Volume 2: Process

This volume provides development and infrastructure processes on engineering and landscape works.

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This Volume of the City of Waterloo Comprehensive Engineering and Landscape document, Volume 2: Process, is intended to provide a general guide for use by developers, engineers, landscape architects, planners, architects and the public in general to understand the process by which projects are completed in the City of Waterloo. The information found within is not intended to be a full and comprehensive list of everything required to complete a project. Coordination with appropriate city personnel throughout the duration of the project will be required to ensure the full project scope is completed.

In future updates, it is the city’s intention to further refine and add to the capital projects list, expanding to include other project types, specifically stormwater management focused projects.

This version of the CELM has been developed prior to Bill 23, More Homes Built Faster. As a result, the CELM and city standard processes are subject to change to be in accordance with current law.

2.0 City contact

If you require further information or assistance, use the city’s corporate directory on the city’s website to locate the appropriate department to contact.

3.0 Site plan

Under Section 41 of the Planning Act, the City of Waterloo passed Site Plan Control Bylaw, designating all of the lands within the municipality, with certain exceptions, as a site plan control area.

The information contained within this section of the manual provides an overview of the site plan process and requirements necessary to obtain Engineering Acceptance for grading and servicing related to development of a typical site. Information on landscaping works required for obtaining Engineering Acceptance is found in Appendix V7-A.

The Site Plan Review Committee (SPRC) is comprised of city staff that will meet with the developer or developer’s representative to provide design and technical review comments to the applications. The SPRC includes the Site Plan Committee Chair, the Site Plan Coordinator, Urban Designer, Engineering Services (Engineering and Landscape representative), Transportation Services representatives and Building Standards representatives. Representatives from Utilities and other public agencies including the Region of Waterloo, the GRCA, and Enova may also be invited to the optional meetings and review of applications, as required.

The time required to complete the site plan approval process will vary depending on the complexity of each project and completeness of submissions. Once the site plan is approved, the city and developer enter into a legally binding site plan control agreement. A building permit is generally not issued until site plan control requirements are addressed and final approval is granted. Depending on circumstances and timelines, a conditional or partial building permit may be an option to allow foundation work to commence. This is considered at the request of the applicant and reviewed by all technical departments prior to a decision being made.

Each individual site will present unique design challenges related to the site configuration and location, as well as the size and type of development proposed. The city reserves the right to require additional information as necessary to promote conformity with applicable design standards and best management practices in order to protect the best interests of the corporation and the general public.

3.1 Process

A complete description of the site plan process and required fees and forms can be found on the city's website at the Apply for site plan approval page.

Further guidelines and requirements are included in the Urban Design Manual on the city’s website.

3.1.1 Pre-application consultation submission

As per the Site Plan Control Bylaw, an applicant is required to submit a pre-application consultation package to the city prior to formally submitting a site plan application. After the pre-application consultation comment record has been issued. The applicant has the option of requesting a meeting with the SPRC, prior to scheduling the meeting, the applicant must submit a pre-application consultation submission which includes:

Cover letter
Application form (PDF)
Site plan
Floorplans
Building elevations
Lighting (photometric) plan
Landscape plan
Functional grading plan
Functional servicing plan
For buildings with a height of 6 storeys or more, or 3 storeys or more in Uptown, a preliminary wind assessment
For buildings with a height of 6 storeys or more, or 3 storeys or more in Uptown, a preliminary shadow assessment
Completed environmental screening questionnaire (PDF) from the Region of Waterloo
View the source water protection map on the Region of Waterloo website to create the Section 59 Notice.
Completed screening form (PDF)
Payment by mailed cheque to IPPW at City Hall, or in-person.

3.1.2 Pre-application consultation meeting

Once the City of Waterloo receives the pre-application consultation submission, the package will be circulated to various departments for review and a summary of comments will be provided to the applicant. The 'pre-application consultation package' and optional meeting allows the opportunity to:

Identify other approvals required
Discuss the conceptual development proposal
Discuss city design guidelines and requirements that may be applicable to the development
Designate the application as major or minor
Review possible requirements of additional agencies or other levels of government
Identify any special design considerations or constraints
Confirm requirements for a complete site plan application submission, including any potential additional engineering analysis and/or reports that may be required
Provide preliminary site plan review comments for the concept plan submission
Discuss Vegetation management plan and landscape plan checklist (Appendix V7-A)
Review Site works cost estimate template (Appendix V2-A) and List of preferred street trees (Appendix V7-C)

3.1.3 Obtain other approvals

Prior to submitting a complete site plan application, other planning approvals required for a specific proposal must be in place. Other required approvals will be identified in the 't', and may include:

Minor Variance
Consent
Zoning Bylaw Amendment
Official Plan Amendment
Plan of Subdivision
Part lot Control

The Director of Planning or their designate may on occasion allow exceptions to this requirement, at their discretion.

3.1.4 Site plan application submission

Following the Pre-application Consultation, a complete application for Site Plan Approval must be submitted that includes all required documents, reports and/or studies, additional permissions, approvals or agreements. It is the responsibility of the applicant to address each of the mark-ups and comments provided from the Pre-application Consultation and resubmit the drawings as required. Site Plan Applications that are incomplete or otherwise deficient will be deferred until the discrepancies have been addressed.

A complete Site Plan Application shall include the material identified in the Record of Site Plan Pre-Consultation. Only digital submission will be accepted. Standard requirements may include:

Site Plan Application Form
Site Plan Drawings (including Site Statistics Data Chart)
Building Elevations Plans
Existing Conditions Plans
Vegetation Management Plan
Vegetation Management Report / Arborist Report
Landscape Plan
Landscape Details Plan (includes associated technical details and cross-sections)
Fire Access Plan
Functional Engineering Submission (see below)
Relevant preliminary engineering reports
Cost Estimate (of total engineering and landscape works proposed)
Site Plan Fees

Once an application is submitted and circulated by planning staff, the engineering staff responsible for the file will conduct a detailed review of the applicable engineering requirements and design aspects. Engineering staff will provide written comments summarizing their review of the design. These comments will be included in the Site Plan Application Comment Report. Applicants are required to consult with Enova to determine electrical requirements for the proposed development prior to meeting with the SPRC. Similarly, servicing requirements for natural gas with Enbridge Gas and telecommunications companies (Bell, Rogers, and others) should also be confirmed.

3.1.5 Functional engineering design submission

Functional Engineering Design drawings and a Functional Servicing and SWM Brief or Report are to be included with the Site Plan Application Submission. A Functional Engineering Design is a conceptual design presenting the framework of the project and the overall concepts and layout of the proposed development. The purpose of the functional design is to identify servicing feasibility, preliminary grading and any project constraints or technical issues including potential impacts to adjacent properties including the municipal right-of-way. The functional design must provide sufficient information to confirm that the proposed development is feasible. Preliminary engineering review of the functional design may indicate inadequate servicing capacity; other critical issues that may require an alternative approach to site development; or that may impact the viability of the project.

A Functional Engineering Design Submission requires Existing Conditions, Grading and Servicing plans, preliminary cost estimate, as well as a Functional Servicing and Stormwater Management Brief or Report. At a minimum, the Functional Engineering Design Submission requires, but is not limited to, the following information:

Plans:
1. Existing topographic contours, including the municipal right-of-way and adjacent lands to confirm external drainage pattern
2. Existing conditions including all existing vegetation, utilities, and infrastructure on private property and in the municipal right-of-way
3. All proposed buildings including landscaping
4. Preliminary grading design
5. Preliminary servicing design, including all proposed infrastructure (i.e. infiltration galleries, cisterns etc.) and service connections
Functional Servicing and SWM Brief or Report:
1. A written description of the existing grading and drainage patterns on the subject property and surrounding area
2. A description of the proposed grading scheme
3. A description and evaluation of the existing municipal infrastructure fronting the development
4. A description of the proposed servicing scheme
5. Servicing demand calculations for sanitary and water, including fire flows
6. Sanitary and storm sewer design sheets in accordance with MECP Design Guidelines
7. A fire hydrant flow test, or data from the RMOW water distribution model, along with a summary of the pressure and flow available within the municipal system, data from the RMOW water distribution model can be obtained by emailing WaterServicesDistributionDevelopment@regionofwaterloo.ca **
8. Preliminary stormwater management design concept and approach
9. Copy of the Geotechnical Investigation for the property

** A Fire Flow Analysis will be required as part of the Complete Engineering Submission. The engineering consultant can elect to complete the Fire Flow Analysis at the functional stage. The results of the Fire Flow Analysis may determine that revisions are required to the building design, or upgrades are required within the municipal system to facilitate the proposed development.

All drawings included in the functional engineering design submission must be fully coordinated with all other drawings in the Site Plan Application submission. Design submissions containing uncoordinated drawings and information will be returned to the applicant before further review work proceeds.

3.1.6 Site plan review committee meeting

The Applicant will then receive a Site Plan Comment Report containing comments from the Site Plan Review Committee and other agencies. The Applicant may request a meeting to discuss the application and review the comments prepared by the SPRC.

3.1.7 Letter of consent and species at risk

If existing vegetation including trees, shrubs, and hedges that are located partially or fully on adjacent properties are proposed for removal, the Engineering Services Department will require a signed agreement between the adjacent and the impacted Property Owner(s) be submitted prior to final Site Plan Approval. An assessment of the impact to the long-term health of any trees that that may be subjected to potential injury as a result of the development application (as identified by the City Forester and Landscape Representative during the review process) will be required to be prepared by a qualified expert (i.e. An ISA Certified Arborist). Refer to Appendix V7-B (Tree Protection by Removal or location) for specific requirements pertaining to circumstances where tree ownership is not singly under the Applicant/Developer and for requirements concerning the Ministry of the Environment, Conservation and Parks and Species at Risk.

In addition, if a specimen proposed for removal has significant characteristics (maturity, species, etc.), the applicant may be encouraged to circulate a courtesy notification to the surrounding neighbourhood advising of any significant tree removals from the site, or near the boundary of the site.

3.1.8 Site plan resubmission

It is the responsibility of the applicant to address each of the mark-ups and comments and resubmit the drawings as required. If the comments are significant in nature, or the applicant is unsure of how to address some or all of the comments, the applicant should follow up with the reviewer directly or contact the Site Plan Committee Chair or Site Plan Coordinator. The applicant shall submit a comment response table to the City summarizing the list of comments provided by the City of Waterloo and how the comments were addressed. Staff will review each resubmission until the site plan has reached a satisfactory stage and all City comments have been addressed. The resubmissions shall include all material listed in the Site Plan Comment Record. Only digital resubmissions will be accepted.

Development Engineering will advise once Functional Engineering Acceptance has been provided, and the applicant’s engineering consultant can immediately proceed with a Complete Engineering Submission directly to the City’s Development Engineering representative reviewing the file. Refer to the Complete Engineering Submission section for further details.

Any potential Site Plan revisions that are required after Functional Engineering Acceptance has been provided typically are minor in nature; as a result, engineering plans are typically not required to form part of the Site Plan resubmissions. However, the final engineering plans must be fully coordinated with the approved Site and Landscape Plans. If the Site Plan revisions are quite extensive, the City’s Development Engineering representative may request an updated submission of the engineering plans.

3.1.9 Recommended site plan approval

Once the SPRC is satisfied the application meets all requirements, the SPRC will provide “Full Endorsement" of the following plans to the Director of Planning: Site Plan, Building Elevations, Floorplans, Photometric Plan and Details, Vegetation Management Plan, Landscape Plan and Details, and Other Supporting Material as required. The Director of Planning has final site plan approval authority and may at their discretion require further modifications to the plans or add other notes and details as necessary prior to final stamping of the plans. Note: prior to demolishing any building containing one or more legal dwellings units, Demolition Control Approval is required, followed by a Demolition Permit. Final Site Plan Approval is required prior to obtaining Demolition Control Approval.

3.1.10 Complete engineering design package

The complete Engineering Design Package must include all drawings, details, specifications, modelling and calculations as identified by the Development Engineering Representative, to obtain Final Engineering Acceptance. Submission must be made electronically directly to the City’s Development Engineering representative on the file. Incomplete submissions will not be accepted resulting in a delay of the review. Please ensure all required information is included and all printing is clear and legible. The following items are typical requirements of the Complete Engineering Design Package:

Existing Conditions and Removals Plan
Grading Plan
Servicing Plan
Stormwater Management Plan and Report
Sanitary Sewer Design Sheet
Storm Sewer Design Sheets
Fire Flow Analysis Brief / Report
Erosion and Sediment Control Plan
Conceptual Workspace Management Plan
Geotechnical Report
Phase II ESA Reports (if Record of Site Condition is required, see below)
Identification of existing and/or required easements
A finalized cost estimate for all undergrounds and surface works including landscaping and site furniture
Other studies required for a complete engineering review at the discretion of the development engineering representative or plans examiner
1. Hydrogeological Study
2. Traffic Impact Assessment
3. Noise Impact Assessment

Additional reports and/or studies that will be required as part of the complete engineering design package submission will be identified by City staff during the pre-consultation meeting or through the Functional Engineering review stage.

Upon receipt of a complete Engineering Design Package, Engineering Services representatives will complete a technical review of the design information to ensure conformance with applicable regulations, standards and best management practices. First submission comments will be provided to the Developer’s Representative to outline required changes or additions to the design drawings. Upon completion of all the specified revisions, a second submission can be made. Additional comments and subsequent revisions may be required until all concerns have been addressed to the satisfaction of City staff. Submissions deemed to be inadequate or deficient with respect to applicable standards will be returned to the applicant.

All engineering drawings must be fully coordinated with the Landscape and Vegetation Management Plans as well as the approved and final site plans on file with the City. Any significant changes to the approved plans as a result of detailed design must be reviewed and approved by City staff, and all plans must be updated. The Engineer responsible for the design shall provide a signed declaration on each of the engineering plans advising that the proposed engineering plans are in conformance with each plan submitted in support of the site plan.

Engineering Acceptance cannot be granted until Final Site Plan Approval has been granted.

3.1.11 Record of site condition

Legislative and regulatory requirements with respect to revitalization of industrial land or contaminated lands, generally known as Brownfield sites, have been put in place to establish clear rules for site assessment and cleanup. Ontario Regulation (O.Reg.) 153/04 requires that only qualified professionals undertake the assessment and remedial work, and that a Record of Site Condition (RSC) is filed in a public registry as stipulated by Part XV.1 of the Environmental Protection Act (EPA).

Section 168.3.1 of the EPA requires the filing of an RSC in the registry prior to a change in property use from commercial or industrial use to residential or parkland use or other change in use specified by regulation. O. Reg. 153/04 includes further details of the type of property use changes affected by this mandatory filing provision.

The property Developer shall provide the City’s Engineering Services Division with proof that the RSC has been filed in the registry. If a risk assessment is conducted as part of the RSC, the ‘Certificate of Property Use’ including the conditions on the proposed use of the property shall also be submitted to the Engineering Services Division, as part of the development application.

3.1.12 Site Plan Agreement

The Site Plan Agreement is a legal, binding document pertaining to a specific property that outlines the applicable conditions of development for the proposed project on those lands. The agreement will be registered on title to the lands, and it must be signed by the property Developer and Director of Planning Approvals. Users of this manual are encouraged to review this template agreement which is contained in Appendix V2-C. It should be noted that this is an example of the typical contents of a Site Plan Agreement used in the City of Waterloo. The actual agreement used for any given site plan application will be determined by the City’s Planning Approvals Division and may vary significantly from this example. This example agreement should not be relied on for decision making purposes.

The agreement specifies the type of development proposed by referencing the approved plans and drawings and reiterates that the development must comply with all applicable statutes, regulations, and standards. These include but are not limited to the Ontario Building Code. If changes are made to applicable legislation prior to application for a building permit, the updated regulations or standards will govern the development. The Site Plan Agreement allows the City to collect engineering review fees and securities related to (a) Landscape Works (b) Non-Landscape Surface Works, and c) Servicing Works, refer to the fees and securities sections for more information. The agreement also details any road widening, reserves, parkland dedication, landscape blocks/walkways and necessary easements that may be required to complete the approved development. No changes to the agreement, the plans or the proposed works, may be made without the written consent of the Director of Planning.

A building permit for proposed buildings or structures will only be issued upon full execution of the Site Plan Agreement and registration of the agreement as a first claim on title to the property. The Site Plan Agreement is considered to be “other applicable law” as outlined in the Building Code requirements for issuance of a permit.

3.1.13 Conditional engineering acceptance

Once Development Engineering is satisfied all drawings and reports have been completed to meet all applicable requirements, a formal letter will be issued to the engineering consultant identifying a conditional acceptance accompanied by a copy of each drawing and report stamped “Accepted”.

These “Accepted” plans are the only drawings to be used for construction. City ‘Acceptance’ means the City acknowledges that the submitted information sufficiently satisfies City requirements to allow for work to be undertaken in conformance with the City standards. Any revisions to the plans must be submitted to the City for review and to update the “Accepted” plans on file.

If any System Alteration Applications are required for the development, they must be submitted to City Utilities in accordance with the instructions on the City's website and in compliance with the City's Drinking Water License, DWWP, Storm and Wastewater CLI ECA.

Conditional Engineering Acceptance of the Complete Engineering Design Package by the Development Engineering Division does not authorize commencement of site construction activities. Construction activities can only begin when a building permit has been issued by the City’s Building Standards Division unless otherwise authorized under a site alteration permit or written authorization from the Director of Engineering Services.

Final Engineering Acceptance is obtained when all conditions within the Conditional Engineering Acceptance Letter have been addressed and a building permit is issued. Refer to Building Permit Issuance for further details.

