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:StormwaterRetrofit–McKayCreekTributary–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:
Thepurposeofthisprojectistoretrofitasegmentofanuplandcutstormwaterconveyance
ditchwithintheMcKayCreekWatershedtoimprovewaterqualityandmaintainconveyance
capacity.
Description:
Theditchsectionisapproximately900feetinlengthandlocatedbetweenBarlowLanetothe
west, TwinLakes Driveto theeast, SunsetDrive to the northand BluffsDrive to the south. The
ditchservesanupstreamwatershedofapproximately155acresconsistingoflargelyuntreated
residentialandcommerciallanduses.TheditchoutfallstoMcKayCreek,whichisaStateof
FloridaImpairedWaterbody.Theexistingditchbanksareunstable,inundatedwithinvasive
vegetationandhaveincurredsignificantsoilerosion.Theproposedimprovementswillmitigate
sedimentandsuspendedsolidspollutionthroughbankstabilizationandinstallationofa
sedimenttrap.Nutrientremovalwillbeenhancedthroughinstallationofnativevegetationand
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 MemberProject Role
Leland DicusEngineeringPM/ EOR/ Division Review/ Client Services
Rafal CieslakEngineeringAssistant PM/ Project Engineer
David McPhersonEngineeringPlan Production-Lead
Myrna AndersonEngineeringPlans Production
Troy TinchEngineeringEnvironmental Scientist/ NPDES Review
Greg BrownRPALandscape Design
Rick DaquannaEngineeringCM/ Construction Review
Marcello TavernariEngineeringPeer Review
Brian HighnoteEngineeringConstruction Inspection
George AdriaansenEngineeringPlans Production - QA/QC
Karen HadalaEngineeringClerical/Financials
Randy SmithSWFWMDSWFWMD PM/ Funding Partner Review
Stephanie WatersAdmin Grant Review/Audit
Mary HaleAdminLegal Review
Joan WheatonAdminProcurement Review
Carol StricklinCDClient Review
Brian UsherPWO&M/Client Review
Bob NowakPWO&M Review
Mike StaffopoulosAdminAdmin Review
•Sub-Consultants
◦Survey –
▪Polaris
Scope of Services:
1.Project management
1.1.Meetings–projectmeetingswillbeheldatkeyprojectmilestonesincludingthe
following:
a)ClientProjectKick-offMeeting–Thepurposeofthismeetingistoreviewthe
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 andsubsequent coordination meetings
willbeheldwithSWFWMDprojectmanagertopresentandreviewtheproject
deliverables. Three meetings are anticipated.
c)DesignPhaseMeetings–Holdreviewmeetingswithkeyprojectstakeholdersas
outlinedintheQualityAssuranceProjectPlan(QAPP).Fivemeetingsare
anticipated.
d)InternalProjectCoordinationMeetings–Projectmanagerwillholdregular
internal meeting to coordinate week to week design efforts and monitor progress.
1.2.ProjectSchedule–adetailedtaskbytaskprojectschedulewillbedevelopedand
updated on a monthly basis.
1.3.Project Financial– internal project billing and sub-consultant invoicing will be reviewed
onabi-weeklybasisandastatusupdateprovidedonamonthlybasis.Internalproject
billing will be invoiced on a quarterly basis.
1.4.QuarterlyProjectUpdateReport–projectstatusreportwillbepublishedona
quarterly basis and sent to project stakeholders.
1.5.ProjectUpdateCenter–keyprojectinformationwillbemaintainedandupdatedona
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.ProjectPlanSheetConversion–theexistingprojectplansheetsproducedin
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.Afterreceivingutilitymark-ups,conflictutilitieswillbeincorporatedintoproject
plan sheets.
