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PROJECT CONTROLS OFFICE PROCEDURE DOCUMENT
Updated: January 14th, 2013 To: Capital Project Managers From: Project Controls Office RE: Plan Review Distribution Procedure The Public Works Project Controls Office (PCO) hereby defines the process for submitting Capital Project documents for internal/ external review. To assist Project Managers in obtaining Public Works sign off sheet signatures, a convenient process has been developed to distribute Project design documents for review via the Denver ROW intake group. On a typical City Capital Project, the following distribution process is recommended: One time only at start of Project design: - Project Inception: When a new Project obtains an approved Project Management Plan, an announcement can be sent to appropriate internal and external agency stakeholders with an opportunity to comment on Key or critical project matters of concern to that agency. This allows the PM to obtain critical project information prior to RFP/ start of Design. Multiple occurrences during Project design: - Design Phase Document Distribution: As a Project proceeds through the Design process, it is recommended that each Capital Project design milestone
be submitted to applicable review agencies for review. This will allow regular and courteous review opportunities for affected agencies, and a convenient central repository of comments and project status for the Project Manager. At the end of each review, the Project Manager will receive a consolidated report of all comments received.
At end of Construction: - Project As-Built Plan submittal: At the end of Project Construction, it is required to submit As-Built Plans to meet Project Close-Out checklist requirements This and all other files associated with the Plan Review Distribution are available on the following shared folder: \\pwsfs00\agencies\PWPCO\Shared\PCO PROCEDURES\PCO PLAN SUBMITTAL PROCEDURE
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PROJECT INCEPTION Once a Project has been officially established with a Project Management Plan, an announcement can be automatically sent to appropriate internal and external agency stakeholders with an opportunity to comment on Key or critical project matters of concern to that agency. This opportunity allows the PM to obtain information that could be critical to the Project prior to RFP/ start of Design. To follow the Project Inception Process, the Project Controls Office offers the following steps to assist the Project Manager: 1. Prepare and obtain approved copy of Project Management Plan To initiate a Public Works Capital Project, an approved Project Management Plan is
required. To initiate the Project Management Plan process, coordinate with the Project Controls Office Business Unit at:
[email protected] 2. Project Inception Notice Following receipt of approved Project Management Plan, the Project will be considered for Project Inception Notice. The Project Controls Office will assign a Case Manager to review each project with the Project Manager to determine whether the Project is appropriate for an Inception Notice. If deemed appropriate, the Project Controls Office will initiate the Project Inception Notice to all applicable review agencies per the Project Inception Notice (see attached Email Template): 3. Project Inception Comments and follow-up At the end of the Project Inception Review phase, any review comments received shall be compiled into a report and sent to the Project Manager for consideration prior to initiating internal design or RFP stage. DESIGN PHASE DOCUMENT DISTRIBUTION As a Capital Project proceeds through the Design process, it is recommended that each Project Design milestone be distributed to applicable review agencies. This will allow regular and courteous review opportunities for affected agencies, and a convenient central repository of comments / project status for the Project Manager. Typical Review cycles include the following example milestones: Project Inception (pre-design level) (8 working days) Interim Plans (60% design level) (15 working days) Final Plans (~90% design level) (15 working days) Construction Plans (100% design level) (8 working days) Or… CDOT based FIR Plans (15 working days) CDOT based FOR Plans (15 working days) Construction Plans (100% design level) (8 working days) Or… Any design milestone combination applicable to Project
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1. Complete Distribution Worksheet To begin document distribution at each milestone in the Design Phase, the Project Manager must complete a Review Distribution Worksheet located in the following PCO Shared drive location: \\pwsfs00\agencies\PWPCO\Shared\PCO PROCEDURES\PCO PLAN SUBMITTAL
PROCEDURE\PILAR DISTRIBUTION PM WORKSHEET.xls Please note that this file will be modified often to stay current with department and/ or
staff changes, and as such the Project Manager must always return to this root location to retrieve the most current version of the Worksheet prior to each distribution. Submitted worksheets that are not the current version will be rejected.
The Worksheet provides basic information to allow Denver ROW to properly log in
and distribute the submitted documents. The Worksheet also provides a list of currently known / agencies for the Project Manager to conveniently select for distribution with a check box.
To receive Public Works sign-off sheet completion, required reviewers have been
added. The Project Manager may add any additional reviewers by checking any reviewer box or adding new names/ email contacts to the bottom of the list.
2. Provide Project Document Files To facilitate review of the project documents for all reviewers, all documents must be
provided in a universal PDF digital file format. Please note that for Plan sheets, files should be consolidated into one (1) PDF file, and not be provided as one file per Sheet or one file per Section.
Submit your Project for Review using one of the following 3 methods: METHOD 1- Email: Submittals containing small files (totaling less than 8 Megabytes) may be emailed with a digital copy of the Distribution Worksheet from Step 1 above to: [email protected]. METHOD 2- Post in Project Folder: Submittals containing large files (totaling more than 8 megabytes) shall be made by posting all documents for review in your applicable Project network folder. At the Webb Building, CPM projects are under: K:\PWPMO\Projects\PROJECTS At the WMD Building, WMD projects are under: \\Wmdcad02\WCPM\Projects At the Webb Building, Parks projects are under: \\Govnas03\shared_dirs\Parks_Rec\PLANNING
In your respective Project folder, create a new folder called: “PW Plan Distribution- XX% Review”, and deposit all files for the subject review cycle only. Place the full network path of this new folder in the appropriate cell “File Location” box on the Distribution Worksheet..
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METHOD 3 – FTP Account: Submittals from design consultants or outside agencies containing large files (totaling more than 8 megabytes) may also be made by posting all documents for review on the Public Works E-FTP site, which can be accessed by typing the following into Internet Explorer: (please note httpS)
https://exteft.denvergov.org/
The FTP site is handy if your design consultant or other outside agency needs to provide large files from their location.
To Login, enter PWDIST Password (case sensitive): DenverPW#1
Once logged in, drag and drop all files to the bottom white box, and file transfer will begin immediately. ALL files MUST BE NAMED TO IDENTIFY THE PROJECT (CE #, PILAR #, PROJECT NAME, etc.). All files will be deposited to the correct location in the City’s network. Once complete, the Project Manager may locate (if needed) all uploaded files uploaded in the following network Path: \\pwsfs00\agencies\PWPCO\Shared\FTP UPLOAD Otherwise, do nothing, and the Denver ROW technicians will access the uploaded files there. Once the Files have been uploaded for distribution, mark “FTP Upload” in the appropriate box and email a completed version of the Distribution Worksheet to: [email protected].
3. Distribution Process Cycle
a) Once Denver ROW has received the Distribution Worksheet and all applicable materials, an Email notice will be sent to all reviewers noted on the Worksheet. The notice will contain information as to the web location of all Project materials, how the reviewer may enter their comments, and the review deadline.
