GREEN STORMWATER INFRASTRUCTURE DESIGN PROCESS WORKFLOW PACKET

Transcription

1 GREEN STORMWATER INFRASTRUCTURE DESIGN PROCESS WORKFLOW PACKET Last Updated: May 15,

2 GSI Process Workflow Introduction This packet provides summary workflows, detailed workflows, and expanded process descriptions that describe the design process for Green Stormwater Infrastructure (GSI) projects funded and/or maintained by the Philadelphia Water Department (PWD). The following information is to be referenced by PWD staff, providers of professional engineering services hired by PWD, and other agencies/partner organizations that are working with PWD. These workflows represent the typical process for typical projects. The process may vary on a case by case basis due to project specific circumstances. The workflows are divided into three tracks : Track 1: GSI on Water/Sewer Project: GSI is added to an existing PWD Branch water/sewer project. Because this type of project is regularly done in house by PWD engineers, the workflow summary covers both in house design and consultant design processes, while the detailed workflow and expanded process descriptions cover consultant design specifically. These projects are managed by the Branch, with Office of Watersheds (OOW) involvement at concept and final metrics stages. Track 2: Non Water/Sewer GSI (Contract Managed by Branch): A GSI project package is designed by a consultant under a contract with PWD managed by the Unit. This type of project is no longer being initiated, but the workflow is still included because some projects are still in design. Track 3: GSI (Contract Managed by OOW): A GSI project package is designed by a consultant under a contract with PWD managed by OOW. While these workflows are primarily for consultant designed projects, most of the information they present applies to in house projects as well. If using the workflows for in house projects, be aware of these main differences in the design process from consultant designed projects: Survey performed by PWD Survey Unit Baseplan drafting performed by Branch or OOW Engineering and drafting performed by Branch or OOW Plans sent through GPIS approval system at utility review The workflows are presented in increasing detail. Summary workflows cover the broader steps and can be used for a quick reference. The detailed workflows show each process step along the design track and which group is responsible for that step. The detail of each of those steps (e.g. the who, what, when, how) cannot be shown clearly in the workflow, so expanded process descriptions corresponding to each numbered step are included in the pages following each detailed workflow. Note on Partner Projects: While the workflows within this packet touch on coordination with partners (public or private entities that work with PWD to implement GSI), PWD has developed separate documentation that provides more details on partner coordination. This information is included in Attachment D of the GSI Requirements & Guidelines Packet: Partner Project Review Guidelines and, if the project disturbance triggers compliance with Philadelphia Stormwater Regulations, the submission process guidance in the Philadelphia Stormwater Management Guidance Manual. Both those resources, which may be used in addition to the workflows in this packet, are mentioned in the Relationships with Other Resources and References section below. The PWD project manager can provide further project specific guidance. 2

3 GSI Process Workflow Revision History Regular updates will be made to this packet to reflect changes to the GSI design process. Users should consistently make sure they are using the latest version by checking the GSI Resources page: Resources. Revisions to this document are recorded here: No. Effective Date 1 11/18/ /12/ /15/2015 Description of Revision Addition of expanded process descriptions General changes for clarity and consistency between workflows Use of terms: concept check, substantially complete design, and plans, specs, and estimate (PS&E) design Clarifying edits made to track 2 workflow summary: OOW approves baseplan, 30% design, and 70% design, and coordinates utility comments with Consultant Clarifying edits made to intro and EPDs Responsibility for management of GSI on water/sewer projects shifted to Branch, with OOW involvement at concept and final metrics stages Landscape plans on OOW managed projects sent to GSI Maintenance for review PlanIT database updates added PWD project manager coordinates reviews with other PWD units (Construction Unit, GSI Maintenance, Collector Systems Unit). PS&E plans reviewed internally by other PWD units as needed. Roles and Responsibilities The following are descriptions of key roles that appear in this packet and the general responsibilities associated with those roles. Where these roles appear in the packet, they are capitalized. Branch Any member of PWD s Water & Sewer Branch who performs duties related to the design or management of track 1 projects. Branch Administrator PWD Branch employee who assigns work numbers to projects when they are initiated. Branch Contract Manager Manager of PWD Branch design contracts. Provides final approval on proposal and invoices for track 1 and 2 projects. Branch Engineer Engineer in PWD s Branch who is assigned to review designs and track project package in CAPIT, and submits project package to Projects Control. Manages track 1 projects as main point of contact with design consultant. Applies only to tracks 1 and 2. Consultant Engineering firm under a general services contract with PWD. Performs survey, geotechnical investigation if required, and engineering design services for the project. Geotechnical Consultant Geotechnical engineering firm under a general services contract with PWD s Branch to perform geotechnical testing for PWD projects. In some cases, tasked with geotechnical investigation for GSI projects. 3

