Professional Consulting Services for Facility Redevelopment of The City Archives

Full Title: Professional Consulting Services for Facility Redevelopment of The City Archives Building - 380 Willian Avenue

D4.          SCOPE OF SERVICES

D4.1        The Services required under this Contract shall consist of ^in accordance with the 
following:
(a)   IDP Implementation;
(b)   Facility Redevelopment Program Validation;
(c)    Design Development, Coordination and Administration;
(d)   General Project Requirements;
(e)   Schematic Design/Program of Requirements completion;
(f)    Design and Specification Development;
(g)   Contract Document Preparation;
(h)   Construction Cost Estimating;
(i)     Accessible Design;
(j)     Green Building and Sustainability;
(k)    Procurement Process;
(l)     Construction Services;
(m)  Post Construction Services;
(n)   Commissioning Standards; and
(o)   Quality Management.
D4.1.1      Integrated Design Process
(a)  Consultant to be responsible to segregate IDP into groups/areas of expertise tailored to the 
project. That would be the following but not limited to the Client Group, Maintenance & Operations, 
IT, and Parks. The consultant will have responsibility & oversight to arrange and manage all 
meetings including Chairing and Minuting.  The Project Coordinator will be responsible to identify 
who from those civic groups will be invited and attend.
D4.1.2      Consultant’s Services
(a)  The Consultant’s services consist of those services performed by the Consultant, the 
Consultant's employees, and the Subconsultants engaged by the Consultant. They
include the provision of Consultant services plus the provision of all professional 
services noted in Sections D6 by professional engineers, architects, and other
specialist disciplines.
(b)  The Consultant's services include consultant co-ordination to integrate all parts of the 
services noted in D.
D4.1.3      Design Coordination and Administration
(a)  The Design Lead shall be solely responsible for managing the services of the Consultant and 
its Subconsultants for the duration of the project. The Design Lead shall have responsibility for 
the delivery of services to the City and shall lead the delivery of services throughout the 
project.  For the duration of the project, the Design Lead will attend City meetings upon request, 
design meetings, construction meetings, and such other meetings (virtually and/or in person at a 
location to be confirmed) as the Project Manager may request, as the Consultant’s representative.
D4.1.4      General Project Requirements The Consultant shall:
(a)   be responsible for providing expertise on sustainable design, following best practice design
strategies with a focus on environmentally friendly initiatives and renewable energy alternatives, 
as outlined in https://legacy.winnipeg.ca/sustainability/
(b)   attend and participate in regular City Project Delivery Office (PDO) meetings;
(c)    provide monthly progress reporting;
(d)   assist the City with the preparation of reports and presentations to the City Council, City 
staff, public, and other project stakeholders/partners as may be required;
(e)   provide electronic seals with signature on all drawings, specifications, and reports 
submitted to the City;
(f)    provide access to digital graphics and professional renderings to support project 
communication and engagement activities;
(g)   schedule, chair, and minute Integrated Design Process (IDP) team meetings and external 
stakeholder meetings throughout the design;
(h)   submit all minutes of meetings with clear actionable items within 72 hours of the meeting to 
the Project Manager for distribution to the project team;
(i)     provide monthly schedule updates during the design phases, and review and comment on the 
construction schedule during construction. The schedule updates should include a summary of work 
completed to date, including but not limited to major changes within the reporting period, tracked 
issues, and upcoming milestones;
(j)     conduct proper document management practices, according to City standards, to file all 
relevant project documents (design documents, construction documents, meeting minutes, etc.) to the 
project’s ShareFile site;
(k)    meet with, coordinate, and deliver the requirements of City Stakeholders throughout the 
entire design process respecting facility programming, maintenance, and operational 
considerations/requirements. City shall identify the stakeholder groups and representatives to the 
Consultant at the outset of the Work.
D4.1.5      Program Validation and Scope Definition Phase
(a)  The City has developed a functional program for the project. It is the Consultant’s 
responsibility to review, refine, and finalize any existing program information available utilizing 
its experience, applying current industry practice/ trends, and through stakeholder engagement, to 
affirm the functional program.
(b)  The Consultant will, with oversight from the City, define the scope of services required from 
third party specialist consultants (e.g. Building Commissioning Consultant) and will assist the 
City with retaining the consultants (through an RFP process) required to obtain the information 
needed. The City will engage the recommended/selected firms directly.
