Sample Only
Port Angeles, WA
Public Works Department Policy and Procedures
Project Development Checklist
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
PROJECT TITLE: |
PROJ. # |
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|
PROJECT LOCATION: |
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|
JOB COST NUMBER |
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|
FUNDING PROGRAM: |
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|
DESIGN ENGINEERING |
$ |
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|
RIGHT OF WAY |
$ |
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|
CONSTRUCTION ENGINEERING |
$ |
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|
CONSTRUCTION |
$ |
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|
PROJECT TOTALS |
$ |
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|
SOURCE OF PROJECT FUNDING |
TIME |
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|
STREET FUND |
$ |
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|
REAL ESTATE EXCISE |
$ |
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|
GRANTS |
$ |
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|
LOANS |
$ |
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|
OTHER |
$ |
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|
PROJECT TOTALS |
$ |
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|
PROJECT INITIATION |
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|
Project need identified by Public , Council , other |
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Is there an interest group that should be contacted about the project? |
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Should there be a meeting with the public in a particular area? |
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What level of media involvement should there be? |
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Notice to adjacent property owners of pending project? |
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SEPA Checklist to Planning Department as soon as possible. |
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|
Non-Significance Report received from Planning Department |
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|
I-4 |
Project is on Six-Year Transportation Program |
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|
Project is on City Capital Facility Plan |
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|
I-4 |
Federal Aid Program Form, Sht 1 of Prospectus sent to WSDOT Local Prog. |
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|
I-4 |
Program of project approved by appropriate agency |
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PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
PROJECT PROSPECTUS |
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|
II-1 |
SHEET 1: * Project Information |
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|
II-1 |
* Description of proposed work and existing facility |
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|
II-1 |
* Math check on estimate of all phases |
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|
II-1 |
* Proposed obligation date |
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|
II-1 |
* Environmental determination |
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|
II-1 |
SHEET 2: * Geometric design data |
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|
II-1 |
* Accident data |
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|
II-1 |
* Environmental considerations |
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|
II-1 |
* Right of Way and relocation |
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|
II-1 |
* Water area involvement |
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|
II-1 |
SHEET 3: * Utility relocations |
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|
II-1 |
* FAA involvement |
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|
II-1 |
* Signature |
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|
II-1 |
PROJECT APPLICATION CHECKLIST |
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|
CITY/COUNTY AGREEMENT |
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|
II-2 |
BILLING ADDRESS: |
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|
II-2 |
Description of work matches prospectus |
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|
II-2 |
Construction engineering is within allowable limits |
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|
II-2 |
Checked math on agreement |
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|
II-2 |
Federal aid matching percentage |
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|
II-2 |
Method of financing |
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|
II-2 |
Agreement signed by Mayor |
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|
I-4 |
Project programmed |
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|
Project application package to Dist. Local Prog. Engr.:[1-original] |
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|
II-1 |
* Project prospectus with attachments |
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|
II-2 |
* City/Councy agreement |
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|
II-2 |
* Project application checklist completed |
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|
II-2 |
PE funds authorized by Assist. Secretary for Local Programs |
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PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
CONSULTANT SELECTION PROCESS |
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|
III-1 |
