1.0 - Monitoring Effect of Changes in Work on Contract ... · CCDC2 6.3.1) Obtain POA Are all final...

12/22/2017 | 4:09:10 PM

Change in Work

identifiedIs the

change a scope

change?

Evaluate as item overrun

(1.1)NO(change in

quantityof a unit

rate item)

Is the work an

emergency, or on critical

path?

Verbal authorization for

Contractor to proceed with

work, followed by CD and CO after consultation with

appropriate delegated

signing authority

YES

NO

Update Contract Change

Summary spreadsheet

Is the PO or POA value going to be exceeded?

YES

Evaluate as scope change

(1.2a, b)YES

Proceed with project closureNO

Changes in Work

document-ed

In this scenario, work must occur before a CO can be issued.

Work may proceed on CD (Linear GC 3.11.02,

CCDC2 6.3.1)

Obtain POA

Are all final quantities known / is project at

completion?

Overruns greater than $5,000 will require a

CD

YES

Continue monitoring contract

expenditures

NO

1.0 - Monitoring Effect of Changes in Work on Contract Expenditures – Project Lead

Is the change an adjustment

to time required or materials

used?

NOEvaluate as Time

& MaterialYES

Rev. December 2017

12/22/2017 | 4:09:10 PM

Quantity overrun

identified

Authorize contractor to proceed with work***

CD not required. Payment to be

processed using contract item.

1.1 - Evaluating Quantity Overruns: Issuing CD’s and Authorizing Payment – Project Lead / Contract Administrator

NO

Request or prepare CD under appropriate

delegated signing authority

CD submitted to contractor. Work may

now proceed.

Payment to be processed using the CD, less any earlier payments

Will total overrun amount exceed

$5,000 at final project completion?

*

YES

Estimate cost of overrun

YES

Request or prepare new CD for additional amount, referencing the previous CD**

* Over the course of a project, an item can be overrun to a maximum of $5,000 without the issuance of a Change Directive. Once the total item overrun exceeds the threshold, a CD is to be prepared.

** CD will be for additional amount, but approval will be based on cumulative amount

***If the Contractor requests a CD for sub-threshold work, the Project Lead is to comply with their request.

Has a CD already

been issued for the item?

NO

Review/update overrun/underrun

summary, and compare to base

contract value Is the PO or POA value going to be exceeded?

YES

Proceed with

project closure

NO

Overruns document-

ed, and monitored

against base

contract value

Obtain POA

Are all final quantities known / is project at

completion?

Has base contract

value been exceeded?

YES

Continue monitoring

overruns and underruns

NO

YES

NO

Issue a single CO for all item overruns and

underruns

Rev. December 2017

12/22/2017 | 4:09:10 PM

Scope change

identified

1.2a - Evaluating Changes in Scope: Issuing CO’s and Authorizing Payment – Internally Managed Project

Prepare CO under appropriate DSA. Attach CD* and other backup

documentation per CO ChecklistScope change

document-ed

CO submitted to contractor.

Payment to be processed using the

CO, minus any earlier payments

Estimate/determine cost of scope change

(RFQ)

*A CD would already have been issued, authorizing the Contractor to proceed, if the Change in Work (scope change) was an emergency or on the critical path (see 1.0)

City

Pro

ject

Lea

d

Rev. December 2017

12/22/2017 | 4:09:10 PM

Scope change

identified

1.2b - Evaluating Changes in Scope: Issuing CO’s and Authorizing Payment – Externally Managed Project

Prepare CO under appropriate DSA. Attach CD* and other backup

documentation per CO Checklist

Scope change

documente-d

CO submitted to Consultant

Payment to be processed using

the CO, minus any earlier payments

*A CD would already have been issued if the Change in Work (scope change) was an emergency or on the critical path (see 1.0)

Summarize issue, cost, and

recommendation

Con

sulta

nt

Info submitted to

City PL

City

Pro

ject

Lea

d

Info received

from Consultant

Agree with Consultant that scope change is

warranted?

CO received from City

PL

Request clarification, alternate solution

No

Agree on recommen-dation and estimated

cost?

YesYes

Scope change denied

No

Rev. December 2017

Appendix H – Change Order Management Quick Reference Guide

Appendix H: Change Order Management Quick Reference Guide

December 2017 H-1

Engineering & Construction Services

Change Order Management Requirements QUICK REFERENCE GUIDE

Building a Better Toronto Together

1. WHAT – Scope of Work for the Change a) Provide, in general terms and easy to understand plain language, a concise description of the

Change, along with the responsibility of each of the following parties to effect the Change: (i) the contractor; (ii) the consultant; and, (iii) the City.

b) Explain the full effort required from all parties to complete the Change.

2. WHY – Why it is essential to complete the Change under the contract a) Justify the Change: is it required to comply with health & safety; functionality; future maintenance;

efficiency; updated regulations or legislation; etc.? b) Describe the reason(s) why the Change must be carried out under the contract (and not be the

subject of a separate contract). c) Explain, in detail, why the Scope of Work for the Change was not included in the original scope of

work for the contract, e.g., unexpected conditions; could not fully inspect certain areas to identify issues during design; existing documentation that was used was inaccurate or incomplete; situation was missed during design; issues were identified after the design was completed, etc.

3. HOW – How is the Scope of Work for the Change going to be performed

a) Detail the sequence of events leading to the need for a Change Order, including RFQ; RFI; quotations (indicate lump sum, or time & materials, etc.); prior Change Directive(s); etc.

b) Provide a brief description of how the Work covered by the Change is proposed to be delivered.

4. IMPACT – How will this Change affect Cost / Schedule / Other Contract Impacts a) It is necessary to fully understand and describe the impact of the Change on the critical path and

associated risks. b) It is preferable that an impact delay analysis be done as quickly as possible and included in the

Change Order. If this is not possible, a best estimate for the impact to the schedule should be provided along with a statement that the time analysis impacts of the Change cannot be fully assessed at the time the Change Order is submitted.

c) Previous Change Directives or Change Orders approved for the same contract should be identified. d) If future Change Directives or Change Orders are expected to be required to adjust and/or complete

the work under the subject Change Order, these should be identified.

5. VALUE – What is the cost to complete the Change to the Scope of Work a) Show the full amount of the Change Order without HST, the value of the HST, and the total value of

the Change Order. b) Identify the payment source for the funds to pay for the Change. Conversely, if the Change is for a

credit, identify where the funds should be directed. c) Explain any negotiated reductions or credits, over the initially quoted cost, if applicable.

In addition to the Change Order form, attach and make reference to supporting documentation, such as City Letter(s); Consultant Letter(s); Change Order Summary Sheet; Contractor documentation as applicable; any previous documents leading to the Change in the Scope of Work; etc.


Change Order Management Requirements QUICK REFERENCE GUIDE

Building a Better Toronto Together

Stipulated Price Contract – CCDC 2 – 2008 1. Change Directive A Change Directive is a written instruction prepared by the Consultant and signed by the Owner directing the Contractor to proceed with a change in the Work within the general scope of the Contract Documents prior to the Owner and the Contractor agreeing upon adjustments in the Contract Price and the Contract Time. 2. Change Order A Change Order is a written amendment to the Contract prepared by the Consultant and signed by the Owner and the Contractor stating their agreement upon:

- a change in the Work; - the method of adjustment or the amount of the adjustment in the Contract Price, if any; and - the extent of the adjustment in the Contract Time, if any.

Refer to Part 6 – Changes in the Work

General Conditions of Contract – Linear Infrastructure – December 2013

GC 1.04 – Definitions

• Change Directive means a written instruction signed by the Owner, or by the Contract Administrator where so authorized, directing the Contractor to proceed with a Change in the Work.

• Change Order means a written amendment to the Contract signed by the Owner, or the Contract

Administrator where so authorized, and the Contractor, covering contingencies, a Change in the Work, and establishing the basis for payment and the time allowed for the adjustment of the Contract Time, if any.

• Change in the Work means the deletion, extension, increase, decrease or alteration of lines,

grades, dimensions, quantities, methods, drawings, changes in the character of the Work to be done or materials of the Work or part thereof, including changes in geotechnical, subsurface, surface or other conditions.

GC 8.01.02 – Variations in Tender Call .01 Where it appears that the quantity of Work to be done and/or Material to be supplied by the Contractor

under a unit price Tender Call item will exceed or be less than the Tender Call quantity, the Contractor shall proceed to do the Work and/or supply the Material required to complete the Tender Call item and payment will be made for the actual amount of Work done and/or Materials supplied at the unit prices stated in the Tender Call except as provided below:

a) In the case of a Major Item where the quantity of Work performed and/or Material supplied by the Contractor exceeds the tender quantity by more than 30%, the City shall have the right, in its sole discretion, to require that the portion of the Work performed and/or Material supplied which exceeds 130% of the tender quantity be paid as Work on a Time and Material Basis, in accordance with GC 8.02.04.

Refer to GC 3.11 – Changes in the Work

Appendix I – Centralized Filing

Appendix I: Centralized Filing

December 2017 I-1


July 13, 2017

Engineering & Construction Services Guideline Document

Centralized Contract Filing

Purpose: ECS wants to ensure there is a consistent and complete contract file for soft/hardcopy that is maintained in a centralized location so that files are up to date and available. We will gradually be moving to a paperless environment with some hard copies of materials to be retained for legal purposes.

Background: The Centralized Contract Filing working group with representation from each of the ECS Sections has met several times and developed an interim filing system to be used until the ECS IT Strategic Plan Document Management is implemented.

Centralized Filing: From project initiation to design & construction up to final payment, the CWD Units shall maintain a centralized hardcopy file as noted below. CT&P will be responsible for maintaining a centralized hardcopy file from tendering to final payment for their files. Once final payment is completed and the PO is closed, all files shall be given to CT&P for filing in the MH 20th Floor filing room so they are available during warranty. Following final acceptance, CT&P will archive the contract file with central records. For all 2017 contracts and all prior years where the PO has not been closed, CWD units shall maintain a centralized hardcopy file. For all 2010 to 2016 contracts with a closed PO, CT&P is in the process of hiring a team of students to retrieve and assemble files for storage and archiving.