4 GSI Process Workflow Geotech Contract Manager PWD employee who manages the Branch geotechnical testing contract. Reviews geotechnical investigation requests, coordinates work with Geotechnical Consultants, and transmits testing results to PWD personel. Office of Watersheds (OOW) Any member of PWD s Office of Watersheds, generally in the GSI Implementation Program, who performs duties related to the design or management of PWD GSI projects. Duties include coordinating with Consultant to establish scope of work, performing reviews, tracking project metrics and status, answering Consultant questions, and submitting track 3 project packages to Projects Control. P&R Supervisor Member of PWD s Planning and Research (P&R) group who identifies WSSPUs, bundles them into Work Numbers, authorizes water/sewer design projects, reviews and approves baseplans, and performs hydraulic evaluations. Project Partners Entities who are partnered with PWD on the project (PP&R, Schools, PHS, private organizations, etc.). Definitions The following are definitions of key terms that appear in this packet. Where these terms appear in the packet, they are capitalized. CAPIT Capital Program Integrated Tracking System. PWD database that tracks project schedule and budget, among other information. Tracks GSI project packages from when they receive a Work Number through construction. Acts as a communication center, informing all parties of important project information. GreenIT PWD database developed to track GSI project metrics. Updated by OOW. Links to CAPIT. GPIS Guaranteed Pavement Information System. Database developed by the Philadelphia Streets Department to track all projects resulting in street openings on the city. Project Monitoring Table (PMT) Table prepared by Consultant based off a template provided by OOW when preparing the proposal for a GSI project under an OOW managed contract (applies to track 3 only). Serves as the proposed schedule for the project, then is updated monthly by the Consultant and submitted to OOW for project schedule tracking. Documents prepared by Consultant and approved by PWD prior to start of the project. Includes scope of work, project schedule (PMT if OOW managed contract), and costs. Water/Sewer Special Planning Unit (WSSPU) Signifies a street where water and /or sewer design and construction are required. Usually, a WSSPU is represented by a single street bounded by the cross streets on either end of it. Work Number Number assigned by PWD to a project package once it is initiated in CAPIT. Used to identify the project package through construction. 4

5 GSI Process Workflow Relationships with Other Resources and References The publication of the PWD GSI Process Workflow Packet follows a number of related resources. These related resources should be used by the designer for reference and additional contextual information. Always refer to the most current resources. Note on Other Packets : The PWD GSI Process Workflow Packet is one of three main Packets that describe the requirements for GSI projects funded and/or maintained by PWD: the GSI Process Workflow Packet, the GSI Requirements & Guidelines Packet, and the GSI Drawing Requirements Packet. 1. Philadelphia Water Department Green Stormwater Infrastructure Requirements & Guidelines Packet. This packet provides requirements and guidelines to be used in the design of GSI projects funded and/or maintained by PWD. Attachment D: Partner Project Review Guidelines contains information relevant to the workflow for partner projects. Requirements_&_Guidelines_ Packet_ pdf 2. Philadelphia Water Department Green Stormwater Infrastructure Drawing Requirements Packet and the OOW GSI CAD Standards. This packet provides requirements to be used in the drawing of GSI projects funded and/or maintained by PWD. The Office of Watersheds (OOW) has also developed a GSI CAD Standard that includes all necessary files for drawing to these PWD GSI standards pdf zip 3. Philadelphia Water Department Water & Sewer Manual. This manual promotes uniformity in the presentation of water and sewer plans by establishing a general format and outlining detailed information required for the preparation of complete water and sewer contract drawings. 5

6 GSI Process Workflow 4. Philadelphia Water Department, Philadelphia Streets Department, and Mayor s Office of Transportation and Utilities City of Philadelphia Green Streets Manual. This manual, known as the GSDM, provides guidance for public and private entities, specifically design professionals, interested in incorporating GSI within a given right of way. The GSDM references this packet and provides applicable users (those designing right of way GSI projects not initiated by PWD) with design standards, guidance on siting, information on elemental flexibility within SMPs, and an implementation process to guide users through the various steps of planning, design and construction of a green street. The GSDM follows and complements the Complete Streets Handbook Philadelphia Water Department Stormwater Management Guidance Manual. This manual was created to assist developers in meeting the requirements of the Philadelphia Stormwater Regulations. The manual provides guidance for the entire site design process, beginning with initial site design considerations, through the post construction stormwater management plan submittal elements, and ultimately the acquisition of stormwater plan approval. 6

7 WORKFLOW SUMMARY Track 1 - GSI on Water/Sewer Project This workflow covers the process for in-house and consultant-designed Track 1 projects. It mirrors the Water & Sewer Contract Progression Flow Chart in Appendix Iof the Water & Sewer Manual, but is presented here for continuity and consistency with terms found throughout this packet. PROJECT INITIATION IN DESIGN Water/Sewer project enters Branch from Planning & Research (P&R). A new work number is assigned and plans are requested through PA ONE-CALL. Initiation BASEPLANS BY PWD DESIGN BRANCH OR DESIGN CONSULTANT The base plan shows all physical features obtained by a field survey, curb and manhole elevations, all existing underground utility information, a cross section and profile of the existing sewer (sewer projects only). PWD 30% (Baseplan) HYDRAULIC EVALUATION BY P&R AND GREEN REVIEW BY OOW Completed baseplan is forwarded to P&R for hydraulic review (pipe sizing and limits of replacement). Baseplans in combined sewer areas are also forwarded to the Office of Watersheds (OOW) to evaluate feasibility of green storm water infrastructure (GSI) to manage street runoff. Upon approval from P&R and Branch, Consultant invoices for baseplan (consultant-designed only). GSI ADDED? NO NOTIFICATION Determined that GSI will not be added to water/sewer project. OOW notifies Branch, who notifies consultant (if not in-house). proceeds according to standard water/sewer design process. YES GSI DESIGN SCOPE AGREEMENT Where GSI is deemed suitable for project site, OOW provides a design concept to Branch for implementation on the water/sewer projectand communicates any information regarding pilot or partner coordination items. For consultant projects, the GSI concepts will be distributed by the Branch engineer, and a proposal for the GSI work will be submitted to Branch for approval. DESIGN BY DESIGN BRANCH OR CONSULTANT Branch (if in-house) or Consultant develops water/sewer and GSI designs in accordance with the Water & Sewer Manualand GSI Requirements & Guidelines Packet. DESIGN REVIEWED BY DESIGN BRANCH, OPERATIONS, PLANNING, AND GSI MAINTENANCE PWD 70% (Substantially Complete ) Once Branch Engineer is satisfied with water/sewer/gsi design, it is submitted to Branch supervising engineer for review and comment. Plans are also forwarded by Branch to P&R, Operations Unit, and GSI Maintenance for review and comment. Upon receiving comments from Operations, the Branch Supervisor gives the okay to send the job out for utility review. DESIGN REVIEWED BY UTILITIES AND AGENCIES Once 70% design has been approved, plans are sent out for utility review following Attachment G of the GSI Requirements & Guidelines Packet and the requirements of the Water & Sewer Manual. For PWD in-house projects, this is done using GPIS approval system. PWD 90% (PS&E ) Final PLANS, SPECIFICATIONS, AND ESTIMATE DESIGN SUBMIT FINAL BID DOCUMENTS Upon receipt of utility responses, Consultant ( Branch for in-house) addresses comments and resolves any conflicts. When Branch determines that GSI design meets standards for 90% (PS&E) design, as defined in Attachment A of the GSI Requirements & Guidelines Packet,OOW reviewsgsi design metrics. OOW s comments are addressed and Branch issues final approval for entire project. Consultant prepares the final design bid package for Projects Control, and submits it to Branch (if in-house, Branch prepares packages). Project package is logged out of design and transmitted to Projects Control with OOW cc d. Branch applies for street opening permit through GPIS. PROJECTS CONTROL AND BIDDING 7