Final Engineering Acceptance does not exempt the owner’s bonded contractor from the requirements to obtain the various permits/approvals normally required to complete a construction project, such as, but not limited to the following: Road Occupancy Permit, Regional Work Permit, License Agreement, etc.

3.1.14 Building permit issuance

In addition to execution of the Site Plan Agreement, staff of the Planning Approvals, Engineering Services, and Building Standards Divisions of IPPW must also provide sign off on a design prior to a building permit being issued. Items required for the applicable signoffs are as follows:

3.1.14.1 Planning approvals

Submit and receive acceptance of all urban design, site plan, building elevations with approved Exterior design finishes, sustainable design finishes, landscape and vegetation management plan packages
Submit payment of all required administrative fees and charges
Pay all outstanding property taxes with respect to the Lands
Payment of the parkland cash in lieu payment where applicable
Complete all required highway widening and easement dedications
Receive approval of the final Site Plan Application by the Director of Planning

3.1.14.2 Engineering Services

Engineering acceptance of all design drawings, studies, and reports
Payment of the Engineering Review Fees
Provide required Performance Securities as outlined within the Site Plan Agreement and Conditional Engineering Acceptance Letter
Any and all engineering agreements must be signed and registered (i.e. Special Servicing Agreement, Encroachment Agreement etc.)
Provide proof of any clearances as required from City Utilities, the Region of Waterloo, the GRCA, the MECP, Hydro One, Union Gas, Enova, Canada Post and any other government body or agency having jurisdiction over the Development
Submission and acceptance of the Contractor’s Workspace Management Plan complete with contact information
Traffic Control Plan submitted and accepted by Transportation
Pre-construction meeting has been completed with City staff
Provide any Letters of Permission, if required
Provide written certification by the Engineer to confirm that the Erosion and Sedimentation Control measures were installed in accordance with the accepted drawings. On receipt of the confirmation from the Engineer, an inspection of the required controls must be completed by City staff
Provide written certification of the installed Tree Protection Fencing from the Consulting Landscape Architect/ Arborist to confirm that the Tree Protection Fencing was installed in accordance with the accepted Vegetation Management Plan drawings. On receipt of the confirmation, an inspection of the required fencing must be completed by City staff

3.1.14.3 Building standards

Submit and receive acceptance of all applicable building drawings, the submission must include all Site Plans, Site Grading and Servicing Plans etc.
For further information on Building Permits, refer to the Building Permits page of the City’s website
If required by the Chief Building Official, provide confirmation of adequate fire protection services including hydrants, and access to the development including all fire routes constructed to base gravel

3.1.14.4 Commitment to general review

Prior to acceptance, engineering design submissions must include a Commitment to General Review by Architects and Engineers in accordance with the Ontario Building Code. A copy of the applicable form is included in Appendix V2-B. The Commitment to General Review indicates that professional staff have been retained to review construction of the development and ensure compliance with the plans and other documents associated with the design. Review of each aspect of the development must be certified by the professional responsible for the applicable design(s).

3.2 Fees and securities

3.2.1 Fees

3.2.1.1 Site plan fees

Site plan development requires payment of several different fees at various stages of the process. Applicable fees are collected by Planning Approvals Staff. A complete, updated list of applicable fees and charges associated with development is included in the annual update of the City Fee Guide in accordance with the Fees and Charges Bylaw, as approved by Waterloo City Council. Possible fees that may be required for a project include, but are not limited to:

Pre-consultation
Incomplete Application
Major Site Plan
Standard Site plan
Site Plan Addendum
Site Plan Resubmission
Telecommunications Tower
Site Plan Agreement Registration

3.2.1.2 Engineering fees

The engineering review fee for site development is currently 5% of the capital cost of the required site works including site servicing, surface works, landscaping, and site furniture. The engineering fee is collected by Engineering Services staff. The fee is non-refundable, and the total cost will be calculated in the estimate included as Schedule ‘E’ of the Site Plan Agreement. At the discretion of the Commissioner of Integrated Planning and Public Works, a minimum set review fee may be applied if warranted by the size of the development. Details of fee requirements are outlined in Schedule 'B' of the City's Fees and Charges Bylaw and on the City’s website. For information on the cost estimates associated with calculating the engineering review fee refer to the Cost Estimate and Performance Deposit section under Securities.

3.2.1.3 Building permit fees

Standard fees also apply for building permits, plans examination, and inspections by Building Standards staff. Details of fee requirements are outlined on the Building Permits page with details set out in Schedule 'C' of the City's Fees and Charges Bylaw, and are also available from building standards.

3.2.1.4 Parkland dedication

The Developer is responsible to provide parkland dedication or cash in lieu to the City in accordance with the Parkland Dedication Bylaw.

3.2.1.5 System alteration application fees

Fees for system alteration applications are outlined in Schedule 'A' of the City's Fees and Charges Bylaw and are available on the City's website.

3.2.1.6 Additional fees

The City is considering the implementation of fees for the amount of site compliance site inspections that may be required to achieve compliance with the approved plans. If this advances, the City will notify the industry prior to initiation, and will be applied at the discretion of the Director of Engineering Services.

3.2.2 Securities

3.2.2.1 Cost estimate and performance deposit

Once the Vegetation Management and Landscape Plans are finalized, the consulting Landscape Architect must submit to the City’s landscape representative for review and acceptance prior to the registration of the Site Plan Agreement a cost estimate for proposed landscape items (includes soft and hard items) on site.

As part of the Complete Engineering Submission, the Engineering Consultant must submit to the City’s engineering representative for review and acceptance a cost estimate for total cost of site servicing (i.e., undergrounds) and surface works, including works both on and off site.

Schedule ‘E’ of the Registered Site Plan Agreement shall reflect 50% of the estimated value of all site servicing, surface works and landscape works, including site furniture, for the site. The cost estimate must include line items for individual elements. Cost estimates not broken down in line-item format will not be accepted. Appendix V2-A provides an example of standard formatting and items for consistency and uniformity across developments. The list of items within the template is not an exhaustive list and it is expected that items that form part of the project that are not in the list are to be added. Depending on the size and complexity of the project, the City’s engineering and/or landscape representative may request that the landscape and engineering cost estimates be combined into one estimate.

Engineering Review Fees are also calculated using these cost estimates, see Engineering Review Fees above.

3.2.2.2 Security collection

Prior to issuance of a building permit, performance securities must be posted with the City to cover the completion of specific site development works such as erosion control, underground servicing including stormwater management, surface works, and landscape items. For tracking purposes, securities are to be provided directly to Engineering Services staff. In accordance with the Site Plan Agreement, these funds are held by the City to ensure compliance with the approved plans and specifications.

Securities shall be posted in the form of an irrevocable, automatically renewable letter of credit that is suitable to the City Chief Financial Officer and is issued by an approved financial institution. An example letter of credit is included with the Letter of Credit Policy and Standard Letter of Credit Format (FC-001) located on the Corporate Policies page of the City’s website.

The total required security will be calculated based on 50% of the approved cost estimate for construction, in an amount not less than $10,000 or otherwise specified by the Director of Engineering Services. The Developer is responsible for payment of all fees and premiums required to maintain the security until it has been authorized for release by the City. A bank draft or certified cheque in the amount of the required letter of credit will be accepted in lieu of a letter of credit, but such deposits are not subject to any interest payments by the City.

If any work on site is noted to be deficient and is not rectified within 30 days of written notice, the City will draw funds from the letter of credit as required to complete all outstanding works and to pay all related costs and expenses. Funds may be used to complete any required site work, or if the project is discontinued, funds may be used to restore the site and complete all removals of items not found during pre-development condition.

Should the value of the posted security not be sufficient to complete the remaining outstanding works, the City may require the total to be increased. Failure to comply with a request for increase may result in termination of the Site Plan Agreement, revocation of the Site Plan Approval, and cancellation of the associated Building Permits.

3.2.2.3 Security reductions

3.2.2.4 Partial security reduction

As significant development works are completed, the City may reduce the outstanding value of the posted Letter of Credit accordingly. At least 15% of the original value of the works and not less than $25,000 will be retained to guarantee materials and workmanship for a maintenance period of at least one (1) year.

3.2.2.5 Full security release

After one (1) year maintenance period has expired, as-recorded drawings have been provided, and the site is in good condition the remaining securities will be released. The Developer’s Representative must submit all as-recorded drawings before final release of the remaining securities can be authorized. See Volume 3 for as-recorded drawing requirements.

3.3 Construction

3.3.1 Site entry by City staff

Representatives of the City may enter the lands or buildings at any time, without notice, to complete required inspections. City staff will confirm that construction of the work is in accordance with the Site Plan Agreement, the Final Site Plan and accepted drawings.

3.3.2 Inspections

In accordance with the requirements of the City’s Registered Site Plan Agreement and the Commitment to General Review of Construction under the OBC, the Developer’s Representative shall complete periodic site inspections to verify conformance with the final design accepted by the City.

In addition to the inspections provided by the Developer’s Representative, City staff should be contacted 48 hours prior to completion of major items, so that municipal review may be completed. Individual contact information for specific City staff related to a project should be obtained prior to the start of construction.

During construction, City staff have the right to inspect the project at any time, without notice. If the work is not being completed in accordance with the accepted drawings, good engineering practice, the Occupational Health and Safety Act (OHSA), or is being completed by a contractor that is not approved, City staff have the right to stop work until the issues are resolved.

Servicing inspections process is to be completed as outlined in Volume 5.

3.3.3 Work In the municipal right-of-way

Required works within the municipal right-of-way shall be completed at the Developer’s expense. The Developer is responsible for, but not limited to the following works:

Removal of any redundant service connections (disconnects), as described under ‘Disconnecting Existing Services’ in Volume 5.
Installation of all new service connections in the municipal right-of-way to one meter inside property line.
The installation of new curb and gutter for the closure of all redundant driveways
Required curb cuts
The installation of sidewalk on the streets fronting the development
The installation of new curb and gutter along the street frontage(s)
Restoration of boulevard, topsoil and sod or other as required by City
The above noted work must be documented on the Site Servicing Plan for reference and included on the As-Recorded drawings
Road closures must be coordinated with Transportation Services and a traffic plan is to be provided

3.3.3.1 Works completed by City forces

The Developer has the option of having the City Utilities Department complete the site servicing works within the municipal owned right-of-way. If the Developer decides to proceed with using the City’s crews, the following are the required steps to be completed prior to any work commencing:

Request a quote from City Utilities (utilityservices@waterloo.ca)
Provide a certified cheque made out to the Corporation of the City of Waterloo for the total amount of the quote and drop off to the City Service Centre at 265 Lexington CRT. A receipt will be provided.
Once locates have been received, City Utilities will communicate with the Developer to plan the best days to complete the work.

3.3.3.2 Work completed by private contractor

In the event that City crews are unavailable to complete the servicing work in the right-of-way, or the Developer wishes to use a private contractor, the Developer is responsible for hiring a qualified contractor to complete servicing works within the right-of-way. In addition to the conditions identified above, contractors working within the municipal right-of-way will:

Be subject to approval by the City of Waterloo
Be responsible for all locates, layouts, signage, traffic control and other requirements as determined by the City
Provide all necessary documentation concerning their status with the Ministry of Labour and WSIB (Worker Compensation)
Obtain a Road Occupancy Permit from the Transportation Division as per Highways and Boulevards Bylaw

Developers who use private contractors shall be required to take out and maintain with an insurer licensed to carry on business in Ontario, a comprehensive policy of public liability and property damage insurance acceptable to the City’s Chief Financial Officer providing occurrence-based insurance coverage in an amount not less than Five Million ($5,000,000.00) dollars per occurrence, exclusive of interest and costs. Such policy shall name the City as an additional insured and shall protect the City from all loss, damage, claims or actions arising howsoever out of the construction, use, existence or maintenance of the works. Such policy shall provide for severability of interests, cross-liability and that it is primary insurance that will not call in to contribution any other insurance that may be available to the City.

3.3.4 Encroachment agreement

Developers who propose to use City property for below-grade works such as underground geotechnical controls and/or above-grade streetscape/public realm improvements shall apply for permission from the City through the execution of an Encroachment Agreement to enter on to City land. The Encroachment Agreement establishes the Developer’s responsibilities and obligations related to installation and maintenance of these elements during and following construction within the City’s public ROW; including piling and shoring, to facilitate construction of buildings and structures on the private lands.

The following documentation is required from the Developer for the City to grant approval and enter into an Encroachment Agreement for shoring tie-back systems within the City right-of-way. All reports/documents are to be signed and sealed by the licensed professional responsible for that specific design component:

An excavation shoring/tie back plan with existing ROW services indicated on the plan
A geotechnical report supporting the proposed design
Detailed engineering drawings/specifications, showing both existing and proposed municipal services in the vicinity of the shoring
A cost estimate for the proposed shoring work to be used to calculate the value of a letter of credit to be posted with the City’s Engineering Services Division as a security
Proof of utility clearance from all utility providers located within the ROW along the frontage of the development
Copy of contractor’s insurance coverage
Certification of locations of existing utilities and infrastructure on and in City Streets, based on recent inspections. (Inspection reports to be included)

Other requirements may apply and will be detailed in the Encroachment Agreement.

Developers proposing to use adjacent private property for underground geotechnical controls or encroach onto private property may be required to enter into an agreement with the private land Developers.

3.3.5 Letter of permission

City engineering acceptance does not authorize encroachment on private properties or adjacent lands. Any work that may encroach onto adjacent property must be identified in advance. The City of Waterloo Engineering Services Division will require written proof of consent by the property Developers prior to issuance of the building permit. Copies of these letters of consent must be submitted to the Engineering Services Division.

3.4 Certification and maintenance

There are three phases to the certification and maintenance process related to site plan approvals:

'Occupancy’ Prior to the building department providing ‘Occupancy’, the water servicing, sanitary servicing, and the storm servicing from the building drain to the site outlet must be constructed, inspected, and certified by the Civil Engineering Consultant. Site-Servicing Certification must be submitted directly to Development Engineering and include the following documentation:
1. Site servicing red-line as-constructed drawings.
2. A flow test completed on all required on-site fire hydrants with certification to confirm the hydrant is functioning as per the design requirements (if applicable).
3. CCTV inspection on the sanitary service with confirmation it is in good working condition.
‘Start of Maintenance’ or ‘Substantial Completion’ Prior to the City’s site inspection and the reduction to the letter of credit, the site grading, servicing, stormwater management, and landscape works must be constructed, inspected, and certified by the Civil Engineering Consultant and Landscape Architect. A maintenance period of one (1) year is applicable to all private servicing, surface, and landscape works.
‘Final Acceptance ’ Prior to the release of the letter of credit, a final inspection must be completed at the end of the one (1) year maintenance period.

Due to unfavourable environmental conditions, landscape compliance inspections will be completed between May 1st and October 31st of a calendar year.

3.4.1 Occupancy

Internal water distribution and sanitary sewer collection facilities must be tested, approved and operating as designed. The storm sewer from the building drain to the connection at the municipal main must be tested, approved and operating.

For developments with an associated Site Plan Agreement, if occupancy is gained prior to satisfactory compliance with certain site specific requirements, the City may obtain a court order to prevent occupancy until the terms of the Site Plan Agreement have been completely satisfied. Any costs of such action will be the responsibility of the Developer.

Additional information on Occupancy permits can be obtained from the Building Standards division of Integrated Planning and Public Works.

3.4.2 Start of maintenance / substantial completion

Once all the servicing, grading and landscape items have been completed, the Consulting Engineer and Landscape Architect are required to provide certification letters to the City confirming that all works have been installed in accordance with the approved plans. All certification letters shall be signed and sealed by the professional responsible.

Upon receipt of the certification, a representative from the City will complete a site inspection. If the landscaping and engineering works are determined to be compliant and there are no other deficient items, the servicing, surface and landscaping will be placed on a one (1) year maintenance period and the applicant may be eligible for a reduction in the performance deposit posted.

As-recorded drawings are to be prepared by the Developer’s Representative and submitted to the Engineering Division for review. Refer to Volume 3 for as-recorded drawing requirements
A final topographic survey of the property may be required at the discretion of the Engineering Services division
City staff may request written records from the Developer’s Representative in order to verify conformance with the requirements for inspection and certification for all stages of site work. If, in the opinion of the Director of Engineering Services, the records provided do not demonstrate that sufficient inspection was completed by the Developer’s Representative to certify the works in question, the City may require that the works are reconstructed in the presence of a City Inspector. The full value of the security posted for works not witnessed and inspected by the Developer’s Representative may be forfeited by the Developer unless the necessary corrective action is undertaken to the satisfaction of the Director.

3.4.2.1 Landscape works start of maintenance / substantial completion

The landscape certificate shall confirm the following items are compliant with the approved plans prior to Substantial Completion:

All trees to be preserved and protected remain and are not damaged
No hazard trees exist on site
All plant materials shall be No. 1 nursery grown, meeting specifications for size, height, spread, quality, method of cultivation, and balling and burlap specifications as set out in the current edition of the Guide Specification for Nursery Stock prepared by the Canadian Nursery Landscape Association
All new plant materials installed remain in good condition. Materials shall have normal, well-developed branches and vigorous root systems. They shall be healthy, vigorous plants free from defects, decay, sun scald injuries, abrasion of the bark, insect pests and all forms of infestation or objectionable disfigurements
All plant materials have been installed with acceptable installation methods and techniques to promote good condition and growth of said materials in the future in accordance with the approved site plan
All hard surface areas, landscape structures, site furnishings, wind screens, amenity areas, etc., have been installed as per the approved plan
A certification letter is provided by a Structural Engineer for applicable items

Any changes from the approved plan that have occurred through construction should be clearly documented for City review. Please note that changes from the approved plan may generate a requirement for a Site Plan Addendum.

