PACP) certification by the National Association of Sewer Service Companies (NASSCO) and all inspections and reports to be coded in accordance with PACP v6. or better AND have the ability to code to the WRc Manual of Sewer Condition Classifications (MSCC), 3rd Edition, 1993.

1.4 Scheduling of Work .1 The Schedule of work to minimize interruptions to existing services. .2 Maintain existing flow during inspection survey unless flow reduction measures required

Schedule A PART B 1.4 inclusive and Schedule A PART B 3.1 inclusive. Stating in observation as a GO or MGO code (General Observation) that reduction measures have been initiated and Water Levels are not indicative of true levels.

.3 The Schedule of work during low flow periods to provide good visualization of pictures and video capture unless otherwise specified by City’s Contract Administrator.

1.5 Measurement and Payment .1 All payments will be made at the established unit rates submitted on Bid Form of for the actual

quantity of Work performed. .2 CCTV inspections will be measured in lineal metres. For sections of pipe where a blockage or

obstruction occurs, measurement will be from the start of inspection (inside wall of manhole) to the point of abandonment of survey. Location and field marking shall take place solely at contractor’s expense.

3 Measurement will be determined by calibrated electronic measure along the sewer from the inside wall of manhole to inside wall of manhole or end to end of sewer pipe for all sections except where a blockage or obstruction occurs

.4 For the sections of pipe with the WRC. condition code CU or PACP Code MCU (camera underwater) that have a continuous distance greater than five (5) metres, the measurement above will be reduced by the distance in excess of the five metres.

.5 For sections of pipe where the pipe is under water for a period of 25% of the total pipe length, then the survey between the said manholes will be abandoned and tried once more at a later date at the CCTV Inspection (Video Only) within Roads and Easement unit price. If longer that (48) hours since previous cleaning, the contractor will re-clean the line at no additional cost to the City.

.6 Where the City has requested an invert assessment (with no water in line) for CCTV assessment (complete with observation reports and deficiency images), the Contractor will perform this Work at the flush truck and operator hourly rate and CCTV Inspection (Video Only) within Roads and Easements at the unit price per linear meter.


.1 Survey Vehicles to contain a separate area for viewing, recording and controlling the CCTV operation.

a. Viewing and control area to be insulated against noise and extremes in temperature. External and internal sources of light to be controlled to ensure the light does not impede the view of



the monitor screen. Proper seating accommodation is to be provided to enable one person in addition to the operator to have clear view the monitor screen.

b. All equipment that is utilized within the pipeline is to be stored outside the viewing, recording and control area.

c. A fully functioning locator on camera is in place at all times so that locations of identified Critical Deficiencies can be performed at any time based on pipe deficiencies or at the direction of the City’s Contract Administrator.

.1 Radio Frequency Sound Transmitters and Wand Receiver / Detector used in conjunction with video chainage tape measurements to identify and mark Critical Deficiencies field locations.

.2 The accurate location and field markings of Critical Deficiencies and any specific concerns as directed by the City’s Contract Administrator.

.3 Location / Depth field marking: Use a concrete or PK Nail with fluorescent green flagging and a green fluorescent paint line labelled SS or SSS for Sewer (SD or SDS for Storm) on compacted/solid Asphalt surfaces or a green fluorescent painted 50mmx50mm hub and a 450mm green fluorescent guard stake labelled SS or SSS for Sewer (SD or SDS for Storm) on non-compacted penetrable surfaces. This will be provided at no extra cost to the City.

.4 The Vehicles to be equipped with a telephone for communication with the City’s Contract Administrator for the duration of the work.

.5 Electrical power for the system to be self contained. External power sources from public or private sources not permitted.

.6 Shielding of video capture cables, computers and power supplies shall limit interruptions to video and picture clarity.

.2 Survey Equipment to have sufficient cables to view the lengths of pipe as specified.

a. Survey unit to be self-propelled with a means of transporting the CCTV camera in a stable and centered condition through the pipeline.

b. Each unit to carry sufficient numbers of guides and rollers such that when surveying, all cables are supported away from pipe and manhole edges. All CCTV cables and lines used to measure the camera’s location within the pipeline shall be maintained in a taut manner.

c. Each unit to interface with a data generator and appropriate software to record the alpha-numeric data associated with the pipeline condition and header reference location information.

.3 Cameras to be capable of producing high quality colour imagery and provide complete inspections and view of all laterals and deficiencies.

a. Camera to be “Pan & Tilt “and have the capability of panning the pipe at 360° with tilt capability of 270°.

b. Push camera to view laterals and deficiency areas that will not allow crawler camera access. c. Live picture to be visible with no interference and capable of registering a minimum number

of 400 lines of resolution at the periphery. d. Focus and iris adjustment to allow optimum picture quality to be achieved and to be remotely

adjusted. The adjustment of focus and iris shall provide a focal range from 150mm in front of the camera’s lens to infinity. The distance along the sewer in focus from the initial point of observation shall be a minimum of four (4) meters.



e. Illumination depth of field shall be no less than 3 joints for standard joint and spigot pipe types to allow for pipe deflection assessments (9m). No dark/opaque circle shall be visible in the middle of this depth of field viewing are. e.g. for a manufactured PVC pipe length of 4m, depth of field shall be no less than 9m.

f. Camera to be waterproof with a self-contained lighting system capable of being remotely adjusted. Lights are to provide an even distribution of light around the pipeline perimeter without the loss of contrast or flare-out or picture shadowing with no opaque dark spot in center of viewing area.

.4 Digital video files shall conform to the following requirements:

a. Video Picture Size: NTSC 640 x 480 (minimum size); 4:3 Aspect Ratio at 30 frames per second.

b. Data / Bit Rate: MP4 H264 AVC at 8 M-bits/sec

.5 Create one MP4 video file for each manhole to manhole pipe section report in MP4 format only. MP4 files shall not exceed 1.8 GB to ensure correct finalization / integrity of data stored on 32 GB HDSD Card.

a. When the captured video Size exceed 1.8 GB a second file shall be created conforming to naming structure with partial videos labelled as video A and video B, etc., as per Schedule A, PART C.

b. Unique MP4 files are to be labeled with Utility Type SS or SD, unique Survey/Report # (job number starting with the Four Digits of year), unique Pipe Line Reference # (Database Pipeline ID) and Date of Capture (i.e. [job number]_[Database Pipe ID#]_Date) format: SS[SD]_2017-######_######X_yyyy-mm-dd. When the Contractor provides a unique Survey / Report number for all CCTV surveys, that are contractually required, each Survey / Report will start with the 4 digits of current year.

Note: In order to create a unique pipe line reference # when extra manhole or cleanout features are found in the field an X, then Y and then Z will be used to after the original Pipe Line ID. This will create a unique database pipe line ID and does not need to be added when no extra features are found.

c. Data / MP4 32 GB Class 10 30 MBps memory Card shall be Titled with Utility Type (storm or sanitary), Video Tape #, and Date of Capture.

d. Utility Types shall not be mixed / combined on 32 GB Memory Card unless designated as a combined sewer.

.6 The Air ventilation equipment shall meet WSBC Requirements or better. City uses ventilation equipment capable of providing a minimum of 544 cubic feet / min through two (2) 90 degree bends. Provided, when required, at no cost to the City.

.7 Gas monitoring Device (4 gases – Oxygen, Carbon Monoxide, Hydrogen sulphide, and lower explosive limit).

Note: A General Observation note is required to identify when air ventilation is required and must state reason for use (Air Quality O2, LEL, CO or H2S values) or for picture clarity fogging correction.

2.2 Materials .1 Digital video files and Data to be stored on new, unused HDSD 32GB Class 10 30MBps memory

card media.



.2 Photographs to be colour, minimum image size 640 x 480 pixels and reproduced on premium glossy ink jet paper when required, as specified in the Contract Documents.

.3 Digital Pictures to be colour, captured at a Minimum of 8 mega pixels at a minimum resolution of 640 X 480 pixels in JPEG format at 80%. Pictures must have good clarity to assess condition of pipe.