8 LAST REVISED: 05/15/2015 Detailed Workflow Track 1 GSI on Water/Sewer Project Project Initiation through Green Start 1-2 months 2-4 months PROJECT INITIATION PWD 30% 1-2 months GREEN DESIGN START Tracking Office of Watersheds (OOW) Branch Consultant Planning and Research (P&R) 1 WSSPUs Bundled Under Work No. CAPIT Status Updated by ( Started ) Prepare and Transmit Baseplan/ Project Authorization 2 Prepare and Submit Baseplan 3 5 Green Contact Assigned to Water/Sewer Project Approve Baseplan GREENIT Review Contact Assigned by OOW Baseplan Review and Hydraulic Evaluation 4 10 Green Review 6 Green Added? NO Notify Branch of No Green 11 Prepare and Transmit Hydraulic Info and Baseplan Approval Letter 7 YES GreenIT updated by OOW (No Green) 12 Submit Baseplan Invoice Prepare/Transmit Green Concept 8 13 Approve Baseplan Invoice and Issue Payment Develop Green Concept GreenIT updated by OOW (Create new water/sewer project) (Enter preliminary design metrics) (Status to Transfer to ) PLANIT Project Created by OOW 9 CAPIT Status Updated by ( 30% Complete ) Prepare/ Transmit Green Request 14 GREENIT Updated by OOW (Update preliminary design metrics) 15 Coordinate Scoping Meeting with Consultant (if needed) CAPIT Updated by Branch (Work Type) ( G Suffix added to Work No.) 16 Meet to Discuss Green Concept and Request (if needed) 17 Prepare and Submit and Geotechnical Testing Request Approve 19 Coordinate Geotechnical Testing with Geotechnical Consultant 18 Prepare/Transmit Green Authorization 20 PROJECT INITIATION PWD 30% GREEN DESIGN START 8

9 LAST REVISED: 05/15/2015 Detailed Workflow Track 1 GSI on Water/Sewer Project Green Start through Final GREEN DESIGN START 2-4 months 3-5 months 1-2 months PWD 70% (SUBSTANTIALLY COMPLETE DESIGN) PWD 90% (PLANS, SPECS, & ESTIMATE DESIGN) FINAL DESIGN Branch Consultant Geotechnical Consultant Prepares Submission 21 Distribute Geotech Submission 22 Prepare/ Revise and Submit Substantially Complete 23 Review Substantially Complete Plans Meet Substantially Complete Requirements? NO YES Major Change Required? NO 25 Approve Substantially Complete Submit Job for Utility/ Agency Review Respond to Utility Comments YES Utility Response Required? NO 29 Prepare/ Revise and Submit PS&E Review PS&E 30 Plans Meet PS&E Requirements? NO 32 Provide Project Approval 33 Prepare and Submit Final Final Packaging 34 Enter GPIS Offsets 36 Transmit to Projects Control and OOW 35 YES Office of Watersheds (OOW) YES Compliance Review 31 Utilities and Ext Agencies 27 Comment on Substantially Complete GPIS Comment 37 Tracking Other PWD Units 24 Comment on Substantially Complete CAPIT Status Updated by ( 70% Complete ) GREENIT Updated by OOW ( Metrics) CAPIT Status Updated by ( In Projects Control ) GREENIT Updated by OOW (Final Metrics) GREEN DESIGN START PWD 70% (SUBSTANTIALLY COMPLETE DESIGN) PWD 90% (PLANS, SPECS, & ESTIMATE DESIGN) FINAL DESIGN 9