3.4.3 Final Acceptance

All works must be maintained in good condition, free of defects for one (1) year from the date of acceptance. Prior to the expiration of the warranty / maintenance period, the Engineer and Landscape Architect are required to submit a second sealed certification to the City, confirming that the site landscaping and engineering remains compliant with the approved plans. The consulting Landscape Architect may contact the City to request this inspection within six weeks of the expiration of the warranty / maintenance period. Upon receipt of written certification from the Developer’s Representatives, City staff will complete a final inspection to confirm that all Engineering and Landscape works are in order. Upon receipt of all as-recorded drawings in digital PDF format, final release of the remaining securities may be authorized. Performance securities will not be released until the maintenance period has expired.

The City reserves the right to require an extended maintenance period of up to two years in circumstances where extensive site works are proposed and where such works could affect City-owned lands or easements.

3.4.3.1 Landscape works Final Acceptance

The landscape certificate shall confirm the following items are compliant with the approved plans prior to Final Acceptance :

All trees to be preserved and protected remain in good health showing no visible signs of decline, and are not damaged
No hazard trees exist on site or on immediately adjacent to the site
All installed plant materials remain in good condition and in the correct quantity. Materials shall have normal, well-developed branches and vigorous root systems. They shall be healthy, vigorous plants free from defects, decay, sun scald injuries, abrasion of the bark, insect pests and all forms of infestation or objectionable disfigurements
All plant materials have been installed with acceptable installation methods and techniques to promote good condition and growth of said materials in the future in accordance with the approved site plan
Planting beds have been maintained and are relatively weed-free.
All seeded/sodded areas are well-established and there are not surface erosion concerns.
All hard surface areas, landscape structures, site furnishings, wind screens, amenity areas, etc., remain with no deficiencies which may cause concern over user safety
All temporary plant stakes, ties, and guards have been removed from plant material.

4.0 Subdivision

A Plan of Subdivision application initiates the process of subdividing property into multiple lots or blocks for individual sale. Subdivision development is an extensive process that involves significant planning and engineering input to prepare the required background information, and it generally extends over a period of several years. Each project will involve site specific criteria and challenges that must be addressed on an individual basis. Significant consultation with City staff will be required throughout the development process.

The philosophy of Development Engineering is to work with the Developer, their consultants, and other City departments and agencies to develop parks, open spaces and associated facilities that serve the community in accordance with approved standards. In this regard, Development Engineering is responsible for providing data and expertise on the quantity, type and size of required recreation facilities, as well as directing the Developer and their Consultants. Consultants shall consider all site-specific issues and long-term maintenance implications of their proposal as outlined in this manual.

The following information is intended to address common questions related to subdivision development. A comprehensive review of all aspects of subdividing land is beyond the scope of this document. Additional background information on the development process can be obtained from the Ontario Ministry of Municipal Affairs and Housing website.

4.1 Process

4.1.1 Draft plan

A preliminary layout or draft plan of the proposed subdivision is initially prepared by a planning consultant. A legal survey of the original property is completed, and then proposed lots, blocks, and municipal street layouts are prepared. The layout must include park blocks, stormwater management areas, and land usage in accordance with all applicable provincial and municipal policies. A Draft Plan of Subdivision application based on the proposed layout is prepared and submitted to the Region and the City simultaneously. The application is reviewed to confirm the following:

Conformity with the Official Plan
Compatibility with adjacent land uses
Compliance with zoning bylaws
Suitability for the proposed purpose
Provision of adequate services including access, water supply and sewage disposal
Protection from potential flooding

As with preliminary site plan approvals, a significant amount of background information may be required to confirm that a proposed subdivision draft plan is acceptable from both Planning and Engineering perspectives. If applicable, possible studies and assessments that may be required to meet Provincial, Regional and Municipal development criteria include, but are not limited to:

Archaeological assessments
Scoped Environmental Impact
Functional engineering design
Geotechnical assessments
Hydrogeological studies
Identification of potential constraints
Noise and vibration studies
D-6 Guideline Studies (for sensitive use)
Stormwater management
Traffic impact studies
Vegetation Management
Water well interference studies

The relevant studies to a particular development will be outlined in consultation with City staff and will be required as conditions of planning or engineering approval. After consideration of the complete draft plan application, the development may be either refused or draft approved. Draft approval allows the applicant, in conjunction with the approval authorities, to establish conditions of development and to proceed with detailed engineering review. Consultation with outside agencies and other interested parties is required.

4.1.2 Subdivision agreement

The subdivision agreement is a detailed contract between the Developer and the City that stipulates all conditions of development. The agreement specifies all the subdivision requirements including planning, engineering, landscaping and utility information. It specifies applicable fees, charges, and securities to be provided by the Developer, and it indicates land dedication requirements for municipal rights-of-way, parks, easements, and trail systems. Timing and staging of development details are also contained in the agreement.

A detailed cost estimate of all servicing, stormwater management, landscaping, road and surface works required for the development is included in the agreement. This estimate is prepared by the Engineer and/or Landscape Architect is attached as Schedule ‘B’ to the subdivision agreement (Appendix V2-A). It forms the basis of all fee and security requirements for the development and indicates any items that are the financial responsibility of the City.

The subdivision agreement must be executed by all parties prior to construction of any site works. Before the agreement can be released to the Developer for execution, the following information must be submitted to and accepted by the City:

A list of all conditions of draft approval and written confirmation of how each condition has been or will be addressed
Financial requirements for existing and future works to be completed by others and described in an approved cost sharing agreement
Parkland dedication details including area calculations
The engineering review fee paid in full, as per the City’s Fees and Charges Bylaw
Securities posted for all required works
Proof of Contractor’s Liability Insurance, in the amount of $5,000,000 naming the City co-insured
Ontario Land Surveyor’s R and M Plan
Engineering and Landscape Architecture Drawings
Schedules and cost estimates
The written agreement
Land Dedication

In advance of subdivision agreement, a site alteration permit can be obtained, provided that the engineering plans are approved.

4.1.2.1 Land dedication requirement

Subdivision development requires the dedication of some lands to the municipality. Land dedication will be required for municipal roadways, stormwater management facilities, parkland, trail systems, and emergency access as well as easements for utilities and services.

4.1.3 Submission of engineering design

Upon completion of the detailed design for the entire development, the Engineer shall provide submission documents digitally to Engineering Services. All drawings and supplementary reports must be stamped and signed by the Engineer responsible for their preparation.

A complete submission package will be comprised of, but not limited to, the following:

Overall Servicing Plan indicating all municipal services, above ground site furniture, lot fabric and easements
Storm drainage plan including both internal and external drainage areas, stormwater management facilities, and storm sewers including infiltration trenches and soakaway pits
Sanitary drainage plan including both internal and external drainage areas
Structural and hydraulic design sheets for both sanitary and storm sewers
Lot grading plan for the entire development
Erosion and sediment control plans
Plan and profile drawings of proposed roads and services, complete with City approved nomenclature for all structures
Landscape and Vegetation Management plans (see requirements in the Landscape section below)
Driveway Location Plan indicating all proposed street furniture
Traffic calming, pavement marking, and signage plan, as required
Watermain pressure/flow analysis, if required
Miscellaneous detail plans, if required
Stormwater management report (for more information, see Volume 3)
Geotechnical Investigation of the lands, included recommendations for road base design
Any additional studies required including Archeological Assessment, Traffic, Noise and Vibration Analyses
Ontario Land Surveyor’s calculated plan
Complete detailed cost estimate for all municipal infrastructure (Schedule ‘B’)

The engineering review is an iterative process. After receiving the first submission comments from the City, the Developer’s consultant will address all concerns and make all required changes to the design drawings and re-submit to the City for further review. Typically, a minimum of two submissions will be required to address all outstanding concerns.

4.1.4 Engineering acceptance

When all design issues have been addressed to the satisfaction of the Director of Engineering Services, the final engineering design submission will be stamped “Approved” by City staff. The final submission will consist of a digital copy of all drawings. One copy of the stamped drawings will be returned to the Developer’s Representative. Prints of the City approved drawings must be the only ones used for construction of subdivision works. All construction drawings must include City nomenclature for storm and sanitary works. For any changes that are discovered after acceptance, the Developer’s representative must notify the City’s Project Manager who will determine whether the changes require revised drawings or may be noted on the as-recorded drawing set.

4.1.5 Registration

Each draft plan must be processed for registration differently as the conditions of draft approval are unique for each subdivision. The Engineer must know what subdivision specific conditions are to be met to meet registration requirements. When all conditions listed in a given subdivision’s draft approval have been addressed, final approval is granted. The Plan of Subdivision may then be registered in the provincial land titles registry system. Individual lots in the subdivision may not be sold until registration of the Plan of Subdivision is complete. Immediately after registration, the Developer must provide a digital copy of the registered plan to the City.

4.1.6 Approval for construction

The City will authorize the Developer to commence construction upon receipt of items including, but not limited to:

Written notice from the Developer of the proposed date of commencement, a minimum of two weeks in advance
System Alteration Application (Form 1 and CLI-ECA) to City or MECP where preauthorized design criteria not met
Accepted Engineering Drawings stamped for construction by the Engineer and City Staff
Accepted Cost Estimate submitted electronically in the form of Schedule B of the Subdivision Agreement
Full Payment of all financial requirements, fees, and securities
Insurance Certificate
Letter stating how applicable draft conditions of approval have been cleared
Stage II Environmental Monitoring Plan
A complete set of executed contract documents including form of tender and specifications
Confirmation that Ministry of Labour Notice of Project has been provided.
Written direction from the Director of Engineering Services is required to proceed with any construction activities whatsoever
Land Dedication

4.1.7 Tender and award

The Developer may invite qualified contractors to tender bids on the proposed works unless City cost sharing is involved. If City funds will be used to complete any items in the contract, a public tender in accordance with the City of Waterloo Purchasing Bylaw will be required. Details of the public tender process are available online.

Prior to awarding the contract, the Engineer must provide written notice of the bid details to the City for review and approval of the successful contractor.

4.1.8 Building permits

Building permits for residential house construction are issued by the Building Standards Division of the IPPW Department. In order to release Building Permits for a subdivision, the Chief Building Official must be satisfied that municipal services are operational and meet City of Waterloo standards. The Engineer shall certify to the City that the following items are complete:

The Plan of Subdivision has been registered on title
The subdivision agreement has been registered on title
Maintenance Package has been reviewed and approved
All sewers, watermains and roadworks have been constructed to City of Waterloo standards and passed initial inspection
Storm and sanitary sewers have been flushed and clear of all debris
Watermains and fire hydrants are operational and any need for pressure reducing valves has been confirmed
Water valves are visible, operational, and “plumb”
Water boxes are visible and “plumb”
Tracer wire has been tested and approved
All roads, including emergency accesses, have been completed to curb and base course asphalt. For late season construction when weather conditions do not facilitate paving, roads may be completed to the granular ‘A’ course, with approval of the Director of Transportation Services

Notwithstanding the foregoing, a building permit for one (1) model home per registered plan, may be issued provided the Engineer certifies that municipal water is available for said lot for both domestic supply and fire protection, and that the site is accessible to emergency vehicles.

Upon receipt of certification from the Engineer and confirmation from the City of Waterloo Water Utilities Division that the bacteriological tests on the water samples submitted to the Region of Waterloo lab are acceptable, the Consultant will schedule:

A Joint inspection of storm and sanitary sewers systems, and roads by City Staff and the Engineer
Inspection and satisfactory operation of all main line valves and hydrants by Water Services staff
Installation of street and traffic control signs by City staff

Electronic copies of the registered plan must be provided to Integrated Planning and Public Works by the Developer’s OLS.

When City staff have confirmed that all the required items are complete and functioning as designed, the Engineering Services project manager will provide written notification to the Building Standards Division to confirm that the above criteria have been met.

Building standards will then review the following items:

All requirements set out in the building permit application have been approved by Building Services
The Lot Development Plan has been approved by the Engineer and submitted to Building Services
All associated building permit fees, deposits and Development Charges have been paid

If the above is acceptable in order, building permits for the development will be released.

4.1.9 Final release from the subdivision agreement

When individual conditions of the subdivision agreement have been addressed, the City may release the Developer from the applicable condition. At the City’s discretion, release from the agreement may be granted for any lot or block if all terms and provisions have been met with respect to the particular lot or block. All costs associated with the release shall be the responsibility of the Developer.

Upon written request and payment of any applicable fees, the City will provide a compliance letter with respect to any part of the agreement that has been completed.

4.1.10 Lot grading

4.1.10.1 General

The grading of each lot within the development must conform to the accepted design grades of the subdivision. It is the Developer’s responsibility to confirm that lots are graded correctly by the specific builder for each individual lot.

Prior to acceptance of lot grading by Engineering Services staff, the following documentation must be submitted for review:

Development Compliance Letter (DCL), a copy can be found in Appendix V2-B.
As-recorded Lot Development Plan
’Spruce Up Your City’ Planting Voucher verification, if applicable

4.1.10.2 ‘Spruce up Your City’ planting voucher verification

In a joint initiative with the Waterloo Region Home Builders Association and local nurseries, the City of Waterloo implemented the “Spruce up Your City with Backyard Planting” program. This program replaced the requirement for Developers to prepare a Rear Yard Planting Plan. The program incorporates a planting voucher, in the amount of $250.00, issued by the builder to the homeowner.

With the building permit, the City provides the publication entitled “Spruce up Your City with Backyard Planting” to the Builder. This booklet contains instructions for the homeowners, a list of approved planting material, and planting voucher. In order to fulfill the requirements of the planting voucher system, builders are required to:

Sign or stamp the planting vouchers (homeowners copy and planting verification) found on the inside back cover of the booklet
Have a local nursery sign or stamp the same planting vouchers
Provide the booklet to the homeowner and have the homeowner sign the planting voucher verification
Submit the completed planting voucher verification to the City of Waterloo, Development Engineering

Lots to which this system applies cannot be granted final lot grading release or the corresponding security reduction until the planting voucher verification is received by the City of Waterloo. When the Developer’s representative submits for final lot grading release, the City will confirm if any planting vouchers are missing and inform the Developer, the Developer’s representative and the builder which lots are missing vouchers.

4.1.10.3 Approved representative

Certification that the lot is in conformance with the accepted subdivision grading plan shall be provided by an approved representative or qualified professional. Qualified professionals are as follows:

Registered Professional Engineer (P.Eng.)
Registered Ontario Land Surveyor (OLS)

This representative must be authorized by the Developer to inspect the lot grading, prepare and submit the Development Compliance Letter (DCL) and the “as-recorded” drawing to the City on the builder’s behalf.

It is the responsibility of the Developer to submit a list noting all authorized representatives to the City prior to requesting any lot grading releases. Should the Developer not choose to submit such a list then the City will assume that the Developer’s consultant is the only one authorized to act as his representative and all others will be rejected.

4.1.10.4 Development compliance letter

The Development Compliance Letter (DCL) is a standard form supplied by the City of Waterloo that lists the applicant's information, legal description, municipal address and a checklist detailing conformance to items such as lot grading, vegetation management, rear yard planting, rehabilitation and naturalization. This letter must be completed in full, signed and submitted to the City by the approved representative along with the as-recorded drawing. A copy of this form is included in Appendix V2-B.

4.1.10.5 Review and acceptance

Upon receipt of the Development Compliance Letter (DCL) submission, the City will review the contents to assess whether:

The package is complete and legible
The DCL is complete and correct
The as-recorded drawing contains all required information
The grades match the intent of the approved lot grading plan
The submission package meets any other requirements that may have been imposed on the lot as part of the subdivision agreement or as a condition of draft plan approval
A voucher, if applicable has been received for the lot in question
The lot release fee has been paid
Any complaints received by the City have been resolved

If a lot submitted does not meet the intent of the accepted lot grading plan or when the grades and/or elevations deviate from City standards, corrective action will be required prior to acceptance by the City.

When the City accepts the lot grading, copies of the signed DCL will be sent to the Developer, the approved representative and the builder. In cases where the lot has been rejected or held, only the representative will be notified. It will be his/her responsibility to notify all other affected parties.

4.1.10.6 Future drainage complaints

After final lot grading acceptance, if a complaint is received by the City as a result of damage and/or alterations to the lot by the Developer, builder or their agents, the responsible party shall rectify the situation to the satisfaction of the City and/or homeowner.

4.1.10.7 Final lot grading release

Final lot grading release will occur when the Developer is released from the subdivision agreement. The Developer may request a partial lot grading release for an area provided that all lots are completed, approved and any complaints received have been addressed to the satisfaction of the City and homeowner.

4.1.11 Landscape

The review and approval process noted below applies to all landscape plans including Park/Open Space and Trail Blocks, Street Tree and Boulevard Planting, Stormwater Management Area Planting, Entrance Features Vegetation Management Plans, Invasive Species Management Plans, Buffer and Naturalization Areas and other landscape works.

4.1.11.1 Selection of the Landscape Consultant

The Landscape Architect must be a full member of the Ontario Association for Landscape Architects (OALA) and must have related park/open space planning and design experience.

The Developer shall be responsible for selecting and retaining a Landscape Architect acceptable to the City.