Each email notice will be fashioned per the template examples provided in the PCO Shared folders, in the following location: \\pwsfs00\agencies\PWPCO\Shared\PCO PROCEDURES\PCO PLAN
SUBMITTAL PROCEDURE\PILAR DISTRIBUTION EMAIL TEMPLATE.doc b) Although each reviewer can view and/ or print the project documents from the
web link provided, the Project Manager is still encouraged to provide hard copy prints of Project plans, etc. to reviewers if requested by the reviewer. Some outside agencies such as CDOT and Xcel Energy require hard copies to review.
c) The Project Manager may review/ observe review comments as they are
received on the Project web link page.
d) Reviewers may also send redlines of the plan set. Should any reviewers have redline comments on plans that you have provided, they must explain that they have redlines as their "comment" review web link before the review deadline. Once their comment is submitted, the reviewer will be contacted
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by the Denver technician who sent the Project Review announcement with a simple procedure for transmitting redlines to our office. However, the reviewer may go ahead and email their comments to the Denver ROW technician (if under 8 MB) to save this step.
e) Once transmitted, redlines will then be uploaded and made available on the
web link page. The Project Manager must visit the Project web link page following the review cycle to retrieve all submitted redline files.
f) At the end of the Review cycle, the Denver ROW technician will compile all
received review comments into a single report document, to be delivered to the Project Manager directly by the “Date Comments to PM” field on the submitted Project Manager Worksheet
g) Comments received after the review deadline will be addressed with a
specific email response back to the reviewer: - Denver ROW shall respond to the reviewer and CC the Project Manager and PCO case manager with an email stating the review comments were received late. - Denver ROW shall note the late comment in PILAR only, and highlight the note as "Comments Received Late". Denver ROW will not enter into the Project web link or generate a revised compiled report for the Project Manager.
h) It is up to the Project Manager to decide how late comments/ questions will be addressed, or whether deferred to the next review cycle.
i) It is not acceptable practice to defer outstanding comments as “Addendum”
or “Change Orders” during bidding or construction process. All outstanding comments will require either resolution and/ or letter from Project Manager stating how issues will be resolved prior to sign off by the Project Controls Office.
j) It is not preferred practice to hold Design Review Meetings in lieu of
encouraging all reviewers to enter official comments in the web link location. 4. Final Construction Plan Submittal for Bid
a) Once the Construction plans have generally reached consensus from all reviewers, or the PWPCO Case Manager & PM agree that all comments have been addressed, the PCO Office will endorse the PW Sign Off Sheet
b) Once endorsed, the PM may obtain signatures from PW Planning, PW TES,
and Development Services (if applicable).
c) Once the PW Sign Off sheet is complete, the PM may schedule the project for the next PW Signing meeting (held on Monday afternoons). To schedule, send an email requesting to be on the agenda to [email protected] before end of day on the Friday before.
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d) A scan of the signed plans cover sheet should replace blank cover sheet on
electronic PDF file.
e) Bundle all final documents required for Construction Bid as per following guidance document: K:\PWPCO\Shared\PCO PROCEDURES\PCO PLAN SUBMITTAL PROCEDURE\FINAL DOCUMENTS REQUIRED FOR CONSTRUCTION BID.pdf
f) Transmit final construction document bundle to your assigned PWPCO Case
Manager. Files may be transmitted via one of 4 Methods described in Part 2 above.
g) Package will be checked for completeness and if complete will be transmitted
to Contracts Administration to initiate bid process in 24 hours or less.
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50 chars max- Abbreviate as possible
** Required - click here to fill in ** Proj Mgr Phone ** Required - click here to fill in **
PCO Tracking #Project been logged in before? Yes or No
####-####-##
Use Capital Project Engineering Plan (CPEP) Site Plan (Site Plan Review)
quick select Storm Water Plan (Engr Review - Storm Sewer) Parks Dept Plan (Parks & Rec Project Review)
by checking Sanitary Sewer Plan (Engr Review - Sanitary Sewer) Master Plan (Master Plan/ Study)
a box --> Storm and San Sewer Plan (Engr Review - Storm Sewer) Outside Agency Trans, Parks or WaterwayFacilities Plan (Facilities Management) Outside Agency Utility Plan (Outside Agency)
Citywide Annual or Maintenance Program (TEP) PW Policy Review (Policy Review)
Use Project Inception (5 working day) 3rd, Final or 95% Plan (12 working day)quick select 1st, Preliminary, or 30% Plan (12 working day) 4th, 100% or Const Plan (5 working day)by placing X 2nd, Interim or 60% Plan (12 work day) As-Built Plan (5 working day)in boxes --> CDOT 0-95% Plans (14 calendar day) CDOT 100% Plan (5 working day)
FasTracks 0-95% Plans (14 calendar day) FasTracks 100% Plan (5 working day)
12 WORKING DAYS PCO Approval Req'd for day modification` Will be automatically completed
` Will be automatically completed
https://exteft.denvergov.org/ Login: PWDIST Password: DenverPW#1
X
Review Distribution
Code for Denver ROW Review Agency Description
Suggested Reviewer's Name Suggested Reviewer's Email
X *54 City Project Manager Denver ROW to complete per Proj Mgr info aboveX *69 PCO - ROW Trans Review (PWPCO Case Manager) Denver ROW to complete per PCO Region MapX *70 PCO - ROW WW Review Denver ROW to complete per PCO Region MapX *71 PCO - ROW Utility Review & Xcel Energy Gia Pham [email protected] *72 PCO - ROW Materials & Pavement Review David Potter [email protected] *73 PCO - ROW Eros Control Review Chris McFarland [email protected] PCO - ROW Special Projects Review Brent McMurtrie [email protected] *8 Dev Svcs Site Engin - Trans Denver ROW to complete per DS Trans Region MapX *58 Dev Svcs Site Engin - WW Denver ROW to complete per DS WW Region Map
TBD PCO - FloodPlain Permit Manager Jeremy Hamer [email protected]*7 PW: Street Maint. William Kennedy [email protected]
*22 PW: Policy & Planning Terry Ruiter [email protected]*25 PW: Const. Eng. Michael Holm [email protected]*49 PW: Survey Denver ROW to complete per Survey Area Map*56 PW: TES signals Amy Rens [email protected]*57 PW: TES sign-stripe Denver ROW to complete per TES Region Map*59 PW: TES ITS Tam Nguyen [email protected]*62 City Forestry - ROW Projects Rob Davis [email protected]*63 Special Districts / Impact Fees Brendan Kelly [email protected]*76 Department of Environmental Health 1 Dave Erickson [email protected]*77 Department of Environmental Health 2 Lisa Farrell [email protected] Department of Environmental Health 3 John Student [email protected]*79 Human Rights / Community Relations / DODR David Kornmeyer [email protected] Parks & Rec City Naturalist Kelly Uhing [email protected]*81 Environmental Mgt / GreenPrint Paul Sobiech [email protected]
Project Scope from PMP Form
City Project Mgr Name
STRONGLY SUGGESTED AGENCY REVIEWERS
E-FTP Address:
Review Period end date + 3 (or1) working days to finalize report
Required Internal Review Agencies cannot be removed to ensure minimum review for PW Sign Off Sheet Approval.
