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PROPOSAL TO PROVIDE PROFESSIONAL PROJECT MANAGEMENT SERVICES
Design and Construction of Water Treatment Plant Upgrades
Shawanaga First Nation
September 30, 2016
September 28, 2016
Shawanaga First Nation
Attention: Adam Good
2 Village Road Nobel,
Ontario P0G 1G0
Dear Mr. Good,
Re: Shawanaga First Nation WTP Upgrades PPM
Letter of Transmittal, BearPaw Engineering & Project Management Proposal
Members of the Shawanaga First Nation (NFN) have the right to enjoy a good quality of life. Part of this quality of life includes a safe and dependable water supply. BearPaw Engineering & Project Management are pleased to submit this proposal to assist in making this goal a reality. Our number one priority as your Project Manager will be to provide clean and reliable drinking water for the community members of Shawanaga First Nation as soon as possible.
Based on our extensive experience working with First Nations and understanding of the defined Project Scope, we recognize the considerable task being proposed and critical need for the right resources, skills and experience. We also understand the three key elements required for success are: (1) an understanding and ability to work with First Nations, (2) the technical skills needed to oversee project delivery, and (3) a rigorous and proven approach to managing projects supported by the resources necessary to deliver the work as promised.
Understanding that the main priority for Shawanaga First Nation is to provide its community members with clean water as soon as possible, the potential for economic opportunities this project should come a close second. Projects like this one don’t come around evey year. So it’s important to maximize the benefits to the community wherever possible. This is where BearPaw shines in adding value to the Project Management Service provided to the community. We have a special understanding of the opportunities and challenges of First Nation business. We know that Shawanaga has struggled with different economic initiatives yet continues push forward to make things better for the future generations of the community. This is why we have proposed our strongest Lead Project Manager who has extensive experience a diverse listing of civil engineering and environmental applications of First Nation community infrastructure.
The Community leadership and public works staff should be involved in the project from start to finish. It’s important that the Community are kept informed throughout so that when it comes time to make important decisions that will affect their future, an understanding of the elements of the issues are clearly presented. This is another strong suit of BearPaw – communication.
Please accept this transmittal letter and enclosed proposal as our submission. We would be happy to discuss its contents with you at your convenience. We are excited by the possibility of working with you on this most worthwhile project.
Brock Campbell B.Sc. (CE) , EIT President, BearPaw Engineering & Project Management
(204) 891-2327 I Bcampbell@bearpawcorporation.com
Table of Contents
1. FIRM 2
2. PROJECT MANAGER 4
3. PROPOSAL 6
Appendix – PROPOSED WORK BREAKDOWN STUCTURE 21
appendix – Proposed MASTER project schedule 28
Appendix – Project Manager Résumés 29
Appendix: Proof of P.Eng registration and/or licensing and Professional Liability Insurance 30
BearPaw Engineering & Project Management
A professional engineering and environmental firm that is Aboriginal owned and operated.
The genetic makeup of the BearPaw Team and its integrated approach to economically and efficiently undertake the required work are presented in the following sections. The Water Treatment and Project Management engineering expertise and Aboriginal focus at BearPaw provide Shawanaga First Nation (NFN) a unique opportunity to work with fellow Anishinabe people to provide a solution to the water treatment facility shortcomings.
BearPaw Engineering & Project Management (BearPaw) was established in 1998 as a Professional Project Management firm. The company has since evolved into a full-fledged Professional, Scientific, and Technical Services provider that has completed over 100 projects/assignments in the project management, engineering, and construction sectors in the last 5 years alone. As an Aboriginal Professional Service Provider, BearPaw has embarked on an unrelenting mission of solving longstanding problems our communities face.
BearPaw is owned and operated by Brock Campbell, an Anishinabe professional and traditional practitioner from Wikwemikong First Nation, with a Bachelor of Science in Civil Engineering and over 16 years of experience working in the construction and engineering industry and directly with and for First Nations across Canada. In the last 12 years, under Brock’s direction, BearPaw has tackled some of the most complex assignments and projects associated with communities – water, wastewater, housing, environmental contamination, and flood related.
The success of BearPaw is based on a strict work ethic, a fanatically driven need to produce results, a strict adherence to our core values, and an unquestioned commitment to our clients. We do not fail and we will not fail the people of Shawanaga in this project if we are selected as the proponent. We would be proud to serve yet another fellow Anishinabe client.