Independent est. for consult. services and recomm.(request) to City Council |
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|
III-1 |
Received approval to advertise for consultant services from City Council |
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|
III-1 |
Advertise for consultant services |
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|
III-1 |
Developed consultant evaluation selection criteria |
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|
III-1 |
Select minimum of three firms best qualified |
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|
III-1 |
Submit request for approval of selected firm to City Council |
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|
III-1 |
Conduct pre-award audit (if necessary) before negotiations |
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|
III-1 |
City Council approves selection, negotiation begins |
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|
III-1 |
Negotiation completed-submit final draft of agmt to City Council |
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|
III-1 |
Received approval from City Council |
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|
III-1 |
Agreement signed by consultant |
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|
III-1 |
Agreement signed by Mayor |
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|
III-1 |
Notice to proceed sent to consultant |
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|
III-1 |
Sent copy of agreement to Dist. local Programs Engineer |
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|
CONSULTANT ADMINISTRATION |
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|
III-1 |
Oversee the consultant's work and billings to ensure compl. with agmt |
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|
III-1 |
Prepare diary to record discussions and visitation with the consultant |
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|
III-1 |
Consultant billings are checked as to employee class, wage rate, and invoices |
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|
III-1 |
Payment ledger system |
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|
III-1 |
Conduct employee interviews |
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|
Post agmt. audit-agreements over $100,000 [approx. $3K-misc constr costs] |
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|
Complete consultant evaluation and place in files |
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|
ENVIRONMENTAL PROCESS |
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|
II-4 |
Categorical exclusion approved by FHWA |
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|
II-4 |
For environmental assessment submitted SEPA checklist |
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|
II-4 |
Draft environmental assessment to Assist. Sec. for Local Programs |
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|
II-4 |
Draft environmental assessment revised |
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|
II-4 |
Draft environmental assessment approved |
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|
II-4 |
Draft environmental assessment published |
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|
II-4 |
Opportunity for public hearing published |
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|
II-4 |
Revised environ. assess. & legal notice to Assist. Sec. for Local Programs |
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PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
ENVIRONMENTAL IMPACT STATEMENT |
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|
II-4 |
Notice of Intent published |
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|
II-4 |
Recommendations of interdisciplinary team to project manager |
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|
II-4 |
Public involvement plan |
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|
II-4 |
Data inventory from interdisciplinary team and evaluation |
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|
II-4 |
Project manager reviews preliminary discipline reports |
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|
II-4 |
Prelim. Draft EIS to Assist. Sec. for Local Programs |
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|
II-4 |
WSDOT comments on above |
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|
II-4 |
Camera ready DEIS to Dist. Local Programs for signature |
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|
II-4 |
Receive approval to print DEIS |
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|
II-4 |
Circulation copies to Dist. Local Programs Engineer |
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|
II-4 |
Publish in Federal Register (min. of 45 days comment period) |
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|
II-2 |
For State Route: WSDOT approval before advertising for public comment |
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|
II-2 |
Opportunity for public hearing advertised |
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|
II-4 |
Prelim. Final EIS & draft record of decision sent to Dist. Local Prog. Engr. |
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|
II-4 |
Comments from Assist. Secretary for Local Programs |
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|
II-4 |
Approval to print FEIS |
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|
II-4 |
FEIS to District Local Programs Engineer |
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|
II-4 |
Final Approval |
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|
II-4 |
FEIS circulated |
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|
II-4 |
