Fillable Printable Sample Project Management Plan
Fillable Printable Sample Project Management Plan
Sample Project Management Plan
“Providing responsive, current and cost effective engineering solutions supporting the operation, maintenance and
improvement of the City's stormwater, wastewater and transportation infrastructure”
City of Largo
Engineering Services Division
Telephone: (727) 587-6713
Facsimile: (727) 586-7413
Date: November 10, 2010
Project Name: Stormwater Retrofit – McKay Creek Tributary – Sunset
Manor
Engineering Project Number: 2007-03
Prepared By: Rafal Ceislak, EI, Engineer II
Approved by: Leland Dicus, PE, City Engineer
Carol Stricklin, AICP, Director Community Development
Brian Usher, Director Public Works
Mike Staffopoulos, PE, Assistant City Manager
Purpose:
The purpose of this project is to retrofit a segment of an upland cut stormwater conveyance
ditch within the McKay Creek Watershed to improve water quality and maintain conveyance
capacity.
Description:
The ditch section is approximately 900 feet in length and located between Barlow Lane to the
west, Twin Lakes Drive to the east, Sunset Drive to the north and Bluffs Drive to the south. The
ditch serves an upstream watershed of approximately 155 acres consisting of largely untreated
residential and commercial land uses. The ditch outfalls to McKay Creek, which is a State of
Florida Impaired Waterbody. The existing ditch banks are unstable, inundated with invasive
vegetation and have incurred significant soil erosion. The proposed improvements will mitigate
sediment and suspended solids pollution through bank stabilization and installation of a
sediment trap. Nutrient removal will be enhanced through installation of native vegetation and
construction of a series of cascading weirs to create littoral and wet detention zones.
Engineering Project Team Structure
• Design Mechanism – In-house
◦ In-house staff will provide the engineering and environmental services for this
project. A sub-consultant will be utilized for professional survey services.
◦ This project is cooperatively funded with the SWFWMD, under the SWIM program.
◦ The following table provides the project team structure for this project:
Project Management Plan
“Providing responsive, current and cost effective engineering solutions supporting the operation, maintenance and
improvement of the City's stormwater, wastewater and transportation infrastructure”
City of Largo
Engineering Services Division
Telephone: (727) 587-6713
Facsimile: (727) 586-7413
Team Member Project Role
Leland Dicus Engineering PM/ EOR/ Division Review/ Client Services
Rafal Cieslak Engineering Assistant PM/ Project Engineer
David McPherson Engineering Plan Production-Lead
Myrna Anderson Engineering Plans Production
Troy Tinch Engineering Environmental Scientist/ NPDES Review
Greg Brown RPA Landscape Design
Rick Daquanna Engineering CM/ Construction Review
Marcello Tavernari Engineering Peer Review
Brian Highnote Engineering Construction Inspection
George Adriaansen Engineering Plans Production - QA/QC
Karen Hadala Engineering Clerical/Financials
Randy Smith SWFWMD SWFWMD PM/ Funding Partner Review
Stephanie Waters Admin Grant Review/Audit
Mary Hale Admin Legal Review
Joan Wheaton Admin Procurement Review
Carol Stricklin CD Client Review
Brian Usher PW O&M/Client Review
Bob Nowak PW O&M Review
Mike Staffopoulos Admin Admin Review
• Sub-Consultants
◦ Survey –
▪ Polaris
Scope of Services:
1. Project management
1.1. Meetings – project meetings will be held at key project milestones including the
following:
a) Client Project Kick-off Meeting – The purpose of this meeting is to review the
proposed PMP with the client and client's designated project team.
“Providing responsive, current and cost effective engineering solutions supporting the operation, maintenance and
improvement of the City's stormwater, wastewater and transportation infrastructure”
City of Largo
Engineering Services Division
Telephone: (727) 587-6713
Facsimile: (727) 586-7413
b) SWFWMD Coordination Meetings – Initial and subsequent coordination meetings
will be held with SWFWMD project manager to present and review the project
deliverables. Three meetings are anticipated.
c) Design Phase Meetings – Hold review meetings with key project stakeholders as
outlined in the Quality Assurance Project Plan (QAPP). Five meetings are
anticipated.
d) Internal Project Coordination Meetings – Project manager will hold regular
internal meeting to coordinate week to week design efforts and monitor progress.
1.2. Project Schedule – a detailed task by task project schedule will be developed and
updated on a monthly basis.
1.3. Project Financial – internal project billing and sub-consultant invoicing will be reviewed
on a bi-weekly basis and a status update provided on a monthly basis. Internal project
billing will be invoiced on a quarterly basis.
1.4. Quarterly Project Update Report – project status report will be published on a
quarterly basis and sent to project stakeholders.