BearPaw is certified as an Aboriginal business under the Canadian Council of Aboriginal Business. We have taken the term “Aboriginal business” to a new level. Not only do we make the extra effort in our hiring process to source out and invest in the best available Aboriginal professionals, we also support Aboriginal businesses and community growth and development wherever possible.
BearPaw Engineering & Project Management is defined by its core values:
Always Grow Aboriginal
BearPaw will always focus on maintaining its status as an Aboriginal company. We are committed to source out and secure the best Aboriginal professionals in Canada and abroad. We invest in the growth and development of our employees. BearPaw will always support Aboriginal business and promote the growth of economic benefits to communities in all its projects.
Always Passionately Challenge Conventional Practice
BearPaw will always challenge conventional practice. It is clear, the way things have been done to date have not always been right.
Change must happen. BearPaw will always try to be the change we want to see in communities. We will always think outside the box and promote innovation. A new way of thinking is required to change old ways of project delivery.
A Focus on Developing Meaningful Relationships
BearPaw’s focus on developing meaningful relationships with clients is very important. Establishment of long-term, mutually beneficial relationships is our goal with each client.
“Mr. Campbell has provided exceptional service for NCN. He is a consummate professional who understand the dynamics of working in an aboriginal community and the complexities that come with it,”
Marcel Moody, Chief, Nisichawayasihk Cree Nation
Similar Projects in Similar Subjects
The BearPaw Team has delivered and is currently working on assignments that are similar projects to that of the Shawanaga First Nation Water Treatment Plant Upgrades Project. The following project summaries demonstrate our recent and relevant experience working with First Nations on water and waste projects.
Naicatchewenin First Nation New Water Treatment Plant Project, 2015 – present
Dawson Heights Subdivision Municipal Design, 2014 – present
Southeast Child and Family Services Sanitary Services System Upgrade Options Analysis, Present
Town of Carberry Lagoon Expansion Project, 2014 - present
Meadow Portage Potable Water Upgrades Project, 2015
Community of Cormorant Subdivision Sewer, Water & Road Servicing , 2014/2015
Thicket Portage Lagoon Expansion, 2015
Relevant Experience of the BearPaw Team
Work with First Nation Communities
Inclusion of First Nation Initiatives in Project Execution
Project Management Services dedicated to our Clients
INAC participation as Funding Partner and Stakeholder
Sewage Lagoons, Pump Stations and Piped Sewers
Rigorous Cost & Schedule Control Processes
Detailed Monitoring with Reporting to Clients & Partners
Design Engineer Selection and Oversight
On-Site Progress Monitoring and Management
Full-Service Project Management and Administration
Construction Contract Management including Changes
Record of On-Schedule and On-Budget Project Delivery
2. PROJECT MANAGER
2.1 Qualifications and Experience of Project Manager
Within the BearPaw Team, key individuals have been assigned to coordinate activities of the respective disciplines and to ensure that the overall project delivery is well orchestrated.
Brock Campbell, B.Sc. (CE), EIT, Senior Project Manager, Designated Project Manager (DPM)
16 years experience working directly with First Nations on engineering and environmental projects
Current experience with water and sewer projects
Strong working relationships with First Nations and INAC across Canada
Solid team player, communicator and client advocate
Brock brings over 16 years of diverse experience in project management, engineering design, environmental applications, and construction, working with both public and private sector clients especially Indigenous communities. He has worked under different project delivery methodologies including conventional design-bid-build and design-build approaches. As a Senior Project Manager and owner of BearPaw , Brock is responsible for day-to-day project and corporate leadership. Brock works closely with his clients to secure their project management needs as owner’s project manager on major facilities projects.
Brock is a problem solver with a strong technical aptitude and high attention to detail and is able to utilize the technical and analytical skills attained from his Engineering degree to provide practical design and construction input at a high level on construction projects.
2.2 Qualifications and Experience of Project Team
To meet the stringent requirements for budget and schedule, the BearPaw Team offers you the experience and extensive resources of our group, combined with specific expertise working with First Nations and numerous relevant projects of this nature. In addition to your Lead Project Manager, we have assigned seasoned experts to support the design, management and contract administration of your project.
The following table provides an overview of every staff member proposed for the Shawanaga First Nation Water Treatment Plant Upgrades Project including their qualifications and service delivery roles.
Qualifications & Value-Added
Service Delivery Role
BearPaw Engineering and Project Management
Arthur Santiaguel, Cpm.
Diploma in Project Management, extensive recent experience working with First Nations
Assistant Project Manager (APM)
Qiuyan Yuan, Ph.D., P.Eng.