10 GSI Process Workflow Packet Track 1 GSI on Water/Sewer Project Track 1 Expanded Process Descriptions 1 WSSPUs Bundled Under Work No. In this preliminary phase, P&R Supervisor identifies WSSPUs and bundles them into a project. This process occurs on a continual basis. Branch Administrator assigns a work number and updates the CAPIT status to Started. 2 Prepare and Transmit Baseplan/ Project Authorization P&R Supervisor has primary responsibility for preparing and transmitting this authorization to Consultant. Letter is signed by Branch and sent to the Consultant with OOW copied. 3 Prepare and Submit Baseplan Consultant performs survey and prepares baseplan as specified in Baseplan/ Project Authorization, then submits baseplan to Branch, P&R, and OOW. If project is anticipated to involve ADA ramp or curb reconstruction, Consultant must request a benchmark and proposed curb elevations from the City District Surveyor, providing the PWD Work Number with the request. 4 Approve Baseplan Branch Engineer reviews baseplan. If there are issues with the submission, Branch Engineer sends comments back to Consultant for resubmission. 5 Green Contact Assigned to Water/Sewer Project OOW assigns a Green Contact to the project, who will develop the green concept and advise on GSI design throughout the project. 6 Green Review OOW checks with Branch Engineer that the water/sewer baseplans submitted by the consultant are accurate, then reviews them to identify potential opportunities for adding GSI into the project. If GSI is recommended for the project, OOW prepares preliminary concepts and/or direction about the GSI to be added. 7 Notify Branch of No Green OOW recommends that GSI will not be added to water/sewer project and notifies Branch Engineer. proceeds according to standard water/sewer design process per the latest version of the Water & Sewer Manual. At time of project bidding, or other appropriate point, Branch will notify Philadelphia Parks and Recreation (PP&R) that project location would be a good candidate for street tree installation by PP&R at completion of water/sewer construction. 10

11 GSI Process Workflow Packet Track 1 GSI on Water/Sewer Project 8 Prepare/Transmit Green Concept OOW sends green concept and review tracking spreadsheet to Branch Engineer. OOW communicates any information regarding pilot or partner coordination items to Branch. OOW creates a new water/sewer project in PlanIT and GreenIT and updates GreenIT status to Transfer to. Project continues following this workflow if there is no pilot element. 9 Develop Green Concept Branch Engineer reviews green concept and develops it further if needed. If bumpouts/roadside swales are part of the concept, Branch coordinates review of these systems by Streets Dept. If there are partners on the project, Branch conducts any correspondence needed in order to further develop green concept. Branch coordinates additional survey if needed. 10 Baseplan Review and Hydraulic Evaluation P&R Supervisor reviews the baseplan and performs hydraulic evaluation (sewer and water main sizing and limits of replacement). Consultant is asked to resubmit if baseplan is not acceptable. 11 Prepare and Transmit Hydraulic Info and Baseplan Approval Letter P&R Supervisor prepares a Baseplan Approval Letter, which includes a note informing Consultant that green review is being completed and information regarding the addition of GSI to the project is forthcoming. This letter is transmitted, along with planning-level details about the repairs to be made to water/sewer infrastructure, to Consultant, copying Branch. 12 Submit Baseplan Invoice After receiving baseplan approval and authorization to proceed with the water/sewer project, Consultant submits baseplan invoice to PWD. 13 Approve Baseplan Invoice and Issue Payment Invoice processed by Finance and Branch, then reviewed by Branch Engineer, who either approves invoice or identifies an error and asks for resubmission. Approved invoice is sent back to Finance, who issues payment. Branch updates CAPIT status to 30% Complete. 14 Prepare/Transmit Green Request Branch prepares a green design proposal request and transmits it to Consultant. Branch also updates work type in CAPIT and adds G suffix to Work Number. Branch sends OOW an updated copy of the green concept and review spreadsheet. OOW updates preliminary design metrics if Branch has made any changes to the concept. 15 Coordinate Scoping Meeting with Consultant (if needed) This step involves the coordination of a meeting to discuss green concept and proposal request. If a meeting is needed, Branch Engineer schedules and facilitates the meeting. 11

12 GSI Process Workflow Packet Track 1 GSI on Water/Sewer Project 16 Meet to Discuss Green Concept and Request (if needed) Branch Engineer facilitates meeting with key PWD and Consultant staff. Project details, PWD requirements, and submission of the project proposal are discussed. 17 Prepare and Submit and Geotechnical Testing Request Consultant is responsible for preparing the proposal, consisting of scope, costs, and schedule, and the geotechnical testing request. Materials should be submitted to Branch Contract Manager. 18 Approve Branch reviews the project proposal developed by the Consultant. If revisions must be made, Branch Contract Manager sends comments to Consultant who addresses them and sends back updated files. 19 Coordinate Geotechnical Testing with Geotechnical Consultant Branch Engineer transmits geotechnical testing request to Geotech Contract Manager using input received from the Consultant s proposal. Geotech Contract Manager reviews request and submits it to one of PWD s Geotechnical Contractors. 20 Prepare/Transmit Green Authorization Branch Contract Manager transmits final approval of the proposal to Consultant, copying Branch Engineer. This authorizes Consultant to proceed with the project. 21 Distribute Geotech Submission Once Geotechnical Consultant has submitted geotechnical investigation results, Geotech Contract Manager transmits submission to Branch Engineer. Branch Engineer reviews geotechnical testing data for quality and forwards it to the Consultant to include in their design. This may occur at various points during the development of the baseplan. 22 Prepare/Revise and Submit Substantially Complete Consultant prepares substantially complete design submission in accordance with the approved scope and GSI design and drawing requirements. Informal interim submissions and checkins before the substantially complete design submission may be arranged. Submission is made to Branch Engineer. If Branch Engineer responds to the substantially complete design submission with comments that must be resolved before approval, Consultant makes necessary revisions and resubmits the design, along with a letter responding to each comment. 23 Review Substantially Complete Branch Engineer reviews the substantially complete design submission. If there are issues with the submission, Branch Engineer sends comments back to Consultant for resubmission. 12