Please review carefully as to whether this reviewer is to be included based on Project type AND either CHANGE FROM ! TO XAdditional strongly suggested Reviewers. The Project Manager may remove these if justified for any given project review.
Review Period end date
Enter Yes or No
Submittal / Review Phase Info
Special Comments from PM to Reviewers (if applicable)
REQUIRED AGENCY REVIEWERS
Submittal Timeline
Project submittals must be emailed to Denver ROW before 2:00 p.m. to be officially received on that day. After 2:00 pm, enter next business day
INTERNAL City and County of Denver Review Agencies
Date Comments to PM
If a consultant or agency outside the City network is submitting files, the PW E-FTP Site may be used. To use FTP, reference the following guidance document
Date (MM/DD/YYYY) Worksheet emailed to Denver ROW
To use PCO Plan distribution service for City Capital Projects, the Project Manager shall complete this worksheet and submit PDFs of all documents for review as follows: Submittals containing small files (totaling less than 8 Megabytes) may be emailed with a digital copy of this Worksheet to [email protected].
Submittals containing large files (totaling more than 8 megabytes) shall be made by posting all documents for review in the PWPMO Project folder (create new folder under Project number with appropriate name and deposit all files), and then emailing a completed version of this worksheet to [email protected].
1st, 2nd or 3rd Review Cycles = 12 business Days | Final Review Cycle (no NEW design or studies requiring review) = 5 business days
Review Period days
Enter PCO Tracking # from PMP Form (PWC…, PRC…)PCO Tracking #
Type of Project
General Project Information
** Required - Click here to fill in. PMs please fill in the Scope Statement from your PMP form at a minimum. Executive Summary of Scope is also acceptable to guide your reviewers as to Scope/ intent of project. **
\\pwsfs00\agencies\PWPCO\Shared\PCO PROCEDURES\PCO PLAN SUBMITTAL PROCEDURE\PLAN REVIEW DISTRIBUTION PROCEDURE.pdfComplete guidance and instruction for the PW Plan Review Distribution Process can be found in the following document:
File Loc. (CPM folder or FTP)If file package is less than 8 MB, attach all files to email when sending this Distribution Worksheet.
If file package is more than 8 MB in size, provide CPM Project folder path or write "FTP UPLOAD" in the box above if FTP was used)
Date subm. to Denver ROW
Project Manager Worksheet for Plan Review Distribution - Rev 12/4/12
Official Project Title
Enter if the Project been logged in before- Enter TBD if new
City Project Mgr Email
PILAR # (used in Plan Review)
** Required - click here to fill in **
** Required - click here to fill in **
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TBD CDOT Projects - WMD Inspections Sam Stevens [email protected]*83 ROW & Parks Projects - Bike & Pedestrian Facilities Emily Snyder [email protected] Parks Projects - Development Services Project Coordinator Shannon Haydin [email protected] Parks Projects - Parks Forestry Michael Swanson [email protected]*19 Parks Projects - Capital Project Review BeeGee Brem [email protected] Parks Projects - Capital Project & Trail Review David Marquardt [email protected]
TBD Parks Projects - Water Conservation / Irrigation Specialist Debrah Binard [email protected] Parks Projects - Water Conservation & Greenhouse Jill Wuertz [email protected] Parks Projects - Horticultural Operations Julie Lehman [email protected] Projects with WW elements: PW WMD-Const Inspection 1 Jim Potter [email protected] Projects with WW elements: PW WMD-Const Inspection 2 Lisa Ferreira [email protected]
11 Office of Telecommunications Darryn Zuehlke [email protected] Office of Emergency Mngmnt. Diane Simmons [email protected]*15 Asset Management Steve Wirth [email protected] Xcel Utility Undergrounding Kevin Magner [email protected] Fire Department Joe Florez [email protected]*17 Fire Department - Fire Prevention James Lanz [email protected] Risk Management Risk Mgt Intake [email protected]*61 Development Services/ CPD: Urban Design Steven Oliver [email protected] CPD Historic Preservation / Landmark Historic Pres Intake [email protected] Housing & Neighborhood Dev Svcs Christopher Smith [email protected] PW - Contract Administration Contract Review Elizabeth Zollo [email protected]*84 PW - Structural Review Bret Banwart [email protected]*85 PW Wastewater Capital Proj - Storm Planning Mike Anderson [email protected]*86 PW Wastewater Capital Projects Tom Blackman [email protected]*87 PW Wastewater Capital Proj - Sanitary Planning Brian Schat [email protected]*91 PW Wastewater Systems Maintenance Saeed Farahmandi [email protected] PW: Solid Waste MaryRose Abeyta [email protected] DSBO Compliance Unit DSBO Intake [email protected] Council Person and Aides PM to complete per region contact97 Adjacent Jurisdiction PM to complete per region contact98 FasTracks RTD Coordinator Brian Pinkerton [email protected] FasTracks EAGLE P3 (East Corridor & Gold Line) Becky Simon [email protected]
100 FasTracks North Becky Simon [email protected] FasTracks West Bob Dorroh [email protected] FasTracks Central Corridor Terry Ruiter [email protected] FasTracks Union Station Peter Baertlein [email protected]
Review Distribution Review Agency Description
Suggested Reviewer's Name & Email Suggested Reviewer's Email
X Public Works PCO Project Coordinator Jon Reynolds [email protected] Public Works PCO Joe Cordts [email protected] Public Works PCO Jon Mesick [email protected]
Review Distribution Review Agency Description
Suggested Reviewer's Name & Email Suggested Reviewer's Email
XXXXXXXXX
APPROPRIATE. A "NO RESPONSE" DOES NOT GUARANTEE THAT YOUR REVIEWER HAS OPENED THE REVIEW ANNOUNCEMENT OR PERFORMED A REVIEW.
The PWPCO office has provided a master list of known Utility Agency & CDOT Contacts for your use/ convenience. Reference file at the following link:\\pwsfs00\agencies\PWPCO\Shared\PROJECT DESIGN RESOURCES\EXTERNAL AGENCY CONTACT LIST\EXTERNAL AGENCY CONTACT LIST.pdf
CAREFULLY EVALUATE APPLICABILITY OF THESE AGENCY REVIEWERS DEPENDING ON PROJECT TYPE
CHECK APPLICABLE REVIEWERS
A "NO RESPONSE" SHOULD NOT PRECLUDE FROM INCLUDING THE EXTERNAL AGENCY REVIEWER ON FUTURE REVIEW CYCLES.FINALLY, ALL UTILITIES SHOULD BE COORDINATED WITH APPROX. 45-60 DAYS PRIOR TO START OF CONSTRUCTION TO VERIFY ACTION ITEMS.
PARTICIPATING. THE PROJECT MANAGER SHOULD BE ESPECIALLY WARY OF "NO RESPONSES" FROM REVIEWERS, AND SHOULD FOLLOW UP AS THE PROJECT MANAGER IS RESPONSIBLE FOR ENSURING THAT ALL REVIEWERS SELECTED HERE HAVE RECEIVED THE REVIEW OPPORTUNITY AND ARE
ADDITIONAL INTERNAL City and County of Denver Reviewers selected by the Project Manager
Here, the Project Manager will assign all applicable and/ or appropriate Utilty Agency Contacts, External Regulatory Agencies, or External Contacts for review.
