NEWPCC and SEWPCC Medium Voltage Equipment Maintenance Service Contract

awarded

D2 . SCOPE OF SERVICES D2 . 1 The Work to be done under the Contract shall be on an as - required basis from the City to include performing predictive and preventative maintenance inspections and testing of all medium voltage equipment and cables located in the Switchyard at the South End Pollution Control Centre ( SEWPCC ) and North End Pollution Control Centre ( NEWPCC ). The Work is described in D2 . 8 and E3 and as directed by the City for the period from date of award until December 31 , 2024 with the option of four ( 4 ) mutually agreed upon one ( 1 ) year extensions . ( a ) Refer to Appendix B listed in F3 for the Switchyard Equipment List for NEWPCC and SEWPCC . ( b ) Refer to Appendix C listed in F4 for the MV Cables Schedules for NEWPCC and SEWPCC . ( c ) Refer to Appendix D listed in F5 for the Maintenance Schedules and Checklist for NEWPCC and SEWPCC . D2 . 1 . 1 The City may negotiate the extension option with the Proponent within ninety ( 90 ) Calendar Days prior to the expiry date of the Contract . The City shall incur no liability to the Proponent as a result of such negotiations . D2 . 1 . 2 Changes resulting from such negotiations shall become effective on January 1st of the respective year . Changes to the Contract shall not be implemented by the Contractor without written approval by the Contract Administrator . D2 . 1 . 3 Proponents are advised that , in future , the City may be participating in collaborative procurement initiatives with other levels of government . Accordingly , extensions to this Contract may not be exercised . D2 . 2 The inspections and testing procedures shall be performed based on NETA MTS , O & M manuals and industry best practice and documented in detail on equipment at regular intervals including every year , every two ( 2 ) years , every three ( 3 ) years , and every five ( 5 ) years or as indicated in the Maintenance Schedule . It is estimated that there will be two ( 2 ) major shutdowns per year for each facility to accommodate the testing . D2 . 3 As an item under this Contract , the Contractor will provide a Proposed Annual Plan ( PAP ) no later than 1st of October of the previous year for each service year for each site when requested by the Contract Administrator . This plan will be reviewed by the Contract Administrator and adjusted with the Contractor to become the Approved Annual Plan ( AAP ). The Contractor will perform each portion of the Annual Work in accordance with the Approved Annual Plan . D2 . 4 The Contractor shall provide the Contract Administrator the following for the additional Work requested prior to starting the Works : ( a ) The Contractor shall submit a quoted price and the schedule for performing the additional Works . ( b ) Inform the Contract Administrator in writing if there is a good reason for not performing the Work ; otherwise , it is deemed that the Contractor will perform the Work requested . D2 . 5 The Contractor will also perform Work on an on - demand basis as requested by the Contract Administrator either on a rate basis as outlined in Item 11 and 13 of Form B : Prices or an Emergency Basis as outlined in Item 12 and 14 of Form B : Prices . D2 . 6 Contractor is to follow manufacturers maintenance recommendations during the warranty period including predictive maintenance monitoring and move towards a reliability - based maintenance approach after warranty periods have expired . Contractor will provide advice and recommendations in detail with respect to optimizing the maintenance plan . D2 . 7 The Contract Administrator will arrange for temporary shutdowns for the Contractor to perform equipment maintenance activities . The Contractor is to provide their own necessary equipment to perform the Work such as man / scissor lift , ladders , PPE equipment , etc . including temporary trailer ( if required ). If the Contractor is expected to have a temporary trailer at site , the cost for temporary trailer rental shall be included in the Form I : Detailed Prices . D2 . 