3.0 EXECUTION 3.1 CCTV Inspection

.1 The CCTV operators shall be certified in PACP Ver 6 and have the ability to code in both WRC Ver 3 ANDPACP Ver 6. Coding in PACP or WRC formats will be specified at time of contract award or as specified by contract administrator or delegate.

.2 No inspection surveys to be carried out under this contract until an acceptable sample inspection report has been approved by the City’s Contract Administrator.

.3 Flow in the pipeline not to exceed approximately 1/3 of the pipe diameter. Notify City’s Contract Administrator of excessive flows; inspect using flow reduction method (See Schedule A PART B 1.4 inclusive and Schedule A PART B 3.1 inclusive). A General Observation note is required when flow reduction measures have been initiated stating type of flow reduction technique used.

.4 Eliminate steaming and fogging encountered during the inspection survey by introducing forced air flow by means of a ventilation fan to provide unobstructed clear view of pipe at no extra cost to the City.

.5 The Camera lens are to remain free of grease or other deleterious matter to ensure optimal clarity.

.6 Inspections video image to be produced in MP4 format by the following method: a. Video capture card and software designed to create and store real-time MP4 digital file direct

to computer hard drive as per MP4 Schedule A PART C Specifications.

.7 Provide winch line or string line, if required for CCTV Capture, after notifying and obtaining approval from City’s Contract Administrator or authorized designate. This will be charged at the flush truck and operator hourly rate. No more that 1 hour per 150m of winch / string line supplied by contractor.

.8 Set zero chain age at face of every manhole or on entrance into pipe or start of pipe culvert. For Service Inspections, Camera will be zeroed at the bottom of the Inspection Chamber.

.9 Report and record on full length of pipeline from inside face to inside face between manhole or outlet end of pipes and from one end of pipe culvert to the other.

.10 Note the condition of the pipe joints at manhole walls at the beginning and end of each pipeline and pan up at Start and Finish Manholes to view underside of manhole casting.

.11 Data generator to electronically generate and clearly display on the viewing monitor and video recording a record of data in alpha-numeric form containing the following minimum information for no less than 10 seconds prior to the start of each run: a. Date: [yyyy-mm-dd] b. Time of Day: [hh.mm.ss] c. Company Name: [City of Nanaimo] d. Location: [Road Name]



e. Utility Type: [F – Sanitary, S – Surface Drainage or C – Combined (when approved)] f. Manholes: (Node Id’s From – To) [SMH #### - SMH ####] g. Direction of Travel: [U – Upstream or D – Downstream] h. Line ID: (Pipe Length Section Reference Number) [######] i. Pipe Size: (Pipeline dimensions i.e. 100mm, 200mm etc. [####mm] j. Pipe Material: (i.e. vitrified clay, pvc etc) [AAAA] k. As-built #: [#####-##] l. Inspection Report #: [2017-######] m. Verbal Description of the above noted on screen information is not required.

.12 Data generator to continuously electronically generate and clearly display on the viewing monitor and video recording a record of data in alpha-numeric form containing the following minimum information during each run: a. Automatic update of the camera’s metre reading position from adjusted zero – placement at

bottom right corner of screen viewing area. b. Manhole reference numbers.

(i.e. Node ID’s From – To) – placement at top left of screen viewing area. c. Road Name (road name or easement that section of pipe is on) – placement at top right

corner of viewing area. d. Date of Inspection (yyyy-mm-dd) – placement at bottom left of screen viewing area. e. WRC or PACP condition defect code and Description (when observation reported) –

placement variable. f. Pipeline reference number. Pipe_ID g. Display digital information such that it will not interfere with the video image on the screen

and inhibit observation assessment. h. Coding in WRC Ver 3 or PACP Ver 6 will be defined in the City’s call for service request for

project.

.13 Stop camera at each defect, change of condition of pipe and service connection and Pan View to record defect(s) in accordance with PACP or WRC codes. a. Record description of the above noted observation or deficiency c/w comments b. Record description of the service size (in millimetres), service pipe material, and in comments

Service Activity and flow Status.

.14 Pan each service connection (junction) such that the camera looks down the centerline of the service, pause for a minimum of five (5) seconds and note condition of the joint and /or pipe/service interface.

a. Record in observation report the description of the Service Status (Active, Inactive or Capped or deficiency).

b. Record in observation report the description of the Service flow Status (No flow, Flowing).

.15 Immediately notify City’s Contract Administrator of any pipeline blockage, service blockage or obstruction that will not allow passage of survey equipment or any service lateral views that show any form of restriction or hindrance.

.16 Immediately notify City’s Contract Administrator of location(s) where atmospheric monitoring has failed after ventilation process has been completed for a minimum of 15 min. and record as a general observation



.17 Restart inspection survey from the opposite end of pipeline or culvert when blockage or obstruction is encountered unless directed by City’s Contract Administrator at no additional setup cost to the City.

.18 When a CCTV observation states debris in line the contractor must re-clean and re-CCTV that line at no extra work cost to the City unless existing deficiencies in line (stated in line observations) inhibit this from happening.

.19 Camera guides (Skids) shall not be visible at either side of the pipe during normal camera travel or during Pan & Tilt operation. Configuration of camera/guides shall be altered to alleviate this problem.

.20 Audio recording while capturing CCTV MP4 videos is not a requirement for this contract.

.21 No extra work order charges will be accepted for any contractor time accessing manholes, flushing or videoing mains within easements or road dedications unless pre- approval is given by City’s Contract Administrator or authorized designate.

.22 Contract must fill out and complete City supplied major deficiency sheet listing for every project where a deficiency requires a locate filed mark for City to facilitate repairs

3.2 Recording Resolution .1 At the beginning of each day of inspection or when a substitute camera is introduced perform a

recording resolution test with use of a Marconi or RETMA resolution chart.

3.3 Site Coding Sheets .1 Each pipeline length is to be recorded according to the PACP or WRCC MSCC. Any variation

from the manual is to be noted in the survey report. City will supply a standard CCTV Access Database WRC – Ver3 and PACP – Ver 6.

.2 Standard coding formats: a. Date to be Ten (10) characters in the format of yyyy-mm-dd (year, month, day) b. Condition detail video count number is to be eight (8) characters in the format of hh.mm.ss

(hours, minutes, and seconds). This will be used to identify the time within the MP4 video for any critical deficiencies, picture capture as well as the start time (00:00:00) and the Finish time.

c. Note observations as to condition of service connections beyond mainline in remarks column using standard codes as per PACP or WRC MSCC.

d. Where SA / MSA (survey abandoned) code is used a GO / MGO (General Observation) must be added before the SA / MSA chainage to define why the survey was abandoned.

e. Start and end manhole depths (Top of Casting to Invert of pipeline) shall be in meters to 2 decimal places.

3.4 Camera Position .1 Position the camera lenses in the centrally of the pipeline with a positioning tolerance of ±10%

off the vertical centerline axis of the pipeline. For elliptical pipe the camera to be positioned 2/3 the height of the pipe measured from the invert.

.2 Position the camera lenses looking along the longitudinal axis of pipeline except when viewing service connections or panning defects.



3.5 Camera Travel Speed .1 Instantaneous Travelling speed of the camera in the pipeline to be as follows:

(Calculated by distance of CCTV capture divided by adjusted time (removing stationary time in pipe for “waits” and pan/tilt views.) a. 0.1m/s for pipeline of diameter less than 200mm. b. 0.15 m/s for diameters 200mm and larger but not exceeding 310 mm: and c. 0.20 m/s for diameters exceeding 310 mm.

3.6 Camera Position Chain age Device and Locator .1 Use a chainage device which enables the cable length to be accurately measured to indicate the

location of the camera. a. Chain age information to be transmitted electronically to control area and displayed on the

monitor. b. Chain age device to be accurate to within 0.3 m up to the first 50 m and within ±1% for lengths

exceeding 50 m. c. Chain age tolerance to be checked at the start of contract and a minimum of once every two

weeks thereafter or every 5000 m of pipeline inspected, whichever is greater. d. Provide audit form showing dates and distances checked to meet both tolerance

requirements. Chainage linear measurement to be checked by use of a cable calibration device or tape or electronic measurement between fixed points.

e. Ensure locator device is at exact field location of deficiency before field marking is undertaken. Difference from peripheral view of deficiency and locator device must be taken into consideration. Move camera ahead so locator references true field location of deficiency. Location marking as per Schedule A PART C Section 2.1.3.3 to be provided at no extra cost to the City for all major deficiencies.