(c)  In connection with the development and finalization of the facility program, the
Consultant shall:
(i)     visit the site to undertake detailed investigations, and audit existing conditions;
(ii)     review and confirm investigation reports prepared by City consultants (geotechnical, 
hazardous material abatement, etc.);
(iii)     allow for meetings as required with the City’s Users, and the internal and external 
stakeholders, to review the facility program, gather any additional information, refine, modify, 
and customize the facility program;
(iv)     plan and conduct stakeholder & public engagement activities in accordance with the 
approved engagement plan;
(v)     review and comment on the City’s construction budget;
(vi)     produce minutes of all program meetings identifying the actionable items and submit these 
minutes to the Project Manager within 72 hours of each meeting;
(vii)     schedule and attend preliminary meeting(s) with all regulatory officials and other 
authorities having jurisdiction to obtain redevelopment information, and all relevant project 
requirements;
(viii)     prepare and verify with project stakeholders the furniture, fixtures, and equipment 
(FF&E) needs;
(ix)     prepare and verify with City stakeholders the I.T, audio visual (AV), and security needs 
and requirements for the project;
(x)     plan and conduct Green Building and Sustainability activities in accordance with D4.
D4.1.6      Schematic Design Phase
(a)  Definition: The schematic design phase is when the City’s requirements and desires, defined in 
the pre-design phase, are resolved into physical, architectural form. The Consultant shall develop 
a schematic design for the facility redevelopment, and the City will subsequently review and 
authorize the continuation of the design into Design Development.
D4.1.7      The Consultant shall:
(a)   coordinate services of all Subconsultants;
(b)   coordinate and cooperate with the City’s special consultants;
(c)   schedule, chair, and minute bi-weekly design team meetings (virtually and/or in person at a 
location to be confirmed) with the City, Subconsultants, and other specialist consultants.  Submit 
all minutes of meetings with clear actionable items within 72 hours of the meeting to the Project 
Manager;
(d)   review all applicable statutes, regulations, codes, and by-laws;
(e)   review existing geotechnical and/or soils engineering reports, and recommend if additional 
geotechnical, hydrogeological, and/ or soils investigations are required. If additional 
investigations are required, assist the City in developing the required scope of services 
documents;
(f)    organize one facility tour of similar facilities for City user groups’ review of innovative 
and functional solutions;
(g)   plan and conduct stakeholder & public engagement activities in accordance with the approved 
engagement plan;
(h)   conduct Green Building and Sustainability activities in accordance with D4;
(i)     using the project requirements defined in pre-design, prepare and deliver a conceptual 
design concept for the facility redevelopment which describes the form, size, character, and 
massing of the programmed areas and circulation. The
rative design and review process with the City, will 
be progressively elaborated into a schematic design once the City approves of the
conceptual design;
(j)     apply for and obtain preliminary approvals from authorities having jurisdiction (via pre- 
consultation meetings) for any/all planning and building requirements.  These authorities shall 
include the City of Winnipeg and any other authorities having jurisdiction;
(k)    provide a preliminary energy model report identifying opportunities over the life-cycle for 
cost savings. Provide the City with estimated energy saving, incremental costs, and life cycle 
saving due to implementation of:
(i)     sustainability measures;
(ii)     heat recovery;
(iii)     dehumidification;
(iv)     renewable energy;
(v)     solar hot water system;
(vi)     geothermal energy; and/or
(vii)     photovoltaics.
(l)     advise of available incentives for high performance new construction;
(m)  conduct at least one (1) sustainability design workshop and propose features that would be 
appropriate for this project;
(n)   create individual room data sheets for all building areas;
(o)   review and record on an approved electronic data base (e.g. Excel and AutoCAD) all existing 
and proposed new furniture, fixtures and equipment (FF&E) that are to be included in the final 
design to meet the City’s FF&E requirements;
(p)   prepare all application documents and provide the lead role to obtain approval of authorities 
having jurisdiction for the Site Plan Application;
(q)   provide value engineering/analysis and cost reduction strategies and recommendations to align 
the schematic design documents to the approved construction budget, implement necessary document 
revisions;
(r)    provide design measures that address accessibility challenges;
(s)    recommend the most efficient structural system;
(t)    assess building systems for quality, durability, energy efficiency, functionality, 
maintenance, and operations;
(u)   assess proposed waste diversion and management programs i.e. requirements for dedicated waste 
storage rooms and loading space(s).  The City’s preference is an internal waste management room 
with direct access to the loading space(s). Coordinate new waste/recycling receptacles;
(v)    submit a Schematic Design report to the Project Manager, which would be considered
~10% completion, to illustrate the scale and character of the project and how the parts of the 
project function, including but not limited to:
(i)     provide digital copies;
(ii)     provide area calculations;
(iii)     outline specifications to describe the size and character of the architectural, 
structural, mechanical, and electrical systems;
(iv)     describe the requirement for functional servicing;
(v)     site plan;
(vi)     spatial relationship, adjacency, and interior circulation diagrams;
(vii)     room data sheets for all distinct areas of the facility;
(viii)     principal floor plans;
(ix)     building sections;
(x)     exterior elevations;
(xi)     sustainability plan;
(xii)     three dimensional (3-D) renderings of the exterior of the project and key interior 
elements;
(xiii)     one 3D printed model of the building scaled to overlay a site plan;
(xiv)     design briefs;
(xv)     constructability review report;
(xvi)     construction phasing plan; and
(xvii)     obtain the City’s approval before proceeding with the design development phase.