8 The major components of the Work are as follows : ( a ) The annual planning portion of the Work shall be as follows : ( i ) For each site , NEWPCC and SEWPCC , each year the Contractor will issue a draft Proposed Annual Plan ( PAP ) to the Contract Administrator no later than October 1st for the following year . ( ii ) For each year , the draft PAP will include the following : ( i ) A separate plan will be provided for each facility . ( ii ) All tests and maintenance activities to be performed on all equipment required for the maintenance of product warranty as outlined within the O & M manual and maintenance schedule checklists . This shall also include other activities related to Maintenance Work such as MV cable maintenance related to the equipment . ( iii ) All tests as recommended test for the periods specified within the O & M manual and Maintenance Schedule Checklists . ( iv ) All required equipment needed to perform services . ( v ) All identified firmware updates available at SEWPCC switchyard for all electronic , protection and associated devices , recommendations on if the firmware updates should be installed , and associated re - testing work for upgrades to any critical protection components . If firmware upgrade requires setting changes , the Contractor is to ask approval from the City prior to install the firmware upgrade . ( vi ) Splitting of activities into two outage periods to allow the City to operate on reduced redundancy during testing , but minimizing outages in any areas . For the equipment connected to Bank 1 and Bank 2 , the Contractor is to split this group in half ( or by the best proposed arrangement ) by conducting maintenance activities for half of the equipment during Bank 1 shutdown and the other half during Bank 2 shutdown . ( vii ) A proposed scheduling of the outages for testing . It is anticipated that the shutdown will happen in summer up to winter season and not before or during flood season . ( viii ) Proposed testing equipment to be used along with other equipment required for the Work such as temporary power , PPE , temporary grounding , etc . and copies of calibration certificates of testing equipment . ( ix ) Proposed equipment to be tested during the shutdown period by highlighting them on the Single Line Diagram so that the Contract Administrator will understand which equipment to be de - energized and can minimize the impact to the facility . ( x ) Verification of the costing of the activities for review and adjustment by the City . ( iii ) Upon receipt of the Draft PAP , the Contract Administrator will review it and arrange a meeting with the Contractor to make adjustments to align testing and maintenance with City needs . This meeting will be the PAP Review Meeting . Based on this meeting , the Contractor shall submit a final PAP with updated budgets and schedule items . ( iv ) The Contract Administrator will review the Final PAP , and if accepted the Contract Administrator will give authorization to proceed . This will become the Approved Annual Plan ( AAP ). ( v ) When issued , the AAP is considered an authorization to proceed on the portions of Works identified in the AAP . ( vi ) Preparation of the Draft PAP , Final PAP and AAP shall be included as the Work for “ NEWPCC Annual PAP / AAP Planning ” and “ SEWPCC Annual PAP / AAP Planning and Firmware identification ” on Form B : Prices . ( vii ) The City reserves the right to release only portion of the PAP as AAP , and the right to not release any of the Work , if there is no agreement on the scope . ( viii ) The Contract Administrator also reserves the right to not proceed with releasing the authorization to start the Draft PAP . ( b ) Once the AAP is issued by the Contract Administrator , the Contractor will proceed with the portion of the Work as directed by the City , and as outlined below in section D2 . 9 . ( c ) The Contract will also be used for On Demand Services . These services will be individual items for maintenance or testing or hourly services as needed requested by the City . On Demand Services will be based on a request to the City for the Work . On receipt of a Request for On Demand Services ( RODS ), the Contractor shall provide an estimate of hours and costs required to perform the Work based on the hourly rate indicated in Form B : Prices and equipment rate indicated in Form I . Based on the costs the City will provide approval to proceed with the RODS . The Contractor shall not proceed with RODS , until received approval from the Contract Administrator . ( d ) The Contract may also be used for Emergency Services . These services will be varied emergency items , typically related to issues with the MV equipment . Requests for Emergency Services shall be executed immediately , but the Contractor shall be required to get the Contract Administrator or their designate , to sign off on hours expended and equipment used during emergency services . Within five ( 5 ) Business Days , the Contractor will provide a report and invoice for the Work to the Contract Administrator , detailing the Work completed with hours ; staff ; equipment used . ( e ) The Contractor may also be used for other maintenance activities such cleaning the switch yard area including snow removal on some area of the switchyard such as the entrance / exit doors and gates and other areas that requires snow removal for maintenance and operations activities . This service will be requested by the Contract Administrator or his / her designate ( site contact ) on as needed basis . On receipt of a work request , the Contractor shall provide an estimate of hours and costs required to perform the Work based on the hourly rate indicated in Form I . Based on the costs the City will provide approval to proceed with the work request . The Contractor shall not proceed with the work request until received approval from the Contract Administrator . D2 . 