3.7 Photographs and / or Digital Images

.1 Photograph all major defects as defined by WRC condition codes: B, CM, CXI, D, DEG, FC, FL, FM, H, IR, IG, JDL, JX, OB, OJL, RT, RM, X and record as a general photograph (GP) in observation report complete with time index and photograph number.

.2 Overlay on photographs the following data in alpha-numeric form such that it will not interfere with the defect condition reported: a. The meter reading position from zero – placement at bottom right corner of screen viewing

area. b. Manhole reference numbers (i.e. Node id’s from – To) – placement at top left corner of screen

viewing area. c. The Road Name (road name or easement that section of pipe is on) – placement at top right

corner of screen viewing area. d. Pipe Length Reference # (i.e. Pipe_ID) - placement at top center of screen viewing area. e. Date of Inspection (yyyy-mm-dd) – placement at bottom left corner of screen viewing area. f. WRc. condition defect code and description in Ver3 or PACP condition defect code and

Description in Ver6 – placement variable g. Surveys labelled as Utility Type_Report Number_Pipe ID_Date

(i.e. Utility_Report#_PipeID#_Date of Capture) like SS[SD]_2017-016255_123456_2015-01-31



.3 Capture photograph and alpha-numeric data as a digital image in a JPEG. format as specified in contract documents. File naming convention should conform to Utility Type_video tape #_ repport #_PipeID_ auto number. Eg. SS[SD]_VI-3956_2017-001_123456_Pic001

SS[SD]_VI-3956_2017-002_234567_Pic002

.4 Co-ordinate photographs with the written report by reference number and inserting into the report following the relevant section of pipeline inspected. PDF digital copy of report shall include report C/W observation / deficiency pictures inserted.

3.8 Inspection Reporting Hard Copies and Digital Format .1 Submit reports to City’s Contract Administrator within 10 working days of completion of the field

work on a continuous basis as the inspection area or pipeline types are finalized.

.2 Any revisions or corrections to CCTV or MH reports need to be submitted within 10 working days of City of Nanaimo Quality review.

.3 Present machine printed (hard copy) and computer generated data base reports according to the City’s format supplied.

a. Duo Tang Label Shall Include the Following Information: .1 Contractor Company Label – contact information .2 Use of Sewer: F (Foul-Sanitary) or S (Surficial-Storm) .3 Area name: like “Haliburton St Area” or “Haliburton VIP1345RW .4 Video Tape# .5 Survey #’s: Like “2017-001 to 2017-002; 2017-003” .6 City Call#: Work order #

b. Unique Survey Report # must be provided. Contractor must coordinate with the City to ensure their survey report # is not in conflict with existing survey report #’s. Report Number Edit and resubmission of project including all Digital and Paper copies to be completed at no extra cost to the City. Report #’s shall start with the first 4 digits of year.

c. Each binder to commence with an index Title Page of all survey inspection reports contained within and shall contain the following Information:

.1 Contractor Company Label – contact information

.2 Video Tape#

.3 Use of Sewer: F (Foul-Sanitary) or S (Surficial-Storm)

.4 Client name (City of Nanaimo)

.5 Place name: like “Haliburton St Area” or “Haliburton VIP1345RW”

.6 City Call / Work order#

.7 Date of Inspection (format: yyyy-mm-dd)

.8 Start MH Node_ID#

.9 End MH Node_ID#

.10 Pipe Length Reference # (Pipe_ID)

.11 Road Name or Easement

.12 Survey Report # / Job number

.13 Direction of Survey (U – upstream; D – downstream)

.14 Survey / Job number Finish Code (SA or FH)

.15 Length of CCTV Capture

.16 Survey / Job number Report Page#



.17 Total Length of all CCTV Captured in Video Book

.18 Pipeline Flushed: Y or N

.19 Page # when Title Page exceeds more than 1 page (i.e. Page 2 of 2)

d. Hard copy reports to be presented in tabular form in accordance with PACP Ver6 or WRC Ver 3 MSCC Ver3.

e. Reports to be presented in sections or sewerage areas or drainage catchment areas and/or by pipeline type or as specified in the contract documents.

f. Computer database file to contain identical survey report information as the printed report exclusive of photographs. Index Numbers and distance of survey information shall numerically increase. (i.e. for an individual survey whether the information is sorted by Index or distance the result will be the same ordering).

g Digital information to be presented in tabular configuration in accordance with the PACP or WRC standard file format in Microsoft ACCESS (.MDB). Naming of Databases shall follow this convention: Utility type (SS or SD), database purpose (CCTV or Manholes) Video Tape #, Area Location and Call#. E.g. SS_CCTV_V2-3926_Murray_St_Area_Call_330123; or SS_MHs_V2-3926_Murray_St_Area_ Call_330123

h. For conversion from the native CCTV software to Access Database the CCTV contractor will be provided the City of Nanaimo Access Database template and digital specifications as outlined in Schedule A. The contractor may contract this conversion out at their discretion. The suppliers are to be provided the City of Nanaimo Access database template and digital specifications.

At this time the City of Nanaimo is aware of two suppliers for software that can do this conversion:

Lance Yundt

Sirius Integration Services Ltd.

11434 Kingcome Ave

Vancouver, BC

V7A 4S2

604 241 9881

[email protected]

Denis Cousineau

Maxiflex Controls

1440 Price Rd.

Parksville, BC

V9P 2C8

250 248-7952

[email protected]

i. Provide a Separate 32 GB HDSC Memory Card for CCTV Inspections and MH Inspections to record annotated PDF Maps, digital photographs, database information, PDF Inspections, Log sheets and it shall be virus free. The Card is to be labeled with Information Type (CCTV or MH Inspections), video number(s), location of project, use (Sanitary or Storm), Project CON Call#, capture date.

j. CCTV HDSD 32 GB Class 10 Card directory / folder structure CCTV Inspection HDSD Memory Card shall contain the following Folders:



.1 D:\Map (for annotation map of CCTV Surveys /Report #’s with deficiencies and field marking locations included and must include completed project label on Map)

.2 D:\MDB\Original (Project CCTV Inspection Database Folder)

.3 D:\MP4\SS[SD]_Tape # 01; D:\MP4\SS[SD]_Tape #02; etc (Project CCTV MP4 folders)

.4 D:\Observation_Pics\SS[SD]_Tape # 01; D:\Observation_Pics\SS[SD]_Tape # 02; etc

.5 D:\PDF\SS[SD]_VidRPTS_Tape#01; D:\PDF\SS[SD]_VidRPTS_Tape#02; etc. (folder for Digital PDF Files of CCTV Observation Reports c/w observation and deficiency pictures inserted)

k. Include City supplied, scale drawings showing highlighted inspected pipeline annotated with CCTV report #. Drawing to be attached to inspection condition report for each section of sewer pipeline surveyed and annotated with deficiencies found from the CCTV Inspections and any Field Marking Locations.

l. Any revisions or edits to the supplied database or annotated pictures or annotated Maps will be provided by the contractor at their expense.

m. The Contractor will verify with a label on the product that all submitted Digital Products (HDSD 32 GB memory cards) have been scanned with an up to date commercial anti-virus product and guaranteed virus, Trojan, and root-kit free. The Contractor shall be liable for cost reimbursement charges should the City’s Information Technology Department determine that the Contractor’s product has introduced a virus, Trojan, or root-kit to the City’s network and requiring a cleanup of that network and/or the contractor’s Digital Products. Omission of this Virus check label does not negate the Contractor liability.

.4 Present report in 215 mm x 280 mm three prong (Duo-Tang type) report cover. White – Sanitary Sewer; Green – Storm Sewer

.5 Attach Captured Information in the specified Memory Card Format in three hole plastic diskette sheet holder at front of binder in a hard plastic SD card case.