Final record of decision approved by FHWA |
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|
LOCATION AND DESIGN APPROVAL |
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|
IV-2 |
Project Prospectus submitted |
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|
Design Report completed and on file |
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|
PROJECT CHECKLIST REVIEWED BY DIRECTOR |
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|
IV-2 |
Design Report submitted |
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|
IV-2 |
Pavement design criteria submitted |
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|
IV-2 |
Public Hearing requirements met |
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|
IV-2 |
Environmental requirements met |
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|
IV-2 |
For major bridges: type, size, & loc. submitted to Dist. Local Prog. Engr. |
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|
IV-2 |
FHWA approved the type, size and location of bridge |
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|
IV-2 |
For traffic signals: warrants for signal submitted to Dist. Local Prog. Engr. |
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|
IV-2 |
Design approval notice published |
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PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
RIGHT OF WAY FUNDING AND ACQUISITION |
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|
III-2 |
Design hearing requirements completed |
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|
II-5 |
Approval of right of way plan |
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|
II-5 |
R/W reloc. plan to Dist. Local Prog. Engr. [NEG. or POSITIVE ] |
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|
II-5 |
R/W acquisition plan, true cost est., suppl. to City/Co. Agmt. |
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|
II-5 |
FHWA approval of envir. doc., and cert. that public hearing req. have been met to Dist. Local Prog. Engr. with request for R/W funds |
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|
II-5 |
Received authorization from Assist. Sec. for Local Programs to acquire R/W. |
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|
ACQUISITION - [REPEAT FOR EACH PARCEL] |
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|
II-5 |
Acquisition procedures approved by Assistant Sec. for Local Programs |
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|
II-5 |
Relocation procedures approved by Assistant Sec. for Local Programs |
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|
II-5 |
Documentation file setup for each parcel |
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|
II-5 |
Appraiser meets WSDOT criteria |
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|
II-5 |
Set up commitment file |
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APPRAISAL |
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|
II-5 |
Landowner given opportunity to accompany appraiser |
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|
II-5 |
Comparable sales checked |
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|
II-5 |
Report completed |
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APPRAISAL REVIEW |
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|
II-5 |
Date of value determination precedes commencement of negotiations |
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|
II-5 |
Just compensation approved |
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|
II-5 |
Review completed |
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|
NEGOTIATIONS |
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|
II-5 |
Private firms negotiators are licensed and have a licensed broker |
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|
II-5 |
Mailed initial phase of negotiations and relocation assistance eligibility |
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|
II-5 |
All negotiation inquiries satified |
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|
II-5 |
Appointment with property owner |
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II-5 |
Owner given written statement of just compensation |
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|
II-5 |
Settlement contains construction clauses |
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|
II-5 |
Evidence of clear title |
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|
II-5 |
Salvage specified |
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PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
RELOCATION |
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|
II-5 |
Plan approved by WSDOT |
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|
II-5 |
Program furnished to person scheduled to be displaced |
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|
II-5 |
Written notice to vacate |
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|
II-5 |
Last resort housing |
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|
II-5 |
Person to be displaced filed an appeal against City/County determination |
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|
II-5 |
Relocation completed |
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II-5 |
Acquisition completed |
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II-5 |
Administrative settlement documentation completed |
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|
II-5 |
Copies of deeds in file |
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|
II-5 |
Sent to Dist. Local Prog. Engr. for WSDOT's certification are: |
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|