Please note that Xcel Energy coord in design review will be handled by Gia Pham as above. Project Manager must coordinate with Gia who helps the PM to start Xcel Work OrderPlease note that many CDOT staff in Region 6 are not set up to receive or use Electronic Review and will require the Project Manager to distribute hard copies also.
Here the Project Manager provides any additional INTERNAL City and County of Denver staff who will receive a review announcement and access provided plans online
ADDITIONAL EXTERNAL AGENCY or UTILITY Reviewers selected by the Project Manager
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CITY AND COUNTY OF DENVER CAPITAL PROJECT UTILITIES CLEARANCE RECORD Project Name: Contract No.: Project Location: AD date: Project Manager: Est. NTP: Supervising Engineer: Const. date: A. Project Utilities Determination 1- All checked Yes/No utilities indicated in Part-B have been identified within the project limits and coordinated with the utility owners. 2- All utility clearance action requirements indicated in Part-C will be obtained before project advertisement. 3- Note to Project Manager: If activity is applicable, show completed date and initial. Any utility impact resulting in a change to the plans
and specifications after the date of signature must be approved by the PWPCO-Utilities. B. Utilities Involvement
Yes No Utilities Involved Utilities
Reviewed Relocations Requested
Utility Clearance
Clearance Completed Date Initials
360 Network Above Net Communications Adesta Group Communications AT&T Comcast Cable
Conoco Phillips Danella.com Denver Water Level 3 Communications McLeod USA (Paetec)
Metro Wastewater Nustar Energy Qwest Communications Rocky Mountain Pipeline Sprint (Nextel)
Time Warner (TW) Telecom Verizon (MCI) XO Communications Xcel Energy - Electric, Distribution Xcel Energy - Electric, Transmission
Xcel Energy - Gas Xcel Energy - Steam Railroad, Railroad, Irrigation company,
Irrigation company, Other, Other, Other, Other,
C. Additional Requirements Yes No Activity Utilities Involved Date Initials
Existing utility easements identified? Existing utility easements available? Railroad Agreement? Irrigation company agreement?
D. Comments
E. Project Utility Certification To the maximum extent practicable prior to the bid advertisement of this project, as a project manager, I am verifying that all the utility conflicts with the indicated above utilities have been coordinated and resolved with the utility owners. All identified mitigations up to this point are included in the final set of plans and specifications for advertisement and construction. Project Manager Name: , Date: .
Distribution: PWPCO (original), copies to: Project Manager, Project File CCD-CPM Utilities Clearance Record, 4/11
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name
Name 9
Department of Public Works Engineering Division
Capital Projects Management - Dept. 506 Development Engineering Services - Dept. 507
Infrastructure Planning & Programming - Dept. 509 Traffic Engineering Services - Dept. 508
201 W. Colfax Avenue Denver, CO 80202
www.denvergov.org/PublicWorks
PUBLIC WORKS CAPITAL PROJECT SIGN-OFF SHEET
The Public Works Sign Off Sheet expires for Bid 1 year from date of first signature
Project: OFFICIAL PROJECT TITLE
Project PCO Tracking Number PWC20XX-XXXX / Project PILAR Number (20XX-XXXX-XX)
APPROVED FOR BID:
Right of Way Services - PCO
PCO Case Mgr Initials _____ Jon Reynolds Date
Policy and Planning
Crissy Fanganello Date
Traffic Engineering Services
Justin Schmitz Initials _____
Development Services **
Brian Mitchell
Alan Sorrel
Date
Date
** If Applicable (Parks or other primarily non-ROW City project technically reviewed by Development Services)
APPROVED FOR CLOSE OUT:
Right of Way Services - PCO
PCO Business Initials _____ PWPCO Authorized Signature Date
PCO Regulatory Initials _____
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Protecting the Present & Building the Future Accountability, Innovation, Empowerment, Performance, Integrity,
Diversity, Teamwork, Respect, Excellence, Safety
Department of Public Works Right-of-Way Engineering Services
Project Control Office
201 W. Colfax Avenue, Dept. 507 Denver, CO 80202
720-913-4501 www.Work4Denver.com
PROJECT CONTROLS OFFICE PROCEDURE DOCUMENT
Date: December 10, 2012 To: Capital Project Managers From: Project Controls Office RE: FINAL DOCUMENTS REQUIRED FOR PUBLIC WORKS REQUEST FOR PROPOSAL To prepare for the Advertisement of an RFP with the Public Works Contract Administration office, the Project Manager shall submit the following documents to the Public Works Project Controls Office (PCO) Regulatory Office for verification prior to submittal to Contract Administration. ([email protected]) Transmit the following documents by creating a unique folder called “FINAL RFP DOCS” in your project directory. Send the project filepath to the PCO Business Office. It is recommended that the directory name include the PCO # and the Project Name associated with the Project Management Plan (PMP)
1. Copy of PMP Form Named “01 – PMP FORM.pdf” 2. Copy of the Approved RFP Selection Committee Nomination Letter Named “02 – SELECTION COMMITTEE.pdf” 3. Copy of the Approved RFP Selection Criteria. Named “03 – SELECTION CRITERIA MEMO.pdf” 4. Request For Proposal Data Entry form (Word format)
Named “04 – RFP DATA ENTRY FORM.doc” 5. Original GOALS request form, containing project data and %’s (PDF or Word format) Named “05 – DSBO GOALS PROJECT INFO FORM.doc” 6. Copy of the Approved GOALS Letter
Named “06 – DSBO APPROVED GOALS LETTER.pdf” 7. Detailed Scope of Work Document (containing budget, project justification, work
description, schedule/milestone dates, prequalification category if applicable) Named “07 – SCOPE OF WORK.doc”
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PROJECT CONTROLS OFFICE PROCEDURE DOCUMENT
Date: May 10, 2012 To: Capital Project Managers From: Project Controls Office RE: FINAL DOCUMENTS REQUIRED FOR PUBLIC WORKS CONSTRUCTION BID To prepare for Construction Bidding with the Public Works Contract Administration office, the Project Manager must submit the following documents to the Project Controls Office Project Coordinator Jon Reynolds at [email protected], 720-865-3139 Transmit the following documents by creating a folder called “FINAL CONSTRUCTION BID DOCS” in your project folder area and send the project filepath to the PCO Project Coordinator.