1.5. Project Update Center – key project information will be maintained and updated on a
monthly or more frequent basis on the Engineering Capital Project Program Intranet page.
2. Evaluation Phase Services
2.1. Survey Acquisition – topographic and boundary survey completed.
2.2. Project Plan Sheet Conversion – the existing project plan sheets produced in
microstation shall be converted to the current CADD Standard.
2.3. Conflict Utility Inquisition – Project plan sheets will be sent to local utility providers for
mark-up. After receiving utility mark-ups, conflict utilities will be incorporated into project
plan sheets.
2.4. Preliminary Engineering Analysis and Design – perform a preliminary drainage
design and analysis to identify the most cost effective retrofit configuration that will meet the
goals of the project including:
a) Evaluation and recommendations for up to three ditch bank stabilization techniques
and stormwater treatment system configurations that will maximize treatment capacity
improve existing conveyance, and meet the budgetary constraints of the project. A bank
stabilization lunch and learn meeting will be held with construction and O&M staff to review
past stabilization techniques and lessons learned.
“Providing responsive, current and cost effective engineering solutions supporting the operation, maintenance and
improvement of the City's stormwater, wastewater and transportation infrastructure”
City of Largo
Engineering Services Division
Telephone: (727) 587-6713
Facsimile: (727) 586-7413
b) Evaluation of stormwater best management practices to incorporate into the project
design including a linear treatment train. This task will include nutrient removal estimates
and determination of planting areas and species to be used.
c) Drainage basin map and ICPR model of existing conditions and proposed design
options.
d) Engineer's estimates will be generated for each project alternative including capital,
operation and maintenance costs.
2.5. Environmental Impact Analysis – A pre-application meetings has already been held
with SWFWMD. This task shall include UMAMS analysis of existing conditions and
proposed design options. Additionally easements necessary to construct the project and
facilitate operation and maintenance will be identified.
2.6. Compile Basis of Design Report – The basis of design report will summarize the
findings of the PE&E analyses and include Engineering’s recommended design option. The
retrofit design parameters to be used in the final design will also be identified.
2.7. PE&E QA Review – Complete internal quality assurance review of the PE&E
documents including peer, construction, and division reviews.
2.8. 30% Engineering – Engineering design calculations and plans production will be
performed for the recommended design solution; utility conflicts and easement requirements
will be called out; and a construction cost estimate and measurement and payment
specification will be generated. Plans production at this phase will be limited to the plan,
profile and typical cross section layout of the proposed improvements. Labeling, cross
sections, planting plan, details and S&E plan will not be included in this submittal phase.
2.9. 30% QA Review – Complete quality assurance review of the 30% engineering
documents including peer, construction, and division reviews. The BODR and 30%
documents will be revised if necessary and sent to individuals to be included in the PE&E
stakeholder meeting, their comments to be discussed at the meeting.
2.10. PE&E Project Stakeholder Meeting – The purpose of this meeting is to present the
findings of the PE&E analysis and Engineering’s recommended design option, and discuss
and gain consensus on the final design option from the project stakeholders. Meeting
attendees will be as identified in the Quality Assurance Project Plan.
3. 90% Design Phase Services
3.1. 90% Engineering – Perform engineering design calculations and make necessary
adjustments to construction documents based on decisions made at PE&E meeting.
“Providing responsive, current and cost effective engineering solutions supporting the operation, maintenance and
improvement of the City's stormwater, wastewater and transportation infrastructure”
City of Largo
Engineering Services Division
Telephone: (727) 587-6713
Facsimile: (727) 586-7413
3.2. Technical Specifications – A complete set of technical specifications for the project
will be prepared.
3.3. SWFWMD Permit Application – Prepare SWFWMD permit applications and
supporting documentation.
3.4. Easement Acquisition – Required easement documents are submitted to Assistant
City Attorney for review and approval. Approved easement documents are sent to grantors
for signature. Meetings with grantors will be held as necessary.
3.5. 90% QA Review – Complete internal quality assurance review of the 90% engineering
documents and permit applications, including peer, NPDES, construction, and division
reviews. The 90% documents will be revised if necessary and sent to individuals to be
included in the 90% project stakeholder meeting, their comments to be discussed at the
meeting.
3.6. 90% Project Stakeholder Meeting – The purpose of this meeting is to provide the
project personnel with the opportunity to provide comments on the 90% engineering
documents prior to permit application and presentation to the public. Meeting attendees will
be as identified in the Quality Assurance Project Plan.
3.7. Permit Acquisition – finalize permit applications and supporting documents, obtain
signatures, and submit to permitting agencies. Respond to RFI and make necessary
adjustments to plan sheets.
3.8. Utility Coordination Meeting – Meeting with representatives of utility company’s
whose facilities will be in conflict with the projects proposed construction activities to discuss
relocation options, temporary access, responsibilities and cost.
