Sample Only

Port Angeles, WA
Public Works Department Policy and Procedures
Project Administration

PW-402

1.0 PURPOSE:

1.1 To outline to steps needed to manage capital projects.

1.2 To provide a detailed record of the cost of capital projects designed and/or construction managed under the direction of the Public Works Department.

1.3 To provide a method for tracking the steps of a project.

2.0 ORGANIZATIONS AFFECTED:

2.1 Public Works Department staff

3.0 POLICY:

3.1 All capital project managed by the Public Works Department shall be accomplished through the steps outlines in this procedure.

3.2 It shall be the responsibility of the person assigned to manage the project to keep track of the project status using the "Project Development Checklist" form PW-402_12

3.3 It shall be the responsibility of the person assigned to manage the project to report on the annual cost and final cost of the project using the "Project Cost Form" form PW-402_04.

3.4 The philosophy relative to management of construction contracts shall be a team relationship between the City of Port Angeles and the contractor for the mutual interest of executing a highly successful project made possible through an understanding that there are mutually common goals which, when attained, can significantly benefit both the contractor and the City. These benefits include quality workmanship, reduced contract cost, savings in time, reduction of stress and conflicts, and, most importantly, the elimination of legal actions.

3.4.1 Guidelines to achieve this are:

a. It should be the City's policy to provide clear and unambiguous contract documents to reduce errors and omissions.

b. If changes from the contract are experienced in the field,they should be identified immediately and rectified in an equitable and consistent manner.

c. It should be the City's policy to grant expeditiously appropriate additional time and pay for extra work.

d. Other members of the project team may include: utilities, permit agencies, designers, materials and testing agencies or firms, and affected members of the public.

e. All construction contractor's and City's schedules should be verified and realistic.

f. Testing should be reasonable and representative.

g. Interpretation of specifications should be consistent and reasonable.

h. The local community should be informed of construction schedule changes which impact vehicle and pedestrian accessibility.

3.4.2 The leadership of both the City and the Contractor must support and empower the project team to make decisions at the lowest delegated level possible and the staff on the project team need to be well trained, and given appropriate, clear lines of authority and responsibility.

4.0 DEFINITIONS:-

4.1 None.

5.0 PROCEDURES:

5.1 The project activities shall be charged against the job costing number obtained from the Engineering Division using the "Standard File Outline/Activity Code Form" PW-402_01.

5.2 The project manager shall maintain current the Project Development Checklist for their project. All milestone activities shall be noted on the checklist.

5.3 Project Change Orders shall be managed using Public Works Policy PW-404.

5.4 Contractor Payments shall be processed as follows:

5.4.1 Assemble the contractor payment documentation.

5.4.2 Complete the Payment Request Form cover sheet form 402_02, with the documentation as backup, and submit to Finance for the second Council meeting of the month.

5.4.3 Finance includes payment request as part of voucher list and sends Payment Request Form and documentation to Council with the Voucher List.

5.4.4 City Council considers contractor payments when considering the Vourcher List.

5.4.5 Final payment may go to Council with request for acceptance of project (memo). Notify Finance to pay only after Council action on acceptance of project.

5.5 Prior to requesting formal acceptance of the project from the City Council, the project manager shall ensure that a final inspection of the facility is conducted by the engineering staff and the ultimate division(s) and departments of the City that will maintain the facility. A punchlist shall be developed for resolution by the contractor.

5.6 Throughout the project the project inspector shall keep track of the contractors working days on the job. Form PW-402_10 is to be used to account for the weekly statements. Record of Employee Interview [HUD-11 Form] when applicable, may be recorded on PW-402_09.

5.7 Send memo to Council for acceptance of the project. If the final payment request goes to Council with the request for acceptance of the project, notify Finance to pay only after Council acceptance.

5.8 After Council acceptance of the project, send the Notice of Completion of Public Works Contract (Dept. of Revenue form in forms drawer) to Revenue with a copy of it to Department of Labor and Industries. PW402.13 may be used in place of the L&I Form.

6.0 APPENDIX:

PROJECT MANAGEMENT FORMS ARE:

a. Standard File Outline/Activity Code PW-402_01 [11/93]

b. Contractor Pay Request Memo PW-402_02 [11/93]

c. Certification of Work Completion and Acceptance PW-402_03 [11/93]

d. Project Cost Report PW-402_04 [11/93]

e. Pre-Construction Conferenence Agenda PW-402_05 [12/93]

f. Information furnished at Pre-Constr. Conf. PW-402_06 [11/95]

g. Pre-Construction Conference Checklist PW-402_07 [12/93]

h. Pre-Construction Conference Attendence Roster PW-402_08 [12/93]

i. Record of Employee Interview [HUD-11] PW-402_09 [06/97]

j. Weekly Statement of Working Days PW-402_10 [12/93]

k. Memo to Council for acceptance of project PW-402_.11 [7/94]

l. Project Development Checklist PW-402_12 [11/93]

m. Notification of Contract Award PW-402_13 [06/97]