1. Completed Public Works sign off sheet (PDF format) Named “01 - PW SIGN OFF SHEET.pdf”
• All lines must be signed or have PCO indicate n/a 2. Copy of the Approved PMP Form (PDF format)
Named “02 - APPROVED PMP FORM.pdf” • Must have all required signatures (PCO Manager, City Engineer, etc)
3. Project Data Entry form/ boilerplate construction bid info form* (Word format) Named “03 - BID BOILERPLATE FORM.doc”
• Bid timelines shall be set a min of 10 bus. days to process bid from time of package submittal to PCO • Total Bid Items count must be provided on the form, not just the specification numbers (i.e. 200-10000
through 700-70380 (e.g. total of 240 bid items)). • All funding sources and project numbers must be listed on the form. • Be advised that Tentative dates are just that, tentative. • Advise PCO if you do not know your Chartfield data and we will provide for you • Goals info shall match the Goals Project Info form • If estimate over $1million or other prequel category limits are met then Prequal Category and Prequal
Amounts are required. • If project contains bid alternates, force accounts or other special situations; these must be listed in the
special instructions
4. Approved GOALS form (PDF or Word format) Named “04 - APPROVED GOALS LETTER.pdf”
5. Original GOALS request form, containing project data and %’s (Word or PDF format) Named “05 - GOALS PROJECT INFO FORM.doc”
• Estimate shall only be base bid and NOT include the alternates
6. Final signed Construction plans, one file only including signed cover sheet (PDF format) Named “06 - CONSTRUCTION PLAN SET.pdf”
• Be advised that any bid Addendum resulting in plan sheet revisions shall be submitted to PCO Office.
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((cont’d next page))
7. Final Engineers const cost estimate (Excel format) (special format PDF file also possible**) Named “07 - ENGINEERS ESTIMATE.xls”)
• No columns should be “hidden” on the spreadsheet • Not more than one Project shall reside on each spreadsheet. • Spreadsheet shall be clean of any complex formulas other than simple addition of rows for totals. • All items requiring a bid item must be included • Force accounts or contingency line items only allowed with CPM director & DSBO approval • Data from the estimate must be 100% accurate and free from any customization by the consultant. • Bid items often are added during the bid process via Addendum- a revised engineers estimate must be
provided to the PCO Office and Contracts Administration immediately. 8. Final project technical specifications with any technical Appendix at end (PDF format)
Named “08 - TECHNICAL SPECIFICATIONS.pdf” • Please note that a SINGLE PDF format document is required with technical specifications Appendix at
end, in order. • The document shall contain no headers, footers, logos or dates unless previously arranged with
Contracts Admin (pre-formatted WMD Specs, for example). • Page numbers are acceptable. • A Table of Contents is required. • Add Alternates (if applicable) must be clearly identified as such, in the Table of Contents and should
be listed in priority order in accordance with IB-16 in the bid documents. • Consultant may include a cover page with their logo, the revision date of the specifications, etc. • Order of Precedence is Special Conditions, General Conditions, followed by Technical Specifications,
however there should be no references in the Specifications that conflict with the SC’s or GC’s. There should be no references to AIA documents, etc.
• Common instances of this include references to “Owner’s Representative”, “Supplementary General Conditions and Exhibits”, “Construction Manager at Risk (CMR) Agreement”, and sections pertaining to Contract Modification Procedures, Payment Procedures, and Closeout Procedures.
• Appendices to the specifications, including Appendix title page, should be included at the end of the Specification document, in order, and are subject to the same formatting expectations.
• If the PDF is not properly formatted when conveyed to Contract Administration, this will delay the project going to bid.
• Notify PCO of any special insurance requirements to convey to Contract Administration. • Document shall not contradict General Contract Conditions and where the information is redundant
with said General Contract Conditions, this information should be removed • Mechanics Liens against the city are not permitted
9. Utility Clearance Record Form (PDF format)
Named “09 – UTILITY CLEARANCE RECORD.pdf” • Required to be completed and Certified by Project Manager
10. CDOT Bid Concurrence (PDF format) Named “10 – CDOT Bid Concurrence.pdf”
• Required for projects which have CDOT involvement for Bid • Must provide letter from CDOT granting a Notice to Proceed with Advertisement
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Page 1 of 3 Protecting the Present & Building the Future Accountability, Innovation, Empowerment, Performance, Integrity,
Diversity, Teamwork, Respect, Excellence, Safety
Department of Public Works Right-of-Way Engineering Services
Project Control Office
201 W. Colfax Avenue, Dept. 507 Denver, CO 80202
720-913-4501 www.Work4Denver.com
PROJECT CONTROLS OFFICE PROCEDURE DOCUMENT
Date: February 10, 2012 To: Capital Project Managers From: Project Controls Office RE: FINAL DOCUMENTS REQUIRED FOR PUBLIC WORKS CAPITAL PROJECT CLOSEOUT To prepare for Project Close Out signatures on the PW Sign Off Sheet, the Project Manager must submit the following documents to the Project Controls Office Project Coordinator Jon Reynolds at [email protected], 720-865-3139. Transmit the following documents by creating a folder called “PROJECT CLOSE OUT” in your project folder area and send the project filepath to the PCO Project Coordinator containing the following documents:
1. Completed Public Works sign off sheet with original signatures for bid (PDF format) Named “01 - PW SIGN OFF SHEET.pdf” 2. Document 2
Named “02 – Contract Number XXXX Lien Release.pdf”
3. Document 3 Named “03 – Contract Number XXXX Final Payment Letter.pdf”
4. Document 4
Named “04 – Contract Number XXXX Consent of Surety.pdf”
5. Document 5 Named “05 – Contract Number XXXX Substantial Completion.pdf”
6. Final approved As Built Drawings (requires separate action)
Named “06a – AS BUILT PLAN DRAWINGS.pdf” Named “06b – AS BUILT POND VOLUME CALCULATIONS.pdf” (if required) Named “06c – AS BUILT MONUMENT TIE-OUT RECORD.pdf” (if required) Named “06d – AS BUILT SURVEY PLAN.pdf” (if required)
Included here are the final approved As-Built Drawings from submittal process described on the following pages.
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Public Works Capital Project As-Built Drawing
Submittal Process & Checklist
As-built drawings are important to capture at the end of any project that constructs Storm or Sanitary Sewer facilities. For such projects, As-Built drawings are required to be submitted for acceptance prior to Project Close Out. The process is simple:
Submittal Process
o Project Manager to obtain As-built drawings and documents in conformance with the As-built Drawing Submittal Checklist, prepared by the contractor at the end of construction shall be turned into the Project Manager.
o The Project Manager, Inspector and Contractor shall review the documents with the
completed field book and make any necessary corrections. Scan all red lines, inspector notes, and field book records to pdf format.
o The Project Manager submits the as-built drawings:
Submit electronically stamped and signed set of as-built drawings for review through the “PCO Plan Review Process” by completing the PILAR Distribution PM Worksheet always located here: \\pwsfs00\agencies\PWPCO\Shared\PCO PROCEDURES\PCO PLAN SUBMITTAL PROCEDURE\PILAR DISTRIBUTION PM WORKSHEET.xls On the Worksheet, simply check the box for “As Built Submittal”. Review timeline is 5 days.
o Once approved, PCO will forward the approved as-built drawings to GIS and will notify the
Project Manager when the GIS data can be reviewed for correctness. \
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As-Built Plan Submittal Checklist Basic minimum as-built drawing requirements:
o Cover sheet with vicinity map and index and large bold text indicating “as-built” or “record drawing” on all sheets.
o Cover sheet statement indicating NAVD88 benchmark location, name, and elevation o PCO final approved construction set updated with as-built conditions signed, stamped, and
dated by Colorado licensed Professional Engineer. Survey data must be collected by a licensed Professional Land Surveyor. Provide the Professional Land Surveyor license number on the as-builts when a third party is used.
o As-built construction conditions indicated by single strikeout of design data and insert of new o Actual length of installed pipe, type, diameter, and slope with invert elevations. o Elevations or inverts of existing structures at beginning and/or end of improvement o Electronic documents shall be in pdf format.