9 Execution of the Work shall be as follows : ( a ) The Contractor is to provide qualified personnel and required equipment ( including safety equipment ) for performing maintenance and required testing on the listed MV equipment . ( b ) All Works to be performed at site must be authorized by the Contract Administrator or his / her designate ( site contact ) prior to commencement of the Work . Contract Administrator designate will be provided at contract award and updated by the Contract Administrator from time to time . The Contractor must submit the Safe Work Procedure for the equipment to be maintained for approval to the Contract Administrator or the site contact . After the Safe Work Procedure has been approved , the City will de - energized the equipment / system . The Contractor is to confirm all on - site Work with the Contract Administrator or the site contact upon arriving at site and is responsible for lock out and tag out procedure themselves . Where the maintenance for 66 kV equipment is required , the City will coordinate with Manitoba Hydro in de - energizing the incoming line prior to the start of the Work . Isolation of the City ’ s 66 kV system is to be completed by the Contractor . ( c ) After completing the Work , the Contractor must submit the signed maintenance schedule checklist ( two hard copies ) for all assets they worked on to the Contract Administrator or his / the site contact for the facility prior to leaving the facility . ( d ) The Contractor is responsible for consumables required for Maintenance Work , where the City has the incidental consumables required the Contractor should use the City consumables and replenish afterward as required . The cost for these consumables is to be included in the price provided by the Contractor to the City . ( e ) The Contractor is to submit to the City a list of major parts to be replaced . The City will procure any major parts required . ( f ) Clean the equipment and remove waste after the Maintenance Work has been completed . ( g ) The Contractor shall prepare and submit Maintenance Reports ( electronically and three ( 3 ) hard copies ) including as - found photographs upon completion of each maintenance interval activities . The Maintenance Reports shall be in accordance to E5 . This maintenance report ( including test report ) is to be submitted to the City no longer than 3 months after the test has been conducted . If there are any errors found in the report , the Contractor is responsible to correct the error ( s ) in the report . ( h ) The Contractor is to prepare quotes for Corrective Works , contact information for personnel that are available 24 / 7 for unscheduled Corrective Work , hourly manpower and rental equipment rates for other tasks required by the City . ( i ) Under normal circumstances , in a service call out the Contractor must be at site within four ( 4 ) hours after being notified by the City . ( two ( 2 ) hours is preferable ). If the redundancy system is at fault ( for example if only Bank 2 is available at site and there is fault in Bank 2 ), the Contractor must be at site in less than four ( 4 ) hours after being notified . ( j ) The Contractor is to submit the list of parts required for the scheduled and unscheduled Work ( preventive , predictive , and corrective maintenance ) to the City along with the estimated cost . The Contractor will check the City ’ s stock with the City personnel . If the part is available in the City ’ s stock , the Contractor is allowed to use it for Emergency Work . The Contractor is to submit the price for the replacement part and the City will have the option to buy the parts from the Contractor . ( k ) The Contractor will operate the MV equipment locally whenever the situation requires that the MV equipment including 66 kV equipment should be operated locally such as when the auto switching fails or when the remote switching is not available . ( l ) After the project has been awarded , the Contractor must complete NAC ’ s safety program before being allowed to attend the SEWPCC site . The SEWPCC is undergoing a major capital upgrade and North American Construction Ltd . ( NAC ) have