3.9. Public Information Workshop – Workshop/open house style meeting with members of
the public in project area to present the project design and gain feedback on the project.
Meetings will also be a held with individual homeowners who may be uniquely impacted by
the project.
4. 100% Design Phase Services
4.1. 100% Engineering – Make necessary adjustments based on permit requirements,
public comment and utility coordination.
4.2. 100% QA Review – Complete internal quality assurance review of the 100%
engineering documents including peer, construction, and division reviews.
“Providing responsive, current and cost effective engineering solutions supporting the operation, maintenance and
improvement of the City's stormwater, wastewater and transportation infrastructure”
City of Largo
Engineering Services Division
Telephone: (727) 587-6713
Facsimile: (727) 586-7413
4.3. Finalize Construction Documents – make changes to construction documents based
on 100% reviews. Engineer of Record signs and seals construction documents. City
Engineer will approve and sign final construction documents.
5. Bid Phase Services
5.1. Prepare Contract Documents for Bid – modify city front-end document template and
attach technical specifications. City Engineer will approve and sign final bid package.
5.2. Review of Contract Documents by OMB – Submit copy of contract documents to
OMB and obtain signature on invitation to bid.
5.3. Prepare Plan Sheets and Contract For Bid Advertisement
5.4. Advertise Project – project is advertised for bid.
5.5. Pre-Bid Meeting – will be held minimum of two weeks prior to bid opening, as
determined necessary depending on the project. The pre-bid meetings shall be recorded
and minutes generated immediately following. Meeting attendance by prospective
contractors will be made mandatory based on the complexity of the project.
5.6. Questions, RFI's, Interpretations and Addenda – Questions and RFI's will be
answered and Interpretations and Addenda will be issued if deemed necessary up to ten
(10) days prior to bid. Addenda shall generally be issued when errors are found in contract
documents or drawings, and when changes, additions or modifications are made to the
contract documents or drawings. Addenda should be issued when information is needed to
ensure equal information and equal understanding of the project and bid requirements.
5.7. Bid Opening – sealed bids received on or before the due date and time will be opened
and read aloud by office of management and budget.
5.8. Review Bids and Bid Bonds – the bid documents will be reviewed for completeness,
bid prices will be tabulated and the references of the two lowest bidders will be checked.
The lowest qualified bidder (“most responsive and responsible”) will be selected for contract
award. The signature page of the Contract Agreement is sent to selected bidder for
signature.
5.9. City Attorney Approval of Contract Documents – The signed agreement page and
the contract prices of the selected bidder will be inserted into the contract documents, and
the contract is submitted to the City Attorney for review and signature.
5.10. City Commission Approval of Project Award – City Commission agenda memo is
prepared for approval of contract award and item is taken to a regular commission meeting.
The Contract is updated as necessary to reflect the awarded bid items and contract amount.
“Providing responsive, current and cost effective engineering solutions supporting the operation, maintenance and
improvement of the City's stormwater, wastewater and transportation infrastructure”
City of Largo
Engineering Services Division
Telephone: (727) 587-6713
Facsimile: (727) 586-7413
5.11. NOA and Contractor Signatures – Signature of City manager is obtained on the
notice of award (NOA) and two copies of the contract documents will be sent to contractor
for signatures.
5.12. Obtain Contract Signatures (City Admin) – Contracts will be routed for execution by
city staff. One original Contract is given to the contractor the other original is sent to the City
Clerk.
6. Construction Phase Services
6.1. Internal Construction Team Meeting – a meeting will be held including the PM, CM
and City Engineer to coordinate transfer of project management responsibility for the project
from the design group to the construction group and to develop the preconstruction meeting
agenda.
6.2. Pre-construction Meeting and NTP – a meeting is held with contractor, conflict utility
representatives, and city staff to discuss construction schedule, payment methods, project
safety, MOT, and submittal of shop drawings. The notice to proceed date is established at
the meeting. Following the meeting the NTP document is executed and sent to the
Contrator and City Clerk for inclusion in the original Contracts.
6.3. Pre-construction Public Information Workshop – Workshop with members of the
public in project area to present the project design, introduce the City's construction team
and present construction sequencing and schedule.
6.4. Shop Drawing Review – shop drawing submittals will be reviewed for conformance to
construction plans and specifications.
6.5. Construction – During construction of the project the contractor’s work is inspected for
conformance with construction plans and specifications, and quality of workmanship;
requests for payment will be reviewed and processed; if necessary field adjustments will be
made; change orders will be executed for any increases in the total contract time or price.
6.6. Substantial Completion Walk-Through – When the contractor notifies the City of
substantial completion, an inspection of the work is made to determine status of completion
and formulate a punch list.