II-5 |
* Letter of certification |
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|
II-5 |
* R/W project analysis |
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|
II-5 |
* Federal aid requirement checklist |
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|
PLANS SPECIFICATIONS AND ESTIMATES |
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|
III-4 |
Reviewed commitment and correspondence file |
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WHEN APPLICABLE SECURE FOLLOWING PERMITS, ETC: |
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|
III-4 |
Airport roadway clearance FAA |
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|
III-4 |
Shoreline Permits Local and Coastal Zone Management compliance from DOE |
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|
III-4 |
For cultural, archeological, historical sites OAHP contacted |
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|
III-4 |
Plant or animal endangered species from USFWS/NMFS |
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III-4 |
When waters modified or controlled, USFWS and State F&W consulted |
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III-4 |
When stream is affected, permit from DOE and HPA |
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|
III-4 |
For timber supporting land, permit from DNR |
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|
III-4 |
When construction might reduce water quality, contact DOE |
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III-4 |
For quarries of 2 acres and 10,000 tines or more DNR contacted |
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Sensitive area or wetland involved - local permit needed |
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|
III-4 |
Water/wetlands - Army Corps of Engineers |
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|
III-4 |
For navigable waterways, permit from Coast Guard |
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|
III-4 |
If wetlands are affected, USF & G or Nat. Marine Fish. Services contacted |
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NPDES Permit from Fisheries |
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|
III-4 |
Utility agreements |
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|
III-3 |
Railway agreements |
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PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
PS & E COMPLETED |
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|
IV-3 |
Vicinity map |
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|
IV-3 |
Summary of quantities |
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|
IV-3 |
Pit quarry stockpile and waste sites |
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|
IV-3 |
Reclamation plans |
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|
IV-3 |
Roadway sections |
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|
IV-3 |
Plans and profiles |
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|
IV-3 |
Utilities |
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|
IV-3 |
Structure notes |
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IV-3 |
Signing |
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IV-3 |
Illumination |
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IV-3 |
Bridge plans |
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IV-3 |
Traffic control |
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|
IV-3 |
Standard plans |
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|
IV-3 |
Sheets numbered and dated |
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|
IV-3 |
Each sheet signed and stamped by Prof. Engineer |
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|
IV-3 |
Bridge plans, design calcs, and soil report to Local Prog. [state A&A only] |
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|
IV-3 |
Form FHWA-1273 included and latest amendment |
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|
IV-3 |
Log of test borings |
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|
IV-3 |
Training requirements |
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|
IV-3 |
EEO requirement clauses |
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|
IV-3 |
For steel included Buy America requirement |
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|
IV-3 |
Traffic control special provisions |
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|
IV-3 |
Specialty items |
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|
IV-3 |
General Special provisions and amendments arranged in order & indexed |
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|
IV-3 |
Project proposal |
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|
IV-3 |
Federal Aid Proposal Notices (2 pages) |
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|
IV-3 |
Non-collusion Declaration |
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|
IV-3 |
Contract |
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|
IV-3 |
Certification for Federal Aid Contracts (lobbying) |
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|
IV-3 |
DBE Utilization Certification |
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|
IV-3 |
Engineer's Estimate complete |
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PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
PS & E COMPLETED (Continued) |
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|
IV-3 |
Documentation for each item in engineer's estimate |
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|
IV-3 |
Justification for nonparticipating items |
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|
