Agenda Item No.: G.1.b.
Pylypow Industrial Stage 1 – Consultant Appointment.
Recommendation:
That the appointment of a consultant to
provide legal survey, engineering, and
landscape architecture services for the
servicing of Pylypow Industrial Stage 1 at
an estimated cost of $700,000, be approved.
Report Summary
This report requests Transportation and
Public Works Committee approval on
consultant appointments greater than
$250,000.
Report
As per City Administration Bylaw 12005,
request to hire consultants where the
contract exceeds $250,000 and when the
competition is not tendered, requires
Committee approval.
Background Information Attached
1. Consultant Terms of Reference –
Pylypow Industrial Stage 1
Routing:
Delegation:
Written By:
December 9, 2002
File: 2003PWL003
Transportation and Public Works Committee
W. D. Burn
Carl Sorensen
Asset Management and Public Works Department
(Page 1 of 1)
G
1
b
Attachment 1
PYLYPOW INDUSTRIAL.
TERMS OF REFERENCE
SCOPE OF THE PROJECT
The City, through the Land and Buildings Branch of the Asset Management and Public Works
Department, is proposing to pregrade and service its land in Pylypow Industrial, including
proposed Roper Road, 55 Avenue, and 48 Street. Refer to the attached plan.
The Engineering Consultant will provide a legal survey, topographical survey, soils
investigations, detailed engineering design, landscape design, assistance in tendering, resident
engineering and inspection, general engineering during construction, materials testing, and post
construction services.
A subdivision application has been submitted. Approval of the application is anticipated in
March, 2003.
A. LEGAL SURVEY
 Produce subdivision and right-of-way plans for registration at the Land Titles Office.
 Request the preparation of all easement documents, restrictive convenant documents,
and engineering documents as identified by the Subdivision Authority, and the
Memorandum of Agreement.
 Submit a preliminary block outline, and lotting plans for review and comment by the
Department. Allow for three submissions/revisions.
 Pay all fees, and the security deposit required by the Land Titles Office to register the
plans and documents by the deferred posting method.
 Provide the Department with a subdivision plan, in “dgn” format, showing lot
dimensions, and lot areas.
 Request approval of the plans and documents by the Subdivision Authority, Department
Head, and City Clerk.
B. TOPOGRAPHICAL SURVEY
 Produce a topographical survey of the area.
 Obtain and verify all existing “as-built” and topographic information.
C. DESIGN SERVICES
 Complete a geotechnical and hydrogeological report.
 Review the existing Neighbourhood Design Report, and the Water Network Analysis
Report, and revise, if necessary.
 Undertake detailed design, of grading, sanitary sewers, storm sewers, stormwater
management ponds, water distribution system, roadway structures and geometrics,
coordinate with EPCOR and Telus on their design of the power, lighting, and
communications systems, landscaping, fencing, and other requirements to fully service
the subdivision. Appoint any required sub-consultants, such as electrical, geotechnical,
materials testing, and landscape.
 Review design with the Department.
 Submit design drawings to Planning and Development, for circulation to City
Departments, and Utility Companies.
Attachment 1 - Page 1 of 4
Attachment 1
PYLYPOW INDUSTRIAL.
TERMS OF REFERENCE
 Discuss requested revisions with the approving Departments and Utility Companies, and
make appropriate revisions.
 Provide a cost estimate to the Department based on the design, within one week after
final and approved submission.
 Request a Memorandum of Agreement (Servicing Agreement) from the Planning and
Development Department.
 Assist with tendering of construction work, by providing schedules of quantities,
supplementary general conditions, and special provisions. One contract will be prepared
and tendered for grading, including lake excavation, and a second contract will be
prepared and tendered for the underground/surface works, which will include
landscaping and fencing. The current City of Edmonton Design and Construction
Standards will be utilized for grading, underground, surface works, and landscaping.
The City’s “front-end” documents will be used for all contracts.
 Provide the Department with one set of paper drawings on the first Department review,
and one set of paper drawings following approval.
 Provide the Department with electronic copies of all tender drawings in “pdf” format (on
CD) and 30 sets of prints (individually wrapped) for tendering the work.
 Evaluate bids received, and recommend awards.
 Provide the Department with mylar and electronic copies, in “dgn” format, of the lotgrading plan.