Ph.D. Major in Environmental Engineering
Senior Professional Engineer (SPE)
Nina Causevic, CA
Chartered Accountant designation
Financial Reporting and Tracking
Extensive experience in day to day administration of First Nation infrastructure projects
Day to day administration to support Project Management Team.
Our Senior Environmental Engineer, Qiuyan Yuan, possesses a Ph.D. in Environmental Engineering. Qiuyan has devoted her life to solving sewer and water problems.
3.1 Project Understanding
Shawanaga First Nation (SFN) is currently in the process of realizing a long medium-term solution for safe potable water supply for the community.
SFN has requested a proposal from BearPaw Engiineering & Project Management to deliver Project Management Services for the SFN Water Plant Project. BearPaw is a Professional Engineering firm licensed to practice engineering in Canada and we have assigned qualified Professional Engineering staff to this Project should we be successful in our proposal.
In an effort to address the current water supply issues in the community and bring the current water system up to O.Reg. 170, Shawanaga First Nation would like to connect two wells, well Site 3 and Bald Rock Well, to the community’s current water system. The two wells that would be used for this operation were installed by MTO in 2015 and have proven to have high yields and good quality ground water. The MTO funded hydrogeological study conducted by Morrison Hershfield identified the well water being without the influence of surface water. It is expected a simpler treatment system comprising of larger pores cartridge type filtration with two stage disinfections would be sufficient to meet the regulatory requirement. The upgrades should include incorporation of necessary upgrades to the SCADA system to improve operation and monitoring of the plant. The overall scope of the project would require INAC’s formal approval which would be sought through the submission of the completed Design Application Request (DAR). The intention is to complete the whole project over two fiscal years. Project management and design to be scheduled for 2016-2017 and construction to begin in 2017-2018.
Role of the Project Manager
Plan, schedule, monitor, control.
Assist SFN in their expectations in the development of this project.
Become completely familiar with the requirements of SFN and INAC.
Define and confirm criteria in the areas of cost control, budgeting, scheduling, and quality control.
Keep SFN and INAC informed of the project status through the implementation of a program of regular monthly reporting.
Oversee all phases and aspects of the project and ensure strict conformity to the objectives of the project to meet SFN requirements under direction of SFN Project Team.
Some of the initial tasks of the Project Manager would be to complete the INAC Design Application Request (DAR) using the existing information. A template is included in Appendix B and preparation of the Terms of Reference for the Design and construction stage of the project.
In addition to the above, the Project Manager must ensure the project conforms to the following standards, acts, codes and regulations where applicable:
Project Design and Contract Documents Manual (PWGSC – CST for INAC January/04)
Project Implementation Procedures Manual (PWGSC – CST for INAC August/05) (Copies of the above document is attached).
The Dangerous Goods Handling and Transportation Act, R.S.M. 1987 c. D12;
The Environment Act, S.M. 1987-88, c.26;
All applicable federal and provincial codes and standards:
• National Building Code of Canada (latest edition) including all relevant supplements
• Provincial Building Code (latest addition) – if and when most rigid and prevailing;
• National Fire Code of Canada (latest) including all relevant supplements – and/or;
• Provincial Fire Code - if and when most rigid and prevailing;
• Canada Environmental Assessment Act
• Canada Labour Code including all relevant supplements;
• CAN/CSA B651-04 Barrier Free Design Standards;
• Canada Green Building Council LEED Standards (the Leadership in Energy and Environmental Design, Silver);
• Model National Energy Code for Buildings;
• National Research Council “Measure for Energy Conservation in Buildings”;
• CGSB and CSA standards;
• The Canada Environmental Protection Act;
• INAC Environmental Impact Assessment Standard;
• The Canada Occupational Health and Safety Regulations;
• Authorities having jurisdiction; and
• All other Provincial/Territorial and Municipal/Community Acts, Codes, By-laws and regulations appropriate to the area of concern.
• National Fire Protection Association;
• Canadian Heating, Ventilating and Air Conditioning Code;
• Fire Protection Engineering Standards of the Fire Commissioner of Canada;
• National Plumbing Code of Canada – and/or;
• Provincial Building Code - if and when most rigid and prevailing;
• The Energy Efficiency Act S.C. 1992, c.36;
• ASHRAE Standards applicable to Schools;
• SMACNA Design and Construction Guidelines;
• CAN/CSA B149.1 and B149.2 for natural gas and propane facilities,
• All the latest Codes and Regulations affecting STORAGE & FUEL TANKS.