13 GSI Process Workflow Packet Track 1 GSI on Water/Sewer Project 24 Comment on Substantially Complete Operations Unit, P&R, GSI Maintenance, and other PWD units as needed review plans and send approval/comments back to Branch Engineer. Branch Engineer coordinates comments and asks for revisions from Consultant if major design changes are required. 25 Approve Substantially Complete Branch Engineer responds to Consultant s latest submission by confirming that the substantially complete design is approved and the project is ready for submission to utilities. 26 Submit Job for Utility/Agency Review Once substantially complete design has been approved, plans are prepared and submitted by Consultant to external utilities/agencies and other PWD units. Consultant should reference the Green Stormwater Infrastructure Review Contacts table (Attachment G of the GSI Requirements and Guidelines Packet), which provides information on what utilities/agencies should be submitted to, what their submission requirements are, and where submissions should be sent. Consultant is encouraged to ask Branch Engineer about any utility submission details. One copy of the full submission, along with copies of all transmittals to utilities/agencies, should be provided to Branch Engineer. Branch Engineer updates CAPIT status to 70% Complete. Branch may submit plans to other partners it deems necessary. 27 Comment on Substantially Complete Utilities/Agencies review plans and send approval/comments back to Consultant. Consultant must be proactive in checking on the status of review and be in close contact with PWD if it appears there is a delay in any particular review. Consultant can contact Branch Engineer with any questions. 28 Respond to Utility Comments If a utility/agency does not approve design, Consultant addresses comments at the advisement of the Branch Engineer and resubmits plans to the utility/agency. 29 Prepare/Revise and Submit PS&E Consultant addresses any comments from utilities/agencies. Consultant works with Branch Engineer to resolve any issues. Once all reviewer comments have been addressed, Consultant prepares and submits the Plans, Specs, and Estimate (PS&E) design in accordance with the approved project scope and GSI design and drawing requirements. If Branch Engineer responds to PS&E submission with comments that must be resolved before approval, Consultant makes necessary revisions and resubmits the design, along with a letter responding to each comment. 13

14 GSI Process Workflow Packet Track 1 GSI on Water/Sewer Project 30 Review PS&E Branch Engineer reviews the PS&E design submission. If there are issues with the submission, Branch Engineer sends comments back to Consultant for resubmission. If the design meets PS&E design requirements, Branch Engineer forwards the submission, including at least the following items, to OOW for Compliance Review: Full plan set (single.pdf) Project narrative (.PDF or.docx) GreenIT Data Entry Application Metrics Report (.PDF and.csv) Supporting design calculations and modeling (.XLSX) Drainage area maps (.PDF) Branch Engineer should estimate the date the project will go to PC and provide any indication that once there it might move faster or slower than a typical project. 31 Compliance Review Back OOW completes Compliance Review to inform Compliance tracking metrics. OOW reviews the design report deliverables, confirms the managed area/greened Acres, and tracks the schedule of the project. This is not a technical review. OOW provides comments/approval to Branch Engineer and enters design metrics into GreenIT. 32 Provide Project Approval Ater receiving OOW feedback and resolving any outstanding issues with OOW or the Consultant, Branch Engineer responds to Consultant s latest submission by confirming that the PS&E design is approved and the project is ready for final submission. Branch Engineer Updates CAPIT status to 95%. 33 Prepare and Submit Final Upon project package approval, Consultant prepares and sends the final design submission in accordance with the approved project scope and design and drawing requirements. 34 Final Packaging Once the final design is received from Consultant and a supervising engineer in the Branch signs off on the project, Branch Engineer compiles all needed materials into a project package to be sent to PC. OOW should be able to access the following on ProjectWise: Full plan set (single.pdf and.dwg or.dgn) Project narrative (.PDF or.docx) GreenIT Data Entry Application Metrics Report (.PDF,.CSV, and.greenit formats) Supporting design calculations and modeling (.XLSX) Drainage area maps (.PDF and.dwg or.dgn) 35 Transmit to Projects Control and OOW Once all needed materials have been compiled into the project package, Branch Engineer transmits package to Projects Control with OOW cc d on the cover letter. Once project package is 14

15 GSI Process Workflow Packet Track 1 GSI on Water/Sewer Project delivered, Branch Engineer updates CAPIT status to In Projects Control. OOW enters final design metrics into GreenIT if any changes have been made since Compliance Review. 36 Enter GPIS Offsets After final design is submitted, Branch enters data into GPIS for review and, if project is on a state route, prepares and submits PennDOT HOP application. 37 GPIS Comment Utilities review and approve proposed infrastructure work in GPIS. This should be about 25 days after PWD has entered offsets into GPIS. 15