D4.1.8      Design Development Phase
(a)  Definition: Design development further develops the schematic design based on the City’s 
decision to proceed. During design development, specifications become an integral part of the 
design.
(b)  The Consultant shall:
(i)     coordinate services of Subconsultants as applicable;
(ii)     coordinate and cooperate with the City’s consultants;
(iii)     schedule, chair, and minute bi-weekly design team meetings with the City, Project 
Manager, Subconsultants, and other specialists (virtually and/or in person at a location to be 
confirmed).  Submit all minutes of meetings with clear actionable items within 72 hours of the 
meeting to the Project Manager;
(iv)     continue to review and confirm that the design is in conformance with all sustainability 
requirements from: https://legacy.winnipeg.ca/sustainability/
(v)     including City’s Green Building Policy, Accessibility Policy, Climate Action Plan, and 
Climate Change Goals;
(vi)     provide complete specifications for all building elements;
(vii)     update the room data sheets and arrange to have meetings for the purpose of finalizing 
the details;
(viii)     prepare a presentation for the City of the light fixtures, plumbing fixtures, millwork, 
signage, and related way-finding systems, all furnishings, and proposed interior/exterior finishes;
(ix)     as required, provide value engineering/analysis and cost reduction strategies and 
recommendations to align the design within the project’s budget;
(x)     update the energy model;
(xi)     assist the City with fire safety plans;
(xii)     further elaborate the design development documents for the City’s approval that would be 
considered 33% completion. This would include the following:
◻   an electronic document submission;
◻   site plan;
◻   floor plans;
◻   building sections;
◻   exterior elevations;
◻   room data sheets identifying all proposed finish materials, IT, AV, Building Automation, FF&E, 
and Security requirements;
◻   hoarding requirements and any temporary site access requirements;
◻   project brief detailing area calculations, building systems and design specifications;
◻   any other documents that may be required, to describe the size and character of the campus 
including the architectural, structural, mechanical, electrical, civil, and landscape aspects;
◻   three dimensional (3-D) renderings of the exterior of the project and key
interior elements;
◻   develop and submit a Class 3 cost estimate;
◻   updated design briefs;
◻   obtain the City’s approval before proceeding with the construction documents phase.
D4.1.9      Construction Documents Phase
The Consultant shall:
(a)   coordinate services of consultants as applicable;
(b)   schedule, chair, and minute bi-weekly design team meetings with the City, Project Manager, 
Subconsultants, and other specialists virtually and/or in person at a location to be confirmed. 
Submit all minutes of meetings with clear actionable items within 72 hours of the meeting to the 
City;
(c)    review statutes, regulations, codes, and by-laws applicable to the design and where 
necessary review the same with the authorities having jurisdiction;
(d)   assemble, prepare, and take responsibility for the submission of all remaining documents 
requested by the authorities having jurisdiction, and provide all communication with the 
authorities as required;
(e)   prepare for the City’s review and approval a 66% construction document set, along with a 
Class 2 Cost Estimate;
(f)    prepare for the City’s review and approval the 99% construction document set. Submit the 
package as electronic documents (PDF). All City comments must be reflected in the 100% Issue for 
Tender package;
(g)   provide a Class 1 Cost Estimate for the Project Manager’s review and approval during the 99% 
construction document/drawing submittal;
(h)   as required, provide value engineering/analysis and cost reduction strategies and 
recommendations to align the design within the project’s budget;
(i)     Update the energy model;
(j)     include sustainable protocols, including waste diversion and management protocols and 
requirements listed in D4, in the Construction Documents;
(k)    submit to the Project Manager a list of proposed warranties applicable to building and 
construction components;
(l)     verify specified materials and equipment are available within the required schedule;
(m)  continue to design in accordance with the sustainable design strategies determined in previous 
phases, and to obtain all grant and incentive opportunities as agreed in the prior phases;
(n)   review with the City and finalize a proposed finish hardware schedule that is to be included 
in the tender documents (not through a cash allowance);
(o)   identify appropriate cash allowances for items such as signage;
(p)   prepare the Furniture, Fixtures, and Equipment (FF&E) program complete with an implementation 
plan for the program, including but not limited to, design, City approvals, tender documents, and 
on-site installation. The Consultant shall:
(i)     organize user group meetings to obtain relevant user input;
(ii)     organize one tour for user groups to visit innovative solutions of other similar and 
comparable projects;
(iii)     assess current furniture standards and City standards;
(iv)     work with the City’s team to develop a coherent vision for the program;
(v)     provide two FF&E concepts for presentation to the City;
(vi)     deliver an FF&E design brief describing the proposed program;

(vii)     provide for the requisite I/T, power, heating, cooling, and other building infrastructure 
in the construction documents as required;
(viii)     prepare the specification to tender the FF&E work, which may include multiple FF&E 
tender packages and FF&E procurement phases;
(ix)     develop a Class 3 cost estimate for costs relating to the procurement and installation of 
all FF&E items.
