Procurement of Consultant Services

Municipal Infrastructure funding requires that all consultants engaged on a project are done so in accordance with  the Public Procurement Act and MI policies.

Procurement of Professional Services Policy

The Regional Office personnel assigned to a project will assist with the procurement process, and once finished, will facilitate the signing of the Standard Form of Agreement between Client and Prime Consultant.

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Standard Form of Agreement between Client and Prime Consultant

Director approval is required before a municipality or local service district can engage or change a consulting engineering firm in relation to a project funded by the Department of Transportation and Infrastructure.

This Standard Form of Agreement between Client and Consultant (“Prime Consultant Agreement”, or “PCA”) is required to be completed in conjunction with the appropriate Regional Office. Regional Office personnel will develop the PCA and provide it to the funding recipient and their proposed consultant for review. Once this PCA is completed, the funding recipient must retain a copy for record purposes. The PCA must be signed by all parties prior to any engineering or architectural work being undertaken on an approved project. Consultant invoices will not be processed unless a signed PCA is in place, and submitted to the Municipal Infrastructure Division.

Two sample PCAs for reference are provided at the links below:

Questions related to the PCA can be forwarded to the appropriate Regional Engineer/Office.

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Mandatory Safety Reporting by the Prime Consultant

Under the Occupational Health and Safety (OHS) Regulations, all communities or groups (The Owner) are considered a Principal Contractor during a project and must ensure work is performed safely and in compliance with the OHS requirements. Prime Consultants are also considered Principal Contractors if they engage sub-consultants.

Consultants are advised that upon successful award of the Prime Consultant Agreement (PCA) they will be required to submit a Site Specific Safety Plan (SSSP). Please review the Mandatory Safety Reporting by the Prime Consultant below.

Consultants are advised to review the entire document as it outlines the relative responsibilities of the Principal Contractor, Prime Consultant(s) and Contractor(s) for this execution of the project scope.

A Template SSSP has been generated for your use and it must be completed in conjunction with your employer obligations as mandated by the Occupational Health and Safety Act and Regulations. No work will commence on the project until a copy of the SSSP is forwarded to the Principal Contractor (Owner) and Municipal Infrastructure for review and acceptance. Where resident site services are required the resident inspector and any other professional visiting the site are to be safety trained by the Newfoundland and Labrador Construction Safety Association or approved equivalent for the work to be undertaken at the project site. Safety training certificates are to be presented for all personnel required to visit construction site as per the requirements set forth in SSSP. Any and all costs associated with the execution of SSSP and training of your staff and all deliverables outlined are considered part of your submitted proposal cost.

Please note that the NLCSA offers a resource library for information, samples forms, etc. This is found in the link below: Other service providers may offer other industry sample forms and information. These forms can assist in the documentation of OHS activities for items listed in the SSSP. http://www.nlcsa.com/resource/index.php

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Permits

The Ultimate Recipient (community or group) is responsible for obtaining all necessary permits. Consultants are to advise the recipient of applicable permits and confirm compliance.

Under review. Check back later

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