• Canadian Electrical Code – and/or;
• Provincial Electrical Code - if and when most rigid and prevailing;
• Energy Efficient Lighting Program;
Performance Optimization (Renovations) Program;
• Commercial Building Telecommunications Cabling Standard, Part 1: General Requirements, TIA/EIA-568-B.1;
• Commercial Building Telecommunications Cabling Standard, Part 2: Balanced Twisted Pair Cabling Components, TIA/EIA-568-B.2;
• Commercial Building Telecommunications Cabling Standard, Addendum 1 -Transmission Performance Specification for 4-pair 100 Ohm Category 6 Cabling, TIA/EIA-568-B.2-1;
• Optical Fibre Cabling Components Standards, TIA/EIA-568-B.3;
• Optical Fibre Cabling Components Standard Addendum 1 – Additional Transmission Performance Specifications for 50/125 μm Optical Fiber Cables, TIA/EIA-568-B.3-1;
• CAN/CSA-C22.2 No. 214-94 "Communications Cables", Canadian Standards Association;
• Commercial Building Standard for Telecommunications Pathways and Spaces, ANSI/TIA/EIA-569-B;
Requirements for Telecommunications, ANSI-J-STD-607-A-2002;
Water and Sewage
• INAC Level of Service Standards
• INAC’s Protocols Documents for Centralized and Decentralized Water and Wastewater Systems;
• Guidelines for Effluent Quality and Waste Water Treatment at Federal Establishments;
• Guidelines for Canadian Drinking Water Quality, Health and Welfare Canada;
• DIAND Corporate Manual System - Indian Programs - Volume 1 - Capital
Facilities and Maintenance - Chapter 1-3 - Water and Sewer Systems; and
• Provincial Regulations under The Environment Act if applicable;
The overall project will include the following major components:
Expansion of existing plant and installation of filtration system.
Provision of additional storage for fire and emergencies.
Upgrade to the SCADA to improve operation, monitoring and control.
Connection of three (3) wells to the WTP with piping.
Water tower or short stack for water tower.
While the above listed technical requirements are clearly laid out and well understood, there are many non-technical requirements for the project that must still be considered by the project team. Items such as the value the community expects to receive from this new facility and associated works and the benefits to health and well being. The sense of security that comes with access to clean drinking water and an adequate sanitary system is invaluable. This security must also be respected when working in the community and when accessing components on or near individual houses, communication with the community and agreement with the community is a necessity. The selected project team must be aware of all aspects of this project and ensure that both technical and non-technical items are fully understood and accurately planned for. BearPaw stand by their commitment to deliver on all aspects of this project.
This project will have a number of complexities that will need to be fully evaluated and planned for. The obvious issues with short Canadian construction seasons will need to be accounted for but so will items such as continuous use of the system by the community before during and after construction. The investigation of sub-standard water mains in the community will need to be fully assessed and designed for, upon installation the community will need to be aware of the planned schedule. Determining the best location for fresh water intake and discharge locations. Successful and complete commissioning of the entire system as well as adequate training for initial usage and ongoing maintenance is critical. A full and timely demolition of the existing facility with the complete removal of all waste from the property, this site must be brought back to a useable standard after construction.
With the above mentioned and the other countless complexities and risks, BearPaw will ensure we fully evaluate all design teams to be sure we have the best and most experienced engineers available to take on the Prime Consultant role. We will help Shawanaga First Nation design a RFP that demands the best and most accountable design (or design-build) team available. We will drive the design process to ensure a complete and accurate system is planned for prior to construction taking place.
Timing of this project will be critical to the project’s success. Understanding the funding principal and aligning the timing of planning and construction with the funding submissions will be the first milestone to address. Winter work will also be a key constraint to consider when planning the execution of the construction. The other major timing item to be identified and clearly addressed will be the transition from the existing system to the new system, this turn over must be completed efficiently and effectively.
3.2 Project Schedule
A detailed draft of the Master Project Schedule in Gantt Chart format was developed specifically for the Shawanaga First Nation Project based on the initial schedule dates provided in the Terms of Reference.
INAC Design Application Request (DAR) Approval
Design Consultant Selection
Nov. 2016 – Mar. , 2017
INAC Project Approval Request (PAR) Approval
Feb. – Mar. 2017
Award Construction Contract
April – Nov. 2017
Dec. 2017 – Nov. 2018
Additional activities and associated connections were developed to more fully define the project delivery. Critical elements are indicated in red and Terms of Reference dates are also noted in the descriptions, where applicable. The schedule meets the milestones identified. Relationships are not indicated for clarity only but exist and can be displayed upon request. This schedule is provided in Appendix X of this proposal.
