PROJECT ADMINISTRATION

1.0 PURPOSE:
1.1 To outline to steps needed to manage capital projects.

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

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

2.0 ORGANIZATIONS AFFECTED:

2.1 Public Works & Utilities Department staff.

3.0 POLICY:
3.1 All capital project managed by the Public Works & Utilities Department shall be
accomplished through the steps outlined in this procedure.

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

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

3.4 The philosophy relative to management of construction contracts shall be a team

relationship between the City of Port Angeles and the contractor for the mutual interest
of executing a highly successful project made possible through an understanding that
there are mutually common goals which, when attained, can significantly benefit both
the contractor and the City. These benefits include quality workmanship, reduced
contract cost, savings in time, reduction of stress and conflicts, and, most importantly,
the elimination of legal actions.
3.4.1 Guidelines to achieve this are:
a. It should be the City's policy to provide clear and unambiguous contract documents to
reduce errors and omissions.
b. If changes from the contract are experienced in the field, they should be identified
immediately and rectified in an equitable and consistent manner.
c. It should be the City's policy to grant expeditiously appropriate additional time and
pay for extra work.
d. Other members of the project team may include: utilities, permit agencies, designers,
materials and testing agencies or firms, and affected members of the public.
e. All construction contractor's and City's schedules should be verified and realistic.
f. Testing should be reasonable and representative.
g. Interpretation of specifications should be consistent and reasonable.
h. The local community should be informed of construction schedule changes which
impact vehicle and pedestrian accessibility.
3.4.2 The leadership of both the City and the Contractor must support and empower the
project team to make decisions at the lowest delegated level possible and the staff on
the project team need to be well trained, and given appropriate, clear lines of authority
and responsibility.

4.0 DEFINITIONS:-
4.1 None.

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

5.2 The project manager shall maintain current the Project Development Checklist for
their project. All milestone activities shall be noted on the checklist. [PW-402_12].

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

5.4 Contractor Payments shall be processed as follows:

5.4.1 Assemble the contractor payment documentation, including the Contractors

Application for Payment and Interim Lien and Claim Waiver [Form PW-402_13] and
Continuation Sheet [PW-402_14].
5.4.2 Complete the Payment Request Form cover sheet Form PW-402_02, with the
documentation as backup, obtain signature approval from the Director of the
Department of Public Works & Utilities and submit to Finance for payment processing.

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

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

5.7 Send memo to Council for acceptance of the project.

5.8 After Council acceptance of the project, send the Notice of Completion of Public
Works Contract to the Department of Revenue. An electronic copy of this form is
located at N:\pwks\engineer\forms\Notice of Completion - Revenue.doc. The notice can
be sent by mail or via email to pwc@dor.wa.gov.
6.0 APPENDIX:
PROJECT MANAGEMENT FORMS ARE:
a. Standard File Outline/Activity Code PW-402_01 [06/99]
b. Contractor Pay Request Memo PW-402_02 [11/93]
c. Certification of Work Completion and Acceptance PW-402_03 [11/93]
d. Project Cost Report PW-402_04 [11/93]
e. Pre-Construction Conference Agenda PW-402_05 [12/93]
f. Information furnished at Pre-Constr. Conf. PW-402_06 [11/95]
g. Pre-Construction Conference Checklist PW-402_07 [12/93]
h. Pre-Construction Conference Attendance Roster PW-402_08 [12/93]
i. Record of Employee Interview [HUD-11] PW-402_09 [06/97]
j. Weekly Statement of Working Days PW-402_10 [12/93]
k. Memo to Council for acceptance of project PW-402_.11 [7/94]
l. Project Development Checklist PW-402_12 [11/93]
m. Notice of Completion of Public Works Contract Dept of Rev. Form
n. Contractors Application for Payment and Interim Lien and Claim
Waiver PW-402_13 [4/99]
o. Application for Payment - Continuation Sheet PW-402_14 [1/01]