Sample Only
City of Issaquah, WA
Public Works Department Standard Filing Systems
The following are two different filing layouts that are in use at the City of Issaquah. The "Small Projects" layout uses six section files. The other is for large projects, and each number (101, 102, 103, etc.) has its own file. If there is a need to separate the files further (ie: there are many consultants) then, in addition to the numbering, the alphabet is used (101A - Consultant One, 101B - Consultant Two>)
Small Works Projects - File Layout
File One - Preliminary Engineering
A Engineering Correspondence
B Public Involvement
C Consultant Agreements
D ROW
E PSE
F Agenda Bills
File Two - Grant Administration
A Correspondence WSDOT/TIB
B Funding/WSDOTfrIB
C Confirmation of Conversations
D Reimbursement Request/ WSDOT/TIB
E Permits
F Miscellaneous
File Three - Construction Administration
A Correspondence
B Bidding Award/Acceptance
C Contract/G.O.'s
D Payroll Certifications
E Subcontractor Approvals/Contract Time
F Meeting Notes (Includes Pre-Construction)
File Four - Construction Administration
A Engineers Estimates/Bid Items
B Force Accounts
C Schedules
D Pay Estimates
E DLIS/Tax Release/Pictures
F Material Certification.
File Five - Construction Administration
A RAM's
B Field As-Built
C Field Book
D
E Scale Checks/Working Days
F Interim Ledger Sheets
Larger Projects - File Layout
000 Consultant Selection
001 Consultant Agreements
002 Consultant Correspondence
003 Consultant Meeting Notes
100 Pre Design
101 Correspondence
102 Meeting Notes
103 Grant Applications/Agreements
104 Special Study/Reports
105 Specification & Contract Plans
106 Engineers Estimate
107 Right-of-way Engineering Analysis
108 Miscellaneous Design Information.
109 Permits
110 Advertisement for Construction Contract
Bid Tabulations
Affidavit of Publication
Bid Documents
200 General
201 Project Tracking Schedule
202 General Correspondence (D.O.T, TIS, or Misc.)
Letter of completion
L & I Release
Prospectus
Project closure
Notice of Completion of Public Works Contract
203 Agenda Bills to Council
204 Acquisition of Right-of Way
205 City/County Agreements
206 Confirmation of Conversation
207 Newspaper Articles
208 Legal Notices
300 LID Formation & Final Assessment
301 Hearing
Mailing
302 Special Benefits Analysis
Corresponderice/Contract
303 Public Comments
Responses
304 Legal Action
LID FINAL ASSESSMENT
305 Hearing
Mailing
306 Special Benefits Analysis
Correspondence/Contract
307 Public Comments
Responses
308 Legal Action
400 Construction
401 Bid Award for General Construction
Notice of Award
Conditions of Approval Notice
Notice to Proceed Letter
Pre-Construction Meeting Notes
402 Contract
Change Orders
Agreements
403 Monthly Pay Estimates
Final Contract Voucher
quantity Tickets
Bid Item Quantities
Daily Reports
Force Accounts
404 Ledger Book
405 Inspector Reports (Daily Quantity Reports)
406 Progress Schedule
Working Days Statement
407 Contractor Correspondence
Extensions
Substantial Completion
Punch Lists
406 survey Requests/Notes
409 Material Submittals (RAM's)
Log of Material Submiltals
Certifications
410 Request for information's (RFI's)
411 Material Test Reports .
Fabrication Progress Report
Monthly Progress Sampling & Inspection Reports
Concrete Mix Designs
412 Construction Meeting Notes
413 Claims
414 Certified Payrolls (1 file per Contractor/Subcontractor)
Requests to Sublet.
Certification for Federal Aid Contracts
City Business License
Training Program
Statement to Pay Prevailing Wages
Affidavits of Wage Paid
Certified Payrolls
Working Log
415 EEO Requirements
416 DBE Requirements
417 Pictures
Sign Plan
Sign Pictures
Before & After Pictures
418 As-Builts
500 Financial Records
501 Financial Records
Financial Summary
Request for Reimbursements