Soft Copy Files: The former MWF Section will continue to use the ProjectWise vertical folder structure and a new folder structure has been developed for linear along with training that was completed on June 30. All 2017 linear contract documents shall be saved in ProjectWise. Main categories are as follows: CWD Contract Files Studies & EA's Pre-Design/Design Construction Post Construction

CT&P Contract Files (sub-structure within CWD) Tender/RFP Award Execution Construction

Insurance/WSIB For a complete detail of soft structure, see ProjectWise


July 13, 2017

Hard Copy Files: Hard copy files shall be maintained in the following folder structure for contracts and consultants: CWD Contract Files Contract Correspondence – progress meetings, letters Contract Documents – pricing form, estimate, Specials Design – scope, meeting minutes Approvals & Permits Daily Work Reports & Weekly's Contractor Deliverables – schedules, H&S, mix designs Change Orders – briefing notes, change directives, back-up,

summaries Notices & Public Consultation Completion – substantial, final Claims Warranty Consultant Correspondence RFP & Award Documents Agreement – execution documents Financials - payments Change Orders – briefing note Consultant Deliverables CT&P Contract Files Contract/Consultants

Tender/RFP – tender documents, checklists Award – contract award, memo to PM, bids, proposals Execution – execution package Construction

o Documents – order to commence, fair wage o Payments – pay activity

Insurance & WSIB – correspondence, renewals

Appendix J – RSC Codes

Appendix J: RSC Codes

December 2017 J-1

Appendix J

Commonly Used Record Classification Codes for ECS

Page 1 of 3 rev. October 31, 2016

RCS Code Record Title Description Retention Period

F1541Purchasing of Goods

and Services

Records relating to the procurement and acquisition of goods and services from external contractors and vendors. May include information

on manufacturing requirements and delivery time frames. Documents may include purchase orders, purchase requisitions, requests for

proposals (RFPs), quotation requests, vendor proposals, and tenders.

7 Years after File closed upon

termination or expiry of

agreement, Then Destroyed

W0019Property and Titles

Reference Materials

Records relating to duplicate copies of legal information pertaining to engineering projects. This material is kept strictly for reference

purposes, for both City and non-City (i.e., private companies) engineering projects. Includes copies of land titles, copies of land

transactions, and copies of notices of applications and plans.

Current Year then Destroyed

W0023Road Closures -

Temporary

Records relating to temporary road closures for purposes of construction and events such as parades and movie filming. Includes

applications for road closures, complaints, and correspondence.


expiration of granted order,

Then Destroyed

W0024 Road Construction

Records relating to road construction projects. This includes the design and planning of new roads; road and intersection improvements;

and resurfacing, reconstruction, and widening of existing roads. May include copies of contracts, plan approvals, consultant reports, land

surveys, and geotechnical surveys.

Original Engineering Drawsing related to this classification must be file under W0110 - Engineering Drawings

15 Years after File closed

upon completion of

construction project, Then

Destroyed, Subject to Archival

Review

W0030Traffic Signs and

Signals Equipment

Records relating to the manufacture, installation, and inspections of traffic signs and signals equipment. May include inspection reports,

copies of vendor brochures and catalogues, product specifications, copies of purchase orders, and error reports.15 Years then Destroyed

W0032 Street LightingRecords relating to the types, installation, inspection, and repairs of lighting devices used to illuminate streets and pedestrian crossovers.

Documents include complaints, safety reports, requests for additional lighting, and correspondence.7 Years then Destroyed

W0033Street Naming and

Street Numbering

Records relating to the processes by which names and/or numbers are assigned to City streets. This includes City roads, avenues,

thoroughfares, expressways, and cul de sacs. Includes requests for changes to street names and numbers, complaints concerning current

names, and correspondence.


completion of project or notice

of decision, Then Destroyed,

Subject to Archival Review

W0035Streetscape and

Design

Records relating to streetscaping and design, which refers to improvements made to the areas surrounding City streets for aesthetic and

visual purposes. May include information on noise barriers, improved building entrances, and tree and flower planting. Documents include

requests for streetscaping and design, complaints, diagrams, and engineering plans.


completion of project or notice

of decision, Then Destroyed,


W0036 Traffic Control

Records relating to the control of City traffic, which includes all motorized road vehicles and bicycles. Methods of control include traffic

signals, speed humps, stop and yield sign intersections, vehicle speed restrictions, vehicle load limitations, and pedestrian crossover

signals. May include parking, accident, and collision statistics; traffic count registers; copies of engineering drawings; and traffic studies.

7 Years then Destroyed,


W0038Utility Applications

and Plans

Records relating to applications for the installation of utilities on land properties and sites. This includes the routing of fiber-optics, phone

lines, cable, power, and gas lines. Documents include construction reference drawings, applications, completed approval forms, utility

permits, and copies of notices of hearings.

Permanent Storage (File

closed upon completion of

project or notice of decision)

W0040 Bridge ConstructionRecords relating to the construction and restoration of City bridges. This includes bridges over roadways (overpasses) and bridges over

waterways. Includes project reports and drawings, action plans, geotechnical surveys, consultant reports, and correspondence.


completion of construction

project, Then Destroyed,


Appendix J




W0044

Engineering

Development and

Planning

Records relating to the development and planning of engineering projects within City boundaries. This includes projects undertaken both by

the City and private sector organizations. Includes copies of site specific engineering drawings, engineering proposals, application reviews,

copies of agreements and contracts, and engineering studies.

NOTE: This primary classification does not contain information on engineering work beyond the planning stage, such as actual construction

and maintenance work. For engineering project construction and maintenance information, refer to the specific subject (e.g., roads,

sidewalks, bridges, etc.).

Original Engineering Drawings related to this classification must be file under W0110 - Engineering Drawings.


completion of project, Then


Review

W0054Sewers Design and

Construction

Records relating to the design and construction of sanitary and storm sewers. Documents include activities reports, land surveys, consultant

reports, and correspondence. Records relating to individual sewers are classified at the secondary level.



upon completion of



Review

W0058Water Main

Construction Projects

Records relating to the planning, design, and construction of water mains, which are pipelines that transport water. Includes construction

plans and drawings, pipe-laying plans and schedules, consultant reports, and correspondence. Coding of individual water mains is

performed at the secondary classification level and will depend on the system and naming convention used by each section.




construction project)

W0064Central Maintenance -

Water Supply System

Records relating to the maintenance of the City's water supply system. This refers to the whole of the water supply system, not simply water

mains or trunks. May include information on electrical, mechanical, building, and ground maintenance; carpentry; and instrumentation.

Documents include reports, studies, and engineering plans and drawings.


upon completion of statistical

reporting, Then Destroyed,


W0075 Pumping Stations

Records relating to the operation and maintenance of pumping stations, which pump water to water filtration plants. Includes information on

safety inspections and disinfection of pumps. Documents include operations reports, water pumpage volume statistics, and copies of

contracts. Individual pumping stations will be classified at the secondary level.



completion of statistical

reporting, Then Destroyed,


W0091

Water Trunk Mains -

Maintenance and

Operations

Records relating to repair and maintenance services supporting the City's trunk water main system. Trunk mains are much larger than

regular water mains, do not supply water directly to homes or businesses, and are designed to feed water into regular water mains. May

include information on water trunk main breaks, relocations, valves, disinfection, inspections, and properties associated with trunk mains.


upon completion of

maintenance or maintenance

inspection reports, Then


Review

W0093

Water Treatment

Plants and

Operations

Records relating to the treatment of water and waste water after it has been tested. Water may be treated using separation and aeration

processes, as well as the addition of chemicals, such as chlorine. May include daily chemical logs, monthly operations reports, raw sludge

reports, and copies of environmental audits. Records relating to the day to day operations and maintenance of individual treatment plants

will be classified at the secondary level.

Original Engineering Drawings related to this classification must be filed under W0110 - Engineering Drawings.

21 Years then Destroyed,


Appendix J




W0096

Engineering

Standards, Policies,

and Quality

Assurance

Records relating to standards, policies, and quality assurance for engineering projects. May include standards and best practices related to

engineering design, construction and consulting, research and development, management, landscape architecture and streetscape

improvement, infrastructure, major facilities, and engineering business processes and practices.


Permanent Storage

W0097Water Filtration

Plants Operations

Records relating to the daily operations and maintenance of City water filtration plants, which remove pollutants, sediments, and other

particulate matter from drinking water. Water filtration is conducted prior to water testing and treatment. Includes information on

instrumentation and control features, chemical feed equipment, and valves maintenance. Documents include consultant and engineering

reports, control valve inspection reports, release forms concerning persons who attended guided tours of the plants, and newspaper

clippings. Individual filtration plants will be coded at the secondary classification level.



upon completion of

maintenance or maintenance

inspection reports, Then


Review

W0101Landfill Sites

Construction

Records relating to the construction of City landfill sites, which are used for the disposal of routine and hazardous waste materials. Includes

plan approvals, copies of contracts and agreements, consultant reports, land surveys, engineering reports and drawings, and

correspondence.




construction project)

W0105Sidewalks

Construction

Records relating to the construction of City sidewalks. Includes engineering plans and drawings, requests for replacement of missing

sidewalk sections, contractors' reports and payments, copies of contracts and agreements, and correspondence.



upon completion of


Destroyed

W0108 Bridge Maintenance

Records relating to the routine and ongoing maintenance and repairs of City bridges. This includes bridges over roadways (overpasses) and

bridges over waterways. May include complaints, engineering plans and drawings, copies of contracts and agreements, and

correspondence.

Permanent Storage

W0110Engineering

Drawings

Records relating to the production, use, and storage of master copies of engineering drawings. Engineering drawings demonstrate design

solutions and define instrumentation requirements. They are used to manufacture, test, and procure equipment and repair parts for

systems, subsystems, and components. May include information on drawing systems, computer-aided design (CAD), engineering drawing

control, and engineering symbols.

NOTE: Use for specific engineering design and construction projects such as bridges and roads, works facilities such as water and

wastewater plants, solid waste and storm water management (sewers and water mains).

Permanent storage (until

superseded with permanent

retention)

Agenda – INITIATION MEETING

<<insert meeting date>> Page 1 of 1 ECS-CWP-01 - Rev. June 2017

Meeting Information

Contract No:

External Service Provider:

Client:

Project Name:

Date and Time:

Location:

Meeting Participants


Meeting Chair:

Meeting Invitees:

Meeting Agenda The following are sample agenda topics only; discussion points may vary depending on the nature of the project. Project Lead to modify the agenda as required.

Item No.

Time Topic Desired Outcome Lead

1.1 Project scope:

• identify deliverables set out in agreement; confirm that they still stand, note any changes or additions

• identify key tasks associated with deliverables

• expectations of project team members

1.2 Project Schedule:

• planned start date

• milestone events and target dates

• target completion date

1.3 Funding and cost:

• confirmation of proposed cost

• confirmation of payment terms specified in contract document or agreement (changes to be noted in writing)

1.4 Approvals and permits

• Confirmation of which are required for the project

PRE-CONSTRUCTION MEETING

<<insert meeting date>> Page 1 of 6 ECS-CWP-02b - Rev. June 2017

Meeting Information

Contract No:

Contractor:

Client:

Project Name:

Date and Time:

Location:



Meeting Chair:

Meeting Invitees:

Meeting Agenda The following are sample agenda topics only; discussion points may vary depending on the nature of the project. Project Lead to modify the agenda as required. Agenda may be prepared by the Consultant.

Item No.