Anticipated Effort (hours)
Designated Project Manager
Senior Professional Engineer
Assistant Project Manager
3.3 Management Methods
Management of Work
BearPaw will manage and monitor the prime consultant, and other consultants, utilizing our comprehensive understanding of contracted project requirements and best practices. Effective planning of consulting assignments and workload of the consulting team will ensure optimized value for services.
BearPaw will ensure compliance with INAC procurement requirements, by developing a Procurement Plan with a rigorous and competitive prequalification process. The facility’s uniqueness requires contractors with the skills and resources to achieve consistent quality within the given timeline.
BearPaw will provide regular on-site representation, construction oversight, and site review during construction. We will actively promote and facilitate regular communication between the contractor and consultants and attend construction meetings. To ensure work is progressing effectively and on schedule, we will manage contract administration and changes through IO’s change management process.
Delegation of Responsibility
BearPaw will assume responsibility for project communications and will create a Communications Plan, to clearly identify and address the needs of identified internal and external stakeholders. It will also identify the appropriate tactics for delivery of the project information.
A clear delegation of authority for each stakeholder group will be identified and incorporated into the communications plan. Pear Paw/BEARPAW will develop clear guidelines for approvals at each stage and facilitate the approval process.
Management and Reporting Structure
BearPaw have successfully worked together in a similar capacity to this proposal. The management of our combined organization has been developed to utilize the most appropriate resource at the most appropriate time to ensure the highest and best use of our combined resources and to ensure the best value to Shawanaga First Nation.
The reporting structure for this team will be set up similar to all project assignments. The Designated Project Manager (DPM) will be the primary contact for all BearPaw communication and assignments. The DPM assign tasks throughout the duration of the project and be responsible for ensuring appropriate and timely action is taken on all assigned tasks. Shawanaga First Nation will have one individual who they can rely on for all aspects of this project.
The following high-level work plan is supplemented by a detailed breakdown of Terms of Reference tasks, assigned personnel and their level of effort contained in the Work Breakdown Structure of Appendix X. Our approach to project management will provide you with a comprehensive level of service and will ensure the project meets the key objectives and aspirations of Shawanaga First Nation.
Meet with Shawanaga First Nation and INAC to review the current project details and information.
Review and confirm agreement to be bound by the Project Approval Request (PAR).
Review the project documentation including the current proposal call package and scope of design services.
Confirm the structure, communications, accounting controls and reporting requirements.
Validate the Master Project Schedule (MPS) and Budget in consultation with the First Nation and INAC.
Confirm all required environmental, permits and other regulatory approvals have been applied for and obtained ahead of construction.
Design Engineer Selection
Lead the proposal evaluation and approval process for selection of the Design Engineer as Chair.
Recommend the successful candidate for consideration and approval by the First Nation and INAC.
Manage and oversee design development by the Design Engineer and team.
Ensure time, cost and quality objectives are met within the design development.
Ensure required reviews and submissions are made to authorities having jurisdiction.
Work to identify and realize opportunities for training programs and opportunities for First Nation employment.
Ensure Heritage and Archaeological aspects of the contract are solicited from the First Nation for consideration.
Act to expedite reviews, decisions and resolve conflicts between parties during design development.
Participate and oversee the tender process being administered by the Design Engineer.
Coordinate and oversee responses to contractor queries during the tender period.
Assist with closing tenders and distribution of bids to Shawanaga First Nation and INAC.
Lead the evaluation process, recommend with respect to award of a contract.
Report to Shawanaga First Nation and INAC and obtain approval for construction award.
Coordinate pre-construction activities including meetings, and transfer of information to the Contractor.
Attend and chair the construction meetings for the duration of the project (12 in Shawanaga First Nation).
Monitor construction progress, schedule and progress claims with regular reporting of corrective or preventative action required to address variances or issues.
Oversee the work of the consultant including ensuring timely reviews and reporting of the project progress.
Expedite the process of shop drawing reviews, request for information and technical reviews and approvals.
Monitor and report on quality assurance and control by the consultant and contractor.
Lead responses to construction change requests and claims by contractor with approvals from all stakeholders.
Ensure commissioning of the work including ensuring NFN staff receives all necessary operator and maintenance training and education to operate the upgraded facility.
Monitor and maintain physical and cost tracking and documentation of consultant and construction activities.
Review all contractor, consultant and FN invoices and recommend regular / monthly payments.