.6 Attach identical identification labels on the three pronged (Duo-Tang type) report cover and Memory Card containing video files, databases and still digital images. a. Label with information captured: CCTV or MH Inspections b. Use of Sewer: F (Foul-Sanitary) or S (Surficial-Storm) c. Area name: like “Haliburton St Area” or “Haliburton VIP1345RW d. Video Tape# e. Survey #’s: Like “2017-040250 to 2017-040299; 2017-040305” f. City Call / Work order#

.7 Provide additional copies of printed report, and data memory Card, if required, at no expense to

the City.

.8 All dimensions and chainages in the reports are to be metric.

.9 Provide in the CCTV 32 GB Memory Card MP4 Video Data Disk a unique MP4 video file for each line captured as per specifications Schedule A PART C 2.1.4 and 2.1.5 and 2.2 inclusive.

.10 Unique MP4 video file shall be tested and a verification label provided on the inside cover of the submitted duo-tang video book. There shall be no cyclic redundancy error within the MP4 videos



or on HDSD media. Ability for the City to copy MP4 video data to a computer hard drive or to a City DVD without any problems or inconsistencies shall be maintained at all times and issues shall be rectified at contractor expense.

.11 Deficiencies identified during CCTV Inspections shall be labelled on the Video Capture Map provided and the location shall be placed spacially correct on map with the use of a scale ruler. Each Inspection shall have the corresponding job number / survey # labelled and placed spacially correct on the Map for the corresponding Pipe ID. Contractor Tape# and Date of Project shall be labelled on the map at the location provided within map.

3.9 Cleaning .1 Clean pipelines to CON Supplementary Specifications MOESS Section 6.60 immediately prior

to CCTV inspection survey, unless otherwise specified in the contract documents.

.2 Time frame between Cleaning and Video observation recording cannot exceed (48) hours unless otherwise approved by the City’s Contract Administrator. Contractor shall fill out and submit a completed CON CCTV Flushing form for every project area.

3.10 Root Cutting & Removal .1 City’s Contract Administrator or authorized designate must approve all root cutting and removal

Work.

.2 Root Cutting & Removal consists of: a. Obtain a BC ONE Utility Check confirming absence of Gas, Hydro, Tel (to be provided at

contractor’s expense with no charge to the city) b. Pre-video and report(s) for entire length of pipe (from both directions to Obstruction) is

required to confirm absence of any utilities (Hydro, Gas, Cable or Phone or any C.O.N Utilities) paid at the CCTV Inspection (Video Only) within Roads and Easements at the unit price per linear meter.

c. Removal of roots for condition codes RM (Root Mass) and RT (Root Tap) where required, to allow for CCTV equipment to pass paid at the flush truck and operator hourly rate.

d. Post Root Cut CCTV Video is required to confirm Root Removal and is paid at the CCTV Inspection (Video Only) within Roads and Easements at the unit price per linear meter.

3.11 Flow Reduction .1 Reduce flow in pipeline to approximately 1/3 pipe diameter to allow CCTV inspection by

combination of the following:

.2 The Schedule of work for off peak flow times.

.3 Plug or block flow at upstream manhole. (To be provided at no extra cost to the City.)

a. Plug designed to either plug all flow or impede flow to the approximate 1/3 pipe diameter. b. Obtain City’s Contract Administrator’s approval prior to plugging or impeding any flow. c. Remove plug or blocks to slowly return flow to normal without surge or surcharging

downstream pipeline.

.4 Temporary bypass pump flow around inspection section when required, as specified in contract documents. Plug to be flow through with hoses and pump of sufficient capacity to handle the peak flow. Hoses and couplings are to be leak free. Flow to be pumped to downstream manhole on same system or run as inspection is to take place. Obtain City’s Contract Administrator’s



approval prior to setting up temporary bypass pump system. This will be paid at the flush truck and operator hourly rate.

.5 Enter general observation notation (GO or MGO) where flow reduction has been initiated stating how flow was reduced and that subsequent WL (Water Level) codes are not indicative of true water levels in the pipe.

3.12 Coding Accuracy .1 The coding accuracy is to be a function of the number of defects or construction features not

recorded (omissions) and the correctness of the coding and classification recorded. Coding accuracy to satisfy the City’s Contract Administrator or authorized designate.

.2 The Contractor is to implement a formal coding accuracy verification system at the onset of the work. Coding accuracy is to be verified by the Contractor on a random basis on a minimum of 10% of the inspection reports. City’s Contract Administrator to be entitled to review the accuracy verification system and results and be present when the assessments are being conducted.

.3 A minimum of two accuracy verifications is to be performed for each operator for each working week. The Coding not satisfying the accuracy requirements is to be re-coded and the accuracy of the inspection report immediately preceding and following the non compliant inspection to be verified. Process to be repeated until the proceeding and subsequent inspections meet accuracy requirements AND SHALL BE PROVIDED AT NO EXTRA COST TO THE CITY.

.4 An operator failing to meet the accuracy requirements on two occasions will not be permitted to code on the remainder of the project until they have successfully re-sat the Level of Qualification for PACP Ver 6.

PART D: MANHOLE INSPECTION SURVEY - MOESS SECTION 6.67 1.0 GENERAL

.1 This specification refers to those portions of the work that are unique to the requirements for non-man-entry inspection of existing sanitary and storm sewer manholes and inspection chambers.

1.1 Related Work .1 Traffic Regulation CON Traffic and Highway Bylaw 1993, No. 5000 .2 Closed Circuit Television Pipeline Section MOESS 6.64 .3 Cleaning and Flushing of Sewers Section MOESS 6.60

1.2 References .1 These specifications must be referenced to and interpreted simultaneously with all other sections

of the City of Nanaimo Manual of Engineering Standards and Specifications (MoESS) pertinent to the works described herein.

.2 Nomenclature a. CON - City of Nanaimo b. MOESS - Manual of Engineering standards and Specifications c. WRC - Water Research Center of the UK d. PACP - Pipeline Assessment Certification Program e. JPEG - Joint Photographic Experts Group

1.3 Scheduling of Work .1 The Schedule of work is to minimize interruptions to existing services.



1.4 Measurement and Payment .1 All payments will be made at the unit prices submitted on Bid Form stated on Appendix ‘E’ for

the actual quantity of Work for completed manhole inspections. .2 Measurements for manhole inspection will be for each completed inspection as described in

Section A PART D 3.0 Execution.


.1 Digital cameras is to be capable of producing clear sharp images at a minimum of 800x 600 pixels.

(no less than 8 mega pixels and a 3X optical Zoom)

.2 Software capable of annotating images with the required information and reducing images to 640x 480 pixels at a JPEG conversion of 80% for report insertion. First reduce Pictures to 640 X 480 pixels and annotate with Font Type Times New Roman Bold; Font Size 18; Font Color white or black depending on background.

.3 Compass with correct declination set to place orientation White North arrow cut out (0.30mx0.10m in Size) on ground.

.4 The Pin Locator / Metal Detector for Identifying buried features

2.2 Materials .1 The Data storage is to be a minimum of 32GB HDSD Class 10 30 Mbps Card.

3.0 EXECUTION 3.1 Inspection Process

.1 No inspection surveys to be carried out under this contract until an acceptable sample inspection report has been approved by the City’s Designate.

.2 The Submission is to satisfy all of the specifications contained herein and the accepted report submission will be used as a benchmark for subsequent inspection report submissions. Ensure a Clear, Zoomed in View with adequate lighting of the Benching for inside Manhole images and their assessment.

.3 Each manhole to be observed and assessed according to the standard City’s standard manhole inspection form, field check sheets and associated codes. Any variation from the standard report form to be noted in the Manhole inspection report.

.4 Report and record on condition of all features on the inside of the manhole together with the ground level condition within a 1.5 metre radius of the center of MH cover.