Time Topic Action Required

by

Introduction of Personnel City staff: Project Lead, City design staff if applicable, plant staff, Health and Safety Representative Consultant staff: site representative, consultant PM, consultant design staff if applicable; Contractor staff and subcontractors, as applicable. Circulate meeting sign-in sheet or obtain business cards and develop Contact Sheet to be appended to the end of the minutes. (names, addresses, phone numbers, and email addresses of attendees)

Meeting Agenda


Item No.


by

Review subcontractors stated in pre-award meeting minutes and emphasize that no change in subcontractors without Contractor’s written request and the City’s written approval. Review first named and named acceptable alternate equipment list stated in pre-award meeting minutes.

Communication Protocol Establish lines of communication between Contractor, Subcontractor(s), Project Lead, Inspector, Consultant, and site operating staff: All Contractor’s correspondence to be directed to City of Toronto, XXXX, Project Lead. (for in-house projects, all correspondence, shop drawings etc to be directed to the senior engineer) OR All contractor’s correspondence to be directed to Consultant XXXX, Project Manager with copies to City of Toronto, XXXX Project Lead. (for Consultant-led projects, all general correspondence to be directed to consultant with copies to City Project Lead) All correspondence must be from the general contractor and direct contact from sub-contractors or suppliers is discouraged. XXXX will be the City’s inspector on this project. All queries at the site should be directed to XXXX, who will advise Project Lead XXXX on the progress of the project. The Contractor and its subs are discouraged from having direct contact with the site operating staff.

Meeting Agenda


Item No.


by

Emergency Contact List and Numbers In addition to the names and numbers above, obtain 24 hour emergency contact name and phone number from external service provider and from plant staff (i.e. 24 hour manned plant phone number in the control room)

Status of Executed Documents, Bonding and Insurance and Order to Commence Work No work on site can proceed until a Purchase Order and Order to Commence, or Order to Commence Site Work, are issued by the City.

Schedule Discuss construction schedule, as well as what the schedule should include: A detailed construction schedule is required to be submitted prior to mobilization and prior to first payment being made. The duration on the schedule must match the tendered duration and that the schedule is to include:

• Major milestones and major subtrade mobilization

• Shop drawing submission and sufficient review time per spec

• Include testing and commissioning and timing meets spec requirements (i.e. 5 day wet test, FAT, SAT)

• Training

• As-builts

• Operation manuals submissions

• Schedule to match suggested sequence of work provided in the specs if applicable

• Schedule encompasses constraints specified in the specs

Note the tendered contract duration and contract milestones.

Meeting Agenda


Item No.


by

MOL Notice of Project Clearly identify role of constructor: Contractor or City. If the Contractor is the constructor, they are responsible to obtain MOL Notice of Project. If the City is the constructor, then City needs to get MOL Notice of Project. MOL Notice of Project is to be posted on site at all times. If Contractor is constructor, also provide copies of completed Registration of Constructors & Employers Engaged in Construction forms (Appendix A41) to the Contractor. If City is Constructor, then contractor needs to submit completed form(s) to the City. These forms also need to be posted on site at all times.

Health and Safety Advise Contractor to set up meeting with City Health & Safety Representative to go over the site specific health and safety orientation prior to mobilizing on site.

• Asbestos report

• Designated Substances List – receipt of confirmation from general contractors and all sub-trades / vendors (including designated substances that the contractor and subcontractor will bring to the site)

• Safety Data Sheet (SDS) for products controlled under WHMIS that the contractor and subcontractor will bring to the site

Pre-commencement Activities Discuss project specific requirements such as fueling plan, spill contingency plan, pre-construction survey (crack, vibration monitoring), traffic management plan, and any other site specific issues

Meeting Agenda


Item No.


by

Permits and Approvals Discuss status of permits and approval and responsibility for these (iBuilding Permit, Ministry of the Environment Certificate of Approval Sewage, Air, Water, Permit to Take Water, MTO, Others)

Occupation and Use of Site

• Coordination with Plant Operations

• Coordination with ongoing Contracts at the plant

• Hours of Work – Plant

• Hour of Work – Contractor

• Temporary Facilities/site trailer

• Security (advise contractor that he is responsible for all equipment and materials delivered on site and for security of his own materials and equipment at all times)

• Contractor’s parking and site access

• Daily clean-up is important and walkways and roadways must be kept clear at all times.

Progress Payments

• Breakdown of Tender Price

• Payment for Mobilization (prorated)

• Bond & Insurance (100% on receipt of proof of payment)

• Updated Schedule accompanying progress draws

Changes in the Work Review the protocol for extra work, changes, and alternate proposals. Remind the contractor that all time, scope, and money issues are to be documented in writing. Sample wording: Any extras, credits, claims, delay costs and extensions should be identified, discussed, and submitted promptly before the work proceeds so that time and materials can be recorded if there is a dispute. Extra work

Meeting Agenda


Item No.


by

prices and quotations should include all costs including HST and extension costs, if any, as an extension may be granted later but costs will not be dealt with at completion. Extension requests should also be included in the quotation. Any changes, even small ones, must be noted and proposals of changes should be submitted with documentation in advance, before doing any proposed changes.

Shop Drawing Process

Other Items

• Additional sets of Contract drawings (specify if half size, full size)

• Independent Testing Agencies

• Frequency of Progress Meetings

• Names of 3 levels of staff who may be involved in discussion/negotiations to resolve disputes

• City of Toronto Accessible Customer Service Training Requirements

• Note that the City's Workplace Violence Policy (posted at http://wx.toronto.ca/intra/hr/policies.nsf) also applies to contractors

Agenda – PRE-CONSTRUCTION MEETING

<<insert meeting date>> Page 1 of 3 ECS-CWP-02a - Rev. June 2017

Meeting Information

Contract No:

Contractor:

Client:

Project Name:

Date and Time:

Location:



Meeting Chair:

Meeting Invitees:

Meeting Agenda The following are sample agenda topics only; discussion points may vary depending on the nature of the project. Project Lead to modify the agenda as required.

Item No.


Award and Execution Of Contract

Project Schedule:

• planned start date

• milestone events and target dates

• target completion date

Starting location and number of crews

Approvals and permits

Stakeouts

Site Office

Material supplier and availability

• Mix designs

• Tickets for all material to be presented upon delivery to site.

• Trial batch for asphalt

Testing and Quality Control

• Review contractual testing requirements

• Refer to Field Services Manual

Meeting Agenda


Item No.


Traffic control

Disposal of excess material

• To be arranged by the Contractor as per the contract

• City to be notified in writing of the dump site being used

Safety

Plan changes and design concerns

Traffic restrictions

• TTC bus traffic to be maintained; Contractor to call <<insert contact name>> for temporary stop relocations, as per contract

• Paid duty officers as per contract

• Traffic protection plan to be provided

Public relations

Notifications: City to notify residents

Subcontractors – confirmation of names and contact information. Any request for changes must be submitted in writing

Emergency and After Hours phone numbers

Names of 3 Levels of Staff Who May Be Involved In Discussion/Negotiations To Resolve Disputes

List of designated substances that the contractor and subcontractor will bring to the site

Materials Safety Data Sheet (MSDS) for products controlled under WHMIS that the contractor and subcontractors will bring to the site

Construction Schedule – required prior to any payment

Confirm date of next meeting

Meeting Agenda


Item No.


Reminders

• All correspondence to be addressed to Project Lead and cc Construction Supervisor

• Work Zone Protection Plan to be submitted and kept on site as per the Ministry of Labour

• All excavations in walk or roadway are to be saw cut prior to being done

• Vibrations must be kept to a minimum. Pounding by backhoe buckets will not be permitted

• The Contractor is advised to have a copy of the new

• MTO Book 7 is required to be on site as per Ministry of Labour

• Liquidated damages

• Storage of materials and tidiness of site

• Castings to be boxed out and then adjusted

• Routing and sealing included in concrete base

• Contractor’s Payroll Burden Form (if not submitted) – to be considered for Contractor’s actual rate, the completed, certified and signed form must be submitted prior to the commencement of the first instance of work to be paid on a Time and Material basis

• Precautions to be made to protect interior of pipes, fittings, and valves against contamination. All openings are to be capped with watertight plugs/seals. Caps are to be removed only when making connections (please see specifications TS 7.30.07.01.01 and TS 701.07.07)

• City of Toronto Accessible Customer Service Training Requirements http://www.toronto.ca/citybusiness/accessibilty_training.htm

• Note that the City's Workplace Violence Policy (posted at http://wi.toronto.ca/intra/hr/policies.nsf) also applies to contractors

ECS-CWP-03 – rev. June 2017

Project Report & Checklist

Date:

Project Title:

Street: From: To:

Project Lead:

Contract Number:

Client Division:

Client Division Project Lead:

The following are sample topics only; discussion points may vary depending on the nature of the project. Project Lead to modify the checklist as required.

Scope Summary

Division Scope Budget

Transportation Services

□ Road Reconstruction ………………………………………………………… □ Road Resurfacing ………………………………………………………… □ Sidewalk ………………………………………………………… □ Public Realm ………………………………………………………… □ TSLIP / Traffic Plant ………………………………………………………… □ Other:

1. ………………………………………………… 2. …………………………………………………

Toronto Water

□ Watermain ……………………………………………………….. □ Sewer (Storm or Sanitary) ………………………………………………………… □ Storm Water Management ………………………………………………………… □ Other:

1. ……………………………………………………. 2. …………………………………………………….

ECS Eng. Review

□ Other: 1. ………………………………………………….

Memorandum Name Title

City Hall

Address Third line optional Toronto, Ontario XXXXXX

Tel: 416-XXX-XXXX

Fax: 416-XXX-XXXX [email protected] toronto.ca

ECS-CWP-03 – rev. June 2017 Page 2 of 5

2. ………………………………………………….

Econ. Dev & Culture (BIA)

□ Sidewalk …………………………………………………………… □ Boulevard Improvements …………………………………………………………… □ Lighting Improvements …………………………………………………………… □ Streetscape …………………………………………………………… □ Other:

1. …………………………………………………… 2. ……………………………………………………

City Planning

□ Sidewalk …………………………………………………………… □ Boulevard Improvements …………………………………………………………… □ Lighting Improvements …………………………………………………………… □ Streetscape …………………………………………………………… □ Other:

1. …………………………………………………… 2. ……………………………………………………

Parks & Recreation

□ Outside of R.O.W …………………………………………………………… □ Streetscape / Tree Planting …………………………………………………………… □ Other ……………………………………………………………

Solid Waste

Toronto Hydro

Other Utilities

TTC

□ TTC Track Reconstruction @ …………………….. □ Other:

1. …………………………………………………… 2. ……………………………………………………


Project Investigation Checklist: □ Survey □ Geotechnical Investigation □ Preliminary □ Detailed □ SUE Investigation (Identify Levels) □ Site Investigation: (Project Lead to identify what may be required for specific project)

• Pavement conditions – cracks such as rutting, raveling, sink holes, etc.