Ponds and detention structures and other special structures:
o As-built water quality, 10-year, and 100-year detention volumes with corresponding elevations.
o Outlet structure as-built details including orifice, pipe, and overflow spillway inverts and elevations.
o Pump operation water elevations and any other as-built date pertinent to system operation. Other required submittals to accompany As-Built Drawings:
o Certificate of inspections with minimum language contain in sample letter signed, stamped, and dated by Colorado Professional Engineer. See PCO website for sample letter.
o As-built pond volume and/or detention/water quality volume calculations signed, stamped, and dated by Colorado Professional Engineer or Land Surveyor. Calculations must be labeled “as-built” or “as constructed”.
o All CCD monument Tie-out records and Survey Plat (post construction) required by City Surveyor.
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PROJECT CONTROLS OFFICE PROCEDURE DOCUMENT
Date: September 12th, 2011 To: Denver ROW Technicians From: Project Controls Office RE: Plan Review Distribution Email Template This file located in the following location: K:\PWPCO\Shared\PCO PROCEDURES\PCO PLAN SUBMITTAL PROCEDURE\PILAR DISTRIBUTION EMAIL Template.doc When a Project document is distributed to Internal/ External review agents, the following email templates shall be used to announce each design review opportunity: This Procedures document contains the following Templates: Project Inception Announcement Review Announcement Revised Review Announcement Redline Comments Response Review Reminder Rejected Submittal Late Comments Case Manager review reminder & compiled comments Project Manager compiled comments Project Manager PMP Approval Stage- Inception Request
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Project Inception Announcement Email subject line format: ####-####-##_1st_DENVER PROJECT INCEPTION_Project Title
City and County of Denver Capital Project Inception Review Review Deadline**: MM/DD/YYYY, 5:00 p.m.
On behalf of the City and County of Denver Public Works Department, the Project Controls Office hereby announces a new City Capital Project. This Project Inception Review allows a unique opportunity to identify key project issues before a City Capital Project begins the design process. • PCO Tracking Number: PRCXXXX-XXXX • PILAR Number: XXXX-XXXX-XX_1st_Project Title • Access the Files and submit your Review Comments as follows: Follow this Web Link: Denver Public Works E-Review Web Page Then select XXXX-XXXX-XX_1st_Project Title • Project Location & Scope: Insert from Worksheet • Type of Project: Type of Project • Submittal Phase: Project Inception Review
• All documents will be available online within 20 Minutes of receipt of this announcement. • Have redlines rather than comments??
Please enter this as your ‘Review Comment’ at the above link. Please then scan your redlines to PDF and submit as follows: Redline files totaling under 8 Mb, return to me as an email attachment for processing. For redline files totaling over 8 Mb, please enter this as your comment and notify me via
email, and you will receive additional instructions on how to transmit to our office. • If desired, you may request hard copies of the review documents from Project Manager Project
Manager at Project Manager Email, Phone. By receipt of this notice, your cursory review and acknowledgement of the project as relates to your organization's interests is requested. Please note that your review at this stage is neither binding nor final. Rather, if significant or notable factors should be considered by the City of Denver when preparing a Design scope for this project, we would appreciate knowing of them at this early stage. Additional opportunities to review the Project shall be presented as this Project enters the Design stage. (Optional Paragraph if PM has “Special Comments”) Additionally, the Project Manager would like for you to be aware of the following key Project elements: “Project Special Comments” The City and County of Denver appreciates in advance your time and consideration to help ensure the success of this upcoming City and County of Denver Project. Sincerely, Name | Plan Review Technician Public Works Department | City and County of Denver Phone # Phone 720-865-3280 Fax [email protected] This e-mail transmission from the City and County of Denver, and any documents, files, or previous email messages attached to it, are intended solely for the individual(s) to whom it is addressed and may contain information that is confidential, legally privileged, and/or exempt from disclosure under applicable law. If you are not the intended recipient, you are hereby notified that any unauthorized review, forwarding, printing, copying, distribution, or use of this transmission or the information it contains is strictly prohibited. A misdirected transmission does not constitute waiver of any applicable privilege. If you received this transmission in error, please immediately notify the sender and delete the original transmission and its attachments. Thank you.
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Review Announcement Email subject line format: ####-####-##_1st _DENVER PROJECT REVIEW_Project Title
City and County of Denver Capital Project Review Announcement Review Deadline**: MM/DD/YYYY, 5:00 p.m.
** If you cannot meet this deadline, please explain this as your ‘Review Comment’.
** If no response is received by this deadline, we will assume it is approved in respect to your company/department and assume no liability
• PCO Tracking Number: PRCXXXX-XXXX • PILAR Number: XXXX-XXXX-XX_1st_Project Title • Access the Files and submit your Review Comments as follows: Follow this Web Link: Denver Public Works E-Review Web Page Then select XXXX-XXXX-XX_1st_Project Title • Project Location & Scope: Insert from Worksheet • Type of Project: Type of Project • Submittal Phase: Submittal Phase • Special review notes: Special Comments • All documents will be available online within 20 Minutes of receipt of this announcement. • Have redlines rather than comments??
Please enter this as your ‘Review Comment’ at the above link. Please then scan your redlines to PDF and submit as follows: Redline files totaling under 8 Mb, return to me as an email attachment for processing. For redline files totaling over 8 Mb, please enter this as your comment and notify me via
email, and you will receive additional instructions on how to transmit to our office. • If desired, you may request hard copies of plans from Project Manager Project Manager at
Project Manager Email, Phone. You may contact me with any questions regarding the supplied Web documents or how to obtain additional information for this particular project. Thank you for your participation. Sincerely, Name | Plan Review Technician Public Works Department | City and County of Denver Phone # Phone 720-865-3280 Fax [email protected] This e-mail transmission from the City and County of Denver, and any documents, files, or previous email messages attached to it, are intended solely for the individual(s) to whom it is addressed and may contain information that is confidential, legally privileged, and/or exempt from disclosure under applicable law. If you are not the intended recipient, you are hereby notified that any unauthorized review, forwarding, printing, copying, distribution, or use of this transmission or the information it contains is strictly prohibited. A misdirected transmission does not constitute waiver of any applicable privilege. If you received this transmission in error, please immediately notify the sender and delete the original transmission and its attachments. Thank you.
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Revised Review Announcement Email subject line format: ####-####-##_REVISED REVIEW ANNOUNCEMENT_Project Title
City and County of Denver Capital Project Revised Review Announcement Original Review Deadline: MM/DD/YYYY, 5:00 p.m. Revised Review Deadline: MM/DD/YYYY, 5:00 p.m.