.5 No extra work order charges will be accepted for Manhole inspections within City of Nanaimo easements or road dedications. The City will endeavor to ensure that MANHOLEs within designated project area have been exposed but will not be held liable for any buried features. Notification to City’s Contract Administrator or authorized designate of buried features, after an asbuilt check has been performed, shall be provided at no extra cost to the City. Re-inspection of exposed features shall be at the unit price for Manhole inspections and cleaning, with no charge for the original attempt.



.6 Pre clean manhole photographs and Post clean manhole photographs shall be at the same view position and will provide enough illumination, zoom and clarity to view all of the benching and pipe connections. Pre clean photo are to identify how the system is functioning. Post Clean photos, after complete wash down, shall not show the same debris in or on benching as the pre clean photos. Contractors, at no expense to the city, will be required to redo manhole inspection report to meet compliance

.7 Contractors shall use a Mirror on a telescopic rod C/W adequate lighting to view inside of every pipe connection in MH. Record of any deficiency shall be recorded in the appropriate section of the MH Report and listed in the comment section of the report as well.

3.2 Photographs and/ or Digital Images .1 Photograph the interior of each manhole perpendicular to the base and ensure that the image

has enough illumination, clarity and zoom in to review all deficiencies at bottom of feature.

.2 Photograph the ground level characteristic surrounding the cover of a (1.5) metre radius from the outside edge of the casting lid so that any defects and physical ground features impacting the manhole at ground level are recorded.

Orientation North Arrow shall be placed on the ground in a location that will not inhibit assessment. Picture must be sufficiently illuminated and outside of the shadow of operator.

.3 After cleaning has been completed, provide photographs of the interior of each manhole perpendicular to the base and ensure that the image has enough illumination, clarity and “zoom in” to review that cleaning process has taken place. Any inconsistencies with illumination, clarity, zoom or channel / benching debris will be addressed by a re-clean, redo of post cleaning photographs and resubmission of corrected manhole report and updated database – at the sole discretion of City’s Contract Administrator or authorized designate and shall incur no extra cost to the City.

.4 Photograph of the manhole structural, the iron/staining, and infiltration defects with a rating of two (2) or greater to a maximum of two (2) additional images for each defect. These additional images are to be acknowledged in the comments field. Provide sufficient illumination, clarity and zoom to assess manhole deficiencies.

.5 Overlay on photographs the following data in alpha-numeric form such that it will not interfere with the image of the defect condition reported: a. Road or Easement Name (upper left corner) b. Unique Manhole Identification Number (lower left corner) c. Date of Survey (lower right corner) d. Unique Contractor MH Inspection Report # (upper right corner)

.6 Include white information board within the ground level photograph (Section A PART D 3.2.2) with the following data: a. Road or Easement Name (upper left corner) b. Unique Manhole Identification Number (lower left corner) c. Date of Survey (lower right corner) d. Unique Contractor MH Inspection Report # (upper right corner)

.7 Capture photograph and alpha-numeric data as a digital image in a JPEG. format. Each of the image files are to be identified by the video tape #, manhole report # and Utility Node # with alphabetic suffix if a unique manhole # does not exist.



Eg. SS[SD]_V2-####_2017-001_SMH[DMH]_####_Inside[Outside] SS_V2-2936_2017-001_DMH_5692A_Inside[Outside]

.8 Inside Captured Manhole Deficiency photographs shall be identified by the same naming convention as listed in Schedule A, PART D, 3.2.6 with the inclusion of the position of the deficiency area Eg. SS_V2-2936_2017-001_SMH_5692A_benching_001~002

SS_V2-2936_2017-001_SMH_5692A_barrel_001~002 SS_V2-2936_2017-001_SMH_5692A_Riser_001, etc.

3.3 Site Coding Sheets .1 Condition of each manhole to be recorded according to the standard manhole inspection form

supplied complete with associated codes.

3.4 Inspection Reporting Hard Copies and Digital Format .1 Submit reports to City’s Contract Administrator within 10 working days of completion of the field

work on a continuous basis as the inspection area is finalized.

.2 Present machine printed (hard copy) and computer generated data base reports according to the City of Nanaimo’s Microsoft ACCESS 2003™ database format.

a. Each binder to commence with an index of all survey inspection reports contained within. b. Hard copy reports to be presented in accordance with standard pre-designed manhole

inspection forms. c. Reports to be presented in sections or catchment drainage areas and/or as specified in the

contract documents. d. Computer database file to contain identical survey report information as the printed. e. Digital information to be presented in the standard manhole inspection table configuration

in Microsoft Access (.MDB) file format. f. Digital images, after resize and annotation shall be inserted into the City of Nanaimo’s

Microsoft ACCESS database Manhole Inspection report including the insertion of Clean Pictures after wash down as well as any deficiency pictures.

g. Provide a Separate 32 GB HDSC Memory Card for CCTV Inspections and MH Inspections to record annotated PDF Maps, digital photographs, database information, PDF Inspections, Log sheets and it shall be virus free. The Card is to be labeled with Information Type (CCTV or MH Inspections), video number(s), location of project, use (Sanitary or Storm), Project CON Call#, capture date.

h. The MH Inspection HDSD 32 GB Class 10 Card directory / folder structure MH Inspection HDSD Memory Card shall contain the following Folders:

.1 D:\Map (for annotation map of MH Inspection Report #’s)

.2 D:\MDB\Original (Project MH Inspection database Folder for contractor)

.3 D:\MH_Pics\original (for original High Quality Inside / Outside Photos)

.4 D:\MH_Pics\original\deficiencies (for original High Quality Deficiency Photos)

.5 D:\MH_Pics\original\clean (for original High Quality Clean Photos)

.6 D:\MH_Pics\small (for resized annotated Inside / Outside Photos)

.7 D:\MH_Pics\small\deficiencies (for resized annotated Deficiency Photos)

.8 D:\MH_Pics\small\clean (for resized annotated Clean Photos)

.9 D:\PDF\SS_MHRPTS_Tape#01; D:\PDF\SS_MHRPTS_Tape#02; etc. (folder for PDF Files of MH Inspection Reports)



.10 Include the client supplied, scale drawings showing highlight inspected manholes annotated with MH inspection #’s. Annotated drawings to be included in each relevant report binder and labelled with manhole Inspection #.

.3 Present report in 215 mm x 280 mm three prong (Duo-Tang type) report cover. White – Sanitary Sewer; Green – Storm Sewer

.4 Attach computer HDSD Memory Card media in three hole plastic CD holder in the Front of Duo-Tang in a standard SD card hard plastic case.

.5 Attach identical identification labels on the three prong (Duo-Tang type) report cover and computer disks.

.6 Provide additional copies of printed report and 32 GB HDSD Memory Card(s), if required at no expense to the City.

.7 All of the dimensions and chain ages in the reports are to be metric.

PART E: GENERAL REQUIREMENTS 1.1 Report and Data Clarification The Contractor is solely responsible for all costs associated with the review and data clarification requests by the City. 1.2 Safety Program Records to Be Maintained and Available The documents required to be maintained and available by the Contractor will include, but not be limited to:

a. The Prime Contractor’s Safety Program. b. Written Safe Work Procedures necessary to address identified pre-existing workplace

hazards. c. Any written summary of remedial actions taken to reduce occupational health and safety

hazards that are created from the work activity. d. All notices which the Prime Contractor is required to provide to WorkSafe BC by the

WorkSafe OHS Regulation. e. All directives and inspection reports issued by WorkSafe BC. f. Reports on incidents and accidents occurring within the Prime Contractor’s area of

responsibility for which notification to WorkSafe BC is required. g. Records of all safety meetings held between Contractors and their workers. h. Records of workplace health and safety orientations. i. Written evidence of inspections within the workplace. j. Occupational first aid records. k. Worker training records. l. The Contractor shall provide a letter from WorkSafe BC to validate safe working

practices during the last 12 month period.

1.3 Inspection of Work a. All Work performed shall be subject to inspection and shall meet the approval of the Contract

Administrator or designate. If the Work is not approved, the Contract Administrator or designate shall have the right to reject them or to require correction.

b. Acceptance or rejection of the Work shall be made as promptly as practical, but failure to accept



or reject the Work shall not relieve the Contractor from responsibility for the Work provided not in accordance with the Contract.

c. The City will not be deemed to have accepted the Work by virtue of a partial or full payment for it. Corrections to information / product submitted may be required at any time during the term of the contract.

d. The City shall be the final judge of all Work and its decisions of all questions in dispute will be final.