• Curb and gutter condition

• Median / Island condition

• Curb damage at turning radius (i.e. cracks or signs of tire marks)

• Visibility utility cuts

• Traffic calming feature condition (i.e. speed humps, traffic circles)

• Road safety feature condition (i.e. concrete barriers, steel beam guide rail, bollards)

• Pavement marking condition including bike lanes / Sharrows (Traffic Safety – SSRPL 2.2)

• Drainage condition (i.e. signs of ponding – reversed sidewalk - (Sidewalk drainage) - (Missing catchbasin)

• Ditch treatment condition

• Culverts and outlet structure conditions

• Observation of slope stability issues

• Sidewalk condition - (drainage, width standard, trip hazards, tree roots)

• Streetscape treatment condition

• Pedestrian crossings at appropriate location

• Pole condition

• Utility structure condition – Potential conflict with scheduled works (i.e. vaults, valves, pedestals)

• Access to subway/bus/streetcar/GO stops. Additional coordination required

• Streetcar tracks condition

• CNR/CPR/Metrolinx crossings within project limits. Additional coordination required

• Bus bay condition

• Adjacent land under construction. Additional coordination required

• Existing trees/shrubs/landscaping requiring special measures during construction – (visibility issues)

• Other observed property features that may impact scheduled works Project Stakeholder Consultation □ Transportation Services □ Toronto Water □ TTC □ EcDev □ BIA □ City Planning □ Toronto Hydro □ TRCA □ Public Utilities □ Bridge Unit □ Heritage □ MTO □ Forestry □ MOE □ Ravine □ Fisheries □ Residential/Commercial Community □ Ward Councillor □ Public Consultation □ Other: __________________________________________________________________________________________________________________________________________________


Approval Requirements: □ Transportation Services – Work Zone Coordinator (Construction Staging and Traffic

Restrictions Requirements) □ TTC – Board Approval (Bus/Streetcar restrictions) □ TRCA □ Heritage □ MTO □ MOE □ Public Utility – agreements/easements □ Private Property – agreements/easements/acquisitions □ Forestry □ Fisheries □ Other: Project Schedule Timeline (Project Lead to include dates)

Task / Deliverable Planned Initiation Planned Delivery /

Completion

Survey

Geotech

SUE

Base Maps

PDR

30% Design

Public Notification

60% Design

Application for approvals

90% Design

100% Design

Tender Issuance

Tender Award

Order to Commence

Substantial Completion

End of Maintenance


Project Issues / Constraints:

Items # Issues/Constraints Action/Resolution

Liquidated Damages Cost Tables

Position Rate ($/hr) Hours Burden Rate (%) Total ($)

Manager 61.0 0.5 45 44.23$

Project Lead 56.9 3.5 45 288.67$

Payment Clerk 30.5 1.0 45 44.15$

Payment Supervisor 49.0 0.5 45 35.53$

Total Managment Cost 412.57$

Supervisor 49.0 1.0 45 71.05$

Coordinator 39.8 2.0 45 115.54$

Inspector 37.8 10.0 45 548.10$

Total Inspection Cost 734.69$

Van Truck 21.5 4.0 45 124.70$

Surveyor 26.9 4.0 45 155.90$

Surveyor 26.9 4.0 45 155.90$

Survey Supervisor 49.0 4.0 45 284.20$

Total Survey Cost 720.71$

Coordinator 39.8 1.0 45 57.77$

Total Work Zone Cost 57.77$

Coordinator/Inspector 39.8 1.0 45 57.77$

Total Traffic Cost 57.77$ Total Costs 1,983.50$

Liquidated Damage Amount (80%) = 1,500.00$

Traffic Signal

Table 1: Internal Delivery - Standard Road and/or Watermain and/or Sewer project

Management

Inspection

Survey

Work Zone

ECS-CWP-04 - Rev. June 2017 Page 1 of 6

Liquidated Damages Cost Tables


Manager 61.0 0.3 45 22.11$

Project Lead 56.9 1.8 45 144.33$

Payment Clerk 30.5 1.0 45 44.15$


Total City Mgmt Cost 246.12$

Supervisor 49.0 0.5 45 35.53$

Coordinator 39.8 1.0 45 57.77$

Inspector 37.8 0.0 45 -$

Total City Inspection Cost 93.29$

Van Truck 21.5 0.0 45 -$

Surveyor 26.9 0.0 45 -$

Surveyor 26.9 0.0 45 -$

Survey Supervisor 49.0 0.0 45 -$

Total City Survey Cost -$

Coordinator 39.8 1.0 45 57.77$

Total Work Zone City Cost 57.77$


Total Traffic City Cost 57.77$

Project Manager 140.0 1.0 - 140.00$

Contract Administrator 130.0 2.5 - 325.00$

Admin Support 60.0 1.0 - 60.00$

Inspector 80.0 10.0 - 800.00$

Survey Crew 140.0 3.0 - 420.00$

Total Consultant Costs 1,745.00$ Total Costs 2,199.95$

Liquidated Damage Amount (80%) = $1,700.00

Consultant

Table 2: External Delivery - Standard Road and/or Watermain and/or Sewer project

City Management

City Inspection

City Survey

Work Zone

Traffic Signal



Manager 61.0 0.5 45 44.23$

Project Lead 56.9 3.5 45 288.67$

Payment Clerk 30.5 1.0 45 44.15$



Supervisor 49.0 1.0 45 71.05$

Coordinator 39.8 2.0 45 115.54$

Inspector 37.8 10.0 45 548.10$

Total Inspection Cost 734.69$

Van Truck 21.5 4.0 45 124.70$

Surveyor 26.9 4.0 45 155.90$

Surveyor 26.9 4.0 45 155.90$



Coordinator 39.8 1.0 45 57.77$



Total Traffic Cost 57.77$ Total CITY Cost 1,983.50$


Liquidated Damages Cost Tables - TTC & Special Projects

Standard Road and Sidewalk and/or Watermain Construction on Major Street - 1 Inspector

Management

Traffic Signal

Work Zone

Survey

Inspection


Position Rate ($/hr) Hours Burden Rate (%) Total ($)City Costs (from page 1) 1,983.50$

TTC Crew (5 labourers) 200.0 5.0 45 1,450.00$

Supervisor 50.0 1.0 45 72.50$

Total Rail Construction Cost 1,522.50$

Van Truck 21.5 2.0 45 62.35$

Van Driver 30.0 2.0 45 87.00$

Surveyor 35.0 2.0 45 101.50$


Coordinator 40.0 1.0 45 58.00$

Total Transit Cost 58.00$

Total TTC Cost 3,814.85$ Liquidated Damage Amount (80%) = 3,000.00$

Standard Construction involving TTC crews for Track Replacement - 1 Inspector

TTC Rail Construction

TTC Survey

TTC Transit



Manager 61.0 0.5 45 44.23$

Project Lead 56.9 3.5 45 288.67$

Payment Clerk 30.5 1.0 45 44.15$



Supervisor 49.0 1.0 45 71.05$

Coordinator 39.8 2.0 45 115.54$

Inspector 37.8 10.0 45 547.52$

Inspector 37.8 10.0 45 548.10$

Total Inspection Cost 1,282.21$

Van Truck 21.5 4.0 45 124.70$

Surveyor 26.9 4.0 45 155.90$

Surveyor 26.9 4.0 45 155.90$



Coordinator 39.8 1.0 45 57.77$



Total Traffic Cost 57.77$ Total CITY Cost 2,531.02$


Survey

Standard Road and Sidewalk and/or Watermain Construction on Major Street - 2 Inspectors

Management

Inspection

Work Zone

Traffic Signal


Position Rate ($/hr) Hours Burden Rate (%) Total ($)City Costs (above) 2,531.02$

TTC Crew (5 labourers) 200.0 5.0 45 1,450.00$ Supervisor 50.0 1.0 45 72.50$

Total Rail Construction Cost 1,522.50$

Van Truck 21.5 2.0 45 62.35$

Van Driver 30.0 2.0 45 87.00$

Surveyor 35.0 2.0 45 101.50$


Coordinator 40.0 1.0 45 58.00$

Total Transit Cost 58.00$

Total TTC Cost 4,362.37$ Liquidated Damage Amount (80%) = 3,500.00$

TTC Rail Construction

TTC Transit

TTC Survey

Standard Construction involving TTC crews for Track Replacement - 2 Inspectors


Director Cap A

or Director Cap B

FILE NO.

ENGINEERING & CONSTRUCTION SERVICES

CAPITAL DELIVERY 'A'/'B'

PRE-TENDER APPROVAL

for

TENDERS/DESIGN BUILD RFP's, RFP's, RFQ's

Contract/RFP No.: Project Lead:

Project:

PTP Contract No.:

OPTION A - FUNDING AUTHORIZATION FOR LINEAR TYPE WORKS

Cost: a) Engineer's Estimate (Contract Only) $

b) Approved Project Budget (or "Amount Budgeted") $

c) Funds From Other Sources (i..e. UDS, EDCT,

Developer, Cut Repairs, etc.) $

d) Ancillary Costs (i.e. Cut Repairs, Detector Loops, etc.) $

Type of Work: Amount: Account Code:

(For Contract Only)

$

$

$

$

$

OPTION B - FUNDING AUTHORIZATION FOR MULTI-YEAR COMPLEX PROJECTS

Capital Account CWP Details:

Cost/ a) Engineer's Estimate (Contract Only) $

Budget b) Amount Budgetted $

c) 10 Year CWP Approved Funding $

d) Outstanding Commitments on Jan 1 of current year $

e) Remaining Funds Available $

f) Current Year Approved Cashflow $

e) Projected Current Year Cashflow $

Council/Committee Authority PWIC Executive Date Item No.:

Expected Award Authority PMMD Bid Award Panel Standing Committee/Council

Reallocation of Funds Required? No Yes (if yes, fill out the information below)

Reallocation within Project No. Costing Unit or

Reallocation from Project No. Costing Unit or

Reallocation through variance report: Council date/Report No.

N/A Date: Cert. No:

Compliance with the EA Act: In compliance as a Schedule: 'A' 'B' 'C' Individual

(Environmental Assessment Act)

PTTW/Registration No. Building Permit No. Date:

Other Approvals: (Specify)

(ie CNR, TTR, MOT, Utility etc.)

APPROVAL TO CALL FOR TENDER: (ALL APPROVALS COMPLETED BEFORE TENDERING)

1 )

2)

Coordinator, Contracts, Tenders & Payments

3)

Supervisor, Contracts, Tenders & Payments

4)

Attach: 2nd level funding confirmation (i.e., CAAF, email, etc.) , Tender Document Checklist

Copy to: Chief Engineer and Executive Director, Engineering & Construction Services

Manager, Capital Programming & Facility Asset Planning, Toronto Water

(Type Description, WWW) (net of all taxes) (i..e. CTP or WWW)

Total Contract Funding:

MOECC Environmental Compliance Approval (Ministry of

Environment and Climate Change)

Project Lead, Capital Works Delivery Signature Date

Manager, Capital Works Delivery Signature Date

Signature Date

Signature Date


ECS-CWP-07 rev. August 2017 Page 1 of 3

Linear Contract Tender Document Checklist

This checklist is to be completed and signed prior to copying of the tender document for PMMD’s distribution.