Support Shawanaga First Nation and its funding partner as their representative on technical and construction issues, and provide necessary project documentation / certificates.
During post construction, ensure all documentation is provided and closeout procures are completed.
Provide project management services for 12 months following substantial performance of the contract
Undertake a final review of the project with NFN, INAC and the consultant prior to expiry of the warranty period to identify and resolve outstanding items.
Provide any concluding documentation for the project identified in the Terms of Reference.
In the early stages of the project, our team will validate the draft Master Project Schedule (MPS), using MS Project, in a collaborative and iterative process involving input from all stakeholders, including the user groups, the consultant, contractor and sub-trades. The master will include all related project tasks, not just the construction schedule, and identify milestones, key performance indicators, and target dates for key documents, communications and other important deliverables.
Once reviewed and approved, the MPS is the baseline against which the BearPaw team will track project progress. The MPS is a critical reference document and is often the focus of project team meetings and monthly status reports. We then monitor deviations from the schedule and recommends potential alternatives (such as additional resources, sequencing, methods of production and implementation, or fast-track alternatives) to accelerate delivery and minimize schedule impacts without unnecessarily increasing costs.
BearPaw is committed to delivering your project within the agreed upon budget and will diligently monitor and control all project expenditures. We will develop an integrated Cost Control Log (CCL) to monitor and consistently report project financial information. The CCL reports budget allocations, contracted commitments and forecasted costs at completion, together with contract details.
Information from the CCL is readily exported for both reporting and analysis purposes. We continuously update the document and use it to evaluate scope changes. The CCL will be a key component of the monthly project status report distributed to Shawanaga First Nation and other stakeholders. The cost control log and reporting can be tailored to meet your needs. Meticulous tracking will be required in order to produce the reporting levels that will be required by Shawanaga First Nation and INAC. We would like to stress here that cost control and tracking are one of BearPaw’s strong points.
Tracks costs expended against the total project Budget as a consistent baseline
Tracks estimated cost at completion throughout the project for regular reporting
Allows comparison of expenditures against the INAC fiscal year limits
Includes tracking of all changes to scope and associated cost against contingencies
Reporting and Communication
We believe the success of your project relies not only on our technical and management expertise but also upon a positive project spirit. Communication is more than just the printed word and images. It’s about connecting with people. The BearPaw Team will ensure a positive spirit with all of our dealings with the client, stakeholders, authorities, contractor, etc. in providing the best quality that Shawanaga First Nation are expecting and entitled to receive.
A communication plan will be discussed and agreed upon at the project kick-off meeting outlining who the primary points of contact will be for day-to-day communication between the lead for the project team. A single point of contact for Shawanaga First Nation is encouraged in order that day-to-day progress and concerns can be communicated between the First Nation, INAC, the project manager and the consultant.
Communication between the consultant team, the project manager and the project team will be simplified by having Kevin Sim act as the BearPaw team Designated Project Manager, and major point of contact through all phases of the project.
We believe in intensive information gathering early in the design stage, first with you and then internally within our office. We are multi-disciplinary and have the advantage of having architects, landscape designers, engineers and project managers in the same office for informal discussions on an “as needed basis”. We include technical staff and engineers early in conceptual and schematic design, achieving best value with respect to systems selection and coordination between disciplines.
Communication is where leadership is on the line. The BearPaw Team will demonstrate its leadership by keeping clients informed. When the news is good we celebrate with our client. When the news is bad we inform the client immediately and make recommendations for action to resolve issues in a timely manner.
The quality of our service is directly dependent upon the quality of our communication. Our protocol ensures that all key decisions are documented in meeting minutes or letter format.
Planning and Design meetings will be scheduled in advance by date as per the agreed to project schedule. A consistent agenda will be sent out one week in advance of meetings to ensure the exchange of information on items including scope of work, resource allocation, schedule, information requests and turnaround times and construction budget.
BearPaw will chair and minute all project team meetings during design and construction. Progress of work will be reported to the project manager and project team in a monthly status report which will also contain a forecast of work to be performed in the month ahead.
During the bidding phase, communication may be more frequent as decisions made at this time are often made on a daily basis. Written documentation is important at this time as it will be used to support the basis for contract administration of the construction contract to follow. The focus will be on communication with the project team and bidders to clarify needs of Shawanaga First Nation. This phase will include a pre-tender meeting with bidders at Shawanaga First Nation to allow them to clarify issues and reduce risk in their bids.