16 WORKFLOW SUMMARY Track 2 Non-Water/Sewer GSI (Contract Managed by Branch) Initiation PROJECT PACKAGE INITIATION OOW develops concepts for GSI projects. Initiation in design occurs when OOW assembles concept locations into a project package (with approval/advice from Branch) and enters the package into CAPIT. Work number assigned, thenproposal requested by OOW, negotiated between Consultant and PWD (OOW and Branch), and approved officially by Branch. Geotechnical investigation request also prepared by OOW (with input from Consultant) and provided to Branch, who coordinates testing throughpwd s geotechnical contracts. PWD 30% (Baseplan/ Concept Check) 30% DESIGN REVIEW AND APPROVAL Geotechnical consultant submits testing results to Branch, who distributes them to OOW. If a survey and design has been negotiated, 30% design (baseplan and concept check) is the first submission. If only a survey has been negotiated, the baseplan is submitted by Consultant to OOW, who conducts review. OOW communicates approval of baseplan to Branch, who authorizes payment by notifying the Consultant of approval. Concept is then updated by OOW according to information from the baseplan and geotechnical test results, and a design proposal is negotiated. For 30% design approval, baseplan and concept check (if necessary) must be submitted by Consultant and approved by PWD. Before 30% approval, OOW coordinates with partners as necessary to confirm concept. 70% DESIGN REVIEW AND APPROVAL PWD 70% (Substantially Complete ) Consultant prepares and submits 70% (substantially complete) design to both Branch and OOW for review and comment. If there are any new prototype or irregular systems, materials, or devices used, OOW discusses with PWD Collector Systems and/or Construction units. Branch sends comments and/or approval for utility submission to OOW, who communicates this information along with any OOW comments to Consultant. OOW and Consultant sends job out for utility review only once OOW provides approval. DESIGN REVIEWED BY UTILITIES AND AGENCIES OOW sends design plans to other PWD units ( Branch, GSI Maintenance, Collector Systems, and Construction) and Consultant sends plans to external utilities/agencies following Attachment Gof the GSI Requirements & Guidelines Packet. Consultant copies OOW on submissions (one copy of drawings and all transmittals). 90% DESIGN SUBMISSION Utility/agency/PWD responses are received and resolved. Consultant prepares and submits 90% (PS&E) design, as defined in Attachment A of the GSI Requirements & Guidelines Packet, to both the Branch and OOW. PWD 90% (PS&E ) Final FINAL BID DOCUMENT SUBMISSION Branch sends comments on 90% submission to OOW, who communicates this information along with any OOW comments to Consultant. Once OOW and Branch have no further comments, OOW coordinates a final consensus meeting with Branch. Branch issues final approval to Consultant. Consultant forwards final design bid package, in accordance with the Final Package Checklist(located on PWD s GSI Resources Website and shown in Attachment B of the GSI Requirements and Guidelines Packet), to Branch (OOW copied). OOW applies for the street opening permit through GPIS and completes final metrics tracking. Project package is logged out of design and forwarded to Projects Control for bidding by Branch. PROJECTS CONTROL AND BIDDING 16

17 LAST REVISED: 05/15/2015 Time Varies 1-2 months 3-6 months PLANNING COMPLETE DESIGN INITIATION Detailed Workflow Track 2 Non-Water/Sewer GSI (Contract Managed by Branch) Planning through 30% PWD 30% (BASEPLAN / CONCEPT CHECK) Office of Watersheds (OOW) 1 Planning/ Concept Development/ Project Grouping 2 Suggest Project Package 4 Create Project Package 6 Transmit Request Confirm 9 Transmit Geotechnical Request 12 Approve Baseplan Finalize Concept /Sketches and Request 21 Confirm 26 Review Baseplan/ Concept Check Submission Issues? No 27 Check-In Coordination with Project Partners (if needed) 29 Send Plans to Other PWD Units as Needed 28 Approve Baseplan/ Concept Check Branch 3 Approve/ Advise on Project Packaging Assign Work No. 5 Meet to Discuss Request (if needed) 7 Coordinate Geotechnical Request Prepare/ 11 Approve Transmit Project Authorization 14 Distribute Geotech Submission Geotechnical Consultant Prepares Submission Authorize Baseplan Payment 17 Meet to Discuss Request (if needed) Approve 23 Prepare/ Transmit Authorization Concept Check Needed? No 25 Review Baseplan/ Concept Check Submission Yes Yes Tracking Consultant PLANIT Updated by OOW (Project transferred to GREENIT) GREENIT Updated by OOW (enter preliminary design metrics) CAPIT Project Created by OOW GREENIT Status Updated by OOW ( Transfer to ) 8 Prepare and Submit and Geotechnical Testing Request No Established? 15 Prepare and Submit Baseplan Yes CAPIT Status Updated by ( 30% Complete ) 20 Prepare and Submit 24 Prepare/Revise and Submit Baseplan/ Concept Check CAPIT Status Updated by ( 30% Complete ) If not done previously GREENIT Updated by OOW (enter preliminary design metrics) Public Affairs Notified by OOW, if required PLANNING COMPLETE DESIGN INITIATION PWD 30% (BASEPLAN / CONCEPT CHECK) 17

18 LAST REVISED: 05/15/2015 PWD 30% (BASEPLAN/CONCEPT CHECK) 2-4 months 2-4 months 2-3 months PWD 70% (SUBSTANTIALLY COMPLETE DESIGN) PWD 90% (PLANS, SPECS, & ESTIMATE DESIGN) Detailed Workflow Track 2 Non-Water/Sewer GSI (Contract Managed by Branch) 30% through Final FINAL DESIGN Consultant Branch Office of Watersheds (OOW) 30 Prepare/Revise and Submit Substantially Complete 32 Review Substantially Complete Submission 31 Review Substantially Complete Submission OK for Utility Submission? NO 33 Compile Comments on Substantially Complete NO OK for Utility Submission? YES YES 34 Authorize Utility Submission 35 Submit job for Utility Review 38 Respond to Utility Comments YES Utility Response Required? NO Prepare/Revise and Submit PS&E 39 Review PS&E Review PS&E Revisions Required? YES 42 Compile Comments on PS&E YES Revisions Required? NO 44 Consensus Meeting NO 45 Provide Project Package Approval 46 Prepare and Submit Final Final Packaging Enter GPIS Offsets Deliver to Projects Control 48 Utilities and Ext Agencies 37 Comment on Substantially Complete 43 Comment on PS&E 50 GPIS Comment Tracking Other PWD Units CAPIT Status Updated by ( 70% Complete ) GREENIT Updated by OOW (enter updated design metrics) 36 Comment on Substantially Complete CAPIT Status Updated by ( In Projects Control ) GREENIT Updated by OOW (Final Metrics) PWD 30% (BASEPLAN/CONCEPT CHECK) PWD 70% (SUBSTANTIALLY COMPLETE DESIGN) PWD 90% (PLANS, SPECS, & ESTIMATE DESIGN) FINAL DESIGN 18