Please attach a completed and signed copy to the tender document to be forwarded to PMMD.

Contract No.: Tender Call No.: Buyer’s Name:

Tender Document Items (Tender Template rev. 5.15d) or NA

1. Current version of appropriate tender template is used

a. There are no modifications to the clauses in the tender template, other than the Scope of Work and Special Specifications; or

b. All modifications have received approval from PMMD and/or Legal.

2. Information in tender document corresponds with the final tender call request / instruction forwarded to PMMD

Tender Call Cover Page

3. All information are correctly entered:

a. Tender Call No. – as provided by PMMD

b. Contract Number

c. Issued Date

d. Bid Bond Amount - according to Council approved policy and as appeared in the tender call advertisement

e. Buyer’s Name

f. Buyer’s Phone No.

g. Buyer’s Fax No.

h. Buyer’s e-mail

i. Client Division

j. Closing Date

k. Project Title

l. Date & time or “Not applicable” indicated for mandatory or optional site meeting consistent with Clause 2 in Section 2 (item 10)

Tender Checklist for Bidders

4. If not applicable, delete the “Experience and Qualifications Form” line

Table of Contents

5. If not applicable, delete the “Experience and Qualifications Form” line – Section 3

6. If not applicable, delete “Schedule ‘A’ – Schedule of Prices for Changes in the Work”– Section 5A

7. No. of pages and page # updated

Section 1 – Tender Process Terms and Conditions

8. Clause 14. Withdrawal of Bids – Clause (B) is deleted if not applicable

9. Clause 18. Execute Contract – number of original copies of the Form of Agreement to be executed is consistent with 1st line on the Form of Agreement (item 28.a)

Section 2 – Information for Bidders

10. Clause 2



a. Mandatory Site Meeting - instructions on the mandatory site meeting or "Not Required" indicated

b. Optional Site Meeting - instructions on the optional site meeting or "Not Required" indicated

11. Clause 4. Fair Wage Schedule – correct schedule title(s) indicated

12. Clause 8.1(B) Bid bond amount – as entered on Tender Call page

13. Clause 8.2(A) If required, “Not Applicable” is deleted and wording for the requirement is provided.

Section 3 – Tender Submission Package

14. Bid Bond

a. Bid Bond amount – as entered on Tender Call page

b. Tender Call No. – as entered on Tender Call page

c. Contract No. – as entered on Tender Call page

d. Appropriate validity period (days) is indicated

15. Insert applicable Statutory Declaration for OHSA / Asbestos Awareness / Asbestos Abatement

16. List of Subcontractors Form – Work Types are indicated if names of subcontractors are required

17. Experience and Qualifications Form – if not applicable, the Form is removed. Otherwise, the Form is modified to suit requirements specified in Section 2 Clause 8.2(A)

18. Pricing Form – number of construction signs required is specified (as per Section 5A #13)

19. Pricing Form – estimated quantity and unit for each item are correctly indicated

Section 4 – Scope of Work

20. Scope of Work completed

a. Completion date specified

b. Construction staging and phasing or “Not applicable” specified

c. Contract drawings accurately listed

d. Current lists of standard specifications and drawings listed

e. Geotechnical / subsurface reports listed or “None” is specified

f. Designated substances listed where required

g. Permits and approvals obtained by the City are listed or “None” is specified

h. Confined spaces are listed or “None” is indicated

Section 4A – Special Specifications

21. Special Specifications completed

a. only applicable and required specifications are included

b. there are no provisions related to tender process terms and conditions

c. quantities and units are consistent with those in the Pricing Form

d. Standard specifications items to be superseded are clearly stated. Include any updated/revised standard drawings and standard specifications rolled out in between annual releases of the construction standards and are applicable to the project.

Section 5 – General Conditions

22. GC – Linear Infrastructure December 2013 is used and all pages are included



Section 5A – Specific Conditions of Contract

23. Clause 17 – Liquidated Damages – the amount is to be calculated for each project

24. Clause 20 – Insurance requirements adjusted where required

25. Clause 30 – Hot Work & Red Tag Permit Training – unhide the wording and delete “Not applicable” if there is any types of hot work involved.

26. If other requirements are added, appropriate manager, PMMD and Legal have been consulted.

27. Schedule A is attached if applicable or the "information page" is removed

Section 6 – Contract Execution Package

28. Form of Agreement

a. First line is consistent with Clause 18 of Section 1 (item 9 above)

b. First paragraph “Project”: as entered on Tender Call Page for project title

c. Authority statement that is not applicable is deleted (if contract value is known.

Otherwise do it prior to agreement execution)

29. Applicable Supplementary Statutory Declaration form is used

30. Insurance Certificate – City’s contact name and address are shown

Section 7 – City Policies

31. Applicable policies are inserted (Note: for Applicable Chapter 67 Schedule C, insert

applicable Fair Wage Schedule identified in 11 above)

In-house project Consultant project Yes No Print Name and Sign

Design Drawings Available

Supervisor, Design/CADD/Plans Administrator

Drawings and Items Reviewed

Construction Supervisor

Peer Reviewed Complete Tender Package (internally and externally designed projects)

Peer Review Engineer

Drawings Sealed and Signed

Project Lead

Project Lead: Tel: Date: Print name and sign

Consultant Project Lead: Tel: Date: (if applicable) Print name and sign

Manager: Tel: Date: Print name and sign

Contracts, Tenders & Payments Supervisor: Print name and sign

Tel: Date:

ECS-CWP-08 – rev. August 2017 Page 1 of 2

Lump Sum Contract

Tender Document Checklist

This checklist is to be completed and signed prior to copying of the tender document for PMMD’s distribution. Please attach a completed and signed copy to the tender document to be forwarded to PMMD.

Contract No.: Tender Call No.: Buyer’s Name: To be completed by the Project Lead and verified by the Contracts, Tenders Payments Supervisor.

Tender Document Sections / Checklist Items (numbered) √ or NA

Tender Documents

1. Tender and Drawings Signed/Sealed

2. Consistent with tender document template

3. Mandatory/non-mandatory site meeting (non-mandatory) Highlight Tender Call Cover Page - Revised and included Table of contents - All items and page numbers correspond with contents in document. Section 1 - Tender process terms & conditions …………… Included Section 2 - Information for Bidders …………………………….Included Section 3 – Tender Submission Package

4. Bid Bond amount - according to Council approved policy and as appeared in the tender call advertisement

5. If supply contract, use appropriate bond forms showing 100% performance

6. First named and Alternative suppliers and Manufactures (minimum of 3 where possible), with confirmation that these suppliers were contacted and meet technical specifications requirements, prior to tendering

Statutory declaration form (Section 3) – attach appropriate form

7. No Asbestos

8. Working Near Asbestos

9. Asbestos Abatement Section 4 – Scope of Work

10. Reference to site trailer requirements reviewed and agreed to with Operating Division and Contract, Tenders and Records Supervisor.

11. Confirmation by designer/consultant that their special specs do not request for additional information to support bid evaluation (excepting alternatives)

12. Complete process control naratives and full specifications for programming by the contractor

13. Electrical classification drawings provided to the ESA for electrical classifications prior to tendering and construction (for consultant and inhouse projects where applicable)

14. Current version of standard drawings is listed

15. Designer/consultant has reviewed our GC’s and Sections 3,4 and 5A of documents and confirmed that their special spec do not contradict the City’s standard documents

16. Quantities and units are consistent with those in the Sections 3, 4 and 5A

17. Superseded Standard Specifications are clearly stated

ECS-CWP-08 – rev. August 2017 Page 2 of 2

Tender Document Sections / Checklist Items (numbered) √ or NA

Section 4A – Standard Specifications………………. Included Section 4B – Special Specifications………………. Included Section 5 – General conditions of Contract ………Included Section 5A – Specific Conditions of contract ……… Included

18. Desired liquidated damages amount

19. Completed project specific asbestos report included in the specifications

20. All appropriate Health and Safety attachments and reports are included Section 6 - Contract Execution Package

21. Entire package included Section 7 - City Policies

22. Applicable City Policies are to be attached as the last section of the tender document (by PMMD).

NOTE TO PROJECT MANAGERS REGARDING Liquidated damages The daily amount of LD's must be determined for each applicable contract. A "memo to file" must be developed listing the items comprising the daily LD amount and outlining the rationale for the items inclusion. Enter Amount: $

Project Lead: XXXXXXX XXXXXXXXXXXX

Tel.: Date: Signature

Preferred Issued Date: ________________________

Contracts Tenders & Payments Supervisor:

Tel.: Date: Signature

Memorandum Michael Pacholok Director

Purchasing and Material Management Division City Hall, 18th Floor, West Tower 100 Queen Street West Toronto, Ontario, M5H 2N2

Joanne Kehoe

Manager

Construction Services / Professional Services

Month, Day, Year Via Website Posting – 2 Pages

ADDENDUM NO. addendum #

TENDER CALL NO. Tender # CONTRACT NO. Contract #

FOR: Project Description

CLOSING DATE: CLOSING DATE

Please refer to the above Request for Tender (RFT) document in your possession and be advised of the following information. Insert addendum information Should you have any questions regarding this addendum, contract Buyer's name by email at Buyer's email. Please attach this addendum to your RFT document and be governed accordingly. Bidders must acknowledge receipt of all addenda on the space provided on the Tender Call Cover Page as per Section 1 – Tender Process Terms and Conditions, Item 8 – Addenda of the RFT document. All aspects of the RFT remain the same. Yours truly, Manager, Construction Services/Professional Services Purchasing and Materials Management

ECS-CWP-10a – Rev. Sep. 2017

Memorandum CWD Director Name, Director Engineering & Construction Services

Metro Hall 55 John Street, 20th Floor Third line optional Toronto, Ontario M2N 5V7

Reply to: Manager Name, Manager

Section Name, Unit Name

Tel: 416-XXX-XXXX Fax: 416-XXX-XXXX Email: [email protected] toronto.ca Month Day, Year

To: File

From: Name, Title (as per appropriate signing authority) Section Name, Unit Name Engineering & Construction Services

Subject: Review of Mathematically Unbalanced Bid Items Insert description of works Contract No. XXECS-XX-XXXX, Tender Call No. XXXX

We have received PMMD's memo summarizing bids received and price summary identifying mathematically unbalanced bids for Contract insert contract number, Tender Call No. insert tender call number via email dated insert date. As recommended by PMMD, an evaluation team within the insert unit name unit was formed, including the Project Engineer and Peer Review Engineer, to review the bid submissions.