responsibility for safety as the Main Contractor . Equipment under the scope of this contract is located within the area under the control of NAC . All staff from the Contractor who are required to visit the SEWPCC facility , must complete NAC ’ s safety program before being allowed to attend the site ( m ) After the contract award , the Contractor shall submit the plan for the Work to be performed for each facility for the first year of the contract to the City . This plan shall be based on the two scheduled shutdowns per year ( Bank 1 shutdown and Bank 2 shutdown ) for each facility and include the list of equipment that will be maintained , the list of Works to be performed based on the Maintenance Schedule , and the cost of each Work . For the equipment in Group 1 & 2 or other equipment , the Contractor is to split this group in half ( or by the best proposed arrangement ) by conducting maintenance activities for half of the equipment during Bank 1 shutdown and the other half during Bank 2 shutdown . The planned Work must avoid any interruption of the treatment process for the facility . The City will review the plan and will discussed with the Contractor the planned Work that will not be required or to be completed by the City personnel . The Maintenance Work shall begin after the City has agreed to the final plan and the cost . ( n ) Detailed electronic and hard copy reports with completed individual equipment test forms , deficiencies , recommended Maintenance Work and associated costs are to be submitted to the Contract Administrator . The list of tasks to be performed are listed in D2 . 8 and E3 of RFP . D2 . 10 Corrective Maintenance Work shall be done on an " as required " basis during the term of the Contract . D2 . 10 . 1 The type and quantity of Corrective Work to be performed under this Contract shall be as authorized from time to time by the Contract Administrator . D2 . 10 . 2 Subject to C7 , the City shall have no obligation under the Contract to purchase any quantity of any item in excess of its actual operational requirements . D2 . 10 . 3 The Contractor and subcontractor shall : ( b ) Comply with the Environmental Management Systems ( EMS ) Contractor ’ s package of the Wastewater Services Division in Appendix G . ( c ) Deliver EMS awareness training to employees and anyone who will be working on projects for the Wastewater Services Division ( WWSD ) through formal education , online training interactive training or work experience . ( d ) Be aware of their obligation as stated in the Wastewater Services Division ’ s Environmental Policy that provides overall direction for the WWSD ’ s environmental performance and provides a framework for setting environmental objectives and targets . This policy can be found online through the City of Winnipeg Wastewater Services website : https :// www . winnipeg . ca / waterandwaste / sewage / legislation . stm . ( e ) Provide detailed information of all steps that will be taken to ensure that the EMS requirements are met upon request . ( f ) Identify and understand the environmental impacts of your work . Environmental impacts may include , but are not limited to : ( i ) Depletion of natural resources ( ii ) Conservation management and biodiversity ( iii ) Soil contamination ( iv ) Air emissions and pollution ( v ) Water pollution ( vi ) Noise pollution ( vii ) Spills and releases ( viii ) Disturbance to local community and fauna ( ix ) Use of landfill spaces and waste management ( g ) Be aware that the following Acts , Regulations , and By - laws may apply to the Work : Federal ( i ) Canadian Environmental Assessment Act ; ( ii ) Canadian Environmental Protection Act ; ( iii ) Fisheries Act and Regulations ; ( iv ) Pest Control Products Act ; ( v ) Migratory Bird Convention Act ; and ( vi ) Transportation of Dangerous Goods Act and Regulations . Provincial ( i ) The Dangerous Goods Handling and Transportation Act ; ( ii ) The Endangered Species Act ; ( iii ) The Environment Act ; ( iv ) The Fire Prevention Act ; ( v ) The Pesticides and Fertilizers Control Act ; ( vi ) The Manitoba Heritage Resources Act ; ( vii ) The Manitoba Noxious Weeds Act ; ( viii ) The Manitoba Nuisance Act ; ( ix ) The Public Health Act ; ( x ) The Red River Floodway Act ; ( xi ) The Water Rights Act ; ( xii ) The Workplace Safety and Health Act ; and ( xiii ) Applicable associated regulations . Municipal ( i ) Neighbourhood Liveability By - law ( ii ) Pesticide Management By - law ( iii ) Sewer By - law ( iv ) Solid Waste By - law ( v ) Water By - law ( vi ) The City of Winnipeg By - Law D2 . 11 The City may have an inspector or their own personnel present during site Maintenance Work to witness the Work . See more