1.4 Hours of Work and Emergency Work

a. The hours of work must not extend beyond 07:00h and 17:00h, inclusive, daily, Monday to Friday. The Contractor shall schedule work within these hours and will not be permitted to commence work earlier than 07:00h and/or work later than 17:00h, except as authorized by the City’s Contract Administrator or authorized designate.

b. No Saturday, Sunday or Statutory Holiday work will be permitted except in case of emergency; the City’s Designate will contact the successful Bidder of the invoice the City shall pay for the requested Emergency Work. The fee will be as listed in Schedule B Pricing.

1.5 Emergency Call-Out The City requires (7/24/365) emergency call-out. Provide information on guaranteed Emergency Response Call out Time from the time a call is initiated by the City, including contact information. All prices are submitted on [Schedule B] pricing. There will be a minimum 2 hours billing for emergency call out. 1.6 Site Clean Up The Contractor shall leave each site of the Work in a clean and tidy condition. 1.7 Project Start-Up Meeting The Contractor is required to attend a Project Start-Up Meeting to review the requirements.



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Book 18001- 547 m

Book 18020B- 55 m

Book 18021 - 1575 m

Book 18020A- 1192 m

Book 18019 - 1790 m

Book 18018 - 1050 m

Book 18017 - 1367 m

Book 18016 - 1093 m

Book 18015- 1627 m

Book 18014 - 1403 m

Book 18013 - 1467 m

Book 18012- 976 m

Book 18011 - 1246 m

Book 18010 - 1050 m

Book 18009 - 1381 m

Book 18007 - 1296 m

Book 18008 - 1477 m

Book 18006- 1215 m

Book 18005 - 1477 m

Book 18004- 791 m

Book 18003- 1385 m

Book 18002- 1397 m

Book 18006B - 145 m

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BIG BEAR RIDGE

ROBARTS ST

LINLEY VALLEY DR

EMPORER RD

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COUGAR

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Document Path: G:\Infrastructure Planning\Study Documentation\2018 Sanitary CCTV\Maps for 2018 Sanitary CCTV\ForScheduling2018SanitaryCCTV.mxd

±

2018 Sanitary CCTV Program

Drawn By:Scale:

CLSNTS

Date: Mar 9, 2018

0.6 0 0.6 1.2 1.8 2.40.3Kilometers

!

Legend2018 Sanitary CCTV Pipes - 27.0 KmManholes - 470

order Area / Book # Pipe Length1 18001 5472 18002 13973 18003 13854 18004 7915 18005 14776 18006A 12157 18006B 1458 18007 12969 18008 1477

10 18009 138111 18010 105012 18011 124613 18012 97614 18013 146715 18014 140316 18015 162717 18016 109318 18017 136719 18018 105020 18019 179021 18020A 119222 18020B 5523 18021 1575

Total 27.0 Km

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Book 18501A527 m

Book 18501B75 m

Book 18503A1645 m

Book 18502A1004 m

Book 18502B471 m

Book 18503B43 m

Book 18513A903 m

Book 18512911 mBook 18511

1062 m

Book 18509 836 m

Book 18508731 m

Book 185101563 m

Book 185071230 m

Book 185041092 m

Book 18506929 m

Book 18505909 m

Book 185015779 m

Book 185141341 m

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±

Document Path: G:\Infrastructure Planning\Study Documentation\2018 Storm CCTV\Maps for 2018 CCTV\for Scheduling2018StormCCTV.mxd

2018 StormCCTV Program

Drawn By:Scale:

CLSNTS

Date: Feb 13, 2018

0.5 0 0.5 1 1.5 2 2.50.25Kilometers

Legend2018 Storm CCTV - 15.6 km

!O Catch Basin Manhole

' Cleanout

@ Inlet or Outlet

! Man Hole - 261

CCTV in Duke Point Area

Book 18513B32 m

WAVE PL

DALHOLT RD

MCMILLAN RD

MAUGHANRD

JACKSON RD

RAINES RD

DALHOLT RD

GORDON RD

MAUGHAN RD

DUKE POINT HWY

HOOKERRD

MACPHEE RD

PHOENIX WAY



SCHEDULE B: PRICE SUBMISSION FORM Proponents are to provide Pricing Information directly onto this [Schedule B].

1.0 GENERAL

1.1 All unit rates shall be in Canadian Funds and shall remain firm for the initial Contract term.

1.2 All unit rates and are all inclusive without limitation, labour, vehicle, fuel, fuel surcharge,

vehicle, equipment, materials, tools, traffic control, mobilization and demobilization, supervision, insurance, all licenses, permits, overhead and profit and all other expenditures necessary in connection and completion of the Services requested.

1.3 All unit rates shall include the condition where flow constraints may require the

Contractor to schedule work after the Contractors normal business hours to ensure flow is low enough to facilitate good flushing / scouring during cleaning and good Legible CCTV Capture.

1.4 In case of conflict between unit costs and any extended totals, unit costs will govern.

2.0 PROPOSED PRICES OFFERED

2.1 The quantities stated herein are the City’s best estimate of its requirements and are used for

evaluation purposes only. Actual quantities may vary. Work may be added or deleted with appropriate adjustments to estimated quantities at the unit price quoted. No penalty shall apply if actual quantities do not meet or exceed that stated herein.

Table #1 - Sanitary Sewer CCTV Inspection within Roads and Easements Item No.

Description Diameter (mm)

Estimated Quantity

Unit of Measure

Proposed Unit Rate

Proposed Extended Price

1. Sanitary Sewer Main Video and Cleaning

Variable (all sizes) 27,000 Lin. M $ $

2. Sanitary Sewer Manhole Inspection and Cleaning 473 Each $ $

subtotal $

PST $

GST $

Table #1 - Sanitary Sewer CCTV Inspection within Roads and Easements TOTAL $

Transfer this total to Table 7



Table #2 - Storm Sewer CCTV Inspection within Roads and Easements Item No.


Estimated Quantity

Unit of Measure

Proposed Unit Rate

Proposed Extended Price

1. Storm Sewer Main Video and Cleaning 100 – 300 7,333 Lin. M $ $

2. Storm Sewer Main Video and Cleaning >300 – 600 5,847 Lin. M $ $

3. Storm Sewer Main Video and Cleaning >600–1050 2,395 Lin. M $ $

4. Storm Sewer Manhole Inspection and Cleaning

261 Each $ $

subtotal $

PST $

GST $

Table #2 - Storm Sewer CCTV Inspection within Roads and Easements TOTAL $

Transfer this total to Table 7

Note: Note there is 511m of Storm Sewer with unknown diameters. The diameters will be determined at time of CCTV and billed out at the appropriate unit rate for the size. For tendering purposes the Storm Sewer length for unknown diameter has been allocated into the different unit rate lengths.

3.0 Pricing for Extra Work Additional Work may be requested on an “as and if required” basis. There is no implied guarantee the City will request additional Work during the Contract term. The City reserves the right to request addition Work from other Contractors or to use its own forces for the any additional Work. The City is under no obligation to pay for additional Work which did not receive prior approval from the City’s Contract Administrator.

Table #3 - Sanitary and Storm Sewer within Roads and Easements (Hourly Rates) Item No.

Description Hourly Rate Overtime Rate

State when Overtime Rate applies i.e. after 5:00 p.m. and before 6:00 a.m.

1. Flush Truck with Operators 2. CCTV Van with Operators



Table #4 - Sanitary Sewer within Roads and Easements (Linear meter Rates) Item No.


Unit of Measure

Unit Price

1. Sanitary Sewer Main (Clean Only) Variable (all sizes) Lin. M $

2. Sanitary Sewer Main (Clean Only) Variable (all sizes) Lin. M $

Table #5 - Storm Sewer within Roads and Easements (Linear meter Rates) Item No.