The lowest bid was submitted by insert name of low bidder. With regards to the unbalanced items identified in the Unbalanced Bid Analysis, we present the following comments for PMMD's consideration:

<Discuss items flagged as being mathematically unbalanced: value relative to estimate, their impact on the contract price, certainty of quantity estimate, etc.>

A. Section Title, for example "General Site Requirements", or "Lump Sum Bid Items"

Item Description Estimate Low Bidder Low High

8 Payment for all insurance $10,000 $1,500 $1,060 $7,500

9 Mobilization and demobilization $20,000 $500 $500 $80,000

TOTAL: $30,000 $2,000

<Suggested wording to summarize lump sum items> Certain lump sum items within this section of the pricing form have no effective tangible measurements in place to determine the actual value of bids, as the costs incurred by the Contractor are related to their proposed schedules and work plan that the City is not aware of until the contract is awarded. In this case, the lowest bid prices are in the low end. Since the lump sum payment will be made in prorated or one-time payment, there will be no risk of quantity overrun or financial impact to the City.

ECS-CWP-10a – Rev. October 2017 Page 2 of 3

Based on the bid prices, it appears to be a <savings / extra cost> of $xx,xxx in the contract for these items.

B. Section Title, for example "Major Road", or "Unit Price Bid Items"

Item Description Estimate Low Bidder Low High

25 Gutter adjustments $12,000 $2,400 $2,400 $14,000

TOTAL: $xx,xxx $x,xxx

<Suggested wording to summarize unit rate items>

The estimated quantity was reviewed and verified to be correct. The low bid price is lower than the engineering estimate, so a saving will be realized and there will be no risk of financial impact to the City.

<Or>

The estimated quantity was reviewed and verified to be correct. The low bid price is higher than the engineering estimate; however, as the quantities have been verified, there will be no risk of financial impact to the City.

<Or>

The estimated quantity was reviewed and found to be incorrect. The low bid price is higher than the engineering estimate; as such, this will result in a significant financial impact to the City.

The estimated quantity for all other items that were indicated as significant or unbalanced were reviewed and verified to be correct. The low bid price is <lower / higher> than the Engineering Estimate; however, as the quantities have been verified, there will be no risk of financial impact to the City.

Conclusion

When all the bid items discussed above are considered together, the <cost/savings> to the City is $xxx,xxx or xxx% <higher/lower> than the Engineer's Estimate.

Based on the above evaluation, the evaluation team concurred that there is no objection to <name of low bidder> as the lowest bidder, being awarded this contract, based on any unbalancing of their bid.

<Or>

Based on the above evaluation, we have found significant errors in the tender quantities that will cause a financial impact to the City and are therefore

ECS-CWP-10a – Rev. October 2017 Page 3 of 3

recommending that the tender be cancelled and retendered with revised quantities at a future date.

The signed Conflict of Interest Forms completed by the evaluation team members are enclosed for the file.

Yours truly,

Name, Title (as per appropriate signing authority) Section Name Unit Name Division Name XX/xx Copy: Please ensure distribution to all pertinent contacts Attachment: Note: If sending electronically, the following sign-off should be included instead of a signature. Signed, scanned PDFs are not an accessible communications format. (Original signed by) Name, Title (as per appropriate signing authority) Section Name Unit Name

ECS-CWP-10b – Rev. October 2017


City Hall Address Third line optional Toronto, Ontario XXXXXX

Tel: 416-XXX-XXXX Fax: 416-XXX-XXXX [email protected] toronto.ca

Month Day, Year To: Name of Manager Manager, Construction Services Purchasing and Materials Management Division Attn: Name of Buyer, Purchasing and Materials Management Division From: Name, Title (as per appropriate signing authority) Section Name, Unit Name Engineering & Construction Services Subject: Contract No: XXXX Tender Call No.: XXXX Description: Insert description of works

We have reviewed the Tenders and recommend that Bid Award Panel award Contract No. XX-XXXX to contractor's name – Low Bidder in the amount of $ XXXX net of all applicable taxes and charges, having submitted the lowest bid meeting specifications in conformance with the Tender requirements. If mathematically and/or materially unbalanced items were identified by PMMD, include the following: An unbalanced bid analysis was conducted on the Tenders, which identified a number of mathematically and/or materially unbalanced items. Our evaluation team has reviewed the pricing submitted by the lowest compliant bidder. We confirm that we will be able to manage the contract as bid. The signed Conflict of Interest Forms completed by evaluation team members are enclosed for your record. The Manager, Fair Wage & Labour Trades Office has reported favourably on the firm being recommended. The total contract award is $ XXXX including HST and charges. The cost to the City is $XXXX net of HST recoveries. Funding is included in the Approved 20XX, Capital Budget and the 20XX – 20XX Approved Capital Plan for Toronto Water and Transportation Services in the following Accounts:

WBS Element Description Total (net of HST Recoveries)

ECS-CWP-10b – Rev. October 2017 Page 2 of 2

The Engineering estimate for this project is $XXXX net of all applicable taxes and charges. Please find attached, our Bid Award Panel Report and the low Bid Detail Report. Kindly review and forward to the City Clerk for placement on the agenda of the next Bid Award Panel meeting.

Should you have any questions concerning the foregoing, please contact Contract Coordinator at 416-XXX-XXXX Yours truly, Name, Title (as per appropriate signing authority) Section Name Unit Name Division Name XX/xx Copy: Please ensure distribution to all pertinent contacts Attachment: Note: If sending electronically, the following sign-off should be included instead of a signature. Signed, scanned PDFs are not an accessible communications format. (Original signed by) Name, Title (as per appropriate signing authority) Section Name Unit Name





Month, Day, Year To: Name of Director Director, Purchasing and Materials Management Division Attention of Name of Manager Manager, Professional Services From: Name, Title Re: Subject Purchase Requisition No. WT-XXXXX Name of Firm: XXXXX RFP No. XXXX-XX-XXXX Engagement of Consultant

We recommend the award of the above-mentioned assignment to Name of Firm being the highest total point scored in the technical and cost of service proposal. The cost of service proposal submitted by Name of Firm for the above noted assignment is in the amount of $XXXX plus contingency allowance in the amount of $XXXX for a total amount of $XXXX inclusive of HST. A Purchase Requisition WT-XXXX is attached. “Detailed Written Proposals” were requested through Purchasing (your reference number is XXXX-XX-XXXX). The firms on the City’s bidder list were invited to submit proposals for this request and this RFP was also advertised in the City’s Internet Website. A total of insert number of submissions submissions were received. A Selection Committee comprised of insert number of staff Engineering & Construction Services (include all relevant divisions) staff carefully evaluated the insert number of submissions submissions received. Insert number of firms firms scored above the pre-determined threshold level of 75% established for fee proposal consideration. The separate “Cost of Services” envelopes for the insert number of firms firms were opened by Purchasing and the fee proposal information was taken into account in the overall evaluation process. Purchasing has retained a copy of the fee proposals for the five firms. Following the review of the proposals submitted, the Selection Committee has decided to recommend award of the assignment to Name of Firm. That firm’s submission had the highest total point scored based on the total of the costs shown in the fee proposal and the


points awarded in the technical evaluation, and was therefore ranked first overall. A summary of the overall evaluation result showing the score calculation is attached. Please contact insert name of Project Lead at (416) 39X-XXXX in the event you require further information or assistance. Name, Title (to be signed by staff with appropriate signing authority) Section Name Unit Name Please ensure distribution to all pertinent contacts c: Note: If sending electronically, the following sign-off should be included instead of a signature. Signed, scanned PDFs are not an accessible communications format. (Original signed by) Name, Title (to be signed by staff with appropriate signing authority) Section Name Unit Name





Month, Day, Year To: Name of Director Director, Purchasing and Materials Management Division Attention of Name of Manager Manager, Professional Services From: Director/Executive Director/General Manager or DCM Re: Purchase Requisition No. WT-XXXXX Name of Firm: XXXXX RFP No. XXXX-XX-XXXX Engagement of Professional Engineering Services

We recommend the award of the above-mentioned assignment to insert name of successful proponent, being the highest total point scored in the technical and cost of service proposal in the amount of $XXXX plus contingency allowance in the amount of $XXXX for a total amount of $XXXX inclusive of contingency allowance and HST. This assignment will be carried out in 3 phases with the issuance of three (3) purchase orders as follows:

1. The first Purchase Order will cover the design phase, namely pre-design and detailed design services, including all aspects necessary to prepare a comprehensive and all inclusive tender document as defined in the Terms of Reference, as well as, services pertaining to and during the tendering and award of the contract, in the amount of $XXXX inclusive of a basic fee of $XXXX plus a contingency allowance of $XXXX (all amounts inclusive of HST). Please refer to the attached Purchase Requisition WT-XXXX

2. The second Purchase Order, will cover services during the construction phase,

namely general contract administration and site supervision and diving inspection services during construction, from issuance of the Order to Commence Work up to completion of the construction contract. This Purchase Order will be for an amount of $XXXX inclusive of a basic fee of $XXXX plus a contingency allowance of $XXXX (all amounts inclusive of HST). The contingency amount, inclusive of HST is based on a X weeks extension (if required) to the construction phase. A Purchase Requisition WT-XXXX is also attached.

3. The third phase for the post-construction phase will then be issued near the

completion of the construction phase. This Purchase Order, covering the preparation


of Record Drawings, inspections and reporting during the two years of the Guaranteed Maintenance period, including closing of the project, will be for an amount of $XXXX inclusive of a contingency allowance of $XXXX (all amounts inclusive of HST). A Purchase Requisition will be forwarded prior to commencement of post-construction services.

“Detailed Written Proposals” were requested through Purchasing (your reference number is XXXX-XX-XXXX). The firms on the City’s bidder list were invited to submit proposals for this request and this RFP was also advertised in the City’s Internet Website. Insert number of submissions submissions with experience in similar work were received. A Selection Committee comprised of insert number of staff City staff comprising of insert number of staff Engineering & Construction Services staff and insert number of staff Toronto Water staff carefully evaluated the insert number of firms submissions received. Insert number of firms firms scored above the pre-determined threshold level of 75% established for fee proposal consideration. The separate “Cost of Services” envelopes for the insert number of firms firms were opened by Purchasing and the fee proposal information was taken into account in the overall evaluation process. Purchasing has retained a copy of the fee proposals for the insert number of firms firms. Following the review of the proposals submitted, the Selection Committee has decided to recommend award of the assignment to insert name of successful proponent. That firm’s submission had the highest total point scored based on the total of the costs shown in the fee proposal and the points awarded in the technical evaluation, and was therefore ranked first overall. A summary of the overall evaluation showing the score calculation is attached. Clarification of certain aspects insert name of successful proponent submission was requested from insert name of successful proponent. A copy of the resultant correspondence received from insert name of successful proponent is attached to this memorandum. Please contact insert name of Project Lead at (416) 39X-XXXX in the event you require further information or assistance. Please advise when the purchase orders are issued and copy insert name of Project Lead at Metro Hall, XXth Floor, 55 John St. Name, Title (to be signed by staff with appropriate signing authority) Unit Name Division Name Encl. Ensure distribution to pertinent operating division & other contacts


c: Note: If sending electronically, the following sign-off should be included instead of a signature. Signed, scanned PDFs are not an accessible communications format. (Original signed by) Name, Title (to be signed by staff with appropriate signing authority) Unit Name Division Name

ECS-CWP-13a – Rev. June 2017

Use Appropriate Director's Letterhead


Metro Hall 55 John Street 16th Floor Toronto, Ontario M5V 3C6


Month, Day, Year

Name & Title Consultant Name Mailing Address

Att: M. XXXX

Re: Description of the work Execution of Contract No. XX-XXXX, Tender Call No. XX-XXXX

I am pleased to advise that Company name has been awarded the above noted contract on MM/DD/YY.