(q)   finalize, coordinate, and incorporate the design by resolving all constructability issues;
(r)    finalize the proposed phasing and sequencing plan;
(s)    provide colour board samples and finish material selection sample boards including 
presentations to the City, along with the final room data sheets for approval;
(t)    elements of construction that may be eligible for alternate funding may be required to be 
identified separately within the cost estimate and itemized prices;
(u)   provide the City with complete electronic sets of coordinated 100% construction documents 
including specifications, along with an electronic PDF set on an USB drive;
(v)    provide the City with a 3D Revit Model and AutoCAD drawing files of the 100% Construction 
Documents; consult with the City for compatibility with the City’s software; and
(w)   the City will provide final review and approval prior to the Consultant finalizing the 
construction document package.
D4.1.10    Design of New Facilities
(a)  The concept, schematics and supporting information identified by the ‘Facility Renewal and 
Redevelopment Strategy Study’ shall serve as the basis of design of all new facilities.
(b)  The ‘Proposed Shipping & Receiving Area Development’ drawings A1 through A4 in Appendix ‘C’ of 
this document supersede related concept, schematics and supporting information identified by the 
‘Facility Renewal and Redevelopment Strategy Study’ and shall serve as the basis of design of the 
Shipping & Receiving building addition and new Exit Stair. Adapt the design as necessary to 
accommodate current building code requirements.
(c)  New facilities are to be fully integrated within the existing building and its operations as a 
whole; as such the design shall incorporate all necessary modification of existing building 
structure, partitioning, utilities, and systems.
(d)  Design of the Climate Controlled Archival Vault shall incorporate operational specifications 
and parameters set forth in the ‘Environmental Guidelines for Museums’ 
https://www.canada.ca/en/conservation-institute/services/preventive- 
conservation/environmental-guidelines-museums.html
(e)  Design shall include the confirmation of existing conditions at City Archives Building 
including but not limited to design, construction and materials; spatial configuration, and 
measurements.
(f)   The Consultant shall be solely responsible to ensure all WADS requirements are met, and as 
part of the project Deliverables provided to the City, will produce a comprehensive WADS Compliance 
Document that summarizes all analysis, application, limitations & challenges introduced by existing 
conditions (if applicable), and implementation of solutions; complete with signed statement of WADS 
compliance by the professional taking responsibility for the work, at the time that final drawings 
are issued for construction.
D4.1.11    OurWinnipeg 2045 sets out the City’s climate target of net zero emissions by 2050 which 
aligns with federal and international targets. The Community Energy Investment Roadmap (CEIR) 
identifies City and community-wide systems level actions and investments to achieve this updated 
target. Council directed the Public Service to implement the CEIR in July 2022. In
fter reducing the need for energy and increasing energy 
efficiency, electrification of heating in buildings is key to meeting City of Winnipeg climate
targets.
(a)  The City’s intention is to maximize energy efficiency and minimize carbon emissions in the 
Archive building. In order to work towards the City’s climate target of net zero emissions by 2050, 
the consultant shall:
(i)     Conduct one (1) sustainability design workshop to explore the project’s sustainability 
goals and targets. This will allow the City to explore sustainable features that will need to be 
incorporated into the design.
(ii)     Design with net zero carbon ready and/or low carbon principles in mind. In order to align 
with the City of Winnipeg’s net zero carbon goals and promote low carbon practices, it is important 
to design with a net zero carbon ready approach and consider the future capacity for achieving net 
zero carbon emissions. In addition, this includes exploring and integrating electric heating 
solutions to replace traditional fossil fuel-based heating systems where practical.