19 GSI Process Workflow Packet Track 2 GSI (Contract Managed by Branch) Track 2 Expanded Process Descriptions 1 Planning/Concept Development/Project Grouping In this preliminary phase, OOW identifies sites, groups them, and prepares a concept project package. This process occurs on a continual basis in order to maintain a surplus of projects available for design. Planning is complete when OOW transfers the project from PlanIT to GreenIT. 2 Suggest Project Package OOW submits request to Branch Contract Manager to use Branch consultant for project. 3 Approve/Advise on Project Packaging Branch reviews request to use Water/Sewer Unit consultant, and either approves or advises on changes to be made. 4 Create Project Package OOW initiates the project in CAPIT. OOW updates the GreenIT status code to Transfer to. 5 Assign Work No. This process is performed by Branch Administrator upon request from OOW. Once Work Number is assigned, Branch Administrator updates CAPIT with the number and creates a project folder in ProjectWise. 6 Transmit Request OOW transmits proposal request to Consultant, copying Branch Engineer and Branch Contract Manager. 7 Meet to Discuss Request (if needed) Whether a meeting is conducted or not will have already been determined and indicated in the proposal request transmitted in Step 6. If a meeting is conducted, OOW schedules and facilitates meeting with key PWD and consultant staff. Project details, PWD requirements, and submission of the are discussed. 8 Prepare and Submit and Geotechnical Testing Request Consultant is responsible for preparing and submitting, consisting of scope, costs, schedule, and the geotechnical testing request per the proposal request and by the deadline specified. Materials should be submitted to Branch Contract Manager with OOW copied. 19

20 GSI Process Workflow Packet Track 2 GSI (Contract Managed by Branch) 9 Confirm OOW reviews developed by Consultant. If revisions must be made, OOW sends comments to Branch Contract Manager, who reviews and forwards them to Consultant. Consultant addresses comments and resubmits updated files. 10 Approve Branch reviews developed by Consultant. If revisions must be made, Branch Contract Manager sends comments to Consultant, who addresses them and sends back updated files. 11 Prepare/Transmit Project Authorization Branch Contract Manager transmits final approval of to Consultant, copying OOW. This authorizes Consultant to proceed with the project. 12 Transmit Geotechnical Request OOW transmits geotechnical investigation request to Geotech Contract Manager using input received from Consultant s. 13 Coordinate Geotechnical Request Geotech Contract Manager reviews request and works with OOW to solve any issues. Geotech Contract Manager submits request to one of PWD s Geotechnical Contractors. 14 Distribute Geotech Submission Once Geotechnical Consultant has submitted geotechnical investigation results, Geotech Contract Manager transmits submission to Branch Engineer and OOW. OOW reviews geotechnical testing data for quality and forwards it to Consultant. This may occur at various points during the development of the baseplan. 15 Prepare and Submit Baseplan Consultant performs survey and prepares and submits baseplan as specified in the. If project is anticipated to involve ADA ramp or curb reconstruction, Consultant must request a bench mark and proposed curb elevations from the City District Surveyor, providing the PWD Work Number with the request. 16 Approve Baseplan OOW reviews baseplan submission. If revisions are needed, comments are sent back to Consultant. Once baseplan is acceptable, OOW notifies Branch Contract Manager. 20

21 GSI Process Workflow Packet Track 2 GSI (Contract Managed by Branch) 17 Authorize Baseplan Payment Branch Contract Manager notifies consultant of baseplan approval, authorizing payment. 18 Finalize Concept /Sketches and Request OOW makes changes as necessary to concept based on baseplan and geotechnical investigation and prepares design proposal request. OOW sends request to Consultant, copying Branch Engineer and Branch Contract Manager. 19 Meet to Discuss Request (if needed) OOW facilitates meeting with key PWD and consultant staff. Project details, PWD requirements, and submission of the design are discussed. 20 Prepare and Submit Consultant is responsible for preparing and submitting the design, consisting of scope, costs, and schedule, per the proposal request and by the deadline specified. 21 Confirm OOW reviews the developed by the Consultant. If revisions must be made, OOW sends comments to Consultant (copying Branch Contract Manager). consultant addresses comments and resubmits updated files. 22 Approve Branch reviews the developed by the Consultant. If revisions must be made, Branch Contract Manager sends comments to Consultant, who addresses them and sends back updated files. 23 Prepare/Transmit Authorization Branch transmits final approval of the proposal to Consultant, copying OOW. This authorizes Consultant to proceed with the project. 24 Prepare/Revise and Submit Baseplan/Concept Check Consultant performs survey and prepares Baseplan/Concept Check Submission in accordance with the approved scope and GSI design and drawing requirements. If project is anticipated to involve ADA ramp or curb reconstruction, Consultant must request a bench mark and proposed curb elevations from the City District Surveyor if they have not done so already. Consultant must provide the PWD Work Number with the request. Informal interim submissions and check-ins before the Baseplan/Concept Check submission are encouraged. If OOW responds to the baseplan/concept check submission with comments that must be resolved before approval, Consultant makes necessary revisions and resubmits the design, along with a letter responding to each comment. 21