Clause 18 in the “Tender Process Terms and Conditions” (Section 1) stipulates that the Successful Bidder must execute the Contract within 10 working days after being notified by the City. The Contract Execution Package is available for immediate pick up from this office. The Contract Execution Package includes the following contract documents:

1. Form of Agreement between Company name and the City to be signed in triplicate by an officer, authorized to bind your company under its corporate seal.

2. Performance Bond in the sum of $XXXX to be signed in triplicate by an officer, authorized to bind your company and its surety under their respective seals.

3. Payment Bond in the sum of $XXXX to be signed in triplicate by an officer, authorized to bind your company and its surety under their respective corporate seals.

4. WSIB & Tax Statutory Declaration Form to be completed in triplicate by an officer, authorized to bind your company in the presence of a Commissioner of Oaths. Please do not affix your corporate seal to this document.

5. City’s standard Certificate of Insurance form to be completed in triplicate by your broker per requirements set out in Clause 18 of the Specific Conditions of Contract (Section 5A) and also in clause GC 6.03.01 of the General Conditions of Contract (Section 5). Please ensure that the Certificate of Insurance submitted adheres to the attached guidelines

6. Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy completed in triplicate. Please do not affix your corporate seal to this document.

ECS-CWP-13a – Rev. June 2017 Page 2 of 3

7. Supplementary Statutory Declaration Form for Occupational Health and Safety to be completed in triplicate by an officer, authorized to bind (Company name) in the presence of a Commissioner of Oaths. Please do not affix your corporate seal to this document.

Please note that the enclosed documents and forms shall be completed but not be altered in any way.

In addition to the above, the following requirements each marked with a coloured tab, must also be met (all changes made are to be initialed): - Delete if all Policies completed

Requirement: Completion of City Policies

Policy Action Required

Environmentally Responsible Procurement Statement Complete all areas of this form

All original copies of the duly executed contract documents and forms listed above, and a current WSIB Certificate must be returned to the City no later than Month/Day/Year. Date should be 10 working days from the date of this letter

Attention: Name of Coordinator City of Toronto

Engineering Support Services Contracts, Tenders & Payments

Metro Hall 20th Floor, 55 John Street.

Toronto, ON M5V 3C6 Tel: 416-XXX-XXXX

We shall forward one copy of the executed contract documents to Company name upon execution by the City’s official.

We remind you that as part of the contract requirements, a proposed construction schedule based on the Tender Call must be submitted for review prior to the start of work.

A written Order to Commence work will follow once the contract is executed and all required documentation has been received by the City. However, in light of ongoing difficulties in obtaining timely utility locates you may wish to begin requesting locates now so as to avoid unnecessary delays to the work. Please note that requesting locates in advance of the order to commence work is at your own risk and the City will not be responsible for added costs incurred prior to contract execution in the event of stale locates or a failure by you to execute the contract.

ECS-CWP-13a – Rev. June 2017 Page 3 of 3

Please contact the undersigned at 416-XXX-XXXX or [email protected] should you have any questions.

Yours truly,

Supervisors Name Supervisor - Contracts, Tenders & Payments Engineering Support Services Please ensure distribution to all pertinent contacts c: Note: If sending electronically, the following sign-off should be included instead of a signature. Signed, scanned PDFs are not an accessible communications format. (Original signed by) Supervisors Name Supervisor - Contracts, Tenders & Payments Engineering Support Services

mailto:[email protected]

ECS-CWP-13b – Rev. June 2017

Use Appropriate Manager's Letterhead


Metro Hall 55 John Street 16th Floor Toronto, Ontario M5V 3C6

Refer to: Supervisor Name

Tel: 416-XXX-XXXX

Fax: 416-XXX-XXXX Email: [email protected]

Month, Day, Year

Name & Title Consultant Name Mailing Address

Att: M. XXXX

Re: Description of the work Execution of Contract No. XX-XXXX, Tender Call No. XX-XXXX

The City of Toronto's Bid Committee has awarded the above noted contract to your company on Month/Day/Year. Clause 18 in the “Tender Process Terms and Conditions” (Section 1) stipulates that the Successful Bidder must execute the Contract within 10 working days after being notified by the City. Attached are three original copies of the following forms for execution in triplicate by an authorized officer of your company. Please ensure that the execution takes place in the presence of a witness, Attorney in Fact, or a Commissioner of Oaths, as noted on the form. The enclosed forms shall not be altered in any way:

• CCDC 2-2008 Stipulated Price Contract (require CCDC copyright seal on each cover page and corporate seal on each signing page)

• WSIB & Tax Statutory Declaration Form • City’s standard Certificate of Insurance form to be completed by your broker for

requirements set out in clause 26 of the Specific Conditions of Contract (Section 5A) and also in clause 3.36 (paragraph 11.1 Insurance) of the Supplementary Conditions to CCDC 2. (Section 5).

• Declaration of Compliance with Anti-Harassment/Discrimination Legislation & City Policy Form.

Please note that you are required to affix the CCDC copyright seal on the cover page and the corporate seal on the signing page of all three original copies of CCDC 2 document.

ECS-CWP-13b – Rev. June 2017 Page 2 of 3

The following two bond forms, to be provided by your company in triplicate are to be executed by an authorized officer of your company and the surety. The amount required for each of the two bonds is 50% of the contract amount, inclusive of taxes, as stipulated in clause 8.1B of the Information for Bidders (Section 2 of Tender Call):

• CCDC 221-2002 Performance Bond in the amount of $XXXX [50% of amount in Article A-4.3] (to be sealed by Principal and Surety)

• CCDC 222-2002 Labour and Material Payment Bond in the amount of $XXXX [50% of amount in Article A-4.3] (to be sealed by Principal and Surety)

Other information (such as agreement date, description of the Work, etc.) required for the bond forms must be consistent with the information provided in the Agreement part of CCDC 2 document. All original copies of the duly executed forms (properly signed, sealed and witnessed) listed above, and a current WSIB clearance certificate must be returned no later than Month/Day/Year to:

Attention: Name of Coordinator City of Toronto

Engineering Support Services Contracts, Tenders & Payments

Metro Hall 20th Floor, 55 John Street.

Toronto, ON M5V 3C6 Tel: 416-XXX-XXXX

We shall forward one copy of the executed contract document to you for your record upon execution by the City’s official.

Please contact the undersigned at 416-XXX-XXXX or [email protected] should you have any questions.

Yours truly, Supervisors Name Supervisor - Contracts, Tenders & Payments Engineering Support Services Please ensure distribution to all pertinent contacts c: Note: If sending electronically, the following sign-off should be included instead of a signature. Signed, scanned PDFs are not an accessible communications format.

mailto:[email protected]

ECS-CWP-13b – Rev. June 2017 Page 3 of 3

(Original signed by) Supervisors Name Supervisor - Contracts, Tenders & Payments Engineering Support Services

ECS-CWP-14 – Rev. June 2017 Page 1 of 2

Additional Terms & Conditions for Purchase Orders to Third Parties Performing Work on Own Facilities

(A) Subject to the terms herein, Full Legal Name of Vendor (the “Vendor”) agrees to

perform the work and services described in this purchase order (the “Work”) Please ensure description of the work in the PO adequately describes the work; i.e. work may relate to relocation of utility equipment (specify location and description of equipment; whether this is permanent or temporary relocation; where the equipment will be relocated from and to, when the work is to be performed etc.; for railway work, describe what work is to be performed and when (i.e. review of drawings for the project, signal locates, flagman etc.) that is required in connection with the City’s Insert name of project at such time(s) and in the manner specified in this purchase order or otherwise agreed to by the City and the Vendor. Where applicable, specify in the PO when the work will be done.

(B) Subject to Section C below, the City of Toronto (the "City") agrees to pay the Vendor for all reasonable costs and expenses (without mark-up) the Vendor incurs in performing the Work.

(C) Payment for the Work is subject to the Vendor providing the City's Executive Director

of Technical Services or his authorized delegate (the “Executive Director”) with an invoice with the information specified on the cover of this purchase order, a detailed description of the Work, and with documentation, including documentation for disbursements, satisfactory to the Executive Director as proof of the actual costs incurred for the Work.

(D) Vendor acknowledges and agrees that it is solely responsible for the Work that it or

any of its contractors, consultants or agents (collectively, "Contractors") perform in connection with the Project and all liabilities arising from or related to the Work. Vendor shall indemnity and save harmless the City, its Mayor, Councillors, officers, directors, employees, agents, representatives, successors and assigns (collectively, the "Indemnitees") from and against all actions, suits, claims, demands and proceedings (collectively, “Claims”) and all loss, costs, charges, expenses, damages, liability, recoveries and judgments (including legal fees and costs) (collectively, “Damages”) of any nature and howsoever caused arising from or related to the Work or any act or omission of the Vendor or any of its employees or Contractors, including, without limitation, any Claims made by customers of the Vendor or any person or entity which leases or otherwise uses any portion of the Vendor’s facilities, including, without limitation, equipment and fibre optic cables.

(E) Payment in accordance with the terms of this purchase order shall be made to the

Vendor, and the Vendor shall be responsible for paying any Contractor(s) it may retain to perform the Work on its behalf.

ECS-CWP-14 – Rev. June 2017 Page 2 of 2

(F) Vendor and its Contractors shall treat as confidential all information of any kind which comes to the attention of the Vendor or its Contractors in the course of performing the Work, including, without limitation any confidential information of the City's contractor(s), and shall not disseminate such information for any reason without the express written permission of the City.

(G) The terms in this purchase order shall be binding upon and enure to the benefit of

the successors and permitted assigns of the City and the Vendor. The Vendor shall not assign its rights or obligations hereunder without the City’s prior written consent.

(H) If there is a conflict between the terms in Sections A through H of this purchase order

and any other terms in the purchase order, the terms in Sections A through H shall govern.





Month, Day, Year To: Name of Director Director, Purchasing and Materials Management Division Attention of Name of Manager Manager, Professional Services From: Name, Title Re: Name of Project Request for Proposals Consultant Selection

Please find enclosed the Terms of Reference for a Request for Proposals (RFP) in order that the City of Toronto can engage a qualified consulting firm to provide professional services for the above-noted project. We have enclosed a list of insert number of firms firms that would be capable of providing the above-noted services. Please ensure that these firms receive the RFP. Advertising on the website could also be utilized, but newspaper advertisement should be excluded. It is requested that the RFP be issued at your earliest convenience with insert number of copies of submission required as per RFP document copies of the responses from each proponent to be submitted by 12:00 noon four weeks later. Yours truly, Name, Title (with appropriate signing authority) Section Name Unit Name Note: If sending electronically, the following sign-off should be included instead of a signature. Signed, scanned PDFs are not an accessible communications format. (Original signed by) Name, Title (with appropriate signing authority) Section Name Unit Name


Encl. (Modify/add to the list below as necessary to ensure distribution to all appropriate operating division and other contacts) cc: xxx xxx

At the beginning of the project, the Project Lead is to reivew the project and develop a checklist of specific items

that are required to be completed/provided for each project. This could include a review of the Terms of Reference

(TOR) provided by an external service provider as part of their proposal.