4.1.11.2 Required landscape plans

The park/open space working drawings are to be designed in conjunction with the Engineering Servicing Plans and submitted at the same time to the City of Waterloo. The park/open space working drawings will be reviewed and approved by the Development Engineering Landscape Architect in conjunction with the Engineering Servicing Plan approval. A complete digital PDF set of the following drawings shall be submitted (where applicable and not limited to):

Trail Grading, Layout and Planting Plan(s)
Demarcation Layout and Planting Plan(s)
Street Tree Planting Plan
Boulevard Planting Plan (to include medians and cul-de-sac islands)
Entrance Features Plan (if on Public Property)
Park/Open Space Grading, Layout and Planting Plan(s)
Stormwater Management Area Planting Plan(s)
Naturalization and Restoration Plan(s)
Vegetation Management Plan
Invasive Species Management Plan
Other applicable landscape plans

4.1.11.3 Concept submissions

Prior to Draft Plan of Subdivision Approval, an initial discussion between the City of Waterloo (Development Planner and Landscape Architect), the Developer and the Landscape Consultant shall take place. At this time, the City will relay information regarding programming, facility requirements, general design requirements, guidance on surrounding land uses, and potential connections in order to assist the Landscape Consultant in their evaluation and design of the proposed park/ open space. Timing and any special considerations of the proposed project will also be discussed.

As part of the processing of the subdivision, prior to the Formal Public Meeting for the Draft Plan of Subdivision, the Park/Open Space Concept Plan(s) will be submitted to the Development Engineering Landscape Architect. This submission will reflect the initial discussions between the Consultant, Developer, Development Planner and Development Engineering Landscape Architect, including grading information, and cost estimates of all landscape features.

Development Engineering staff will review the Concept Plan submission and request revisions prior to the Formal Public Meeting for the Draft Plan of Subdivision. The revised Concept Plan and cost estimates shall be completed prior to the Formal Public Meeting to the satisfaction of the City of Waterloo.

Written authorization from the Development Engineering Landscape Architect will be given to proceed with the preparation of working drawings for each individual parcel of open space as per the approved Concept Plan after Draft Plan Approval.

Prior to execution of the Subdivision Agreement, a Letter of Credit equal to the estimated cost of the entire park/open space development shall be submitted to the City (via. Financial Services) by the Developer and held until the works are completed and accepted by the City of Waterloo. For a detailed description of the Letter of Credit process and its release, see the relevant section.

4.1.11.4 Working drawings

The Landscape Consultant shall provide one (1) cover letter outlining the submission contents at the time of the first submission. All landscape plans shall be submitted to the Development Engineering Landscape Architect and will be reviewed and returned with written comments to the Landscape Consultant within approximately three (3) weeks following receipt of a complete set of plans.

If the drawing sets submitted are determined to be incomplete, the Development Engineering Landscape Architect will reject the package with a detailed letter explaining the deficiencies.

Upon completion of the revisions to the plans by the Landscape Consultant, the plans shall be resubmitted to the Development Engineering Landscape Architect for review. A cover letter and comment response matrix shall accompany all re-submissions outlining the submission contents and those issues that have been addressed. When all comments have been addressed, the Landscape Consultant will receive a letter from the Development Engineering Landscape Architect indicating that the plans are ready for final approval.

4.1.11.5 Final submission

When submitting drawings for Final Approval, the Landscape Consultant shall submit:

Complete drawing set of digital files (PDF and .dwg)
Once approved the City will stamp, sign and date the digital plans and return to the Consultant for their files and form the basis of the tender set for construction
The stamped set of City of Waterloo drawings are to be the Tender/ Construction set and prints of these City approved drawings must be the only ones used for construction of the approved landscape features in the subdivision
One (1) complete set of proposed contract documents, including tender form and specifications, must also be submitted for review
One (1) preliminary construction schedule that identifies the anticipated timing of the components of the park/open space development

4.1.11.6 Play space and equipment approval process

The play space and Equipment Approval Process shall begin after the overall park concept plan has been approved and shall be completed prior to the submission of working drawings for approval. The Consultant shall discuss play space and equipment concepts with the Development Engineering Landscape Architect before proceeding with preparation of the tender package. The Consultant shall provide a copy of the play space and equipment tender to City of Waterloo for approval.

The Consultant shall certify upon request of the City of Waterloo that the City of Waterloo Purchasing Bylaw was followed. When the tenders are received, a meeting shall take place with the City of Waterloo. All submissions/bids will be reviewed at this meeting (including the 3-D drawings, a layout plan of the play area(s) and a list of the components of the play structure and play area), and the preferred play structure option shall be selected.

The City of Waterloo requires all new and equipment to be audited by an impartial third party playground auditor certified by OPA and/or CPRA within one (1) week of installation and prior to the equipment being opened to the public to ensure all components meet CAN/CSA-Z614-07 or current applicable CSA requirements, which is the standard for the safe design and installation of playgrounds in Canada.

The results of the third party independent and equipment audit shall be provided to the Development Engineering Landscape Architect. All outstanding matters identified in the third-party audit are the responsibility of the Developer, Landscape Consultant, and/or Contractor to rectify and notify in writing the Development Engineering Landscape Architect when completed.

The maintenance kit and Specifications/Warranty/Receipts shall be provided to the Development Services Landscape Architect before the Substantial Completion Certificate (SCC) is awarded. When the SCC is awarded, the equipment will undergo the standard two (2) year warranty/maintenance period with the entire park/open space.

If Development Charge Funds are available, the Consultant shall make a request in writing on behalf of the Developer (with invoices) for reimbursement for the structure as per Section 6.3: Park/Open Space Development Charge Funds.

Following the award of the Substantial Completion Certificate (SCC), the City will complete regular equipment inspections. The Consultant shall be notified if repairs need to be done to the play structure. The play area surfacing shall be maintained, weeded, and cleaned by the Contractor regularly during the maintenance period. All maintenance issues shall be rectified by the Developer immediately upon written notice.

The contractor/supplier shall be responsible for staking out the play space dimensions to ensure the equipment and/or play structure fits within the required safety/non-encroachment zones as set out in the CAN/CSA-Z614-07 or current applicable CSA standards.

The installation of a play structure as part of a park development may be eligible for Development Charge Funds. See Section 4.2.4 for details.

Play areas shall be indicated on the Concept Plan and working drawings. At the Concept Plan stage, the Landscape Consultant shall provide Development Engineering with a 3-D layout plan of the proposed play structure, including safety and non-encroachment zones, edging and surfacing details, and a list of all components.

4.1.11.7 Tender package / selection of the contractor / contract

Prior to preparing the tender package, the Developer or Landscape Consultant is responsible for notifying the Development Engineering Landscape Architect that park construction is scheduled to commence. The Development Engineering Landscape Architect will notify the Developer or Landscape Consultant of any required revisions to the approved plans on file to maintain park development at most current standards.

The Landscape Consultant shall prepare detailed construction/working drawings and tender documents for all landscape development projects. The City requires a full and complete copy of the Tender Package for review and approval prior to the Tender Package being made available for bidding. This contract document package should be submitted at the time of Final Submission.

The following standards shall be noted in all landscape tender contracts:

A certificate of Commercial General Liability Insurance in an amount not less than$5,000,000.00 or the City’s then current requirement, along with a Workplace Safety Insurance Board Clearance Certificate must accompany each quotation
All personnel entering construction sites must comply with the Occupational Health
Safety Act and City of Waterloo Health and Safety procedures at all times
All of the above safety, liability and Workplace Safety Insurance Board Clearance documentation must be provided by all contracted parties (e.g., contractors, consultants, Developer, etc.)

It is the responsibility of the Developer to retain Contractor(s) for all park/open space development.

Contractors shall have a minimum of five (5) years’ experience in park/open space development or be pre-approved by the Development Engineering Landscape Architect. The Contractor shall be acceptable to the City.

Copies of all tenders/bids are to be submitted to the City upon request. For the most current requirements, contact the Development Engineering Landscape Architect. If the tender process does not meet the requirements of the Procurement Policies & Procedures, the Development Charge Funds and/or City funds will not be made available.

4.2 Fees and securities

4.2.1 Fees

Subdivision development requires payment of several planning and engineering related fees throughout the duration of the process. Additionally, security for the proposed work is also required. A complete, updated list of applicable fees and charges associated with development is included in the annual update of the City Fee Guide in accordance with the Fees and Charges Bylaw, as approved by Waterloo City Council. Possible fees and charges that may be required for subdivision development may include, but are not limited to:

4.2.1.1 Subdivision development fees

Official Plan Amendment
Draft Plan of Subdivision
Draft Plan of Condominium
Zoning Bylaw Amendment
Environmental Site Assessment Review
Engineering Review Fee
Development Charges
Site Alteration Permit Fee

4.2.1.2 Engineering review fees

The engineering review fee for a subdivision application is 5% of the capital cost of the municipal infrastructure associated with the development, including costs for any items that will be paid for by the City. The fee is based on the pre-tender estimate for the work that is included in the Subdivision Agreement, excluding contingencies and tax. Unit rates are to be based on three-year average costs or as approved by the Director of Engineering Services. City fees are subject to change and are based on the City’s annual fee guide as approved by Council.

The review fee shall be paid in two stages as follows:

Stage 1 Fee – upon receipt of the first submission engineering drawings, the Financial Services Department will issue an Invoice to the Developer calculated at 2% of the estimated value of the work. Payment is due on receipt and delay of this payment may result in withholding the release of comments or further processing of engineering submissions;
Stage 2 Fee – the balance of the Engineering Fee (5% of the updated cost estimate less the amount paid with the first submission) will be invoiced at the time the engineering drawings are accepted. At this time, the cost estimate should be updated to reflect significant changes to unit prices, actual tender prices, if available or any changes in the scope of work.

When the total engineering fee has been paid, no further fee adjustments will be made, regardless of the received tender values. Actual tendered prices will be used to calculate the required performance securities for the works.

4.2.2 Securities

The Developer is responsible for providing securities in letter of credit format for all underground services, surface works including landscaping, and decorative street lighting, lot performance and erosion and sedimentation control works proposed in the development. An example letter of credit is included with the Letter of Credit Policy and Standard Letter of Credit Format (FC-001) located on the Corporate Policies page of the City’s website. Securities are retained to ensure that proposed works may be completed by the City in the event that the Developer’s obligations under the Subdivision Agreement are not met. Prior to execution of the subdivision agreement, the Developer will be required to post separate securities for municipal servicing, lot grading performance and erosion control.

4.2.2.1 Security collection for municipal servicing

Prior to construction of any servicing works, an initial performance security equalling 100% of the estimated underground services up to and including base asphalt must be posted with Financial Services. The total estimate shall be based on the construction value of the works, plus 15% for engineering and contingencies, plus applicable taxes. If the work has been tendered, the cost estimate shall reflect the tendered values. If the amount tendered of the work exceeds the value of the letter of credit, the City’s project manager must be notified. An increase in the posted security value may be required at the discretion of the City’s project manager.

4.2.2.2 Security reductions

Reductions to the posted letter of credit may be requested as work progresses. For a reduction to be processed, a written request must be provided to the City by the Engineer including the following information:

Subdivision name including appropriate stage, phase, draft plan number, and if available, registered plan number.
Original, current, and requested value of the security as well as the Letter of Credit (LC) identification number.
A complete LC summary sheet outlining remaining and completed works (Appendix V2-A). Items with changes within the LC summary sheet must be highlighted.
Reference to the letter issued by the City confirming the date the works entered ‘Start of Maintenance’ or ‘Final Acceptance ’.
Applicable background information includes payment certificates, invoices, and updated cost estimates on an item-by-item basis.

The reduced value of the posted security will be equal to 15% of the completed works on maintenance, plus 100% of the outstanding works. Reductions may be requested once a year, or when the value of the newly completed works is in excess of $50,000.

When a reduction or release has been approved, Engineering Services staff will forward a reduction request to the City’s Financial Services Department. A letter will then be forwarded to the Developer’s financial institution indicating that the value of the outstanding security may be revised, and a copy will be provided to the Developer. It is the Developer’s responsibility to follow up with the bank to confirm that the applicable adjustment is processed.

In addition to Letter of Credit, cash-in-lieu is also an acceptable format of payment for securities.

4.2.2.3 Underground services

The initial security reduction request may be submitted when the installation of the underground services has been completed, and these works have been accepted for maintenance by the City. At this time, the value of the security will be adjusted to reflect 15% of the completed underground services, plus 100% of any outstanding items including surface works. A minimum amount of $50,000 will be retained to secure underground works until the works have been assumed by the City. Details of the security reduction process are included in Appendix V2-A.

4.2.2.4 Surface works

A security reduction for outstanding surface works may be requested on a street by street, item by item basis. The letter of credit for this portion of the work must be equal to no less than 15% of the completed work plus 100% of the outstanding work, to a minimum value of $10,000.00, provided that all underground works have been assumed. The remaining funds will be released on assumption of the surface works items. Details of the security reduction process are included in Appendix V2-A.

4.2.2.5 Lot performance

An initial amount of $500 per lot shall be posted by the Developer to ensure conformance with the approved lot grading plan. This security may be reduced on a lot-by-lot basis when the City has received an acceptable Development Compliance Letter (DCL) (complete with as-recorded drawing and copy of the planting voucher) and City staff has confirmed the start of the two-year maintenance period for that lot. A minimum amount of $10,000 shall be retained until such a time as all lots in the development have been placed onto the maintenance period. Details of the security reduction process are included in Appendix V2-A.

4.2.2.6 Erosion control

A security equalling 100% of the total cost of all erosion and sedimentation control measures must be posted prior to any area grading works in accordance with the site alteration permit.

When all erosion and sedimentation controls have been installed and inspected, the Developer may request that the letter of credit be reduced to 15% of the contract value of the works completed and 100% of outstanding work. The remaining 15% will be retained until such a time that the Subdivision Agreement has been entered into between the City and the Developer. At that time the current erosion control security shall be discharged and the outstanding 15% shall appear as line items for the ongoing maintenance of erosion and sedimentation controls. This remaining 15% will be reduced on a percentage basis of lots that have received lot grading approval out of the total number of lots.

4.2.2.7 Lot grading

When a lot has been placed on the maintenance period, then the lot performance security is eligible to be reduced. Reduction requests shall include the following information:

Original value of the Letter of Credit (LC)
Current value of the LC
New requested value of LC
Total number of lots in subdivision
Number of lots submitted to the City for acceptance
Number of lots released by the City

Once all information has been verified, the Engineering and City Construction staff will process the request and notify Financial Services to reduce the applicable security. A minimum of $10,000 will be retained for Lot Performance until such time as all lots in the development have been granted final approval.

4.2.2.8 Security release

Upon final assumption of works by the City, the Developer may request release of any remaining securities related to those works. For the final security release to be processed, a written request must be provided to the City by the Engineer including the following information:

Subdivision name including appropriate stage, phase, draft plan number, and if available, registered plan number.
Original, current, and requested value of the security as well as the Letter of Credit (LC) identification number.
A complete LC summary sheet outlining remaining and completed works (Appendix V2-A). Items with changes within the LC summary sheet must be highlighted.
Reference to the letter issued by the City confirming the date the works were assumed.

4.2.2.9 Park / open space

The Landscape Consultant shall prepare a detailed cost estimate for the park/open space plan to the satisfaction of the City. The cost estimate shall include all related construction costs, monitoring and maintenance costs, and all applicable taxes at the time of signing the Subdivision Agreement. Failure to submit this cost estimate will delay the subdivision registration.

Once the park/open space construction is tendered and awarded, if the contractor’s construction costs are greater than indicated in the Letter of Credit, the Developer is required to solely fund the additional construction costs. Once the two (2) year maintenance period has been completed, further reduction in the Letter of Credit can be given if all works are in good order and the Final Acceptance Certificate (FAC) has been awarded. Securities can be completely reduced once all warranties have expired.

4.2.3 City share of municipal costs

The City of Waterloo may contribute funding to growth related capital projects and oversizing of infrastructure internal to a Plan of Subdivision in accordance with the City’s current Development Charge Background Study and associated Bylaw. City contributions to a project may occur for future growth in the area, or if a benefit to existing lands may be realized. For capital projects, City share funding is typically from the following two sources:

The development charge reserve comprised of fees collected from new development to pay for the ‘growth’ component, and
The capital reserve fund comprised of revenue from the general tax levy and water and sewer rates to cover the benefit to existing component or any assessable City owned lands abutting the works.

City contributions to any development related project requires Council approval. Council approval is normally acquired during the annual Capital Budget process prior to the anticipated time of development of any particular Plan of Subdivision as identified in the City of Waterloo Staging of Development Report. If the plan is to proceed in advance of Capital Budget approval, then the Developer will have the option to wait for approval or enter into a front-ending agreement with the City whereby the Developer finances the construction of the works until such a time that the City has an approved source of funding. Front-ending agreements are subject to the statutory requirements of the province (e.g., Development Charges Act, Municipal Act).

The City’s funds for a project are to be paid based on actual prices approved by the Engineering Services Division to an upset limit established in the Development Charge Background Study and Capital Budget.

When City funding is included in a project, the Developer’s consultant must issue a Public Tender in accordance with the City of Waterloo Purchasing Bylaw.

4.2.4 Park and open space

The Developer is required to pay all park/open space design and construction costs, as well as all maintenance costs during the maintenance/warranty period as outlined in this manual.

4.2.4.1 Park and open space development charge funds

Development Charges are collected by the City of Waterloo to fund components for hard and soft services in new development areas. Some compensation for certain elements within the park's development may be funded by Development Charges. The Developer or Landscape Consultant should confirm with the City of Waterloo if their park development is approved for funding. Typical elements that may be funded are play structures, water, and hydro services. Not all parks will require these elements.

If funding is confirmed by the City of Waterloo, the Developer should request funding compensation in writing once the elements are installed. Invoices from suppliers are required to document costs.

Note: If funding is available, items will only be eligible if the City’s Purchasing Bylaw: Procurement Policies & Procedures is followed.

