How a pipeline becomes reality

Initial Contact

If a community or group is interested in proceeding with a pipeline and they are seeking financial and technical assistance, they should first contact their local PFRA office. Initial contact with PFRA is often verbal and informal. PFRA can perform conceptual/feasibility studies before the group becomes formally organized. Conceptual pipeline layots and cost estimates can be performed at this stage using existing information. If the group wishes, conceptual layouts and cost estimates may be presented at a public meeting.

It is common for the group to request PFRA to do more than one pipeline layout, cost estimate and presentation. PFRA will normally perform as many of these requests as required to establish a budget and assess feasibility. This will assist the group in determining which users are to be included in the field survey and final design. These layouts and costs are preliminary only. When the number of users and location are known and a "final" design is done. Only then can a more accurate cost be determined, but this can also change when tenders are obtained.

The first step or steps in the planning stage usually involves one or more information surveys conducted by the group to determine the interested patrons. Often this is performed using a written questionnaire. Various methods of questionnaire distribution can be employed, each having certain advantages and disadvantages.

Most of the pipeline projects are constructed under PFRA's Rural Water Development Program (RWDP). For more information on other possible programs, groups and communities should contact their PFRA District Office.

Getting organized

After the first public meeting, if there is interest in the project, the farm group should form a steering committee to be the main contact with PFRA. This committee, which should include at least a chairperson, secretary and treasurer, will assist in the project planning and design. Providing that the project is certain to proceed to construction, the group determines which type of organization it is going to form, and arranges a Board of Directors. The group should formally organize into one of the organizations described in the following paragraph. The group must do this to receive financial assistance from PFRA, as well as to enter into any construction contract.

The farm group must organize into a provincially recognized association for it to be eligible under PFRA's RWDP. The types of associations normally formed are: Cooperatives, Water Users Associations, Non-Profit Corporations and Public Utilities. The advantage of setting up a Public Utility is that the project can be financed using the individuals' land as collateral (with the assistance of the R.M.).

Following receipt of the Request for Technical and Financial Assistance form and the resolution from the group, three internal documents are prepared and submitted for approval within PFRA. These documents are: Authority Request, Development Proposal, and an Environmental Exclusion Statement or Federal Environment Assessment Review. The Authority Request is a document that gives approval to fund the project, the Development Proposal is a written summary of the proposed project, and the Environmental Exclusion Statement is a document stating the project has no significant adverse environmental effects or public concerns. If the project can not be environmentally excluded, the Federal Environment Assessment Review form, which requires an environmental review of the project, can be done by PFRA. Upon approval and subject to the availability of funds, PFRA will prepare two copies of an agreement between the group and PFRA . A detailed cost estimate is required for all the documents.

The agreement with PFRA is generally in force for one year but can be amended or extended if required. One original of the agreement is returned to the farm group after it has been signed.
Plow train used to quickly install pipelines (about 3 to 3 1/2 kilometers/day).

Agencies involved in a Group Pipeline

The following agencies are involved in every pipeline project:

The following agencies may be involved in the pipeline project:

Proceeding to Construction

A list of responsibilities is presented in Appendix A. This list can be used as a general guideline and checklist for constructing a pipeline. As consultants are being invited to share in this work, areas are shown where they are most likely to be involved.

PFRA, in conjuction with engineering consultant selected, may assist in the preparation of contract documents for the group to invite or advertise for tenders. The final design will be prepared either by the retained consultant alone, or by the consultant in conjunction with PFRA, based on field survey data normally obtained by the consultant and/or PFRA with assistance from the group. PFRA will require certain standards for construction of the pipeline and pumping facilities. In addition, certain contractual requirements are recommended by PFRA (i.e tender security, construction security and insurance conditions). The following items will be included in most tender packages:

• Tender and Contract Form
• Statement of Equipment
• List of Subcontractors
• Instructions to Tenderers
• Supplementary Contract Security Conditions
• Supplementary Insurance Conditions
• General Conditions
• Specifications and
• Plans.

After the contract has been awarded, PFRA staff may stake the pipeline centreline in the field and assist in construction inspection. As a minimum, consultant or PFRA staff will be present to witness critical events in the pipeline construction. These may include: pipeline filling, pipeline chlorination, pipeline testing, installation of valves, and crossings. The group should be encouraged to provide regular contract construction supervision.

Appendix A

Division of responsibilities (project checklist)

Notes

Other items may be required as determined during these processes. Ownership of the responsibilities for additional items will be determined at that time.