There are two examples of the checklists provided: Linear and Vertical. Project Leads should modify these sheets

as required.

Contract Number:

Initiation Date:

Complete N/A INITIATION Comments

PTP Master Project Created

Project Request FormPreliminary Risk Assessment

Project Charter

Business CaseIn-house design request

Stakeholder Notification Plan/Commitment Form

Complete N/A PROCURE DESIGN SERVICES Comments

Fairness Consultant

REOI Issued

RFP Issued

Include Toronto Green Standards

RFQ (Roster) Issued

Site Meeting

Recommendation of Bidder to Purchasing

Proposal Evaluation FormsCapital Programming Funding Approval

Purchase Requisition Created

Memo to Purchasing Recommending Award

Proposal Acceptance/Rejection Letters

Staff Report (Consulting Services)

Purchase Order Issued

Date:

Date:

PL's Initials:

Project Name:

Project Lead:

Project Deliverable Checklist

Manager's Initials:

Contract Number:

Initiation Date:

Project Name:

Project Lead:


Complete N/A PRE-DESIGN Comments

Tech MemoDraft Predesign Report

Final Predesign Report

Preliminary Geotechnical WorkIdentification of Required Permits

Predesign Capital Cost Estimate

Identification of Specialty Inspection Work

CAD Compliance Review

Date:

Date:

Complete N/A DETAILED DESIGN Comments

Intermediate Design Review

30% Design Submission




100% Final Design Package, Tender Ready

Asbestos/HAZMAT Report

Equipment Pre-SelectionPermits and Approvals

TOR for Specialty Inspection Work

Ongoing Design Documentation

Date:

Date:Manager's Initials:

PL's Initials:

Manager's Initials:

PL's Initials:

Contract Number:

Initiation Date:

Project Name:

Project Lead:


Complete N/A TENDERING Comments

Pre-Tender EstimateTender Document Checklist

Pre-Tender Approval

Tender Directions

Drawings

Specifications

Asbestos Report

Tender Issued

Site Meeting

Addendums

Fair Wage Approval

Debtor Watch List Clearance

Bonding Approval

Funding Approval

Insurance Documents Received

Material Objections Cleared

Pre-Award Meeting

Construction Contract Pre-award Checklist

Recommendation of Award to Purchasing

Staff Report

Award Letter to Contractor

Agreement Executed



Date:


PL's Initials:

Contract Number:

Initiation Date:

Project Name:

Project Lead:


Complete N/A CONSTRUCTION Comments

MOL Registration of Construction

Order to Commence Work

Letter to MOL Designating Constructor Status

Notice of Project OHSA

Contractor is designated "Constructor"

Pre-Construction Meeting

Schedule Acceptance Letter

Notify Toronto Water Laboratory (Watermains)

Contractor Performance Evaluation

Ongoing Construction Documentation

Change Management

Confirm funding available from appropriate Contingency

Approval According to Signing Authority

Complete Change Directive Form

Compile Supporting Documentation incl. Briefing Note

Complete Change Order Form

PO Amendment

Obtain funding approval from Client


Compile Supporting Documentation

Prepare POA Form

Briefing Note or Standing Committee report

Director Approval


Payment (repeat as required)

WSIB Clearance

Payment Certificate

Documentation supporting progress payment

Capital Transmittal Form

Date:

Date:

PL's Initials:

Manager's Initials:

Contract Number:

Initiation Date:

Project Name:

Project Lead:


Complete N/A CLOSE OUT Comments

Deficiency List Items Rectified

Certificate of Substantial Performance

Confirmation of Advertisement as per Lien Act

Release and Waiver of Contractor

Lien Search

Letter to Contractor

Statutory Declaration - Consultant

Statutory Declaration - Contractor (substantial)

WSIB Clearance Certificate

Release of Holdback (substantial)

Liquidated Damages Memo

Certificate of Completion

Statutory Declaration - Contractor (completion)

WSIB Clearance Certificate (completion)

Draft Completion Payment Certificate

Release of Statutory Holdback (completion)

Warranty Documents Received

Warranty List Submitted to Client

Defects covered under warranty addressed

Letter Advising Expiration of Warranty

Final Acceptance

Final Contractor Performance Evaluation

Purchase Order Closed

Date:


PL's Initials:

Contract Number:

Initiation Date:

Complete N/A INITIATION Comments

PTP Master Project Created

Project Request FormPreliminary Risk Assessment

Project Charter

Business CaseIn-house design request

Stakeholder Notification Plan/Commitment Form

Complete N/A PROCURE DESIGN SERVICES Comments

Fairness Consultant

REOI Issued

RFP Issued

Include Master P&ID

Include PCS Standards

Include Toronto Green Standards

RFQ (Roster) Issued

Site Meeting

Recommendation of Bidder to Purchasing

Proposal Evaluation FormsCapital Programming Funding Approval


Memo to Purchasing Recommending Award

Proposal Acceptance/Rejection Letters

Staff Report (Consulting Services)


Date:

Date:

PL's Initials:

Manager's Initials:


Project Name:

Project Lead:

Contract Number:

Initiation Date:


Project Name:

Project Lead:

Complete N/A PRE-DESIGN Comments

Tech MemoDraft Predesign Report

Final Predesign Report

Energy Management Plan (EMP)

Preliminary Geotechnical WorkIdentification of Required Permits

Predesign Capital Cost Estimate

Identification of Specialty Inspection Work

CAD Compliance Review

Date:

Date:

Complete N/A DETAILED DESIGN Comments

Tag ListIntermediate Design Review




Energy Management Plan (EMP) - Final


100% Final Design Package, Tender Ready

Asbestos/HAZMAT Report

Equipment Pre-SelectionPermits and Approvals

TOR for Specialty Inspection Work

Pre-Start Health and Safety Review

Process Control NarrativeRecommended eOps Reports

Ongoing Design Documentation

Analysis of FTE and Resources Requirement

Date:


PL's Initials:

Manager's Initials:

PL's Initials:

Contract Number:

Initiation Date:


Project Name:

Project Lead:

Complete N/A TENDERING Comments

Pre-Tender EstimateTender Document Checklist

Pre-Tender Approval

Tender Directions

Drawings

Specifications

Asbestos Report

PCS Requirements

Area NFPA Classification Drawings

Tender Issued

Site Meeting

Addendums

Fair Wage Approval

Debtor Watch List Clearance

Bonding Approval

Funding Approval

Insurance Documents Received

Material Objections Cleared

Pre-Award Meeting

Construction Contract Pre-award Checklist

Recommendation of Award to Purchasing

Staff Report

Award Letter to Contractor

Agreement Executed



Date:

Date:

PL's Initials:

Manager's Initials:

Contract Number:

Initiation Date:


Project Name:

Project Lead:

Complete N/A CONSTRUCTION Comments

MOL Registration of Construction

Order to Commence Work

Letter to MOL Designating Constructor Status

Notice of Project OHSA

Contractor is designated "Constructor"

Pre-Construction Meeting

Schedule Acceptance Letter

Contractor Performance Evaluation

Standard IO List

Control Narrative and Associated Documents

FAT Plan, SCADA Screens, Trends & Menus

FAT Completion Record

SAT Plan

SAT Completion Record

WMS Implementation Data Sheet

Ongoing Construction Documentation

Change Management

Confirm funding available from appropriate Contingency


Complete Change Directive Form

Compile Supporting Documentation incl. Briefing Note


PO Amendment

Obtain funding approval from Client


Compile Supporting Documentation

Prepare POA Form

Briefing Note or Standing Committee report

Director Approval


Payment (repeat as required)

WSIB Clearance

Payment Certificate

Documentation supporting progress payment

Capital Transmittal Form

Date:

Date:

PL's Initials:

Manager's Initials:

Contract Number:

Initiation Date:


Project Name:

Project Lead:

Complete N/A COMMISSIONING Comments

Pre-Start H&S Review

Startup/Commissioning Plan

Performance Testing Schedule

Performance Testing Complete

Training Plan Submitted

Training Complete

Operation and Maintenance Manuals

Vendor Data ManualsPre Start H&S Report Completion or Exemption Docs

Trial Run Period Complete

As Built Drawings

As Built Standard IO List

As Built Process Control Narrative

Infiltration or Leakage Tests

Record Drawings

Date:

Date:

PL's Initials:

Manager's Initials:

Contract Number:

Initiation Date:


Project Name:

Project Lead:

Complete N/A CLOSE OUT Comments

Deficiency List Items Rectified

Certificate of Substantial Performance

Confirmation of Advertisement as per Lien Act

Release and Waiver of Contractor

Lien Search

Letter to Contractor

Statutory Declaration - Consultant

Statutory Declaration - Contractor (substantial)

WSIB Clearance Certificate

Release of Holdback (substantial)

Liquidated Damages Memo

Certificate of Completion

Statutory Declaration - Contractor (completion)

WSIB Clearance Certificate (completion)

Draft Completion Payment Certificate (Linear)

Release of Statutory Holdback (completion)

Warranty Documents Received

Warranty List Submitted to Client

Defects covered under warranty addressed

Letter Advising Expiration of Warranty

Final Acceptance

Final Contractor Performance Evaluation

Purchase Order Closed

Date:


PL's Initials:

ECS-CWP-17 – Rev. June 2017




Month, Day, Year

Name & Title Consultant Name Mailing Address Att: M. XXXX Re: Project Name

Note: When staff changes are proposed by consultants after acceptance of their proposal (staff changes can result because the consultant wishes to change staff or that new staff not originally identified in the proposal are now proposed), the consultant is to submit a letter to the City requesting the proposed staff change. The letter from the consultant is to explain why the change is necessary, qualifications of the new staff (provide the new CV’s for review), and to confirm in writing that this proposed change does not impact their cost or schedule. On receipt of a letter from the consultant with this information, and if acceptable, a response from the City is to be provided. The following is a suggested format and wording. We acknowledge receipt of your letter dated Month, Day, Year regarding staffing changes for the predesign/design/construction stage of the above project. We have reviewed your letters and accept the proposed staff, classification and rates on the basis that your proposed changes do not impact the project schedule or budget. Please note that this acceptance is conditional on the satisfactory performance of the replacement staff. Should you have any questions concerning the foregoing, please contact Project Lead at 416-XXX-XXXX Yours truly, Manager Name, Title Section Name Unit Name

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