4.2.4.2 Procurement policies and procedures

When using Development Charge Funds and/or City funds for any park/open space development, the City of Waterloo purchasing Bylaw: Procurement Policies and Procedures is applicable and shall be adhered to. This Bylaw outlines how items are to be purchased when City funding is used. The Developer or Landscape Consultant should confirm with the Development Engineering Landscape Architect how this Bylaw impacts the quote/tender process required to award/build cost-shared or development charge funded items. Currently, the Procurement Policies and Procedures dictates that the Landscape Consultant shall certify to the City that a minimum of three (3) bids and/or tenders were called for Landscape Development.

The Bylaw outlines the following but is not limited to:

General provisions regarding how acquisitions shall be made
Procedural requirements for purchasing parameters, public tenders, recommendations to award, consultants, etc.

The Purchasing Officer of the City of Waterloo will review and update this Bylaw when needed. Please see the Development Engineering Landscape Architect to ensure the most up-to-date version of this Bylaw is being adhered to at all times.

4.3 Construction

4.3.1 Construction Sequence

Site Grading
1. Erosion and sedimentation control installation, tree protection fencing, buffer delineation, required signage
2. Clearing and grubbing
3. Area grading including stormwater management facilities and parks
Underground Servicing
1. Sanitary Sewers
2. Watermains and Appurtenances
3. Storms Sewers, including Infiltration Galleries, Clean Water Collector as required
4. Granular Road Base
5. Concrete Curb and Gutter
6. Base Asphalt
Surface Works
1. Landscaping of Park Blocks, Open Space Blocks and SWM facilities
2. Sidewalk, Boulevard topsoil and sod, and Driveway Ramps
3. Walkways, Fencing, and Trails
4. Boulevard Trees
5. Surface Asphalt

4.3.2 Construction timing

Surface Works
1. No concrete or asphalt work may be completed after November 30th of each year unless specifically approved in writing by the Director of Engineering Services
2. Surface works including sidewalk, boulevard topsoil and sod, street trees and driveway ramps for individual units are to be completed on a lot-by-lot basis.
3. Between March and October, these items are to be completed no later than 2 months after the brickwork and garage floor have been completed, weather permitting
Surface Asphalt
1. Surface asphalt is to be completed on a street-by-street basis when all houses have been completed on a particular street or two (2) years after base asphalt has been placed, subject to approval by the Director of Transportation Services.
2. Prior to placement of surface asphalt, City staff must inspect base asphalt and curbs and all deficiencies must be rectified.
Park Blocks
1. Park blocks are to be constructed within one year of the issuance of the first building permit within the phase or subdivision or at the discretion of the Director of Engineering Services.

4.3.3 Site meetings

The Developer’s Representative shall arrange a mandatory Pre-construction Meeting including the Contractor and Engineering Services staff prior to the commencement of construction. Site meetings shall be held on a regular basis throughout construction to review progress and address any issues that may arise. The Engineer shall notify the Engineering Services Project Manager at least one week in advance of all pre-construction and site meetings.

4.3.4 Access roads

The City shall approve construction access routes.

Where more than 26 lots are to be developed with only one means of access, a 6.0-meter-wide temporary access roadway is to be constructed. Details of elevations, base thickness, pavement thickness, etc. shall be submitted for review by the City. While the temporary access road is being used, suitable warning signs shall be placed at all access points to the roadway advising that it is not a public roadway and anyone using it is doing so at their own risk
Dead-end signs and barricades shall conform to the City’s standard drawings. Refer to Standard Drawings.

4.3.5 Inspections

The Engineer shall supervise and inspect the installation of all works to ensure conformity with the accepted engineering drawings, contract documents and good engineering practice. The City shall have the right to inspect the installation of the works at any time without notice.

If the works are not being carried out in an acceptable manner, City staff may direct the Engineer in writing to stop work until such time as the installation is completed to the satisfaction of the Director of Engineering Services. The Engineer is required to provide written confirmation that all work has been completed in accordance with the design, the contract, and good engineering practice.

4.3.6 Landscape

4.3.6.1 Pre-Construction signage

The Developer shall install pre-construction signage for park/open space development as per Subdivision Agreement standard requirements to the satisfaction of the Development Engineering Landscape Architect.

Signage shall be installed by the Developer at the time the road right-of-way provides access to the site or upon request by the Development Engineering Landscape Architect and shall remain until the Park/Open space construction is complete.

Pre-construction signage may also be required for stormwater management areas, environmental buffers, woodlots, etc. at the discretion of the City of Waterloo.

All pre-construction signage shall be removed by the Developer on the date specified by the Development Engineering Landscape Architect. Post holes are to be restored after removal of the signs.

The signage shall be sited and of an appropriate size for visual clarity from the street see Standard Drawings.

4.3.6.2 Access

The Developer shall be responsible for maintaining site security and restricting public access during the construction of the park/open space.

City staff shall have the right to enter a park/open space site at any time for the purpose of inspecting construction quality and progress.

It is the Developer’s responsibility to ensure that park/open space(s) under construction are ‘closed’ and all public access prevented until the landscape works have achieved Substantial Completion from the City. This should be noted on the Temporary Pre-construction Signage - see Standard Drawings.

4.3.6.3 Inspection of works and required testing/audits

The City of Waterloo, at its discretion, will inspect the works in progress, in order to ensure that all City specifications and standards are met. The City may also engage independent inspection firms to verify test results. The Contractor shall immediately correct any noted defects.

4.3.6.4 Unauthorized use

Stockpiling of topsoil or any other materials or objects, other than that which will be used for the park/open space, is not permitted without the written permission of the Development Engineering Landscape Architect.

If stockpiling occurs on site, the City, at its discretion, will have the materials removed at the sole cost of the Developer. This cost will include time, equipment, labour and administration fees. The City of Waterloo does not permit the location of unapproved materials or structures within park blocks and/or open spaces at any stage of development without the written permission of the Development Engineering Landscape Architect.

4.3.6.5 Construction

Prints of the City-approved drawings shall be the only drawings used for the construction of the subdivision landscape features and must have Approved by the City of Waterloo stamped on all plans.

The Developer is responsible for verifying grades prior to park/open space construction and shall provide a grading plan within the context of the landscape plans to the Development Engineering Landscape Architect for review and approval. The grading plan shall note how the parcel of land relates to the grades on the surrounding parcels.

During the construction phase, the Developer or Landscape Consultant must undertake/ provide the following:

One (1) construction schedule that identifies significant components of the park/open space development and highlights key stages for inspections and approvals by the City of Waterloo. The construction schedule shall be submitted prior to the commencement of park/open space construction
Before construction begins, forty-eight (48) hours’ notice must be given to the Development Engineering Landscape Architect. If necessary, arrangements will be made for startup and regular on-site meetings
Prior to commencement of construction, all material testing information shall be submitted to the City for evaluation and approval. During construction, test results shall be submitted to the City as soon as they are available (as applicable)
If there is City of Waterloo cost sharing (including Development Charge Funds), all change orders relative to the cost-shared items shall be submitted for approval by the City of Waterloo
If requested, provide written copies of all correspondence including site minutes between the Landscape Consultant/Developer/Contractor relating to landscape development within the subdivision to Development Engineering Landscape Architect
The Developer and the awarded Contractor shall coordinate all work in cooperation with the City’s municipal service contractors and utility contractors, including locates, if applicable
Unless other provisions are provided for within the Subdivision Agreement, all new parks/open spaces are to achieve the Substantial Completion Certificate (SCC) within one (1) year of the first building permit being issued. Notwithstanding the above, the timing of the construction of the park/open space block, as approved by the City, shall be outlined in the Subdivision Agreement.

4.3.6.6 Insurance clauses

During the construction phase, the Developer, Landscape Consultant, and the Landscape Contractor are required to purchase Commercial General Liability Insurance and any other applicable insurance for park construction. The City shall be named as an ‘Additional Insured’ party.

These types of insurance must be in force for the duration of the landscape construction and be in the amount of not less than $5,000,000.00 for each insurance type, or the City’s then current requirement, whichever is greater.

4.3.6.7 Liability

During construction of the park/open space block(s) the Developer (including the Landscape Consultant and contractors) shall be solely responsible and liable for any accidents or injuries that may occur on site.

All consultants, contractors, and employees working on behalf of the Developer must adhere to the minimum quality and safety performance standards of the City.

Once Substantial Completion has been established and the maintenance/warranty phase of the contract is underway, if an accident or injury occurring on site can be proven to have resulted from construction or installation, then the Developer (including the Landscape Consultant and Contractors) shall be considered solely liable.

4.3.6.8 Purchasing City standard items

With park/open space development, the City of Waterloo requires certain standard products to be used in new developments. These products are available for purchase from the City Stock Room. This process is intended to allow contractors to receive the required materials in an efficient manner and to ensure consistency of materials throughout the City of Waterloo. For current Stock Room items and price list, see Appendix V7-D.

The Contractor is not required to purchase these items from the City of Waterloo Stock Room and can source the material directly from the manufacturer if so desired.

4.4 Certification and maintenance

4.4.1 Start of maintenance

After satisfactory completion of the visual inspections, the Engineer shall submit a Maintenance Package to Engineering Services. The Engineer shall confirm in writing that all of the requirements of the subdivision have been met and that the works have been constructed in accordance with all applicable standards. The package shall include a stamped cover letter providing certification that all the works within the particular phase have been completed in accordance with the accepted design and lists all the items included. Some of the items included in the maintenance package are required to be submitted periodically during construction. Submission dates for these items should be noted in the cover letter.

A typical Start of Maintenance Package would include the following:

Pre-construction test results – granular sites, mix designs
Sieve analysis and compaction testing of sewer and watermain bedding material
Sieve analysis and compaction testing of road subgrade and granular base courses
Asphalt tests of the base asphalt courses, marshall testing, compaction
The date the Engineer and Developer submits all required certificates, testing reports, and inspection documentation in support of installation and commissioning of the services under the Form 1 and ECAs and the City has signed Part 5 Post-Construction Owner Verification of the system alteration forms.
Concrete tests for curb and gutter – air, slump, 28-day strength, etc.
Deflection Testing
Watermain test results including, bacteriological analysis, residual chlorine, leakage/pressure testing, and conductivity test results for tracer wire as per DGSSMS
Exfiltration/infiltrations testing of sanitary and storm sewers (air testing preferred for PVC pipes)
Surface Works shall include the following, if applicable:
1. Asphalt tests of the surface asphalt courses, AC content, compaction, etc.
2. Pre-construction test results – mix designs, etc.
3. Concrete tests for sidewalk confirming air, slump, 28-day strength
4. Compaction testing for granular base
5. Construction inspection reports
See Park and Open Space section below for requirements for parks and trails
As-recorded drawings
CCTV Inspection
Outstanding construction inspection reports
Outstanding Erosion & Sedimentation Control Monitoring reports
A letter certifying that all of the requirements of the subdivision agreement have been met and that the works have been constructed in accordance with City standards.

The Engineering Services Project Manager will start the maintenance period on consideration of the following dates:

The date that the works were inspected and, from the visual inspection, appeared to be completed to City Standards
The date that deficiency repairs were carried out
The date the Engineer submits all the required documentation

If deficiencies are noted, the City will notify the consultant of major deficiencies that must be repaired prior to commencement of maintenance and minor deficiencies that may be repaired prior to the end of the Maintenance Period.

Representatives from Engineering Services, the Developer’s Representative and the contractor, shall conduct a visual inspection. The applicant must provide the following notice to schedule an inspection date with the City:

Underground Services to Base Asphalt: 3 business days
Surface Works: 2 weeks

4.4.1.1 Underground services to base asphalt

The following items must be complete and free from defects prior to commencement of maintenance period for underground services up to and including base asphalt, curb and gutter:

All sewers, watermains and roadworks have been constructed to the City of Waterloo standards
Storm and sanitary sewers have been flushed and clear of all debris
Watermains are operational
Water valves are visible, operational, and “plumb”
Water boxes are visible and “plumb”
Tracer wire is successfully tested
Roads have been completed to curbs and base course asphalt, unless otherwise directed by the Director of Engineering Services

4.4.1.2 Surface works

Surface works may be accepted for start of maintenance within each phase on a street by street, item by item basis, for the following items:

Traffic Signage
Sidewalk
Driveway ramps
Parks and Open Spaces
Boulevard landscaping, including topsoil, sod and trees
Surface asphalt
Entrance features
SWM plantings, living fence, property demarcation, trails, rear lot planting, and buffers
SWM ponds
Noise mitigation measures, sound barriers
Walkway blocks including surface asphalt, fencing and bollard gates
Emergency accesses

4.4.1.3 Park and open space

The Landscape Consultant shall request an inspection for Substantial Completion of the completed landscape works. Consultant to ensure that all the requirements are met for Substantial Completion before the inspection is requested. Substantial Completion shall be granted if the following criteria are met:

All landscape works are installed in accordance with the approved construction drawings and to the satisfaction of the Development Engineering Landscape Architect
The Landscape Consultant shall request, in writing to the Development Engineering Landscape Architect, a Substantial Completion Inspection during the active growing season. Inspections shall not take place between October 31st to April 30th
The inspection shall include the Development Engineering Landscape Architect, additional City staff (if required), the Contractor and Landscape Consultant. The Development Engineering Landscape Architect will generally be available within 48 hours written notice for inspections
The Landscape Consultant is responsible for filling out the top portion of the Substantial Completion Certificate (SCC) and stamping the form, as well as bringing a clean Inspection Report form to the site inspection
If asphalt or concrete has been used on site, a geotechnical report must be submitted at the time of request for Substantial Completion certifying that the materials have been installed to specification
If a play structure or non-standard equipment has been installed, a third-party playground audit, maintenance kit (including: detailed installation instructions, a complete parts list, detailed maintenance instructions, all specifications), and warranties/receipts must be submitted to the Development Engineering Landscape Architect
The Landscape Consultant shall acknowledge on the SCC inspection form that a minimum depth of 225mm (9”) of topsoil has been provided on site
The originals from this meeting will go to Development Engineering Landscape Architect and will be copied and returned when the SCC is awarded
When all issues are addressed, the Landscape Consultant will receive approval in the form of the City-signed Substantial Completion Certificate (SCC) (Appendix V7-G) and then proceed to the warranty/maintenance period.
The Landscape Consultant shall provide a digital set of As-Recorded drawings (for landscape development) within three months of construction completion.
The Landscape Consultant shall provide all maintenance specifications and obligations during the maintenance period.
Within the Letter of Credit, the Developer shall cover the costs of maintaining the park/open space for two (2) years. The Letter of Credit is submitted to the Development Services Engineering Project Manager. This is submitted at the time of the Concept Plan Submissions.

4.4.2 Maintenance period

The typical duration of the maintenance period shall be as follows:

Underground Services to Base Asphalt - 2 years
Surface Works - 2 years
Stormwater Management facilities - 2 years for servicing, 2 years for landscaping, clean out and maintenance on 90% build out
Lot Grading - 2 years
Park and Open Space Blocks - 2 years

Deficient or damaged works observed by the City during the maintenance period will be documented as corrective action by the Developer. If deficient or damaged items are not repaired in a timely manner by the Developer, the City may complete the required works at the Developer’s expense after providing notice. Items that are considered to be emergency repairs will be completed by City crews as required at the Developer’s expense. Notification will be provided as soon as practical.

Developer obligations throughout the maintenance period are specified in the Subdivision Agreement; and key items are indicated below:

4.4.2.1 Underground services to base asphalt

Maintain all erosion and sedimentation controls, repair as required and document all inspections and work completed
Maintain all underground services
Repair all significant deficiencies or damage as directed
Monitor and maintain street and storm drainage
Inspect catchbasin and catchbasin maintenance holes on an annual basis, and clean as required
Sweep streets on a weekly basis during the construction season (April to November)
Scrape streets as required
Flush and clean all storm and sanitary sewers if conditions warrant
Install pavement markings on base asphalt
Maintain a logbook of maintenance issues outlining any failures and deficiency repairs for submission to the City at the end of the maintenance period
Ramp asphalt around CBs and CBMHs before winter to avoid issues with snowplows

4.4.2.2 Surface works

Maintain all surface works and landscaping items including trees, shrubs, and turf
Regularly inspect and repair playground equipment as per CSA Standards
Regularly remove garbage from trash receptacles and maintain landscape works
Repair all significant deficiencies or damage as directed
Ensure bollard gates have secured locks and gates are closed
Sweep streets on a weekly basis during the construction season (typically April to November)
Scrape streets as required
Pay for the initial installation of all signs within the development
Replace all damaged or stolen signs during maintenance
Complete all pavement markings on surface asphalt
Complete winter maintenance for all park/open space sidewalk frontages and specified walkways/trails as per City and Provincial Standards (Snow removal - City of Waterloo)
Remove pedestals (obstructions protruding from ground) prior to LC reduction in subdivisions
Ensure parks are free from adjacent encroachments.

4.4.2.3 Park and open space

4.4.2.3.1 Obligations during maintenance period

All park/open space constructed by the Developer shall be maintained by the Developer to Final Acceptance of a park/open space.

The Developer shall maintain or cause to be maintained, all underground, surface and landscaping works and every part thereof in good order and complete repair for a period which is two (2) years from the date of receipt of the Substantial Completion Certificate (SCC).

The Developer shall make good, in a permanent manner satisfactory to the Development Engineering Landscape Architect, any and all damage or injury to the work during the Maintenance Period until Final Acceptance is granted. If the Developer fails to carry out any or all of these repairs within a reasonable length of time, the Development Engineering Landscape Architect may complete the required repairs at the Developer’s expense.