Unit of Measure

Unit Price

1. Storm Sewer Main (Clean Only) 100 – 300 Lin. M $

2. Storm Sewer Main (Video Only) 100 – 300 Lin. M $

3. Storm Sewer Main (Clean Only) >300 – 600 Lin. M $

4. Storm Sewer Main (Video Only) >300 – 600 Lin. M $

5. Storm Sewer Main (Clean Only) >600–1050 Lin. M $

6. Storm Sewer Main (Video Only) >600–1050 Lin. M $

Table #6 - Sanitary and Storm Sewer within Roads and Easements (Additional Requirements) Item No.

Description Hourly or unit rates will not include any watering up, de-watering or set-up time requirements for flusher / cutter head modifications)

Unit of Measure

Unit Price

1. Intruding service cutting Each $

2. Root cutting Per Hour $

3. Grease cutting Per Hour $

4. Solid debris removal Per Hour $



Table #7 Proposed Price Summary Table

Item No.

Description

Price

1. Table #1 - Sanitary Sewer CCTV Inspection within Roads and Easements $

2. Table #2 - Storm Sewer CCTV Inspection within Roads and Easements $

3. Total of Table #1 and Table #2 $

Proposals will be evaluated using the totals of Table #1 and Table #2 Mathematical discrepancies will be corrected by the City by appropriate means to arrive at the correct Total. Where an error has been made in transferring an amount from one part of the Submission to another, the amount shown before transfer shall, subject to any corrections as provided for above, be taken to be correct, and the amount shown after transfer and the total bid price shall be corrected accordingly. COMPANY NAME________________________________________ Initials__________



SCHEDULE C: PRELIMINARY WORK SCHEDULE The work is to commence within 14 days after Contract Award. As per Section 6.4 of the RFP all CCTV video work to be completed by October 31, 2018 and all deliverables to be submitted no later than November 30, 2018. The deliverables for the individual CCTV books to be completed and delivered in accordance with the agreed upon Work Schedule. The final work schedule will be finalized with the Contractor as part of the contract. Each CCTV book to be submitted to City’s Contract Administrator within 10 working days of completion of fieldwork. Any revisions or corrections to CCTV or MH reports need to be submitted within 10 working days of City of Nanaimo Quality review. Note CCTV area books or order of books may vary slightly at time of finalization of the schedule. Order of books is not to be changed without authorization from the City’s Contract administrator. Using the table below, indicate Schedule as a Bar Chart.

Work Schedule (Weeks)

CCTV Book Number

Utility Type

Length of CCTV in Book (m) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26

18001 Sanitary 547 18002 Sanitary 1397 18003 Sanitary 1385 18004 Sanitary 791 18005 Sanitary 1505

18006A Sanitary 1215 18006B Sanitary 145

18007 Sanitary 1264 18008 Sanitary 1476 18009 Sanitary 1381 18010 Sanitary 1049

18501A Storm 527 18501B Storm 75 18502A Storm 1004 18502B Storm 471



Work Schedule (Weeks)

CCTV Book

Number Utility

Type

Length of CCTV in Book

(m) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 18503A Storm 1602 18503B Storm 43

18504 Storm 1092 18505 Storm 910 18506 Storm 929 18507 Storm 1219 18508 Storm 731 18509 Storm 836 18510 Storm 1093 18511 Storm 1062 18512 Storm 911

18513A Storm 903 18513B Storm 32

18514 Sanitary 1341 18515 Sanitary 779 18011 Sanitary 1239 18012 Sanitary 976 18013 Sanitary 1466 18014 Sanitary 1402 18015 Sanitary 1627 18016 Sanitary 1092 18017 Sanitary 1357 18018 Sanitary 1060 18019 Sanitary 1756

18020A Sanitary 1192 18020B Sanitary 55

18021 Sanitary 1565 COMPANY NAME_____________________________________________ Initials__________



PROPOSAL SUBMISSION FORM CHECKLIST

PURCHASING DEPARTMENT

2020 Labieux Road, Nanaimo, BC, V9T 6J9 THE DOCUMENTS TO BE ENCLOSED WITH THIS PROPOSAL FORM ARE AS FOLLOWS:

Submission Checklist Documents to be included with RFP submission:

Proposal addressing 4.3 Proposal Content

Appendix A – Submission Form

Schedule B - Pricing

Schedule C – Preliminary Work Schedule

Addenda acknowledged, if applicable

Documents to be provided upon award: City License

WorkSafeBC

Insurance as described here in

Those parts not referenced above but agreed upon by both Parties. Proponents acknowledge that Addenda may alter the submission requirement. This checklist is a guideline only.



APPENDIX A – SUBMISSION FORM

RFP# 2152 Project Title: Sewer Pipeline CCTV, Manhole Inspection and Related Cleaning (This Submission Form “must” be completed and returned with the Proposal) The Proponent hereby acknowledges that 1) its understands and agrees with the RFP process described in this document, including without limitation that the City makes no commitment under this RFP; and 2) the information included in this Proposal is correct and it has thoroughly reviewed and has complied with the documents making up this Proposal, including all drawings and specifications as may be listed in the Index, and any amendments or addenda thereto: The Proponent represents to the City that the individual signing this Submission Form on its behalf has proper authority to do so.

CONTACT FOR ADDITIONAL INFORMATION Name: Telephone: Fax: E-Mail:

COMPANY NAME AND COMPLETE ADDRESS GST#:

Date:

Telephone: Fax: E-mail:

Proponent’s Name (please print) Signature



APPENDIX B - PRIME CONTRACTOR PRECONSTRUCTION MEETING FORM

Department: City of Nanaimo

Subject: Prime Contractor Preconstruction Meeting Form

Form Revised: Page:

July 29, 2015 1 of 4 Approved by: Andrew Brooks

Health and Safety Manager

Date Meeting Location

Contract # WSBC Firm #

Prime Contractor Company Name

Prime Contractor’s Superintendent

Description of Designated Workplace

Description of Work

City Contract Representative

Agreement The Prime Contractor:

Check Acknowledges appointment as Prime Contractor defined by WorkSafeBC OH&S

Regulation Sections 20.2 and 20.3, and in the Workers’ Compensation Act, Sections 118 Clauses 1 and 2.

Understands the Owners duties as defined in the Workers’ Compensation Act, Section 119.

Understands for any discrepancy establishing health and safety protocol, WorkSafeBC OH&S Regulation and/or the Workers’ Compensation Act (Part 3) shall prevail.

Acknowledges being informed of any known workplace hazards by the owner or owner’s delegate, by signing attached “Existing Known Hazard Assessment” form.

Shall communicate known hazards to any persons who may be affected and ensure appropriate measures are taken to effectively control or eliminate the hazards.

Shall ensure all workers are suitably trained and qualified to perform the duties for which they have been assigned.

Shall ensure or coordinate first aid equipment and services as required by WorkSafeBC OH&S Regulation.

Shall coordinate the occupational health and safety activities for the project. Assumes responsibility for the health and safety of all workers and for ensuring

compliance by all workers with the Workers Compensation Act (Part 3) and WorkSafeBC OH&S Regulation.

Understands any WorkSafeBC violation by the Prime Contractor may be considered a breach of contract resulting in possible termination or suspension of the contract and/or any other actions deemed appropriate at the discretion of the City.

Understands any penalties, sanctions or additional costs levied against the Prime Contractor will be the responsibility of the Prime Contractor.

Confirms the Prime Contractor’s Safe Work procedures and risk assessments were prepared by, or approved by, a Qualified Person as defined by WorkSafeBC OH&S Regulation.