2.4.PreliminaryEngineeringAnalysisandDesign– performapreliminarydrainage
design andanalysis toidentify themost costeffective retrofitconfiguration thatwill meet the
goals of the project including:
a)Evaluation and recommendations for up to three ditch bank stabilizationtechniques
andstormwatertreatmentsystemconfigurationsthatwillmaximizetreatmentcapacity
improveexistingconveyance,andmeetthebudgetaryconstraintsoftheproject.Abank
stabilizationlunchandlearnmeetingwillbeheldwithconstructionandO&Mstafftoreview
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
designincludingalineartreatmenttrain.Thistaskwillincludenutrientremovalestimates
and determination of planting areas and species to be used.
c)DrainagebasinmapandICPRmodelofexistingconditionsandproposeddesign
options.
d)Engineer's estimates will be generated for each project alternative including capital,
operation and maintenance costs.
2.5.EnvironmentalImpactAnalysis–Apre-applicationmeetingshasalreadybeenheld
withSWFWMD.ThistaskshallincludeUMAMSanalysisofexistingconditionsand
proposeddesignoptions.Additionallyeasementsnecessarytoconstructtheprojectand
facilitate operation and maintenance will be identified.
2.6.CompileBasisofDesignReport–Thebasisofdesignreportwillsummarizethe
findings of the PE&E analyses andinclude Engineering’s recommendeddesign option.The
retrofit design parameters to be used in the final design will also be identified.
2.7.PE&EQAReview–CompleteinternalqualityassurancereviewofthePE&E
documents including peer, construction, and division reviews.
2.8.30%Engineering–Engineeringdesigncalculationsandplansproductionwillbe
performed for the recommended design solution; utility conflicts and easement requirements
willbecalledout;andaconstructioncostestimateandmeasurementandpayment
specificationwillbegenerated.Plansproductionatthisphasewillbelimitedtotheplan,
profileandtypicalcrosssectionlayoutoftheproposedimprovements.Labeling,cross
sections, planting plan, details and S&E plan will not be included in this submittal phase.
2.9.30%QAReview–Completequalityassurancereviewofthe30%engineering
documentsincludingpeer,construction,anddivisionreviews.TheBODRand30%
documentswillberevisedifnecessaryandsenttoindividualstobeincludedinthePE&E
stakeholder meeting, their comments to be discussed at the meeting.
2.10.PE&EProjectStakeholderMeeting–Thepurposeofthismeetingistopresentthe
findingsofthePE&EanalysisandEngineering’srecommendeddesignoption,anddiscuss
andgainconsensusonthefinaldesignoptionfromtheprojectstakeholders.Meeting
attendees will be as identified in the Quality Assurance Project Plan.
3.90% Design Phase Services
3.1.90%Engineering –Performengineeringdesigncalculationsandmakenecessary
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.TechnicalSpecifications–Acompletesetoftechnicalspecificationsfortheproject
will be prepared.
3.3.SWFWMDPermitApplication–Prepare SWFWMDpermitapplicationsand
supporting documentation.
3.4.EasementAcquisition–RequiredeasementdocumentsaresubmittedtoAssistant
CityAttorneyforreviewandapproval.Approvedeasementdocumentsaresenttograntors
for signature. Meetings with grantors will be held as necessary.
3.5.90%QAReview–Completeinternalqualityassurancereviewofthe90%engineering
documentsandpermitapplications,includingpeer,NPDES,construction,anddivision
reviews.The90%documentswillberevisedifnecessaryandsenttoindividualstobe
includedinthe90%projectstakeholdermeeting,theircommentstobediscussedatthe
meeting.
3.6.90%ProjectStakeholderMeeting–Thepurposeofthismeetingistoprovidethe
projectpersonnelwiththeopportunitytoprovidecommentsonthe90%engineering
documents prior to permitapplication and presentation to the public.Meeting attendeeswill
be as identified in the Quality Assurance Project Plan.
3.7.PermitAcquisition–finalizepermitapplicationsandsupportingdocuments,obtain
signatures,andsubmittopermittingagencies.RespondtoRFIandmakenecessary
adjustments to plan sheets.
3.8.UtilityCoordinationMeeting–Meetingwithrepresentativesofutilitycompany’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
thepublicinprojectareatopresenttheprojectdesignandgainfeedbackontheproject.
Meetingswillalsobeaheldwithindividualhomeownerswhomaybeuniquelyimpactedby
the project.
4.100% Design Phase Services
4.1.100%Engineering –Makenecessaryadjustmentsbasedonpermitrequirements,
public comment and utility coordination.