Once the construction contract is awarded a kick-off meeting will be held with the Contractor to outline a separate communication plan for the construction phase. Contracts will be signed, local laws for Shawanaga First Nation will be outlined and terms of the contact will be reviewed regarding point of contacts, methods of communication, submittals, reviews and approval times and schedules for submittals to ensure that the terms of the contract are adhered to and work required takes place as required in a timely fashion as required. All site reviews, progress certificates, clarifications, proposed changes and changes to the contract will be documented in writing and distributed as per the agreed to communication plan.
BearPaw follows ISO 9001 and implements a Quality Management System (QMS) for the life of the project. Associated with our QMS is a commitment to consistency and continuous improvement.
The BearPaw Team has also evolved our approach and methodology over numerous projects for various First Nations and both levels of Government. These organizations operate within a similar culture or set of values:
advocacy of open, transparent and democratic processes,
accountability to governments and stakeholders for its actions and decisions, and
orderly, efficient, effective and fully-documented project execution, for an audit ready project history.
Our approach and methodology is a response to these values. It removes the mystique of the design process and is based on a logical sequence of activities with corresponding deliverables, also allowing ease of auditing as necessary.
Achieving project quality starts with a clear understanding by all stakeholders of what scope is along with grade and quality required for the project, establishing the quality standards and methods that will be used to measure the end result and having skilled people that can deliver the work required. We will work with you at the kick-off meeting in Shawanaga First Nation to define your expectations for quality and document these project objectives for our consultant team. As a consultant team, our singular focus is on the delivery of a quality project.
3.4 Professional Practices
The BearPaw Team uses our Professional Practices Playbook as a resource for a uniform approach to all projects. Based on the Project Management Institute’s Project Management Body of Knowledge (PMBoK), the Playbook is a proven framework for successful Project and Studies delivery. Following this industry recognized methodology creates better control throughout a project life cycle, thereby increasing the quality and reliability of outcomes, lowering project costs, and shortening the timeframes to realize project delivery.nowlge Areas
BearPaw will follow our proven methodology to ensure the successful delivery of this project. The following items are key components of our methodology;
Project Execution Strategy / Project Plan
Cost Estimates and Validation against Scope
Management of Consultants/Design
Procurement of Construction Services
Management of Site Works/Contract Administration
Project Close Out
The following five references are for clients to whom BearPaw has provided recent services that are relevant to the Shawanaga FN project.
Chief Wayne Smith
Naicatchewenin First Nation
Chief Marcel Moody
Nisichawayasihk Cree Nation
Chief Stan Beardy
Muskrat Dam First Nation
Ian Parkinson, P.Eng.
Manager of Water Treatment
Bob Romanetz, P.Eng.
Manager of Community Infrastructure
Appendix A: PROPOSED WORK BREAKDOWN STUCTURE
Work Breakdown Structure and Project Plan
4.1 Policies and Procedures
Administration and Control
Review Design Application Request (DAR)
Documentation Standards and Record Keeping
Define Professional Liability
Review Permit Requirements
Develop Master Schedule
Review & Update Schedule
Monitor & Control Schedule
4.3 Management of Design
Travel (1 per month)
Prepare Terms of Reference for Design Consultant
Obtain Approval for Terms of Reference
Confirm Fee Structure, Terms of Reference, Consultant Responsibilities
Confirm Consultants Org Structure & Methods are Consistent with Proposal
Implement a Quality Assurance System
Manage Design and Tender Development
Time, Cost and Quality Objectives
Chair, Administer & Manage the Design Engineer selection and engagement
Recommend Design Engineer
Receive Consultant Deliverables
Signed & Sealed As-Builts
Reviewed O&M Manuals
Funding & Regulatory Compliance
Serve as Chairperson of Project Team
Ensure Environmental Assessment has been completed by Design Engineer
Approved by all regulating authorities via AANDC
Obtain with AANDC assistance Land Status Report
Ensure provision of documents to Regulating Authorities
Provide AANDC with all correspondence regarding approvals
Collaborate with FN to identify, develop, source and implement training
Maximize opportunities for FN members
4.4 Cost Control
Analysis of Commitments prior to Award
Budget & Cash-Flow Comparisons
Budget & Cash-Flow Limitations
Set-up Financial Procedures
Establish Commitment Authorization Levels
Monitor Commitment Levels against Contingencies
Review Budget allocations