22 GSI Process Workflow Packet Track 2 GSI (Contract Managed by Branch) 25 Review Baseplan/Concept Check Submission Branch Engineer reviews the baseplan/concept check submission and notifies OOW if there are issues with the submission. 26 Review Baseplan/Concept Check Submission OOW reviews the baseplan/concept check submission and receives input from Branch Engineer. If there are issues with the submission, OOW sends comments back to Consultant for resubmission. 27 Check-In Coordination with Project Partners (if needed) Once it is confirmed that there are no issues with the baseplan/concept check submission, OOW provides project partners (if there are any) with an update on the status of the design that alerts them of any changes to the concept. OOW responds to comments that project partners have before approving baseplan/concept check design. This process typically takes around three weeks. 28 Approve Baseplan/Concept Check OOW responds to Consultant s latest submission by confirming that either the project is ready to move on to development of substantially complete design or the project will be ready for development of substantially complete design if consultant addresses certain comments. Branch updates CAPIT status to 30% Complete, if CAPIT status was not udated previously. OOW updates preliminary design metrics in GreenIT. 29 Send Plans to Other PWD Units as Needed On a project as-needed basis, OOW coordinates with any other necessary PWD units, including, but not limited to: GSI Maintenance, GSI Planning, Collector Systems, etc. 30 Prepare/Revise and Submit Substantially Complete Consultant prepares substantially complete design submission in accordance with the approved scope and GSI design and drawing requirements. consultant may start developing ADA ramp designs in accordance with the scope or at OOW s direction. Informal interim submissions and check-ins before the Substantially Complete submission are encouraged. If OOW responds to substantially complete design submission with comments that must be resolved before approval, Consultant makes necessary revisions and resubmits design, along with a letter responding to each comment. 31 Review Substantially Complete Submission Branch Engineer reviews substantially complete design submission and sends any comments to OOW. 22

23 GSI Process Workflow Packet Track 2 GSI (Contract Managed by Branch) 32 Review Substantially Complete Submission OOW reviews the substantially complete design submission, soliciting feedback on landscape design from GSI Maintenance, and prepares comments as necessary. 33 Compile Comments on Substantially Complete If the submission requires revision, OOW adds comments to any received from Branch Engineer and sends a review letter to Consultant, requesting resubmission. This process repeats until PWD determines that the design meets substantially complete design approval requirements. Multiple submissions are typically necessary. 34 Authorize Utility Submission Once PWD has determined that there are no outstanding issues with Substantially Complete, OOW responds to Consultant s latest submission by confirming that the Substantially Complete is approved and the project is ready for submission to utilities. 35 Submit Job for Utility Review Once substantially complete design has been approved, plans are submitted for utility review. OOW submits and coordinates review directly with other PWD units (Construction Unit, GSI Maintenance, and Collector Systems Unit) and project partners. Consultant submits to external utilities/agencies. OOW and Consultant should reference the Green Stormwater Infrastructure Review Contacts table (Attachment G of the GSI Requirements and Guidelines Packet), which provides information on what utilities/agencies should be submitted to, what their submission requirements are, and where the submissions should be sent. Consultant is encouraged to ask OOW about any utility submission details. Copies of all transmittals to utilities/agencies should be provided to OOW and Branch. Once first copy of transmittal to utilities/agencies is received, Branch Engineer updates CAPIT status to 70% Complete. OOW updates greened acres and SMP type in GreenIT. OOW may submit plans to other partners it deems necessary. 36 Comment on Substantially Complete Other PWD units and project partners review plans and send approval/comments back to OOW copied. 37 Comment on Substantially Complete Utilities/Agencies review plans and send approval/comments back to Consultant. Consultant must be proactive in checking on the status of review and be in close contact with PWD if it appears there is a delay in any particular review. Consultant can contact OOW with any questions. 23

24 GSI Process Workflow Packet Track 2 GSI (Contract Managed by Branch) 38 Respond to Utility Comments If a utility/agency does not approve design, Consultant addresses comments at the advisement of the OOW and resubmits plans to the utility/agency. 39 Prepare/Revise and Submit PS&E When approval is received from utilities/agencies, Consultant addresses any comments. Questions are presented to OOW and addressed. Once all reviewer comments have been addressed, Consultant prepares and submits Plans, Specs, and Estimate (PS&E) design in accordance with the approved project scope and GSI design and drawing requirements. If OOW responds to PS&E design submittal with comments, Consultant makes necessary revisions and resubmits the design, along with a letter responding to each comment. 40 Review PS&E OOW reviews the PS&E submission and prepares comments as necessary. OOW may submit design to other PWD units and project partners as needed. 41 Review PS&E Branch Engineer reviews the PS&E submission and sends any comments to OOW. 42 Compile Comments on PS&E If the PS&E submission requires revision, OOW adds comments to any received from Branch Engineer and sends a review letter to Consultant, requesting resubmission. This process repeats until PWD determines that the design meets PS&E design approval requirements. Multiple submissions may be necessary. 43 Comment PS&E Other PWD units and project partners, as needed, review design and send approval/comments back to OOW. Consultant makes any needed corrections to design. 44 Consensus Meeting OOW schedules and facilitates a meeting with involved members of OOW and the Branch to confirm that there is a consensus to approve design. 45 Provide Project Package Approval Once PWD has determined that the design requires no further revisions and is final, Branch Contract Manager prepares and sends a project package approval letter to Consultant. 24

25 GSI Process Workflow Packet Track 2 GSI (Contract Managed by Branch) 46 Prepare and Submit Final Upon project package approval, Consultant prepares and submits the final design submission in accordance with the approved project scope and GSI design and drawing requirements. 47 Final Packaging Once the final design is received from Consultant, Branch Engineer compiles all needed materials into the project package. 48 Deliver to Projects Control Once all needed materials have been compiled into the project package, Branch Engineer delivers the package to Projects Control along with the project package transmittal letter. Once project package is delivered, Branch Engineer updates CAPIT status to In Projects Control. OOW enters final design metrics in GreenIT. 49 Enter GPIS Offsets After final design is submitted to OOW, OOW enters data into GPIS for review and, if project is on a state route, prepares and submits PennDOT HOP application. 50 GPIS Comment Utilities review and approve proposed infrastructure work in GPIS, confirming earlier plan approval. This should be about 25 days after OOW has entered offsets into GPIS. 25