IV-3 |
Detailed documentation for lump sum items available in project files |
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|
IV-3 |
Estimate to Dist. Local Program Engineer |
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|
IV-3 |
Training goal set by Assist. Sec. for Local Programs |
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|
IV-3 |
DBE goal set by Assist. Sec. for Local Programs |
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|
IV-3 |
Approval of local agency supplied materials |
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|
IV-3 |
Sources approved by City of Port Angeles |
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|
IV-3 |
Approval of stockpiling by Assist. Sec. for Local Programs |
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|
IV-3 |
Distribution of prelim. plans as determined by City of Port Angeles |
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|
IV-3 |
On-site PS & E review (state Ad and Award only) |
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|
IV-3 |
For tied bids, approval from approving authority |
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|
IV-3 |
For State Ad and Award, financial resp. letter with PS&E doc. to Dist Engr. |
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|
IV-3 |
PS & E approved by City Council |
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|
IV-3 |
* Letter to file by approving authority approving PS & E; or |
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|
IV-3 |
* Set of stamped, signed dated PS & E on file in local agency office |
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|
PROJECT CHECKLIST REVIEWED BY DIRECTOR OF PUBLIC WORKS |
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|
IV-3 |
State and federal wage rates added to ad plans |
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|
IV-3 |
PS & E to Dist. Local Program Engineer |
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|
REQUEST FOR CONSTRUCTION FUNDS |
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|
II-2 |
Supplement to City/County Agreement |
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|
II-5 |
Letter of R/W certification |
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|
II-5 |
R/W project analysis |
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|
II-5 |
Letter to Local Program Engr. requesting constr. funds with above attach. |
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|
LOCAL PERMITS FOR BUILDINGS |
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|
Building Permits [plumbing, electrical, energy, mechanical, sign, etc.] |
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|
Clearing and grading permit |
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|
Right of Way Constr. Permit [driveways, curs, sidewalks] |
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|
Water system |
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|
Wastewater system |
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PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
LOCAL PERMITS FOR BUILDINGS (continued) |
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|
Storm systems |
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Electrical systems |
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|
Land Use ok for construction |
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|
Other: |
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|
LOCAL AD AND AWARD - ADVERTISE FOR BIDS |
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|
IV-4B |
Local Programs Contract No. is from Dist. Local Prog. Engr. |
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|
IV-4B |
Approval of ad period of less than 3 weeks |
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|
|
City Attorney review and approve contract documents |
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|
IV-4B |
Date of publication set for sealed bids [at least 13 days before bid opening] |
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|
IV-4B |
Sent "Notice of Contractors" to: |
|||||
|
IV-4B |
* Associated General Contractors of America |
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|
IV-4B |
* DBE Contractors Association or Supportive Center |
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|
IV-4B |
Issued addendum [Delay bid open, if within 1 week] |
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|
IV-4B |
Bids opened |
|||||
|
IV-4B |
Bid tabulation sheet prepared |
|||||
|
IV-4B |
Check submitted bids for tabulation errors |
|||||
|
IV-4B |
Completed bid and bidders tabulation sheet with address of all bidders |
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|
IV-4B |
Check DBE participation project goals |
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|
Subcontractors listed in bid |
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|
IV-4B |
Responsive bid determined |
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|
IV-4B |
Contractor qualified |
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|
IV-4B |
Contractor registered by Wash. State Dept. of Labor and Industries |
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|
IV-4B |
Contractor licensed as required by laws of State of Washington |
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|
IV-4B |
Award recommendation made to City Council |
|||||
|
IV-4B |
When low bid over engineer's estimate, submittal of justification and letter f award recommendation to City Council |
|||||
|
IV-4B |
Supplement approved by Assistant Sec. for Local Programs |
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|