(iii)     Ensure that the project participates in the Efficiency Manitoba Commercial Deep Energy 
Retrofit Program. The program offers incentives for energy efficiency renovations to a commercial 
building project. To participate, a project must reduce site energy use by 20% or more from the 
pre-renovation baseline energy use. Incentives include up to $12,000 for energy modelling and from
$2.25 to $6.00 per square foot for achieved energy savings: 
https://efficiencymb.ca/business/deep-energy-retrofit/
(b)  At project completion, the Consultant shall provide the City with the energy modelling files 
and the output/results files. The weather file that was used for the modelling shall also be 
provided.
(i)      Explore "solar ready" principles:
a.   Designate a specific area on the roof that is suitable for a future solar PV installation. 
Evaluate the roof’s structural soundness to see if it can adequately support the weight and 
requirements of the system.
b.   When installing new HVAC or other rooftop equipment, carefully choose locations on the roof 
that will not hinder or shade the designated area for future solar installations.
c.    Provide necessary conduits from roof to enable future electric and communications connection 
requirements.
(ii)     Explore the option to install a minimum of two (2) Level 2 Electric Vehicle charging 
stations.
(iii)      Should building envelope upgrades be included in the project, the consultant shall:
a.   Engage a Building Enclosure Commissioning Agent (BECxA) during the development phase to 
provide input into building enclosure systems as they relate to energy, water, indoor environmental 
quality, durability and air tightness throughout the project. The Consultant shall recommend a 
preferred vendor to the City. The City will then contract with the preferred BECxA independently 
from the Consultant. The Consultant will work with the agent as part of the project team to 
incorporate envelope commissioning into the project design and construction.
b.   Conduct a Whole-building Air Leakage test in accordance with ASTM-3158- 18 Standard Test 
Method for Measuring the Air Leakage Rate of a Large or Multizone Buildings. In addition, infrared 
thermography is to be used to locate instances of air leakage from the building enclosure. Air 
leakage testing and associated processes are used to improve durability, occupant comfort, 
mechanical ventilation system effectiveness, lower utility costs, and enhance resiliency.
D4.1.12    Consultant shall ensure that the scope of work and associated cost remains within the 
budget constraints of the project.
D4.1.13    Consultant shall coordinate design and specification requirements as relating to 
building commissioning and quality assurance/quality control testing (to be undertaken by an 
independent third party(s) contracted by the City) to satisfy the intent of the foregoing.
D4.1.14    Consultant shall meet with, coordinate and deliver the requirements of City stakeholders 
throughout the entire design process respecting facility programming, maintenance and operational 
considerations/requirements of the new facilities. City shall identify the stakeholder groups and 
representatives to the Consultant at the outset of the Work. Consultant is responsible to review 
current/prevailing code and regulatory requirements relative to the pre- established design intent, 
and ascertain/address any scope deviation arising therefrom.
D4.1.15    Consultant shall provide two representatives for the purpose of attending two (2) 
four-hour public engagement event at some time during the course of the project, to assist in 
conveying project information to residents, respecting the facility redevelopment project within 
their community.
D4.1.16    The Services required under D4  shall be in accordance with the City’s Project 
Management Manual 
http://winnipeg.ca/infrastructure/asset-management-program/templates-manuals.stm#2 and templates 
http://winnipeg.ca/infrastructure/asset-management-program/templates- manuals.stm#4 . 
Notwithstanding the foregoing, the Consultant is being engaged by the City for their professional 
expertise; the Consultant shall bring to the Consulting Contract Administrator’s attention any 
aspect of the City’s Project Management Manual or templates which the Consultant is of the opinion 
is not consistent with good industry practice.

D4.2        The following shall apply to the Services:
(a)   City of Winnipeg Green Building Policy: New City-Owned Buildings and major additions 
http://clkapps.winnipeg.ca/DMIS/DocExt/ViewDoc.asp?DocumentTypeId=2&DocId=5989
(b)   Universal Design Policy 
http://clkapps.winnipeg.ca/DMIS/DocExt/ViewDoc.asp?DocumentTypeId=2&DocId=3604
(c)    Should this project include a public engagement aspect, it will be required to meet: Public 
Engagement Guidelines
https://winnipeg.ca/PublicEngagement/pdfs/PublicEngagementRequirements.pdf

D4.3        The funds available for this Contract are $475,000.00.






 

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