4.2.100%QAReview–Completeinternalqualityassurancereviewofthe100%
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.FinalizeConstructionDocuments–makechangestoconstructiondocumentsbased
on100%reviews.EngineerofRecordsignsandsealsconstructiondocuments.City
Engineer will approve and sign final construction documents.
5.Bid Phase Services
5.1.PrepareContractDocumentsforBid–modifycityfront-enddocumenttemplateand
attach technical specifications. City Engineer will approve and sign final bid package.
5.2.ReviewofContractDocumentsbyOMB–Submitcopyofcontractdocumentsto
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-BidMeeting–willbeheldminimumoftwoweekspriortobidopening,as
determinednecessarydependingontheproject.Thepre-bidmeetingsshallberecorded
andminutesgeneratedimmediatelyfollowing.Meetingattendanceby prospective
contractors will be made mandatory based on the complexity of the project.
5.6.Questions,RFI's,InterpretationsandAddenda–QuestionsandRFI'swillbe
answeredandInterpretationsandAddendawillbeissuedifdeemednecessaryuptoten
(10) days prior to bid.Addendashallgenerallybeissuedwhenerrorsare foundin contract
documentsordrawings,andwhenchanges,additionsormodificationsaremadetothe
contractdocuments ordrawings.Addenda shouldbeissuedwhen informationisneededto
ensure equal information and equal understanding of the project and bid requirements.
5.7.Bid Opening– sealed bidsreceived on orbefore the due date and time will beopened
and read aloud by office of management and budget.
5.8.ReviewBidsandBidBonds–thebiddocumentswillbereviewedforcompleteness,
bidpriceswillbetabulatedandthereferencesofthetwolowestbidderswillbechecked.
The lowestqualifiedbidder(“most responsiveandresponsible”)will beselectedforcontract
award.ThesignaturepageoftheContractAgreementissenttoselectedbidderfor
signature.
5.9.CityAttorneyApprovalofContractDocuments–Thesignedagreementpageand
thecontractpricesoftheselectedbidderwillbeinsertedintothecontractdocuments,and
the contract is submitted to the City Attorney for review and signature.
5.10.CityCommissionApprovalofProjectAward–CityCommissionagendamemois
prepared for approvalofcontract awardanditemis takentoa regular commissionmeeting.
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.NOAandContractorSignatures–SignatureofCitymanagerisobtainedonthe
noticeofaward(NOA)andtwocopiesofthecontractdocumentswillbesenttocontractor
for signatures.
5.12.ObtainContractSignatures(CityAdmin)–Contractswillberoutedforexecutionby
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.InternalConstructionTeamMeeting–ameetingwillbeheldincludingthePM,CM
and City Engineer to coordinate transfer ofproject management responsibility for the project
from thedesign groupto theconstruction groupandto developthe preconstructionmeeting
agenda.
6.2.Pre-constructionMeetingandNTP–ameetingisheldwithcontractor,conflictutility
representatives,andcitystafftodiscussconstructionschedule,paymentmethods,project
safety,MOT,andsubmittalofshopdrawings.Thenoticetoproceeddateisestablishedat
themeeting.FollowingthemeetingtheNTPdocumentisexecutedandsenttothe
Contrator and City Clerk for inclusion in the original Contracts.
6.3.Pre-constructionPublicInformationWorkshop–Workshopwithmembersofthe
publicinprojectareatopresenttheprojectdesign,introducetheCity'sconstructionteam
and present construction sequencing and schedule.
6.4.ShopDrawingReview–shopdrawingsubmittalswillbereviewedforconformanceto
construction plans and specifications.
6.5.Construction–During construction of theproject thecontractor’s work is inspected for
conformancewithconstructionplansandspecifications,andqualityofworkmanship;
requestsforpaymentwillbereviewedandprocessed;ifnecessaryfieldadjustmentswillbe
made; change orders will be executed for any increases in the total contract time or price.
6.6.SubstantialCompletionWalk-Through–WhenthecontractornotifiestheCityof
substantialcompletion,aninspectionoftheworkismadetodeterminestatusofcompletion
and formulate a punch list.