• PCO Tracking Number: PRCXXXX-XXXX • Project # XXXX-XXXX-XX_1st_Project Title • Access the Files and submit your Review Comments here: Denver Public Works E-Review Web Page, select XXXX-XXXX-XX_1st_Project Title • Project Location & Scope: Insert from Worksheet • Type of Project: Type of Project • Submittal Phase: Submittal Phase • Special review notes: The Project Manager has requested that the Project review be revised as
follows: Select one: A) Additional Plan/ Study Files have been included on the E-Review Web Page with the following titles: ENTER FILE TITLES, or B) The Project Review Deadline has been modified
You may contact me with any questions regarding this revised review announcement or how to obtain additional information for this particular project. Thank you for your participation. Sincerely, Name | Plan Review Technician Public Works Department | City and County of Denver Phone # Phone 720-865-3280 Fax [email protected] This e-mail transmission from the City and County of Denver, and any documents, files, or previous email messages attached to it, are intended solely for the individual(s) to whom it is addressed and may contain information that is confidential, legally privileged, and/or exempt from disclosure under applicable law. If you are not the intended recipient, you are hereby notified that any unauthorized review, forwarding, printing, copying, distribution, or use of this transmission or the information it contains is strictly prohibited. A misdirected transmission does not constitute waiver of any applicable privilege. If you received this transmission in error, please immediately notify the sender and delete the original transmission and its attachments. Thank you.
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Redline Comments Response Email subject line format: ####-####-##_1st _REDLINE SUBMITTAL PROCEDURE_Project Title The City and County of Denver Public Works Dept has identified on your submitted Review Comment(s) for City Project # XXXX-XXXX-XX_1st_Project Title that you wish to submit Plan review redlines. The City maintains a simple File Transfer Protocol (FTP) site for use in transmitting your electronic redline files to our offices. Once submitted, the redlines will become available to the City Project Manager. If you are unable to scan your redlines into a digital PDF format, please contact me immediately to make proper arrangements.
Files with size totaling under 8 Mb, return to me as an email attachment for processing. Files with size totaling over 8 Mb, please login to the City’s E-FTP site and upload the file per
the following directions: Step 1: Type the following into Internet Explorer: (please note httpS)
https://exteft.denvergov.org/ To Login, enter PWDIST Password: Denver Public Works is #1
Once logged in, drag and drop your redline files (must be in PDF format) to the bottom white box, and file transfer will begin immediately. ALL files MUST BE NAMED TO IDENTIFY THE PROJECT FOR PLAN REVIEW (PILAR #, PROJECT NAME, etc.). Step 2: Once your files have been uploaded, please let me know by replying to this message (or [email protected]) to advise us of your uploaded redlines. On behalf of the City Project Manager, we thank you for taking a minute to provide your valuable comments for this Project. Sincerely, Name | Plan Review Technician Public Works Department | City and County of Denver Phone # Phone 720-865-3280 Fax [email protected] This e-mail transmission from the City and County of Denver, and any documents, files, or previous email messages attached to it, are intended solely for the individual(s) to whom it is addressed and may contain information that is confidential, legally privileged, and/or exempt from disclosure under applicable law. If you are not the intended recipient, you are hereby notified that any unauthorized review, forwarding, printing, copying, distribution, or use of this transmission or the information it contains is strictly prohibited. A misdirected transmission does not constitute waiver of any applicable privilege. If you received this transmission in error, please immediately notify the sender and delete the original transmission and its attachments. Thank you.
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Protocol for Review Reminder Email: The Review reminder shall be distributed by 9:00 a.m. 2 working days prior to the deadline, to all review agents that have not yet responded/ commented. Review Reminder Email subject line format: ####-####-##_1st _REVIEW DEADLINE APPROACHING_Project Title Good day and thank you for participating in our review process. On behalf of the City of Denver Project Manager Project Manager Name, Phone, and email, this is a REVIEW DEADLINE REMINDER that the City PCO Tracking # PRCXXXX-XXXX / PILAR # XXXX-XXXX-XX_1st_Project Title Project Review period is nearly over, the comments for which are due by 5:00 p.m. on Review Period End Date DD/MM/YYYY. To ensure your comments are received within the official comment review period, click on the link below in order to access the comments section, and select XXXX-XXXX-XX_1st_Project Title. Denver Public Works Plans Review Services (PWPRS) Web Page If you choose not to submit a comment, we will assume that it is approved and notify the Project Manager that your review is “No response”, and assume no liability. A compiled list of all responses will be sent to the City Project Manager following the end of the review period. Please feel free to contact me with any questions regarding the review procedures or information on this particular project. Sincerely, Name | Plan Review Technician Public Works Department | City and County of Denver Phone # Phone 720-865-3280 Fax [email protected] This e-mail transmission from the City and County of Denver, and any documents, files, or previous email messages attached to it, are intended solely for the individual(s) to whom it is addressed and may contain information that is confidential, legally privileged, and/or exempt from disclosure under applicable law. If you are not the intended recipient, you are hereby notified that any unauthorized review, forwarding, printing, copying, distribution, or use of this transmission or the information it contains is strictly prohibited. A misdirected transmission does not constitute waiver of any applicable privilege. If you received this transmission in error, please immediately notify the sender and delete the original transmission and its attachments. Thank you.
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Late Comments Email subject line format: ####-####-##_1st _LATE COMMENTS_Project Title If a late comment is received, the Denver ROW technician shall respond to the reviewer (CC the Project Manager) with the following email: Denver ROW shall note the late comment in PILAR only, and highlight the note as "comment received after the deadline". Denver ROW will not enter into the Project web link or generate a revised compiled report for the Project Manager. The City and County of Denver has received your comment(s) for the XXXX-XXXX-XX_1st_Project Title Project dated enter late email received date. Please note that your comment(s) were received after the deadline of Review Period End Date DD/MM/YYYY for this Project and as such cannot be accepted in the official review cycle. However, by copy of this message the Project Manager has been sent a copy of your submitted comments for consideration. Should you have any questions regarding how your comments will be handled, please do not hesitate to contact the Project Manager Project Manager Name directly at Project Manager Phone, and email, Late Comment(s) as submitted are provided in the space following and/ or attached file: Insert Late comments Sincerely, Name | Plan Review Technician Public Works Department | City and County of Denver Phone # Phone 720-865-3280 Fax [email protected] This e-mail transmission from the City and County of Denver, and any documents, files, or previous email messages attached to it, are intended solely for the individual(s) to whom it is addressed and may contain information that is confidential, legally privileged, and/or exempt from disclosure under applicable law. If you are not the intended recipient, you are hereby notified that any unauthorized review, forwarding, printing, copying, distribution, or use of this transmission or the information it contains is strictly prohibited. A misdirected transmission does not constitute waiver of any applicable privilege. If you received this transmission in error, please immediately notify the sender and delete the original transmission and its attachments. Thank you.