D. RESIDENT ENGINEERING AND INSPECTION
 Provide all stakeouts. Indicate in the proposal, the provider of survey assistance and
materials, i.e., Consultant and/or Contractor.
 Inspect all construction to ensure compliance with the Contracts. Co-ordinate with City
inspectors to obtain their approval of the work.
 Provide soils testing.
 Provide materials testing.
 Obtain field data for “as-builts”.
 The General Contractor will be designated “prime” for the worksite in accordance with
Occupational Health and Safety Standards. The Consultant will, however, be
responsible for the Health and Safety of it’s own workers as required by the
Occupational Health & Safety Act, and will be designated “prime”, if necessary (two or
more employers on-site), until the General Contractor takes control of the site.
E. GENERAL ENGINEERING DURING CONSTRUCTION
 Provide the Department with monthly written project progress reports, including all soils
and materials testing results.
 Prepare monthly progress payments itemized as follows:
 Stripping, Grading, and Excavation.
 Sanitary Sewer.
 Storm Sewer.
 Water Distribution.
 Paving.
 Walks, Curb and Gutter.
 Landscaping and Fencing.
Attachment 1 - Page 2 of 4
Attachment 1
PYLYPOW INDUSTRIAL.
TERMS OF REFERENCE
 Recommend payments to contractors within ten days of measurements being made.
 Obtain the Department's approval for additional construction work prior to it being
undertaken, and issue field change orders for extra work.
 Visit the site, convene, and attend meetings with the Contractors.
 Apply for Construction Completion Certificates (CCCs) to the Development Coordination Section of Planning & Development.
F. POST CONSTRUCTION
Complete, and submit an “engineered fill” letter from the geotechnical consultant.
 Complete, and submit “as-built” drawings to the appropriate City Department within
three months of construction completion.
 Apply for Final Acceptance Certificates (FACs), and attend inspections with Contractors
and City Departments.
 Provide inspection and testing services for repairs and final lifts of ACR at FAC.

G. PROJECT SCHEDULE
Include in your proposal, a “schedule of tasks” to be undertaken, including
 Subdivision Approval (City of Edmonton).
 March 2003
 Submission of detailed engineering drawings.
 ASAP
 Memorandum of Agreement.
 ASAP
 Subdivision plan registration.
 ASAP
 Construction start - grading and excavation.
 ASAP
 Construction start – underground.
 ASAP
 Construction completion – grading, underground/surface, power/communications,
landscaping and fencing.
 ASAP
H. MATERIALS PROVIDED
 Pylypow Industrial Neighbourhood Design Report.
 Water Network Analysis.
I. PROPOSAL FORMAT
 Proposals should be no more than eight pages in length, total, plus a one page “time
schedule”.
J. EVALUATION CRITERIA
 Firms are requested to submit their Proposal in two envelopes. Envelope 1 will contain
the General and Technical Proposal, while Envelope 2 will contain the Fee Proposal.
Attachment 1 - Page 3 of 4
Attachment 1
PYLYPOW INDUSTRIAL.
TERMS OF REFERENCE
The information in Envelope 1 will be evaluated first, and only the top scoring
proponent will have their second envelope opened. Fees will then be negotiated with the
selected firm.
The Evaluation Criteria Table, which follows, will be used in the evaluation of the Proposals:
Evaluation Criteria Table
Evaluation Criteria and Ranking
Maximum
Number
of Points
To be Awarded
ENVELOPE 1 – GENERAL AND TECHNICAL CRITERIA
1.
UNDERSTANDING OF THE PROJECT
1.1
Analysis of Project Goals and Requirements
10
1.2
Definition of Special Issues and/or Constraints
5
1.3
Familiarity with Local Conditions
5
2.
2.1
SCOPE OF SERVICES AND WORK PLAN
2.2
Completeness of Offered Services, and Compliance with Terms of
Reference
Work Plan and Methodology
10
2.3
Project Schedule
10
3.
10
QUALIFICATION OF FIRMS AND PROJECT TEAM
3.1
Qualifications and Overall Experience
5
3.2
Experience in Other Similar Projects
5
3.3
Staffing Level/Depth of Firm’s Resources
10
4.
MANAGEMENT SERVICES
4.1
Organization and Management of the Team
5
4.2
Cost Control and Quality Control Methods
5
ENVELOPE 2 – COST CRITERIA
20
Fee
TOTAL
Attachment 1 - Page 4 of 4
100