6.7.RecordDrawingReview–as-builtdrawingswillbesubmittedbythecontractorin
accordance with the Contract and reviewed for approval by the CM, PM and EOR.
6.8.FinalCompletionWalk-Through–uponnotificationofthecompletionofsubstantial
punchlistitemsthecityshallmakeafinalinspectionandformulateafinalpunchlisttobe
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
willbecompleted.ThisworkshallincludetransferofERPpermittooperationand
maintenance and development of an operation and maintenance manual.
6.10.O&MWorkshop–EngineeringwillholdaworkshopwithPWstafftopresentthefinal
operation and maintenance manual.
7.Post Construction Monitoring
7.1.Post-ConstructionMonitoring–astudywillbeconductedthrufieldobservationto
monitortheperformanceofthestormwaterretrofitsystemaftertheprojectconstructionis
completed for at least 2 months.
7.2.Final Project Report – a final project report will be generated. The report will contain a
performanceevaluationofthestormwaterretrofitsystembasedonthefieldobservations.
The final projectreport will alsoinclude possible recommendations forsimilar projects in the
future.
QAPP:
Reviewing AgentDepartment /
Division
Project RoleReview Responsibility
Mike StaffopoulosAdminAdmin ReviewPMP, BODR, 90% Plans
Carol StricklinCDClient ReviewPMP, BODR, 90% Plans, Final Report
Brian UsherPWO&M ReviewPMP, BODR, 90% Plans, O&M Manual
Leland DicusEngineeringDivision Review
PMP, BODR, 30%, Permits, 90%, Tech Specs,
100%, Contract, Final Report, O&M Manual
Rick DaquannaEngineering
Construction
Review
BODR, 30%, 90%, 100%, Tech Specs, Contract
Marcello TavernariEngineering Peer Review
BODR, 30%, 90%, Permits, 100%, Tech Specs,
Contract
Bob NowakPW
O&M/ Client
Review
BODR, 30%, 90%, 100%, O&M Manual
Randy SmithSWFWMD
Funding Partner
Review
BODR, 30%, 90%, 100%, Final Report
Troy TinchEngineeringNPDES Review90% Plans, O&M Manual
Mary HaleAdmin Legal ReviewEasement Agreements, Contract Agreement
Joan WheatonAdmin
Procurement
Review
Invitation to Bid
Stephanie WatersOMBGrant Review/AuditPMP, 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.
TaskVendorBudgetFundFY
Design – Evaluation/30%In-house$25,000.00LOST2011
Design - 90%In-house$50,000.00LOST2011
Design - 100%In-house$15,000.00LOST2011
BidIn-house$5,000.00LOST2011
ConstructionContractor $1,330,800.00LOST2011
Construction AdministrationIn-house$40,000.00LOST2011
Post Construction MonitoringIn-house$5,000.00LOST2011
Schedule:
Project MilestoneDeliverableDateDate
(SWFWMD
N250)
Client Kick-Off MeetingPMP11/02/10-
PE&E Project MeetingBODR; 30% Plans; Cost Est.12/10/1003/31/11
Quarterly Project Report 1QPR #102/01/11-
90% Project Meeting90% Plans; Estimate; Specs02/23/11-
100% Project Meeting100% Plans; Draft Contract Docs04/29/11-
Advertisement for BidFinal Contract; Plans and Specs05/12/1108/31/11
Quarterly Project Report 2QPR #205/03/11-
Contract AwardExecuted Contract07/05/1110/31/11
Quarterly Project Report 3QPR #308/02/11-
Construction CommencementNA10/03/11-
Quarterly Project Report 4QPR #411/01/11-
Quarterly Project Report 5QPR #502/01/12-
Construction Completion
Record Drawings; Permit Transfer to
O&M; O&M Manual
04/06/1209/30/12
Quarterly Project Report 6QPR #605/01/12-
Quarterly Project Report 7QPR #708/01/11-
Complete Post-Construction MonitoringFinal Report11/01/1212/31/12
SWFWMD Contract Termination-06/30/13-