Checklist For Contract Administration Process

Appendix A Checklist for Contract Administration Process
Note: References are made herein to a general contract that is available from the regional office.
Development of Plans, Specifications and Contracts

Confirm if legal pins exist or a survey is required. Obtain environmental approval for water system (945-7014). Obtain environmental approval for sewage system (945-7015). For building construction, initiate building permits and plans; review with Manitoba Labour and Immigration, Building Codes and Standards Branch.
Prepare for Tender Process

Set up forms for listing contractors who tender. Set up bid deposit account.
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Wednesday and Saturday Winnipeg Free Press and or other newspapers. For departmental delivery, include MERX Internet Interprovincial Open Bid System. For paper ads: Fax/e-mail ad 10 days ahead to Ad Coordinator, CH&T Phone: (204) 945-7572 Fax: (204) 948-2147; for MERX: e-mail/copy to Administration Branch of Manitoba Aboriginal and Northern Affairs at (204) 677-6615.
Tender Period
Take deposits for pick up of plans and tender information. Consider contractor inspection of proposed works. Respond to contractors request for bidding information.
Receipt and Opening of Tenders (Sealed Envelopes)

Open tenders after closing time. Exclude late tenders. Check for security (Bid Bond). Read only tenders with acceptable security of correct amount attached. Have the Summary of Tender Opening Form (as attached) witnessed by those present. Make sure tenders include bid bond, addendum, tender form, equipment to be used, list of subcontractors, contractors work schedule, work references.
Tender Review
Make sure the review does not exceed 60 days from the date of tender opening otherwise re-tender. Check the Workers Compensation Board firm number of lowest bidders. Confirm that the company is a legal entity considered to be "at law" (call Companies Office at Land titles 1-888-246-8353 for verbal confirmation). Note: individuals can contract to do work with the governments under their own name ____________________
Revised December 2005 1
Checklist for Contract Administration Process
Appendix A
Prior to Contract Award

Successful bidder to provide the following: Community Workforce Plan listing employment of community members WCB Letter of Clearance Other information required by the contracts General Conditions such as proof of similar work, financial capability, equipment list, and work schedule Copies of warranties for manufactured items such as water plants so wording can be reviewed by Insurance and Risk Management Branch of Manitoba Finance.
Acceptance and Contract Award

Obtain signature of approval from Minister or designate. Obtain from contractor a certified copy of $2 million of Public and Property Liability Insurance indemnifying the owner/engineer/contractor. (See General Conditions 9(24) and Special Provisions (S.P.) 1.05.) The Province and Aboriginal and Northern Affairs is to be named as additional insured. Obtain from contractor a 50 per cent performance bond and a 50 per cent labour and material bond within eight days of receiving the contract. Otherwise bid bond or certified cheque is cashed and applied against the difference of next lowest bidder. (See page 2, NA1C of the Tender form under the section Call on Bid Bond) For information on bonds on general, call a Surety. Set up holdback account. See G.C. 11(3). Interest is paid if the contract is greater than $200,000; at prime rate less 4 per cent. Return plan deposits for document returned if that is the requirement of the tender procedure.
Prior to Work Start

Take photos (owner) to verify condition of site, roads, etc., before construction starts (in case of claims). Find and flag enough legal pins for the layout of the work to succeed otherwise arrange for legal re-survey to be done. Initiate process to flow monies to the community council if contract is to be paid out through the community. Ensure that separate accounts are set up for holdback, construction, interest, and for payment of local community members, if applicable. Identify the completion period based on the number of working days.
Start Work
Cover these issues and requirements at construction kick-off meeting: Posting on job site of one or more Notice of Labour & Material Payment Bond Community workforce plan reporting, if required (update every two weeks, issued monthly) If construction camp is set up in a community, contractor to contact Manitoba Conservation for regulations on fuel storage, litter disposal and bush camp. Updated work schedule (as per S.P. 1.08) ____________________
Revised December 2005 2
Appendix A
72 hour notice required before inspection Letter required stating that contractor has applied for all necessary permits Agreement on working day and hours of operation (G.C. 9(3)); ie.: 7:00 AM to 7:00 PM 6 days per week) Co-ordinating work with other contractors concurrent with this contract
During Construction
Update work schedules when requested (S.P. 1.08). Make monthly progress payments with 7.5 per cent holdback. Hold back 5 per cent on workforce plan (if required). Have contractor pay all labour and rentals within 90 days as outlined in of Materials and Labour Bond (N.A.1.G).
Substantial Performance
Issue Certificate of Substantial Performance (Form 8 attached) (see G.C. 11(6), 11(7)). Start 40-day holdback lien period. Start one-year warranty period (Performance Bond) (S.P.1.06). Obtain WCB Letter of Clearance (phone for this) prior to the last payment to the contractor. Make final check on status of monies flowed through community to pay contractor.
For Water and Sewage Plants