Initiate Actions to Confirm Future Costs within Budget Allocations
Progressive Monitoring of Changes in scope, cost and schedule
Applications & Approvals
Progressive Assessment of Future Commitments
Completion of project against Budget and Contingencies
Monthly updates Cash-Flow Forecasts
Establish Cost Control Systems (MHPM Cost Control Log)
Implement Systems for Monthly Reporting / Meet Agency Requirements
4.5 Payment Certification
Develop Financial Reporting Systems for Interim Financial Reports
Prepare and Present Monthly Progress Certificates
Review and Approval for Processing
Review, verify and recommend for approval change orders and claims
Secure approval from NFN, AANDC and Contractor
Review Invoices for NFN Involvement, Approvals, Recommend Payments
Submit Invoices for PPM
Review Consultant Invoices for Payment of Administration and Inspection
Negotiate w AANDC and establish schedule of releases for NFN and FM
Negotiate monthly releases for PPM with NFN and PPM
Ensure with Consultant that PAR items do not exceed in Fiscal Years
Account for Special Conditions when Recommending Release of Funds
Resolve Concerns regarding Budget or Payments w Project Team
4.6 Project Accounting
Develop Accounting Procedures for Project
Prepare for Audit as required
Identify, Record and Control actual payments
Issue Financial/Accounting reports
Monitor Cash-Flow for both Short and Long Term
Implement Program of Regular Reporting to Stakeholders
Develop Communications Plan
Provide Monthly Status Reporting - current critical project information
Compare actual progress with approved Project Schedule
Include variances, explanations and possible adjustments
Compared costs with the approved Budget
Estimated cost at completion, variances, explanations and actions
Report on status of Consultants including scope changes - See 4.7.2
Report on status reviews and approvals by regulatory agencies - See 4.7.2
Report on Permits, Agreements and Contract Status - See 4.7.2
Report on Construction Status - See 4.7.2
Report on Commissioning Status - See 4.7.2
Assist and Ensure Consultant post-project completion report
4.9 Management of Construction
Provide input to the Project Schedule regarding Construction
Review Contractor schedule, personnel, equipment and methodology
Undertake reasonable Measures to reduce claim risk
Maintain records for use by Project Team
Promote labour relations and assist in dispute resolution
Monitor progress and cost, take measures to control where possible
Call for inspect and confirm correction of defective work
Ensure Project Team receives closeout documents
Submit O&M Manuals by Contractor
Ensure changes / additions are incorporated
Ensure warranty inspection conducted and advise of issues
Administer and ensure correction of faults during warranty period (1 Year)
4.10 Cost Estimates
Provide Detailed Cost Estimates (Estimated by Others)
Class C (30%)
Class B (66%)
Class A (99%)
4.11 Training Plan
Develop Training Plans for Water Plant Operator (including schedule and cost)
a) the equipment and controls installed for this project
b) longer term operator certification to the appropriate MOE levels for operation
Ensure acceptance of completed works by appropriate regulatory agencies
(HRSDC, MOE, HWC, etc…) and provide written evidence of this acceptance to
meet client and AANDC requirements;
Inspect the completed facilities and ensure the final result is in accordance
with the client’s requirements;
Coordinate client handover, including tagging procedures for equipment,
systems, facilities and/or areas and arrangements for client’s operating staff
to become familiar with equipment and systems, etc;
Review deficiency lists which may arise from the design, construction, tests or
inspections, and monitor the completion thereof to ensure no deficiencies
continue into the commissioning phase;
Prepare a listing of and acquire the operation and maintenance manuals to be
prepared and handed over to the client;
Assist the client in selection of potential operators and implementation of the
approved training plan;
Initiate and submit to the Project Team a final certificate of acceptance;
Ensure that operation and maintenance manuals including standard operating
procedures are developed in conjunction with the First Nation water
treatment plant operators and provide copies as required by the client;
Review, approve and distribute operational and maintenance manuals;
Review, and approve as‐built drawings, distribute copies as required and
arrange for appropriate storage of documents;
Document equipment warranties;
Prepare project completion reports in accordance with client and AANDC
Travel (1 visit)
Complete Warranty Walkthrough
Administer Warranty Work
Appendix B: SCHEDULE
Appendix C: Proof of PROFESSIONAL ENGINEERING STATUS
BEARPAW ENGINEERING & PROJECT MANAGEMENT
Owned and operated by BEARPAW CORPORATION INC.
11 S.Annes Road. Winnipeg, MB R2M 2Y1
Phone: 204-421-9199 Fax: 204-421-9149
39 Scurfield Blvd. Winnipeg, MB R3Y 1G4
Technical Proposal to Shawanaga First Nation – Water Treatment Plant Upgrades Project| September 2016 18
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