AWARD OF CONTRACT |
||||||
|
IV-4B |
Contract award date was: [End charges to PE stage] |
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|
IV-4B |
Sent "Award Letter" to successful bidder |
|||||
|
IV-4B |
Sent "Condition of Award" to successful bidder if DBE goals are set in contract |
|||||
|
IV-4B |
Notice of Award sent to Dept. of Labor and Industries |
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PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
AWARD OF CONTRACT (continued) |
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|
IV-4B |
Notify all unsuccessful bidders of bidding results |
|||||
|
IV-4B |
Return bid bonds to bidders, except for low first three |
|||||
|
IV-4B |
Notify second and third low bidders of holding bid bonds until execution of contract |
|||||
|
SEND TO DISTRICT LOCAL PROGRAM ENGINEER: |
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|
IV-4B |
* Tabulation of bids |
|||||
|
IV-4B |
* Engineer's Estimate |
|||||
|
IV-4B |
* Actual versus etimated costs shown in City/County Agreement |
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|
IV-4B |
* Award letter |
|||||
|
IV-4B |
* DBE utilization certification |
|||||
|
IV-4B |
* Estimated date of contract completion |
|||||
|
IV-4B |
* FHWA Form 45 for projects greater than $500,000 |
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|
V-1B |
Contract and contract bond papers to contractor for signature |
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|
CM |
"Certificate of Insurance" received from contractor |
|||||
|
CHECKLIST & CONTRACT DOCUMENTS REVIEWED BY DIRECTOR |
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|
CM |
Mayor sign contract documents |
|||||
|
City Attorney sign documents |
||||||
|
CM |
Notified the contractor by phone of the execution of the contract |
|||||
|
V-1B |
Executed copy of the contract sent to contractor |
|||||
|
Executed copy sent to the City Clerk |
||||||
|
Executed copy sent to Public Works files |
||||||
|
Extra copies [6] of signed contract distributed as needed |
||||||
|
CM |
Notice to proceed sent to contractor |
|||||
|
CM |
Copy of "Notice to Proceed" sent to Dist. Local Prog. Engineer |
|||||
|
CM |
Return all other bid bonds to second and third low bidders |
|||||
|
PRECONSTRUCTION CONFERENCE |
||||||
|
V-1B |
Notice of preconstruction conference sent to: Contractor [ ], Dist. Local Prog. Engr. [ ], Water Utility [ ], Wastewater Utility [ ], Street Div. [ ], Light Dept. [ ], Clallam Road Dept. [ ], Police Dept. [ ], Fire Dept. [ ], U.S. West [ ], Northland Cable [ ], Others: |
|||||
|
V-1B |
Preconstruction conference agenda prepared |
|||||
|
V-1B |
Preconstruction conference held with minutes sent to: Contractor [ ], Subcontractors [ ], Dist. Local Prog. Engr. [ ], other attending persons [ ], invited but not represented agencies [ ], project file [ ] |
|||||
|
II-7 |
Training Program |
|||||
|
II-7 |
* Received from contractor |
|||||
|
II-7 |
* City approval |
|||||
PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
PRECONSTRUCTION CONFERENCE (continued) |
||||||
|
II-7 |
Apprentice/Trainee |
|||||
|
II-7 |
* Approval requested from contractor |
|||||
|
II-7 |
* City approval |
|||||
|
V-1B |
"Record of Material Testing" from WSDOT Material Lab |
|||||
|
V-1B |
Contractor provides or is provided copies of permits obtained from agencies and/or prop. owners |
|||||
|
V-1B |
* Washington State Dept. of Wildlife/Fisheries - HPA |
|||||
|
V-1B |
* Washington State Dept. of Ecology |
|||||
|
V-1B |
* Air Pollution Authority |
|||||
|
V-1B |
Temporary water pollution control plan approved |
|||||
|
V-1B |
Approved contractor's progress schedule |
|||||
|
V-1B |
Received railroad insurance from contractor |
|||||
|
V-1B |
Construction diary started |
|||||
|
V-1B |
Inspector's diary started |
|||||
|
V-1B |
"Certification of Materials Origin" received from contractor |
|||||
|
V-1B |
Material source approved received |
|||||
|
V-1B |
Plans for falsework and forms |
|||||
|
V-1B |
* received from contractor |
|||||
|
V-1B |
* City approved |
|||||
|
V-1B |
Required job site posters placed by contractor |
|||||
|
V-1B |
* FHWA 1495 and 1495A - Wage Rate Information |
|||||
|
V-1B |
* FHWA 1022 - "Fraud Notice Poster" |
|||||
|
V-1B |
* OFCCP - 1420 - "EEO is the Law" |
|||||
|
V-1B |
* WISHA LI-416-81-"Safety and Health Protection on the Job" |
|||||
|
V-1B |
* Industrial Insurance Poster - LI-242-91 |
|||||
|
V-1B |
* Your Rights as a Worker - F700-053-000 |
|||||
|
V-1B |
* Family care and maternity - F700-025-000 |
|||||
|
V-1B |
* Approved "Statement of Intent to Pay Prevailing Wages" |
|||||
|
V-1B |
* Copy of wate rates from contract documents |
|||||
|
V-1B |
Daily construction signing records started [Checked twice daily and recorded] |
|||||
|
V-1B |
Weekly statement of working days started |
|||||
|
V-1B |
Material acceptance sampler appointed |
|||||
PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
PRECONSTRUCTION CONFERENCE (continued) |
||||||
|
V-1B |
Material independent assurance sampler appointed |
|||||
|
V-1B |
Office engineer for progress estimates and final records appointed |
|||||
|
V-1B |
Scale certification |
|||||
|
V-1B |
Daily scale check |
|||||
|
V-1B |
Received FHWA Form 1391 for July from contractor and subcontractors |
|||||
|
V-1B |
FHWA Form 1392 prepared and sent to District Local Programs |
|||||
|
V-1B |
Received "Request to Sublet Work" and "Subcontractor or Agent Cert." from contractor |
|||||
|
V-1B |
Approval request to sublet, if within 70% limit |
|||||
|
V-1B |
Received "Intent to Pay Prevailing Wages" from contractor and all subs and agents |