Rejected Submittal Email subject line format: ####-####-##_1st _REJECTED SUBMITTAL_Project Title Dear Project Manager The Denver ROW Office has received your PW Distribution Worksheet to initiate Plan Review for PCO Tracking # PRCXXXX-XXXX / PILAR # XXXX-XXXX-XX_1st_Project Title. Upon review of the submitted Worksheet, we have determined that your submittal is deficient of the following administrative items, and has been rejected. Please correct the following items and resubmit:
1. List all deficient items here 1, 2, 3, etc. 2. If your resubmittal of the worksheet is past 2:00 p.m. or your day of resubmittal has changed,
you must adjust your “Date submitted to Denver ROW” on the revised worksheet. Sincerely, Name | Plan Review Technician Public Works Department | City and County of Denver Phone # Phone 720-865-3280 Fax [email protected] This e-mail transmission from the City and County of Denver, and any documents, files, or previous email messages attached to it, are intended solely for the individual(s) to whom it is addressed and may contain information that is confidential, legally privileged, and/or exempt from disclosure under applicable law. If you are not the intended recipient, you are hereby notified that any unauthorized review, forwarding, printing, copying, distribution, or use of this transmission or the information it contains is strictly prohibited. A misdirected transmission does not constitute waiver of any applicable privilege. If you received this transmission in error, please immediately notify the sender and delete the original transmission and its attachments. Thank you.
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Case Manager review reminder & compiled comments Email subject line format: ####-####-##_1st _PCO CASE MGR_Project Title Dear PWPCO Case Manager Case Manager The review period is over for PCO Tracking # PRCXXXX-XXXX / PILAR # XXXX-XXXX-XX_1st_Project Title. I have attached a PDF file with all received agency review comments compiled into one report for your convenience. By receipt of this notice, you have two (2) working days as the PCO Case Manager to complete your review of the project, including:
- Technical Transportation and Wastewater Review - Review of other agency review comments - Review of project schedule and project health
Please enter your final review comments by selecting the Project # in the following web location Denver Public Works Plans Review Services (PWPRS) Web Page by 5:00 pm on DD/MM/YYYY If there is anything else I can help you with please let me know. Sincerely, Name | Plan Review Technician Public Works Department | City and County of Denver Phone # Phone 720-865-3280 Fax [email protected] This e-mail transmission from the City and County of Denver, and any documents, files, or previous email messages attached to it, are intended solely for the individual(s) to whom it is addressed and may contain information that is confidential, legally privileged, and/or exempt from disclosure under applicable law. If you are not the intended recipient, you are hereby notified that any unauthorized review, forwarding, printing, copying, distribution, or use of this transmission or the information it contains is strictly prohibited. A misdirected transmission does not constitute waiver of any applicable privilege. If you received this transmission in error, please immediately notify the sender and delete the original transmission and its attachments. Thank you.
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Project Manager compiled comments Email subject line format: ####-####-##_1st _COMPILED PROJECT COMMENTS_Project Title Project Manager Name, The Type of Review Review period is over for PCO Tracking # PRCXXXX-XXXX / PILAR # XXXX-XXXX-XX_1st_Project Title. I have attached the following files with all received agency review comments compiled into one report for your convenience: 1) PDF format 2) Excel spreadsheet format (raw data) 3) Excel spreadsheet format (formatted). You may alternatively view the responses and/ or redlines from the reviewers in the Web link folder by clicking on the following link (Denver Public Works Plans Review Services (PWPRS) Web Page) and selecting XXXX-XXXX-XX_1st It is strongly encouraged for you to set up a convenient time to meet with your PWPCO Case Manager Case Manager following review of the received comments. This is a valuable step to ensure your understanding of the next steps of the project process, and agree as to which agency comments are critical to address. Please contact your PWPCO Case Manager for a Review Cycle Debrief. If there is anything else I can help you with please feel free to let me know. Sincerely, Name | Plan Review Technician Public Works Department | City and County of Denver Phone # Phone 720-865-3280 Fax [email protected] This e-mail transmission from the City and County of Denver, and any documents, files, or previous email messages attached to it, are intended solely for the individual(s) to whom it is addressed and may contain information that is confidential, legally privileged, and/or exempt from disclosure under applicable law. If you are not the intended recipient, you are hereby notified that any unauthorized review, forwarding, printing, copying, distribution, or use of this transmission or the information it contains is strictly prohibited. A misdirected transmission does not constitute waiver of any applicable privilege. If you received this transmission in error, please immediately notify the sender and delete the original transmission and its attachments. Thank you.
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Project Manager PMP Approval Stage- Inception Request Email subject line format: PROJECT_INCEPTION_REVIEW_Project Title Project Manager Name, The Project Controls Office (PCO) has identified that your new Project Title Project recently received an approved Project Management Plan (PMP) with PCO Tracking # PRCXXXX-XXXX. At this early stage, your project may benefit from a review by project stakeholders before design is initiated. PCO has developed a Project Inception Review (PIR) process which allows you to conveniently announce your new project to stakeholders. The goal of a PIR is to identify key or notable issues that may affect your project so they may be factored into the design scope. Should you choose to initiate a PIR, simply complete a Project Distribution Worksheet from the following location: K:\PWPCO\Shared\PCO PROCEDURES\PCO PLAN SUBMITTAL PROCEDURE\PILAR DISTRIBUTION PM WORKSHEET.xls Make sure to check the box for “Project Inception”, and please provide enough Information to allow stakeholders to identify location, limits and scope of your project. You may also provide project scoping plans and other documents with your worksheet that will be made available to stakeholders for their consideration. The Distribution Worksheet contains a significant base of project stakeholders you may choose from simply by checking the box in front of each name. It is also encouraged for you to carefully review and/ or add additional reviewers as may be appropriate for your project. Please submit your completed worksheet to [email protected], and our staff of technicians will distribute the PIR on your behalf. An example PIR announcement is attached for your reference. I am available at any time to consult on your preparation of the PIR announcement or overall distribution process. Sincerely, Jon Reynolds, P.E. | Project Controls Office Public Works Department | City and County of Denver (720) 865-3139 720-865-2676 Fax [email protected] This e-mail transmission from the City and County of Denver, and any documents, files, or previous email messages attached to it, are intended solely for the individual(s) to whom it is addressed and may contain information that is confidential, legally privileged, and/or exempt from disclosure under applicable law. If you are not the intended recipient, you are hereby notified that any unauthorized review, forwarding, printing, copying, distribution, or use of this transmission or the information it contains is strictly prohibited. A misdirected transmission does not constitute waiver of any applicable privilege. If you received this transmission in error, please immediately notify the sender and delete the original transmission and its attachments. Thank you.
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Project Control Office - Review Teams
City and County of Denver - Effective September 7, 2012
Project Control Office - Team Leader
Jon Reynolds: 720-865-3139
Becky Simon - Transportation, 720-865-3138
Zhixu Yuan - Wastewater, 720-865-3140
Dave Potter - Materials, 303-446-3421
Karl Brekke - Transportation, 720-865-2669
Zhixu Yuan - Wastewater, 720-865-3140
Dave Potter - Materials, 303-446-3421
Email: [email protected]
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