6.7. Record Drawing Review – as-built drawings will be submitted by the contractor in
accordance with the Contract and reviewed for approval by the CM, PM and EOR.
6.8. Final Completion Walk-Through – upon notification of the completion of substantial
punch list items the city shall make a final inspection and formulate a final punch list to be
executed immediately by contractor.
“Providing responsive, current and cost effective engineering solutions supporting the operation, maintenance and
improvement of the City's stormwater, wastewater and transportation infrastructure”
City of Largo
Engineering Services Division
Telephone: (727) 587-6713
Facsimile: (727) 586-7413
6.9. Project Close-Out – final payment, and other activities necessary to finalize the project
will be completed. This work shall include transfer of ERP permit to operation and
maintenance and development of an operation and maintenance manual.
6.10. O&M Workshop – Engineering will hold a work shop with PW staff to present the final
operation and maintenance manual.
7. Post Construction Monitoring
7.1. Post-Construction Monitoring – a study will be conducted thru field observation to
monitor the performance of the stormwater retrofit system after the project construction is
completed for at least 2 months.
7.2. Final Project Report – a final project report will be generated. The report will contain a
performance evaluation of the stormwater retrofit system based on the field observations.
The final project report will also include possible recommendations for similar projects in the
future.
QAPP:
Reviewing Agent Department /
Division
Project Role Review Responsibility
Mike Staffopoulos Admin Admin Review PMP, BODR, 90% Plans
Carol Stricklin CD Client Review PMP, BODR, 90% Plans, Final Report
Brian Usher PW O&M Review PMP, BODR, 90% Plans, O&M Manual
Leland Dicus Engineering Division Review
PMP, BODR, 30%, Permits, 90%, Tech Specs,
100%, Contract, Final Report, O&M Manual
Rick Daquanna Engineering
Construction
Review
BODR, 30%, 90%, 100%, Tech Specs, Contract
Marcello Tavernari Engineering Peer Review
BODR, 30%, 90%, Permits, 100%, Tech Specs,
Contract
Bob Nowak PW
O&M/ Client
Review
BODR, 30%, 90%, 100%, O&M Manual
Randy Smith SWFWMD
Funding Partner
Review
BODR, 30%, 90%, 100%, Final Report
Troy Tinch Engineering NPDES Review 90% Plans, O&M Manual
Mary Hale Admin Legal Review Easement Agreements, Contract Agreement
Joan Wheaton Admin
Procurement
Review
Invitation to Bid
Stephanie Waters OMB Grant Review/Audit PMP, Final Report
“Providing responsive, current and cost effective engineering solutions supporting the operation, maintenance and
improvement of the City's stormwater, wastewater and transportation infrastructure”
City of Largo
Engineering Services Division
Telephone: (727) 587-6713
Facsimile: (727) 586-7413
Budget:
Funding for the project is included in the FY 2011 budget from the LOST fund in the amount of
$1,475,800.00. A budget break-down by task is included in the table below.
Task Vendor Budget Fund FY
Design – Evaluation/30% In-house $25,000.00 LOST 2011
Design - 90% In-house $50,000.00 LOST 2011
Design - 100% In-house $15,000.00 LOST 2011
Bid In-house $5,000.00 LOST 2011
Construction Contractor $1,330,800.00 LOST 2011
Construction Administration In-house $40,000.00 LOST 2011
Post Construction Monitoring In-house $5,000.00 LOST 2011
Schedule:
Project Milestone Deliverable Date Date
(SWFWMD
N250)
Client Kick-Off Meeting PMP 11/02/10 -
PE&E Project Meeting BODR; 30% Plans; Cost Est. 12/10/10 03/31/11
Quarterly Project Report 1 QPR #1 02/01/11 -
90% Project Meeting 90% Plans; Estimate; Specs 02/23/11 -
100% Project Meeting 100% Plans; Draft Contract Docs 04/29/11 -
Advertisement for Bid Final Contract; Plans and Specs 05/12/11 08/31/11
Quarterly Project Report 2 QPR #2 05/03/11 -
Contract Award Executed Contract 07/05/11 10/31/11
Quarterly Project Report 3 QPR #3 08/02/11 -
Construction Commencement NA 10/03/11 -
Quarterly Project Report 4 QPR #4 11/01/11 -
Quarterly Project Report 5 QPR #5 02/01/12 -
Construction Completion
Record Drawings; Permit Transfer to
O&M; O&M Manual
04/06/12 09/30/12
Quarterly Project Report 6 QPR #6 05/01/12 -
Quarterly Project Report 7 QPR #7 08/01/11 -
Complete Post-Construction Monitoring Final Report 11/01/12 12/31/12
SWFWMD Contract Termination - 06/30/13 -