|||||
|
V-1B |
Received approved "Intent to Pay" from Labor and Ind. before 1st payment |
|||||
|
V-1B |
Checked first certified payroll from contractor and subs to ensure paying prev. wages |
|||||
|
V-1B |
Randon check of each successive payroll |
|||||
|
V-1B |
Monthly wage rate interviews conducted |
|||||
|
V1-B |
Checked employee wage rate vs cert. payroll & L.&I. approved rate |
|||||
|
CHANGE ORDERS |
||||||
|
V-1B |
FHWA approval required when change order will alter the termini, character, or scope of work. Approval must be obtained before effective date of change order to be eligible for federal participation. |
|||||
|
V-1B |
Prepare change order that details basis and need for the change |
|||||
|
V-1B |
Extension of time approved in days for each change order is listed |
|||||
|
V-1B |
Change order signed by contractor |
|||||
|
V-1B |
Change order signed by surety, if required |
|||||
|
V-1B |
Verbal approval obtained from City |
|||||
|
V-1B |
Change order signed by Public Works Dir. only, if less that $5,000 |
|||||
|
V-1B |
Change order signed by City Mgr, over $5,000,less than 15% under $100,000 |
|||||
|
V-1B |
Change order signed by City Mgr, over $5,000,less than 10% over $100,000 |
|||||
|
V-1B |
Change order signed by Council, as above and over $100,000 total CO |
|||||
|
V-1B |
Original to contractor |
|||||
|
V-1B |
Copy of approved CO to Dist. Local Program Engr. |
|||||
|
V-1B |
Supplement to City/County Agreement approved by Assist. Sec. for Local Programs |
|||||
PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
MONTHLY PAY ESTIMATES |
||||||
|
V-1B |
Verified and documented that DBE is performing a commercially useful function prior to making a monthly payment |
|||||
|
V-1B |
Prepare estimate |
|||||
|
V-1B |
Checked estimate by City Engineer |
|||||
|
V-1B |
Estimate sent to Contractor |
|||||
|
V-1B |
Estimate received back from contractor signed |
|||||
|
V-1B |
All "Intent to Pays" received (first month) prior to payment |
|||||
|
OVERVIEW OF DBE WORK |
||||||
|
V-1B |
Verify work being done as per Condition of Award Letter |
|||||
|
V-1B |
Conduct on-site review(s) of each DBE to determine if the DBE is performing a commercially useful function (CUF) |
|||||
|
V-1B |
Change orders that affected DBE work checked |
|||||
|
V-1B |
DBE goal change approved by Assist. Sec. for Local Programs |
|||||
|
OVERVIEW OF EEO: |
||||||
|
V-1B |
Agency designates an EEO officer |
|||||
|
V-1B |
Conduct on-site compliance review |
|||||
|
V-1B |
Monitor CC-257 forms each month for each trade |
|||||
|
V-1B |
Notify contractor of compliance or non-compliance with contract provisions |
|||||
|
V-1B |
Assured EEO signs are posted |
|||||
|
PROJECT COMPLETION |
||||||
|
V-1B |
Prefinal inspection by City inspector and contractor |
|||||
|
Final inspection by Water |
||||||
|
Final inspection by Wastewater |
||||||
|
Final inspection by Street |
||||||
|
Final inspection by others |
||||||
|
V-1B |
Final inspection by City Inspector and Contractor |
|||||
|
V-1B |
Report on Non-American Made Material (Stand. Spec 1-06.5) received from contractor |
|||||
|
V-1B |
Notice of completion to contractor |
|||||
|
V-1B |
Extension of time request with justification received from contractor |
|||||
|
V-1B |
Extension of time granted, in days |
|||||
|
V-1B |
Extension of time refused, days and liq. damages |
|||||
|
V-1B |
Letter sent notifying contractor of assessed liquidated damages |
|||||
|
V-1B |
Copy of completion notice to Assist. Sec. for Local Prog. reqesting inspection and acceptance by WSDOT and FHWA |
|||||
PROJECT DEVELOPMENT CHECKLIST
CITY OF PORT ANGELES PUBLIC WORKS
|
CONTRACT LOCAL FUNDS |
DAY LABOR LOCAL FUNDS |
CONTRACT FEDERAL FUNDS |
L.A.G DIV. |
ACTIVITY |
DATE DONE |
DATE TO WSDOT |
|
PROJECT COMPLETION (continued) |
||||||
|
V-1B |
Contractor submitted claim(s) |
|||||
|
V-1B |
No claims submitted by contractor |
|||||
|
V-1B |
Notice of Completion sent to Dept. of Revenue [Proj. over $20,000] |
|||||
|
V-1B |
Notice of Completion sent to Dept. of Labor and Industries |
|||||
|
V-1B |
FHWA Form 47, required YES or NO |
|||||
|
V-1B |
FHWA Form 47 received from contractor |
|||||
|
V-1B |
Received "Affidavit of Wages Paid" from contractor and subs |
|||||
|
V-1B |
Received "Affidavit of Amount Paid to DBE Participants" from contractor |
|||||
|
V-1B |
Completed "Report of Contractor's Performance" for contractor an subs |
|||||
|
V-1B |
As built plan completed and on file in Public Works office |
|||||
|
V-1B |
Final record book #1 completed |
|||||
|
V-1B |
Final pay estimate received from contractor |
|||||
|
PROJECT CHECKLIST REVIEWED BY DIRECTOR OF PUBLIC WORKS |
||||||
|
V-1B |
Comparison of preliminary and final quantities made to City Council with final payment |
|||||
|
V-1B |
Material certification form to City Council |
|||||
|
V-1B |
Final estimate approved by the City Council |
|||||
|
V-1B |
Final payment paid to Contractor |
|||||
|
V-1B |
Release received from Dept. of Labor and Industries |
|||||
|
V-1B |
Release received from Dept. of Revenue |
|||||
|
V-1B |
Released retainage from escrow or mailed check to contractor |
|||||
|
PROJECT CLOSURE |
||||||
|
V-2 |
Completion letter to Dist. Local Prog. Engr. (within 15 days of completion) |
|||||
|
V-2 |
Final billing to Dist. Local Prog. Engr. (within 90 days of completion) |
|||||
|
V-2 |
Final field inspection by FHWA area Mgr. and DLPE (deficiencies in FHWA 1446C) |
|||||
|
V-2 |
Resolve deficiencies found during the field inspection |
|||||
|
V-2 |
Informed by Dist. Local Prog. Engr. of WSDOT approval of final billing |
|||||
|
|
||||||
PW-402_12 [11/93]