Until the park/open space is given Final Acceptance and the City assumes responsibility for maintenance, the Developer shall be responsible for:

A monthly inspection of all park/open space elements to ensure safe use
Plant Care (e.g., watering, pruning, weeding of planting beds, grass cutting)
All related maintenance activities such as regular garbage pick-up, pathway maintenance, turf maintenance, ball diamond maintenance, etc. to City specifications
See Volume 7 for maintenance specifications.
Winter maintenance of pathways to City specifications when required

4.4.2.3.2 Obligations during warranty period

All components of the park/open space development shall have a warranty honoured by the Developer for a period of no less than two (2) years from the date of receipt of the Substantial Completion Certificate (SCC). The warranty period shall extend to the complete operation of all systems, materials and workmanship including all restorations, to the satisfaction of the City. The Developer agrees to repair or replace any defects occurring within the warranty period, at no cost to the City. Any specific product or service warranties exceeding the two (2) year period shall also be maintained and shall be assigned to the City for the duration of the applicable warranty.

Upon noting a deficiency, the City shall make a written request for all related warranty work to be completed by the Developer. The Developer shall accordingly respond in writing to all warranty requests within thirty (30) working days of the delivery of the said notice by the City. Should the deficiency be related to play equipment, the deficiency shall be rectified by the Developer immediately upon written notification in accordance with current CSA Standards. See Volume 7 for further information.

4.4.2.4 Stormwater management facilities

Maintain all erosion and sedimentation controls and repair as required
Inspect all SWM facilities monthly and within 24 hours of each significant rainfall event
Submit log sheet detailing performance and drain down times for all ponds, infiltration trenches, sand filters, etc.
Maintain detailed records of any alterations to SWM facilities.

4.4.2.5 Lot grading

Once the City has approved the lot grading, the builder/Developer shall be responsible for all drainage complaints for a minimum period of two (2) years or until such time as all outstanding works and deficiencies have been corrected to meet the accepted grading plan. During that two-year maintenance period, if the City receives a grading complaint, the City will direct the complaint to the representative. The representative is expected to address any such complaint in a timely fashion and will notify the City as to the solution.

4.4.3 Final Acceptance

When the maintenance period expires, a complete review will be undertaken to confirm that the materials, workmanship and installation of all works are free from defects, functioning as designed and meeting municipal standards. All deficiencies shall be repaired to the satisfaction of the Director of Engineering Services prior to final assumption.

Underground Services to Base Asphalt - 2 weeks notice
Surface Works - 72 hours

Upon successful completion of this review, the works will be assumed by the City and accepted into the municipal infrastructure, and the Developer may request release of the associated securities.

4.4.3.1 Underground services to base asphalt

When all final testing is complete, the Engineer shall provide a written request for assumption including the following items:

Certification by the consultant that all items are free from defects and functioning as designed
The date of the final inspection and names of those in attendance
Copies of CCTV videos and reports as per the City’s Closed Circuit Television Inspection Specifications for Sanitary and Storm Sewers
Two (2) complete sets of “as-recorded” PDF’s updated to reflect City nomenclature for all pipes and structures of all plans or the entire subdivision
A maintenance log indicating all repair activities undertaken during the maintenance period
A statement by a registered OLS that all standard iron bars and monuments as shown on the registered plan have been found or replaced.

4.4.3.2 Surface works

Final assumption of surface works may be requested within each phase on a street by street, item by item basis. Upon confirmation by the City that all surface works are in order, the Engineer shall provide a written request for assumption including the following items:

Certification by the consultant that all items are free from defects and functioning as designed
The date(s) of the final inspection and names of those in attendance
A maintenance log indicating all repair activities undertaken during the maintenance period.

4.4.3.3 Park and open space

Prior to the City granting Final Acceptance for any landscape development, the Developer shall:

Rectify all outstanding deficiencies to the satisfaction of the City of Waterloo
Ensure associated warranty/maintenance period(s) have expired or been assigned
Ensure that all items for Substantial Completion/Final Acceptance are completed
Complete a site inspection for Final Acceptance with the Development Engineering Landscape Architect and other relevant parties. The Landscape Consultant will be responsible for bringing a copy of the Final Acceptance Certificate (FAC) with the top portion completed as well as a clean copy of the Site Inspection Report form.
All originals will be retained by the City of Waterloo and a City- signed copy will be provided to the Consultant upon the award of the Final Acceptance Certificate (FAC).
The Landscape Consultant shall request, in writing to the Development Engineering Landscape Architect, a Final Acceptance Inspection during the active growing season. Inspections shall not take place from October 31st to April 30th. The inspection shall include the Development Engineering Landscape Architect, additional City staff (if required), and the Landscape Consultant. All works shall be completed and maintained in good order to the satisfaction of the City of Waterloo
Upon Final Acceptance , the Letter(s) of Credit held by the City for the park/open space receiving Final Acceptance will be returned to the Developer upon written request by the Developer to the Development Engineering Project Manager.
Once the Final Acceptance Certificate (FAC) has been awarded, the City will assume all maintenance and operation of the park/open space.

4.4.3.4 Stormwater management facilities

Final Acceptance of stormwater management works is contingent upon complete development of all contributing areas. Undeveloped lands continue to have adverse impacts on the downstream sewers and SWM facilities in the completed areas. Extension of the associated maintenance period for SWM works beyond 2 years will be required if buildout is not completed within that time frame. Procedures to transfer the responsibilities from one Developer to another as per the subdivision agreement will be provided at Final Acceptance of downstream works.

The following items are required prior to Final Acceptance of a pond by the City:

Address all deficiencies as provided during deficiency walk-through.
Dredge pond to original design and provide stamped and signed marked “As-Recorded” drawings including all pond details (including, but not limited to, surveyed as-recorded bottom of pond and surveyed top of sediment and any additional features).
All inspection reports for the facility and any additional features (LID/OGS including record of last clean-out, if applicable).
Copy of the ECA (CofA) Approval for this facility.
Copy of the final SWM Report
Copy of the final O&M manual
Letter from Developer/owner upon assumption transferring ownership of the CLI-ECA to the Corporation of the City of Waterloo. A sample letter is provided in Appendix V2-D.

4.4.3.5 Lot grading

When all grading activities have been completed and the lot is sodded, the representative is responsible to perform a visual inspection and a survey of the lot to verify that the lot adheres to the intent of the accepted grading plan as prepared by the Engineer. The representative shall then record the as-recorded grades and elevations on a drawing and submit it to the City for review. Drawings that are found to be deficient or illegible will not be reviewed and resubmission will be required. Refer to Volume 3 for As-Recorded Drawing Requirements.

5.0 Capital projects – linear infrastructure

This section is intended to provide guidance on the standard engineering practice of completing linear infrastructure type projects in the City of Waterloo. Projects that may typically fall under this category includes road reconstructions, road widening projects, road extensions, new roads, utility replacements or rehabilitations, utility service extensions and other projects exempt from Environmental Assessment Act requirements.

The information below is not intended to be a full and comprehensive list of all required to complete an engineering project and does not look to repeat the requirements of the Municipal Class EA process. It is intended to be a guide to outline the City’s typical expectations from its service providers completing linear infrastructure projects in the City of Waterloo. Other agreements such as request for proposals and request for tenders may include information contrary to this document and will always take precedence over this document.

5.1 Engineering phase

The engineering phase is the first step in the project once procurements have been completed to hire an engineering consultant for the project. The initial step is to gather and review information about the project, including but not limited to:

Historical information such as drawings and reports
Complete a Topographical survey of the Project Area and create the base plan in AutoCAD Civil3D
Master plans related to area or project scope (e.g., Water Distribution Master Plan)
CCTV inspections of existing infrastructure
Hydrovac daylighting of municipal services and third-party utilities to confirm depth, location and size
Active development plans and proposed zoning Bylaw changes

Once the information has been gathered and reviewed, we begin to engineer the proposed solution that meets all of the requirements determined in the previous stage while also balancing capital and operational costs. The engineering team will work together to design new infrastructure (accounting for future growth expected of the area) and engage the public to keep them informed of the project progress and potentially aid in making decisions about the project. All of this with the end goal of a fair public tendering process to obtain market pricing for the work in accordance with the City’s procurement Bylaw and policies.

Throughout the engineering phase, a number of meetings will occur within the project team and with external parties. The consultant is expected to circulate an agenda for the meeting to all parties at least one week in advance of the meeting. The consultant will circulate meeting minutes to all parties within one week of the meeting for review and acceptance of the minutes.

5.1.1 Project initiation

5.1.1.1 Project initiation meeting

The initial task of the Engineering phase is when the consultant team and the City project team meet to discuss the project scope and schedule for the first time. This ensures both parties have a shared understanding of the project goals and deliverables.
Deliverables:
1. Project initiation meeting
2. Project schedule in Gantt chart form, identifying all key milestones, deliverables, and the critical path of project tasks
3. Identification of scope missing from the project that will be required to finish the work
4. Identification of what additional team members is required – electrical, mechanical, landscape architecture, etc.

5.1.1.2 Background data collection

Following this meeting, the Consultant is to review all existing information available and gather further information that is needed and not yet available. Ensuring a complete understanding of the Project and the Project Area will minimize issues during construction which typically come with high cost to the project budget and schedule.

5.1.1.3 Desktop review

The City will provide the Consultant with available documentation of the project area, including as-recorded drawings, geotechnical investigation reports, GIS data and other information that may be available or requested by the Consultant.
The City will provide the Consultant with any CCTV inspection reports and/or records in the City's database for review. CCTV records may not be complete, and the Consultant should identify missing reports and videos for possible follow-up.
It is expected the Consultant will review all existing documentation of the Project Area provided by the City to confirm existing conditions and identify potential opportunities and constraints.
The City assumes no responsibility for the validity of any information on existing documents. It is the sole responsibility of the Consultant to determine all existing field conditions.
The Consultant is expected to review environmental mapping of the Project Area to confirm all regulatory and design requirements, such as GRCA regulation limits and flood plain areas, Species at Risk mapping through the Department of Fisheries and Oceans, location of nearby Source Water Protection areas, and other such maps as may apply. The consultant is also expected to be familiar with the various Master Plans to ensure the project is completed as envisioned in the governing plan(s).
Should the City complete the topographic survey and provide the Consultant with the PDF and AutoCad version of the information, it will be the sole responsibility of the Consultant to verify the accuracy and completeness of the survey information provided. It should also be assumed the Consultant will be required to confirm the inverts of key sewer locations as identified above.
Deliverables:
List of absent background information expected and required from the City or to be gathered in the field, including cost estimates to complete the investigation should the work be considered out of scope

5.1.1.4 Field data

Topographic survey requirements
1. The consultant shall confirm the date of the survey with the City at least 10 business days prior to the first day of survey. The consultant shall prepare and deliver notification letters to affected residents providing notice that the road is scheduled for reconstruction and notifying them of the start of the topographic survey. A template for this first notification will be provided to the consultant.
2. As a minimum the survey must include key existing features such as: asphalt, curb, sidewalk, retaining walls, infrastructure elements (i.e., top of grate, inverts, water valves, hydrants, water boxes, etc.), utility elements, existing natural systems and drainage, grades, trees, landscaping features, driveways, etc. The survey shall at a minimum include +/- 10m beyond the proposed right-of-way (ROW) or face of buildings (whichever is further) and +/- 25m beyond the ROW at all intersections. The base plan shall be created and integrated with legal reference plans. The City will provide copies of existing legal reference plans it has on file. The survey is to be georeferenced to NAD 83 Zone 17. The consultant shall provide the City with the base plan electronically in AutoCad and pdf formats.
3. At a minimum, each upstream sanitary and storm structure contributing flow to the project area as well as each downstream sanitary and storm structure acting as an outlet for the project area shall be surveyed. This survey shall include, at a minimum, a visual assessment of the structure’s conditions, invert elevations of each inlet/outlet, and the size and material of each inlet/outlet pipe. All information is expected to be gathered without entering the structure unless otherwise outlined in the specific project scope.
CCTV inspections
1. If warranted, additional CCTV inspections may be completed to fill in gaps in the CCTV documentation provided by the City at the start of the project.
Daylighting of existing utilities
1. During the initial design phases, the City may approve the use of a hydrovac truck to expose and survey existing utilities to confirm their location and depth and avoid conflicts with proposed infrastructure.
2. The daylight location(s) should be identified in the 30% design phase, and no later than the 60% design phase, to avoid significant rework if a conflict is confirmed.
Geotechnical investigation
1. The City will typically complete a geotechnical investigation through a separate contract.
2. Draft reports will be submitted to the City and circulated to the Consultant for review, comment, and inclusion into the project design and specifications. This includes Assessment of Past Uses and Soil Characterization reports. Depending on the timing of the project the Sampling and Analysis Plan may also be provided to the Consultant for review and comment.
Tree inventory/condition assessment
1. Prior to project initiation meeting, the City's Forestry department will complete a condition assessment of existing trees within the project limits. Forestry will identify any trees it wishes to proactively have removed, which will be incorporated into the design. The Consultant will identify other trees that may need to be removed to facilitate infrastructure installation/rehabilitation and Forestry will be provided the opportunity to review along with key stakeholders at the various design stages. Tree removals should be completed outside the migratory bird nesting window and is typically completed by City forces following the first PIC.

5.1.2 Design

The design stage is broken out into multiple deliverables based on percent complete, typically 30%, 60% and 90%.
The City is to be given 15 business days following each deliverable to review and provide comments. The deliverable is circulated by the City Project Manager to all interested and affected City departments, such as Transportation, City Utilities, Parks and Forestry etc. A design review meeting is held shortly after comments are sent back to the consultant.
All design shall be completed as per City of Waterloo standards, Master Plans and other applicable required standards and guidelines (i.e., City of Waterloo Comprehensive Engineering and Landscape Manual, AODA, DGSSMS, MECP, OPS, OTM, TAC etc.).

5.1.2.1 30% design

The purpose of this initial design stage is to spend minimal effort to confirm the intent of the design. Taking the opportunity to review initial design decisions allows changes to be made to adjust the design, minimizing impact to existing features and confirming the proposed cross-section with minimal cost required in rework.
May require multiple options be developed depending on the project. This could include multiple road cross-sections, location of an added sidewalk, alignment of City utilities, selecting a preferred mode of cycling infrastructure, or other options as required by the project.
Drawings required include but may not be limited to:
1. Existing Conditions and Removals
2. Proposed Conditions
3. Typical Cross-sections
The design shall primarily focus on plan view, determining the alignment of the road centerline, sidewalks and underground infrastructure. Profile views on the plan and profile drawings are not required at this stage. Proposed cross section drawings are required for the purposes of confirming cross section locations and should only show existing surfaces. Storm and sanitary catchment area drawings are not required at this stage. Conflict points shall be identified; however, clearance information is not required at this stage. Property acquisition requirements should be estimated at this stage.
Once the complete 30% design deliverables are submitted to the City, the City will review the documents and provide comments to the consultant within 10 business days. Following receipt of the City’s comments, a 30% design review meeting will be held with the City and Consultant present to review the comments before moving onto the 60%design stage.
An initial project notice and intake questionnaire shall be delivered to the residents and other nearby interested and affected parties. The City will provide a template for this questionnaire. See the Public Information and Engagement section, for more details.
Initial utility coordination is required in this phase. It is expected the consultant will circulate base plans and receive feedback from each of the impacted utilities. See Third Party Utilities section below for more details.
A review of the project scope and the expected required approvals is required in this phase. See Third Party Approvals section, below for more details.
Deliverables:
1. Utility Coordination Summary Letter (See Section 4.1.5)
2. Approvals Review Summary Letter (See Section 4.1.6)
3. Engineering Drawings
4. Construction Cost Estimate
5. Design Review Meeting

5.1.2.2 60% design

The purpose of this design stage is to further confirm the design by reviewing grading needs, storm and sanitary catchment areas, and identifying conflicts with other utilities in the project area. Comments made on the 30% design submission should be addressed and more details of the project known.
Drawings required include but may not be limited to:
1. Existing Conditions and Removals
2. Proposed Plan and Profiles
3. Property Impact Plans (as required)
4. Storm and Sanitary Catchment Plans
5. Typical Cross-sections
6. Detailed Cross-Sections
7. Notes and Details
The drawings shall include preliminary vertical design information for the road and underground services. Conflict points shall be identified, and clearance information shown. Conflicts are to be identified but not necessarily solved at this stage. Steep grades requiring profile adjustments, retaining walls, etc. shall be identified but not necessarily solved at this stage. Property acquisition requirements should be refined based on grading requirements.
Once the complete 60% design deliverables are submitted to the City, the City will review the documents and provide comments to the consultant within 15 business days. Following receipt of the City’s comments, a 60% design review meeting will be held with the City and Consultant present to review the comments before moving onto the 90%design stage.
Deliverables:
1. Engineering Drawings
2. List of Anticipated Specifications and Special Provisions
3. Construction Cost Estimate
4. Design Review Meeting

5.1.2.3 90% design

The purpose of this design stage is to finalize the design by refining grading needs, storm and sanitary catchment areas, and solving conflicts with other utilities in the project area. Comments made on the 60% design submission should be addressed and issues identified in the 60% design stage solved for.
This submission should be considered as a draft tender package. During the review period it is typically expected to have only minor refining comments on the design.
The drawing set is expected to be a completed and refined drawing set as required at the 90% stage.
The drawings shall include finalized vertical design information for the road and underground services. Conflict points shall be solved for and labelled on the drawings. Steep grades requiring profile adjustments, retaining walls, etc. shall be solved for at this stage. Property acquisition requirements should be finalized, and Property Impact Plans finalized and issued for acquisition.
The Consultant is to provide the City with an estimate of the working days required for the project along with the cost estimate.
All required Specifications and Special Provisions shall be provided for review by the City.
Once the complete 90% design deliverables are submitted to the City, the City will review the documents and provide comments to the consultant within 15 business days. Following receipt of the City’s comments, a 90% design review meeting will be held with the City and Consultant present to review the comments before moving onto the 100%Design / Issued for Tender stage.
At this stage, if there are many or major comments on the design, the City may elect to have a 100% Design deliverable prior to receiving the final Issued for Tender documents. Following the 90% or 100% deliverable, as required, the consultant is expected to address all comments on the submitted design package and provide final Issued for Tender documents.
Deliverables:
1. Engineering Drawings
2. Specifications and Special Provisions
3. Description of Bid
4. Construction Cost Estimate in the format of the City’s Form of Tender template
5. Construction Working Days Estimate
6. Design Review Meeting

5.1.3 Tendering

The Tendering phase is when the City will post the completed documents to an online bidding platform where any qualified contractors may choose to submit a bid for the work outlined in the documents.