Contractor to provide three sets of O & M Manuals (see G.C.9(42)) before project is complete.
Work Completion
Final acceptance and certificate of completion (one year Performance Bond comes into effect) Release 5 per cent against community workforce plan (if required). At end of 40-day holdback lien period, contractor to submit Statutory Declaration that all claims against contractor and subs have been paid (owner to conduct independent search at Land Titles for liens against the project). Release or reduction of 7.5 per cent holdback. All labour and rentals to be paid up by contractor within 90 days of as outlined in Materials and Labour Bond (N.A.1.G). All unpaid claims to be made within 120 days against contractor.
End of One Year Maintenance Period

Owner issues letter to contractor confirming the end of the maintenance period.
_______________________
Revised December 2005
Appendix A
Manitoba Aboriginal and Northern Affairs
Tender Comparison/Summary of Tenders
Contract Title ______________________________ Work Order No. ____________________________ Tender Closing Date ______________________ Owner _________________________________________ Contract No. _______________________________ Contractor Address Bond Required Received Total Tender Price
____________________
Revised December 2005
Appendix A
FORM 8 (Sections 25 and 46) CERTIFICATE OF SUBSTANTIAL PERFORMANCE
I certify that the contract (or sub-contract) made between Contractor Name Address ________________________________________________________ ________________________________________________________ ________________________________________________________ ____________________________ PC _______________________ Phone ( ) -
as contractor (or sub-contractor) and dated the day of ______________________ _____ , 20___ in respect of the under mentioned land and work has been substantially performed within the meaning of The Builders' Liens Act on the day of ______________________ _____ , 20____ . The following is a short description of the work:
The following is a description of the land:
The following is the name and residence of the person giving the certificate. Project Manager / Engineer Address _________________________________________________
________________________________________________________ ________________________________________________________ ____________________________ PC _______________________ Phone ( ) -
This certificate of substantial performance within the meaning of The Builders' Liens Act was given on the day of ______________________ ______, 20________. The undersigned hereby certifies the above information is correct and that is the person required or authorized under The Builders' Liens Act to give this certificate.
_______________________________________________ Project Manager / Engineer ____________________ Revised December 2005

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What is the purpose of the checklist?

What is the purpose of the checklist?

What steps are involved in the tender process?

What steps are involved in the tender process?

Appendix A Checklist for Contract Administration Process

Development of Plans, Specifications and Contracts

Prepare for Tender Process

Receipt and Opening of Tenders (Sealed Envelopes)

Checklist for Contract Administration Process

Prior to Contract Award

Acceptance and Contract Award

Prior to Work Start

Checklist for Contract Administration Process

For Water and Sewage Plants

End of One Year Maintenance Period

Checklist for Contract Administration Process

Manitoba Aboriginal and Northern Affairs

Tender Comparison/Summary of Tenders

Checklist for Contract Administration Process

FORM 8 (Sections 25 and 46) CERTIFICATE OF SUBSTANTIAL PERFORMANCE

The following is a description of the land:

________________________________________________________ ________________________________________________________ ____________________________ PC _______________________ Phone ( ) -

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______________________ PC _ Phone ( ) -