Form Revised: Page:



Accepts the following required documents shall be maintained and made available upon request from the City and/or WorkSafeBC Prevention Officer at the workplace

Documents required to be maintained and available by the Prime Contractor will include, but not be limited to:

Check All notices which the Prime Contractor is required to provide to WorkSafeBC as per

WorkSafeBC OH&S Regulation. Any written summaries of remedial action taken to reduce occupational health and

safety hazards within the area of responsibility. All directives and inspection reports issued by WorkSafeBC. Records of any incidents and accidents occurring within the Prime Contractor’s area of

responsibility. Completed accident investigations for any incidents and accidents occurring within the

Prime Contractor’s area of responsibility

On a construction project workplace, these additional documents are required to be maintained and available by the Prime Contractor: • Records of all orientation and regular safety meetings held between contractors and their

workers, including topics discussed, worker names and companies in attendance. • Written evidence of regular inspections within the workplace. • Occupational first aid records. • Worker training records. • Current list of the name of a qualified person designated to be responsible for each

subcontractor (employer’s) site health and safety activities. • Diagram of the emergency route to the hospital.

The following information must be provided to the City Contract Representative: Check

WorkSafeBC Notice of Project (if applicable) WorkSafeBC Clearance Letter Prime Contractor’s OH&S Safety Program Prime Contractor’s Site/Project Specific Hazard Identification and Risk Assessments,

Safe Work Procedures, etc. First Aid Attendant(s)

Safety Supervisor(s)

Location of First Aid Station

Signature of Prime Contractor



Form Revised: Page:



Signature of City Contract Representative

Pre-Existing and Known Hazard Identification Discussion between the Prime Contractor and the City Contract Representative Date Meeting Location

Prime Contractor Company Name

Prime Contractor’s Superintendent

City Contract Representative

• City Contract Representative to make the Prime Contractor aware of any known extraordinary pre-existing hazards specific to the contract.

• It is recognized the pre-existing and known hazards identified may not be a comprehensive list and due caution is always required.

• Use additional pages if necessary.

Identified Extraordinary Hazards Action required to eliminate or control hazards and ensure worker safety

Prime Contractor Representative (signature) City Contract Representative (signature)



Form Revised: Page:



Prime Contractor Representative (print name) City Contract Representative (print name)



APPENDIX C - FUEL REPORTING CONSUMPTION WORKSHEET – SAMPLE

Fuel Reporting Consumption Worksheet SAMPLE DO NOT COMPLETECompany Name:

Address:

Phone Number:

Contact Person:

Title:

Contact Phone:

Contract Description:

Contract Number / Identifier:

Reporting Period:* *(Annual reporting is the minimum requirement) FROM: dd/mm/yyyy TO: dd/mm/yyyy

Fuel Consumption Categories: Type of Fuel Total Consumption Unit of Measure

Light Duty Vehicle - Two door passenger cars Gasoline 325 Litres - Four door passenger cars Diesel ______________ ______________ - Station wagons Propane ______________ ______________

Natural Gas ______________ ______________ Other ________________ ______________ ______________

Light Duty Truck - SUV's Gasoline 1234 Litres - Minivans Diesel ______________ ______________ - Full size vans Propane ______________ ______________ - Pickup trucks GVWR under 3856Kg (8,500 lbs) Natural Gas ______________ ______________ and curb weight under 2722 Kg (6,000 lbs) Other ________________ ______________ ______________

Heavy Duty Truck - Road vehicles with a GVWR over 3,856 Kg (8,500 lbs) Gasoline ______________ ______________ and curb weight over 2722 Kg (6,000 lbs) Diesel ______________ ______________

Propane ______________ ______________ Natural Gas ______________ ______________ Other ________________ ______________ ______________

Off Road Vehicles and Portable Equipment - Vehicles and equipment not licensed for road use Gasoline ______________ ______________ - Snowmobiles Diesel ______________ ______________ - ATV's Propane ______________ ______________ - Lawnmowers and trimmers Natural Gas ______________ ______________ - Tractors Other ________________ ______________ ______________ - Construction equipment

I / we certify that the above fuel consumption data represents the most accurate estimate of fuel consumption available for the reporting period.

_______________________________________________Signature Title Date (dd/mm/yyyy)



APPENDIX D – MINIMUM RATE OF PAY CITY OF NANAIMO and

CANADIAN UNION OF PUBLIC EMPLOYEES, LOCAL 401 COLLECTIVE AGREEMENT

ARTICLE 31 MINIMUM RATE OF PAY

Minimum Rate of Pay The Collective Agreement between the City of Nanaimo and Canadian Union of Public Employees, Local 401 says that:

Article 31- Contract or Sub-Contracts

Every contract made by the Employer for construction, remodeling, repair, or, demolition of any municipal works or for providing any municipal service or function shall be subject to the following condition:

"Minimum rate of pay for work performed under this Contract or under Sub-contract shall be as classified in the current Agreement between the City of Nanaimo and Canadian Union of Public Employees, Local 401."

Rates that will apply to this contract. 95% rate is applicable for the first 60 calendar days from the commencement of the work. Full rate from day 61 onwards, any increased overhead costs incurred to pay these rates (i.e. EI, CPP, WorkSafe, Vacation Pay etc.) are to be included in your base pricing. Position Title 95% first 60 days

Rate per Hour Full Rate Per Hour

CCTV and Flush Truck Operator $29.20 $30.74

Labourer/Apprentice $25.21 $25.46

Traffic Control (Flagger) $16.55

Note: City contract with CUPE expires on December 31, 2016. Any wage modification after this date will depend on the Collective Bargaining process between CUPE and the City of Nanaimo.



LETTER OF UNDERSTANDING #12 BETWEEN:

CITY OF NANAIMO AND

CANADIAN UNION OF PUBLIC EMPLOYEES, LOCAL 401

Re: Contracting Out Issues

The City of Nanaimo and CUPE Local 401 agree to the following conditions in order to:

a) provide an interpretation of Article 31, Contracts or Sub Contracts.

1. Where the Union can provide documented evidence to prove to the City's satisfaction

that a contractor hired by the City of Nanaimo is not paying wage rates pursuant to Article 31, the City will follow the process outlined in Appendix I.

2. The Parties agree that for the purposes of complying with Article 31, the rate for flagging shall be set at $14.20 (2009 rate) per hour.

3. The City agrees to provide available cost information on contracts to the Union upon request

4. This Agreement will be effective on new contracts awarded after date of signing and on current contracts on which the Union provides evidence of breach of Article 31.

5. This Letter of Agreement forms part of the Collective Agreement and remains in effect in the same manner and to the same extent as any other provision in the Collective Agreement.

6. All issues arising under the grievance and/or issues relating to contracts in effect up to the signing of this Letter shall be deemed to be resolved and, no grievance will be filed in respect of any such issues with the exception of current contracts where either Party discovers that a contractor is contravening Article 31.

7. In the event a dispute occurs between the Parties regarding the implementation of this Agreement, either Party may refer the matter to or a-mutually agreed arbitrator on an expedited basis for resolution.

Appendix I

DEFINITIONS

"Work performed" refers to the current classifications contained in the Parties’ Collective Agreement and not directly connected to the job, which is contracted.



PROCESS 1. Each contract assigned to a contractor by the City of Nanaimo will contain terms:

1. Requiring that the contractor adhere to the provisions of Article 31 of the Collective Agreement. Current classified rates will be included.

2. Specifying that failure to adhere to the provisions is a breach of the contract and may give rise to termination of the contract.

3. Entitling the City to copies of information showing the wage rates paid to its employees. (The City will provide copies to the Union if requested.)

2. In the event the City has concerns that a contractor is in violation of Article 31, the following shall apply: 1. The City shall immediately inform the contractor of its concerns and require

the contractor to comply. 2. The City shall follow up contact and if violation still exists within thirty (30)

days provide written request for compliance. 3. If violation continues, the City shall provide second request within a further

thirty (30) days and demand compliance or contract forfeiture may occur. 4. If violation continues, the City shall provide final request within a further

thirty (30) days and may give two weeks’ notice for failure to comply with provision of contract.

5. The City may terminate the contract and/or withhold funds and/or require the contractor to submit appropriate monies to rectify the breach of contract.

6. If the City does not require forfeiture, such decision must be for bona fide operational or legal reasons.

7. Notwithstanding the above, the City may proceed to (d) or (e) directly.

REQUEST FOR PROPOSAL No. 2152 DATE ISSUED: … Sewer Pipeline... · Sewer Pipeline CCTV, Manhole...

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