The Consultant shall submit final documents for tendering, including an Excel (.xls) version of the Form of Tender without the prices filled in on the City’s template, and a Word (.doc) version of the Specifications and/or Special Provisions.
The Consultant shall provide clarifications and answers to bidder inquiries and updates to the documents as required. A maximum two (2) day response time is expected for such inquiries.
The Consultant is required to review the bid submissions for completeness and identify any mathematical or transposition errors of the lowest qualifying bid. Any such errors shall be identified for City Procurement to coordinate required corrections with the Contractor. Should this affect the low bid, the Consultant will be required to repeat this review process for the new low bid submission.
The City’s Procurement Policies and Bylaws dictate the method and duration of the bidding process.
On completion of the tender and award of the contract, the Consultant shall provide sealed Issued for Construction drawings, which are to include any revisions required as identified during the tendering process.

5.1.4 Construction cost estimates

Deliverables at each milestone submission:
1. Construction Cost estimate to -20% to +30% accuracy at 30% Design
2. Construction Cost estimate to -15% to +20% accuracy at 60% Design
3. Construction Cost estimate to -10% to +10% accuracy at 90% Design and Tender Submission
Estimates are not to include engineering fees, approval fees, or contingencies. These estimates are to be an estimate of cost to construct the scope as defined at the point of time of the deliverable. Allowances for items known to be required but quantity not yet defined are permitted
For example, topsoil and sod total area may not be known at 30% but the work is known to be required. An allowance may be added to capture this scope until the areas can be better defined in the next deliverable.

5.1.5 Third party utilities

Early contact with all utility companies with above and below ground utilities is required at the 30% design stage. The consultant shall obtain maps/drawings/plans showing the locations of underground utilities for inclusion on the base plan and shall circulate the preliminary design drawings to the various utility companies in order to assess potential for conflicts. The consultant shall attempt to minimize conflicts. Where conflicts are unavoidable the consultant shall coordinate with the City’s project manager and utility company to have utilities relocated or replaced. The consultant shall also coordinate with utility companies where upgrades or alterations to their infrastructure are desired in conjunction with the reconstruction. The Consultant shall schedule meetings as required with all the necessary utilities throughout the detailed design process.
The consultant shall provide a brief utility coordination summary letter to the City with the 30% design submission, including, but not necessarily limited to: utility companies contacted, the date of contact, the name of the respective contact and corresponding contact information. The consultant shall indicate which utility companies have expressed a desire to proactively alter/replace their utilities in conjunction with the reconstruction and which utilities are potentially going to be in conflict with new or altered City infrastructure.
Meetings with any affected utilities may be required at the request of the City or the Utility. The Consultant will attend these meetings and provide an agenda as well as any supporting documentation as may be required for the meeting.

5.1.6 Third party approvals

At the onset of the project, the Consultant is expected to review the project scope and available background information and existing maps to identify expected approvals required from third party agencies. A summary of the review and justifications is required as part of the 30% design submission in the form of a letter or memorandum. This letter/memo should include as a minimum the agencies reviewed, reasons for requiring or not requiring approval, and when approval is required an estimated timeline and cost for the required approvals shall be included.
As scope changes and more information becomes available, it is expected the Consultant will identify any changes to the expected approvals requirements for the project.
On approval by the City, generally expected at the 90% design phase, the Consultant is expected to submit the Form 1 and CLI-ECA forms as required for the project to obtain the necessary approvals for infrastructure improvement works. See the City’s website for more and current details. Other third-party approvals shall be submitted for at this time as required, such as GRCA, DFO, Region of Waterloo, etc., as identified in the Approvals Review Letter/Memo at the 30% stage and as identified throughout the rest of the project.
Typical approvals reviewed include (in no particular order) but is not limited to:
1. Grand River Conservation Authority
2. Region of Waterloo Corridor Management
3. City Utilities
4. Hydro One
5. Ministry of Transportation
6. Keolis (see Section 6.3 Working Around ION LRT System)
7. Grand River Transit
8. Ministry of the Environment, Conservation and Parks
9. Fisheries and Oceans Canada

5.1.7 Public information and engagement

The City typically follows International Association for Public Participation (IAP2) principles for public engagement and participation. Linear infrastructure design and construction is a standardized process that does not typically have many decision points where public input is required in decision making. Therefore, most linear infrastructure projects fall into the "Inform" level of the public participation spectrum.
The City typically holds two formal Public Information Centers (PICs) and provides multiple other notices either mailed or hand delivered to affected residents at key points in time.
The first PIC is typically held after the 30% or 60% design stage. This PIC is focused on presenting the design and helping the public understand the changes coming and why the changes are being proposed.
1. The timing for the first PIC should reflect the level of public participation required for the project. For example, if the targeted public participation level is "Inform", the PIC can be held following the 60% design submission as that would provide the most complete picture to residents. If the targeted public participation level is "Consult" or "Collaborate", the first PIC may need to occur following the 30%design submission in order to engage the public early enough in the process to avoid unnecessary re-work later on. In this instance, an additional PIC may be warranted later in the design process to inform the public how their earlier participation affected the decision-making process.
The second PIC is typically held following the Tender stage. Once the tender has been awarded to the Contractor, this PIC is held with the Contractor present and is focused on helping people be aware of the final design, the changes to occur to the street, and the impact they will experience living through the construction work.
PICs are typically held in person at a convenient location for the most affected parties. However, online PICs using the Engage Waterloo page can be considered for Inform level engagement projects for the design phase PIC. The construction phase PIC should be provided both online and in person.
All public engagement materials are to be AODA compliant.
The Project Team will need to review the project scope and area to ensure all key interested and affected parties are included in all public notifications. This could include but is not limited to:
1. Nearby schools, churches and community centers
2. Local residents
3. Neighbourhood associations

5.2 Construction phase

Following the award of the tender to the Contractor and the second PIC, the project shifts into the construction phase where the design work is implemented. Generally, Consultant support is continuous through to the completion of construction on Linear Infrastructure projects. Below provides a non-exhaustive list of expectations from the City during this phase.

5.2.1 Engineering support

The Consultant shall provide for the full duration of construction:

Engineering reviews of shop drawings, traffic control plans, staging plans, and commissioning plans submitted by the Contractor
Engineering reviews of changes to design and scope as approved by the City Project Manager
Drawing revisions on request when needed to facilitate changes to project scope and design
Review of materials testing results against specifications

5.2.2 Construction inspection

Full-time inspection support is typically required on linear infrastructure projects. However, there may be times when part-time support would suffice. Full-time support assumes the Consultant’s construction inspector would be on site at all times when work is being completed by the Contractor on site. Part-time inspection typically allows for a certain number of check-ins while less significant work is being completed, or work that does not require the same amount of quality assurance or records management.
The City of Waterloo has Construction Inspectors who will be a part of the Project Team. These inspectors provide support to the project, and can help ensure City standards are being maintained, permit requirements are being followed, and provide support to coordinate internal City departments to ensure smooth project completion. City inspectors are not responsible for any record taking, engineering reviews, or ensuring compliance against contract drawings or specifications.
The Consultant inspector is expected to coordinate waste pick-up on-site, liaise with impacted property owners and businesses and provide notices of planned service interruptions, ensuring compliance of construction work against contract drawings and specifications, maintaining an up-to-date record of installed infrastructure (including location, elevation and relevant quality information), and coordinate with the Contractor on site to ensure adherence to project requirements.
The Consultant inspector shall notify the City Project Manager of significant occurrences such as utility strikes, health and safety incidents, and significant design or construction alterations as soon as safely possible.
An ongoing list of deficiencies is to be maintained throughout the course of the project, updated as deficiencies are corrected. At final completion of the work, a Deficiency Walkthrough shall be scheduled with appropriate representatives from the City, Consultant and Contractor all present to perform the walkthrough and identify final deficiencies together.

5.2.3 Contract administration

The Consultant is expected to complete, as required, such tasks as issuing Progress Payment Certificates on a monthly basis, or as otherwise agreed by the Project Team, support the City through claims, negotiations and disputes, review contractor change order requests and provide recommended action to the City, and issue contract change orders as required.

5.2.4 Documentation

On completion of construction as well as key times during construction, the City requires copies of all documentation created as part of the construction, including but not limited to:

Watermain redline drawings prior to final connection approvals
As-recorded drawings (sealed by P.Eng)
Testing and Inspection records as required by the project CLI-ECA documentation
Post construction CCTV inspection is typically completed by the City's annual CCTV contractor, supported by the Consultant. All inspections shall conform to the City's Closed Circuit Television Inspection Specifications for Sanitary and Storm Sewers document.
Change order documentation
Payment certificates
Materials testing reports
Deficiency list, updated as completed
Public and agency liaison records
Health and safety reports

5.2.5 Substantial performance

Substantial Performance shall be awarded when the project meets the requirements as set out in the Construction Act. The process to issue Substantial Performance shall be as per the Construction Act.

Prior to Substantial Performance, all newly installed sanitary sewers, storm sewers, watermains and eligible services shall be inspected and tested as per the CLI-ECA permit and contractual requirements. In a typical road reconstruction project, the City is responsible for scheduling and completing the CCTV inspections of the infrastructure. The inspection records shall be reviewed by the Consultant as well as the City’s Project Manager and any deficiencies identified and documented in a letter. These deficiencies shall be corrected following the terms of the contract, and the letter shall be submitted by the City’s Project Manager to WSreg_approval@waterloo.ca for acceptance and completion of Part 5 of the applicable CLI-ECA forms.

5.2.6 Warranty period

The warranty period on a Linear Infrastructure is typically two (2) years from the date of Substantial Completion. Prior to completion of the warranty period a walkthrough is to be completed to identify any outstanding warranty items requiring correction. Once the list is identified and corrections made, the contract is to be completed and discharged, and the warranty holdback released to the contractor via the final PPC.

6.0 General construction and assumption

6.1 General construction requirements

Construction of site works including vegetation removal, topsoil stripping, grading, servicing and surface works on municipal or private lands within the City of Waterloo may not commence until all applicable approvals, permits, and clearances are in place. Preliminary works may be completed under a separate site alteration or demolition permit, if applicable. Details of required approvals and permits for each phase of construction are included in Section 6.4 of this manual; however, a general summary of requirements is as follows:

All required Engineering and Landscape Drawings stamped “Accepted” by City
Confirmation of required System Alteration or MECP approvals
Other Ministry and Agency Approvals (e.g., GRCA, Hydro One, Enova)
All required permits
City acceptance of proposed Contractor
Proof of Contractor Insurance
WSIB forms
Installation and acceptance of all Erosion and Sedimentation Controls
Posting of performance securities (i.e., Letters of Credit, Cash Deposits or Performance Bonding)
Payment of all Fees
Contractor’s Liability Insurance

6.2 Clearances

For Development Applications and capital projects in the City, it may be necessary to obtain clearances from a number of other organizations that have authority over all or part of the project. It is the Developer’s responsibility to arrange for engineering submissions to any other authority that may have jurisdiction and ensure all conditions have been satisfied. A letter of approval/clearance from the authority agency shall be provided to the Engineering Services Division prior to Engineering Services sign-off of the Building Permit.

6.3 Working around ION LRT system

Permission is required to complete planned projects on or near the Waterloo Light Rail Transit system. Permission for planned works can be obtained by completing a Permit to Work Request and sending it to the Region of Waterloo, with the appropriate supporting documentation. Authorization does not replace the requirement to obtain a Work Permit for working on regional property.

When planning a construction or maintenance activity near the ION LRT, if you are in doubt as to whether permission is required from the ION LRT Operator, visit https://rmowroadpermits.mirasan.ca/ for further information.

24hr CCF (Central Control) number for emergencies is 519-514-1050.

6.4 Permits

For the purposes of Section 6.4, the City is considered the Developer for development or other work within City owned lands. The following is a list of permits that may be required to complete the proposed works:

City of Waterloo Site Alteration Permit
City of Waterloo Demolition Permit
City of Waterloo Building Permit
City of Waterloo Road Occupancy Permit
City of Waterloo Park Access Permit
GRCA Fill Permit
MECP Environmental Activity & Sector Registry (EASR)
MECP Permit to Take Water (Construction Dewatering)
Region of Waterloo Work Permit
Region of Waterloo Access Permit
Region of Waterloo LRT Transit Authority
Region of Waterloo Municipal Consent Permit

The consultant shall clearly indicate on the plans all areas subject the above permits and it is the Contractors responsibility to ensure that all applicable permits are received prior to commencement of applicable construction activities. All City of Waterloo permits are available on the City’s website.

6.4.1 Road occupancy permit

The Highways and Boulevards Bylaw sets restrictions on activities permitted within the City’s right-of-way. The City of Waterloo does not authorize the use of the municipal right-of-way,including boulevard or sidewalk, for construction purposes, including storage or stockpiling of material, staging of equipment, etc. Applicants seeking permission to perform work within a municipal right-of-way shall apply to the Transportation Services Department for a permit at least seven (7) days prior to the anticipated commencement of work, unless otherwise permitted by the Director of Transportation Services.

6.4.2 Region of Waterloo work permit

No proponent shall undertake work on a regional road without first having obtained a work permit in accordance with this the Region of Waterloo’s Work Permit Bylaw. A copy of the work permit shall be submitted to the City of Waterloo Engineering Services Division with the Development Application.

6.4.3 Region of Waterloo access permit

Construction of a new access to a development from a regional road also requires an access permit to be issued by the Region. A copy of the work access permit shall be submitted to the City of Waterloo Engineering Services Division prior to development commencing.

6.5 Installation of landscape works within the municipal boulevard

In accordance with Highways and Boulevards Bylaw, prior to the installation of street trees and/or other landscape features in accordance with the approved landscape plans within the municipal right-of-way, the landscape contractor must obtain a Road Occupancy Permit from the Transportation Services Department at least seven (7) days prior to any work being undertaken unless otherwise permitted by the Director of Engineering Services.

Installation of any landscape features including but not limited to street trees, boulevard landscaping, paving, etc. on a regional road will require a permit in accordance with the Region of Waterloo Work Permit (Regulate Work on Regional Roads Bylaw) requirements. A copy of the work permit shall be submitted to the Landscape Representative in the Engineering Services Division prior to the works being undertaken.

6.6 Geotechnical control and license agreements

For projects involving geotechnical control such as excavation shoring, lagging, tie backs, earth anchors, or other systems, proponents must address applicable law in addition to City requirements. For geotechnical controls that extend past private property onto any municipal right-of-way, land, or easement area, proponents must seek permission to construct such works prior to the issuance of a building permit. License agreements for geotechnical control will be considered by the Director of Engineering Services and granted by the City in only those cases where there are no other viable alternatives. License agreements will be subject to applicable fees and financial securities and must be supported by a formal geotechnical report, drawings, surveys and borehole information produced by the proponent’s geotechnical engineer, to the satisfaction of the Director of Engineering Services. Where geotechnical controls are proposed to extend from a development site onto an adjacent private property, it shall be the sole responsibility of the proponent to obtain the necessary clearances and permissions from private landowners.

6.7 Contractor insurance

For all work done on municipal lands, the Contractor must provide proof of a general comprehensive liability insurance policy in the amount of at least five million dollars that insures the City from any loss or damage arising from the work. The City must also be named as coinsured on the policy and the policy must remain in effect until the substantial completion of the project has been assumed by the City. For specific requirements that apply to your project please consult a copy of the development agreement that applies to your project.

6.8 Construction guidelines

All construction must be completed in accordance with the latest editions of the Ontario Provincial Standards for Roads and Public Works, the Ontario Building Code, and the Region of Waterloo Design Guidelines and Supplemental Specifications for Municipal Services (DGSSMS), as applicable.

6.9 Approved contractors

The City reserves the right to approve the proposed contractor for all works to be completed on municipal lands including the municipal right-of-way. City staff must be notified of the intended contractor and written approval of the same must be received prior to commencement of any construction activities.

The installation of services and site works must be completed by a qualified contractor. The contractor will be identified to the City in writing and accepted by City staff prior to building permit issuance. The contractor must not commence servicing until all approvals have been granted and a building permit is issued.

6.10 Safety

All construction work must be completed in accordance with the Occupation Health and Safety Act and associated regulations including O.Reg. 213/91. Maintenance of a safe work site is the responsibility of all parties involved in the project. In particular, the Developer, Developer’s Representative, City’s Representative, Contractors and Sub-contractors are expected to maintain a high degree of awareness and responsibility for safety on construction sites in Waterloo. If unsafe conditions are observed, appropriate steps must be taken to rectify the situation as soon as possible. Any legislated or site-specific protocols for reporting safety incidents must be addressed immediately.

It is strongly recommended that Contractors obtain the necessary staff and resources to prepare for any potential risks and hazards on a project-by-project basis. Health and Safety Policies and protocols should be posted in a conspicuous location on site. Trained staff should be employed to implement those safety policies/protocols in accordance with applicable regulations. Signs must be posted on site indicating all Personal Protective Equipment requirements for the project. The City recommends that early contact be made with the Ontario Ministry of Labour (MOL) to address specific project requirements and notice procedures.

6.11 Construction Act

In accordance with the Construction Act, a holdback of all payments to the Contractor must be maintained to address any possible liens on the work. The Developer shall indemnify and save completely harmless the City of Waterloo from and against all claims, demands, actions, causes of action and costs resulting from any construction being performed. On demand by the City, the Developer shall take such steps as may be necessary to immediately discharge all liens registered upon the site.

The Developer’s Representative shall be responsible for reviewing the completed works on a monthly basis and issuing a payment certificate to the contractor.

Capital projects completed within the City of Waterloo shall have a 2% warranty holdback of all payments. Holdback to be released at the end of the warranty period, typically two years after final completion.

6.12 On-site controls

For the purposes of Section 6.13, development or other work within City owned lands completed by the City would consider the City as the Developer.

During construction of the approved works the lands must be maintained in a state that minimizes the impact of the development on the adjacent properties, sidewalks and roadways including all necessary steps shall be taken to prevent the migration of dust, soil, stormwater and construction material onto adjacent lands. Sweeping and scraping to keep roadways free of excessive dirt and other materials must be completed daily. If the road is not maintained in an acceptable manner, City forces will complete the required work at the Developer’s expense.

The site must be regularly inspected for discarded materials and waste on site, and all such housekeeping issues must be addressed in a timely fashion. The Contractor is also responsible for all costs associated with migration of materials, garbage or debris from the site. Any accumulation of garbage that is not removed upon request by the City may be removed by City forces at the Developer’s expense.

For the duration of construction, the Contractor is responsible for maintaining a clean work site and for preventing any impact on adjacent lands. The Contactor must ensure that adjacent City or Regional Roads are clean, free of mud, dust and debris. Public roads, sidewalks and boulevards that may experience adjacent/nearby construction activity must not be impacted in any manner that will pose risk to the public, including pedestrians, cyclists and motorists. The Contractor must scrape or sweep the roadway on a regular basis. If the road is not maintained in an acceptable manner, City forces will complete the required work at the Developer’s expense. The Engineer retained by the Developer will ensure that Contractors maintain a clean work site and do not adversely impact any adjacent City or private lands. The Engineer will provide written confirmation of corrective action when requested by the City.

6.13 Erosion and sedimentation control

All erosion control measures shall be installed as per OPSD 219.110 & 219.130. Erosion control measures must be in place throughout construction to minimize soil and sediment transportation, and to reduce surface water flows from the site. Throughout construction, all E&S controls indicated on the accepted plans must be maintained and must be inspected periodically and after all significant rainfalls. Any breach or deterioration of the control measures must be repaired immediately. Sediment tracked off site by construction vehicles must be removed from the right-of-way on a daily basis and upon request by the City. If the Developer fails to comply with such a request within 24 hours’ notice, City crews will undertake the corrective work and bill the Developer directly.

The Developer’s Representative will ensure that contractors undertake the necessary work to maintain erosion and sediment control and provide written confirmation of corrective action when requested by the City. Removal and off-site disposal of all E&S control measures shall be completed at the Developer’s expense, upon receipt of direction by Engineering Services staff.

Erosion and sedimentation control plans are required under the stormwater and wastewater CLI ECAs and will be required to be submitted as part of the system alteration application.

6.14 Construction fencing

6.14.1 Site plan

Construction and maintenance of a clear, unobstructed pedestrian walkway for public use including barrier free routes must be provided throughout construction of the proposed development. Solid hoarding and overhead protection surrounding the construction area must also be completed as required and related clearances for the work from the Ministry of Labour must be provided. A signboard including names and contact information for the project Developer, Consultant, and Contractor including 24-hour emergency contact numbers shall be provided at the main entrance of the development.

6.14.2 Capital

At any time during the construction work on a Capital project, should an excavation be approved by the City Engineer to be left open rather than backfilled, a modular welded wire mesh fence shall be erected and maintained, completely surrounding the excavation. At no point along the length of the fence shall a gap between the ground and the bottom rail of the fence be larger than 150mm. A gap larger than this shall be filled by means available to the Contractor before leaving the fencing unattended.

6.15 Tree protection fencing

All tree preservation measures as per the approved Vegetation Management Plan must be maintained at all times during construction and removed from the site after construction. Refer to Volume 7 and Standard Drawings for details and standard drawings.

6.16 Sidewalks

Safe pedestrian access within the municipal right-of-way must be maintained at all times. Sidewalks must be constructed in accordance with the final accepted engineering design and all conditions of the Road Occupancy Permit must be addressed. Appropriate signage must be installed as indicated in the permit for direct pedestrian traffic. As required and approved by the City Engineering Services Staff, temporary sidewalks can be installed as minimum 50mm HL3 asphalt and 100mm Granular ‘A’.

6.17 Garbage collection

A system for the collection, storage, and disposal of waste and recyclable materials from the site must be designed, implemented and maintained throughout construction at the Developer’s expense. A storage facility on site must be enclosed by opaque walls of appropriate dimensions to provide for commercial pickup. No other storage of garbage or other waste material on the property will be permitted. If no outdoor facility is provided on site, internal recycling and garbage areas will be required. Additionally, standard garbage containers must be installed at entrances of all buildings on site.

6.17.1 Capital

Projects where the pick-up of waste is inhibited due to road closures and staging areas will require a coordinated effort of the Contractor and Consultant to ensure continued removal of waste from residences and sites.

Where residential pick-up is affected, it is the responsibility of the Consultant to coordinate with Region of Waterloo Waste Management to determine pick up dates, locations available during the construction work, and working to correct issues as they occur. Regional Waste Management staff will not drive a vehicle on a gravel roadway, nor will they back up a vehicle. As a result, the Contractor may have to, at times during construction, deliver all garbage and recyclables, at his own expense, to the closest intersection, by 7:00 a.m. on the morning and after pickup, return the emptied containers to their respective owners on garbage day.

For private sites, the same as above applies, however it may be possible to have private waste pick-up companies drive to the site so long as access is uninhibited. If the waste management company cannot or will not enter the site to pick up the waste, the Contractor will be required to make alterative arrangements as needed. This may include removing the waste and disposing of it at the landfill, providing additional bins to be removed once access is regained, or constructing temporary access points for the waste management company. These options would require coordination with the waste management company in question.

6.18 Snow removal

The Developer is responsible for on-site snow storage in accordance with the approved plan. Storage locations shall be selected to minimize negative impacts on the environment in accordance with the Salt Management Plan. Excess snow must be removed from the site at the Developer’s expense. The Developer is also responsible for regular removal of snow accumulation on the lands and all abutting City and Regional sidewalks and snow accumulation in front of a multi-use trail.

6.18.1 Capital

Until the road/facility being constructed is inspected via final or substantial walk-through, with Transportation representatives present, the Contractor shall be required to maintain the road to the standard outlined in O. Reg. 239/02: Minimum Maintenance Standards for Municipal Highways, or as otherwise directed by the Contract Administrator or City Engineer.

6.19 Project signage

A project sign posted near the property line and within public view that lists the name of the Engineer and the General Contractor and their respective 24-hour emergency telephone numbers and contacts.

6.20 Encroachment

Developers are required to construct within development limits and shall avoid encroachment within private property and City lands. Encroachment agreements are not guaranteed and are subject to the discretion of the Director of Engineering Services. The City of Waterloo will not enter into a crane swing agreement.

6.21 Construction detour requirements

Planning for the safety and movement of pedestrians and cyclists through construction zones is as important as planning for vehicular movement and should be considered an integral part of the construction staging and traffic management plan for any project. The Ontario Traffic Manual Book 7: Temporary Conditions and Book 18: Cycling Facilities (OTM Book 7 and 18) provide guidelines and requirements in the Ontario context and is used by the City of Waterloo.

6.22 Site meetings

6.22.1 Site plan and subdivision

A pre-construction site meeting shall be organized by the Owner’s Representative prior to construction. The site meeting attendees must include, at a minimum, the Owner’s consultant, contractor’s project manager, City’s Engineering Services project manager, City’s Traffic and Corridor coordinator, City’s IPPW inspector, Site supervisor, and Developer or representative (optional). The Consultant must submit a Project Personnel Contact list which provides names, telephone numbers, cellular telephone numbers, and off-hours telephone numbers of all contract personnel.

The pre-construction site visit is required to confirm the roles, responsibilities, and obligations of each contract personnel, site specific considerations, work schedule, and any other miscellaneous items which should be addressed prior to construction.

The consultant shall be responsible for preparing an agenda and meeting minutes. At a minimum, the following items must be included in the pre-construction agenda:

Introductions of each contract personnel
Lines of communication and co-ordination
Responsibilities of each contract personnel (contract administration, work inspection, field decisions, overall job authority, testing firms/procedures/requirements, permits, approvals, sub-contractors, insurance, WSIB, etc.)
Review and discussions around the Contractor’s Construction Management Plan
Site special considerations (parking, utilities lines, storage, security, location of job sign, protection of property not involved with work, material safety data sheet (if required), etc.)
General and Special or unusual contract requirements
Accepted Engineering Drawings
Work schedules
Procedures for any changes in work
Applications and approvals.
As-recorded drawings and requirements as per City of Waterloo standards.

During the course of the construction periodic site meetings are encouraged by the City but it is solely at the discretion of the Developer’s Representative to request site meetings when and if required. The frequency and the intervals, depending on construction progress and the arising field issues and conflicts. The Developer’s Representative shall notify Engineering Services at least one week in advance of all scheduled site meetings or at least a day in advance if the issue is of an urgent nature.

6.22.2 Capital

On Capital projects site meetings are typically held every two (2) weeks at the site trailer. These meetings should include an updated project schedule, review of expected change orders, upcoming scheduling issues, and other items as required.

6.23 Lands not being developed

All Lands within the development that will be left vacant for a period greater than 90 days shall be graded and seeded or sodded. Vegetation must be maintained to ensure the health and longevity of the ground cover to such a degree that will prevent soil erosion and offsite migration of dust, including mowing, watering and weed management, as required. The lands shall not be used for dumping or storage of construction materials and equipment. If works to stabilize the soil are not completed in a timely manner, City forces may complete the work at the Developer’s expense.

6.24 Fire access

Throughout construction, fire access capable of supporting firefighting equipment shall be maintained to the satisfaction of the Chief Building Official. The access route shall be maintained clear of equipment, materials and debris. All hydrants shall be accessible and operational during and after construction.

Permanent fire access roads in accordance with the OBC and as shown on the Final Site Plan shall be constructed and maintained. Fire routes will be designated by signs posted along the route upon completion of the development in accordance with OBC requirements. Fire department connections must be clearly identified and remain unobstructed by construction, parking, landscaping, storage or any other means. It is the Developer’s responsibility to maintain walkway access from the right-of-way to the property as per approved drawings and plans.

6.25 Property identification

6.25.1 Subdivision

Clear unit numbering must be displayed near the main entrance and in additional locations as noted on the building elevations during construction. Permanent unit numbering on the front exterior of each unit will be required prior to release of securities. The full street address must be included on property boundary signs after completion of construction and prior to release of securities.

6.26 Water distribution

No person, other than a City of Waterloo MECP certified Water Operations staff, is permitted to operate any water valves or appurtenances that are part of the City’s municipal drinking water distribution system. A minimum of 48 hours’ notice is required for Water Operations staff to inspect/operate water works.

Contractors installing new watermain and/or water services are required to submit a Watermain Commissioning Plan to Water Operations. This plan is to be submitted in a timely manner and must be approved by the Manager of Water Operations and Maintenance prior to final connection approval.

Water Operations will supply a 50 mm meter to the Contractor which is to be installed as part of the backflow prevention device. An initial meter reading will be taken at the time of delivery. The backflow prevention device(s) must be inspected and certified by licensed personnel and a copy of the certification must be sent to the Manager of Water Operations and Maintenance prior to final connection approval.

With the Contract Administrator / Developer’s representative present, the Contractor shall swab, and pressure test all new watermains. Confirmation of swab retrieval and results of the pressure test must be submitted to Water Operations. The Contractor shall carry out the disinfection of the watermain installed and schedule bacteriological sampling with a licensed sampler.

The Contract Administrator / Developer’s representative shall submit an electronic copy (PDF) of the redline as-recorded field drawings to the Project Manager and the Manager of Water Operations and Maintenance. Upon receipt of the previously mentioned documentation, the Manager of Water Operations and Maintenance will provide an approval letter stating that the Contractor is permitted to complete final connection. Water Operations will take a final meter reading on the 50 mm meter and the Contractor will remove it from the backflow prevention device.

7.0 General inspection requirements

7.1 Construction inspection by City staff

Advance notification of proposed construction must be provided to City staff to enable scheduling of on-site inspections. If the development is not being constructed in accordance with the accepted plans, specifications and drawings, with good engineering practice, or if work is being completed by a contractor who is not approved, City staff may require that all or part of the construction cease. The Developer is required to comply with all City directives to cease work, complete additional work, or phase the work as necessary to complete the proper development of the lands or address the impact of the development on adjacent lands.

7.2 Construction inspection by Developer’s representative

Full-time inspection by the Developer’s representative will be required during all work proposed within the municipal right-of-way and City easements.

7.3 Specific inspection and testing requirements

The following section reviews specific requirements for specific inspection and testing techniques to be used for validation of proper installation of pipelines.

7.3.1 CCTV inspections

CCTV inspections and testing work shall be as per OPSS 409, OPSS 410, and the following:

All inspections shall be completed in compliance with the City of Waterloo Sanitary Sewer Mainline and Lateral CCTV Specifications (Found on the City of Waterloo’s Purchasing Page)
The Developer must engage the City’s annual CCTV contractor to complete the final inspection unless an alternative contractor is authorized in writing by Engineering Services
Sewers are to be inspected after 40 days of installation
CCTV footage is required for laterals and upstream and downstream of connection point to the next maintenance hole
All reports and videos must be formatted in accordance with City guidelines and City nomenclature for all sewers and structures
Submit CCTV Inspection Submission Checklist for Subdivision / Annual Road Rehabilitation (Found on the City of Waterloo’s Purchasing Page)

7.3.2 Deflection testing

Deflection testing of all flexible pipes shall be completed in accordance with OPSS 410 and DGSSMS. Maximum deflection shall not exceed 5.0% of the base inside diameter of the pipe.

The Engineer shall provide a tabular summary and analysis of all test results included in the package. The summary shall identify:

Date of test
Type of work e.g., watermain, storm/sanitary sewer, road base, curb, base asphalt etc.
Type of material tested e.g., bedding, cover, backfill, granular, earth, asphalt, concrete, etc.
Location including street name, chainage, lot number, proximity to structures
Testing standard, specified level, actual level, result i.e., pass or fail
Retest date and result of any failed tests

Sufficient testing must be completed to provide a representative sample of all works completed at all locations within the development. Deficiencies or failed tests must be addressed in detail to the satisfaction of City staff as part of the analysis of the test results.

7.3.3 Pressure testing

Standard practice for testing, equipment used, and other specifications shall follow OPSS 410, ASTM C924, ASTM F1417-11.

8.0 Development monitoring

The following section includes Development monitoring for the subdivision process. Future updates to this volume may be expanded to include monitoring requirements for site plans and capital works projects.

Development monitoring is required as part of a new subdivision development in the City of Waterloo. Each development site is unique and monitoring programs will vary accordingly. Details on the monitoring process are outlined in the City of Waterloo’s Development Monitoring Protocol, as amended (Appendix V2-E). The monitoring process is divided into three per the following sections:

8.1 Stage I monitoring (pre-construction)

Stage I monitoring provides baseline information on existing environmental conditions, including on-site and adjacent surface water features, groundwater and terrestrial features. Stage I monitoring is to be initiated two years in advance of grading and maintained throughout the three stages of the monitoring process. Monitoring results are to be reported to the City, Region and GRCA on an annual basis. Annual reports should present the data that has been gathered and include a discussion of the implications of that information. The Terms of Reference for the Stage I monitoring program should be submitted for agency review and approval prior to the monitoring getting underway.

8.2 Stage II monitoring (during construction)

Stage II monitoring starts with the beginning of construction activities (i.e., grading) and continues until the development reaches 90% buildout and the site is generally stable. To facilitate the transition from Stage I to Stage II, the Terms of Reference that were approved by the agencies for Stage I should be reviewed and updated to add to the Stage II components. Stage II components typically include erosion and sediment controls and stormwater management facilities, including any clean water collector and/or infiltration systems. The results of the Stage II monitoring program are to be reported to the City, Region and GRCA on an annual basis. Annual reports should present and summarize the data that has been gathered and discuss any observed trends or other implications of the results.

8.3 Stage III monitoring (post-construction)

Stage III monitoring is initiated when the development reaches 90% buildout, and the site is generally stable and continues for a period of two years. Monitoring in Stage III is a continuation of the monitoring that was done for Stages I and II but at a reduced frequency. To facilitate the transition from Stage II to Stage III, the Terms of Reference that were updated for Stage II should be once again reviewed and updated to address Stage III. The results of the Stage III monitoring program should be reported to the City, Region and GRCA on an annual basis, unless there are unusual or unexpected results (which should be reported immediately). Annual reports should present and summarize the data that has been gathered and discuss any observed trends or other implications of the results.

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