ENVIRONMENTAL ENGINEERING DIVISION

PROJECT ENGINEER/PROJECT MANAGER CHECKLIST

Project Title: ________________________________

Client:

HTP / TITP / DCT / LAG / CS / Other

(Circle one)

CIP No.: _____________

W.O. No.: _____________
Start Date: _____________

Project Manager: ______________________________________

Date: ___________

Project Engineer: ______________________________________

Date: ___________

This checklist to be filled out by the Project Engineer

A. Project Setup
PM/PE
Check

Activities

B. Preliminary Phase (Contd)

Date
Performed

Comments

Activities

Request from PCE:

CIP #

Obtain project information from

Project Request form or the CIP

Conduct an early Project Definition

Meeting with Client

Prepare for and conduct a "Blue Sky"

Meeting internally

Conduct workshop with client

Create UPRS File

Have Clerical create Electronic files

Have Records Management create

master file

Date
Performed

Comments

If project is not approved: write memo

to file canceling project
If project is approved:

B. Preliminary Phase
PM/PE
Check

PM/PE
Check

Create Project Notebook

CIP No.: ______________

Activities

Develop Preliminary Scope &

Schedule

Check Budget in CIP

Develop Detailed Scope:

Prepare:

Date
Performed

Comments

Request & Receive Scope/Schedule/

Resources Input from Design Groups

Process Flow Diagram

Process Description
Preliminary P&ID
General Layout
Report Outline

Develop Budget:
Construction, Design and CM costs

Reviewed by PM:

Develop Schedule

Obtain Approval from EED

Management

Date:

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This checklist to be filled out by the Project Engineer

B. Preliminary Phase (Contd)

PM/PE
Check

Date
Performed

Activities
Identify Construction Vehicle

For B & A - Section E

For CiSCo - Section

For Emergency Contract

- Section G

C. Pre-Design Phase
Comments

PM/PE
Check

Update UPRS files

Proceed to Pre-Design (10% to

25% Design)

Arrange Pre-Design "Kick-Off"

Meeting

PA Form
PRC Presentation

CAF

Present to AMP & obtain

signatures on PA form

Prepare:

Present project to SPT & obtain

signatures on PA form

Place on PRC Agenda, call

FMD by due date & submit all
documents

Present to PRC and obtain

signatures on PA and CAF
forms

Request W.O. from FMD

Activities

Initiate Project Approvals:

CIP No.: ______________

Date
Performed

Comments

Identify design criteria

Identify design constraints
Obtain Preliminary Soil Values
Produce recommendations (cosult
with Design Group)
Conduct economic analysis
Publish draft report
Conduct an internal review

Conduct external review and

workshop with client

Incorporate comments from review

Review & Update Project Schedule

Prepare class C estimate

Produce final Pre-Design Report
Obtain client approval and signature

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This checklist to be filled out by the Project Engineer

C. Pre-Design Phase (Contd)

PM/PE
Check

Activities

Date
Performed

D. Design Phase
Comments

PM/PE
Check

Proceed to PRC with request for

more money (if needed)

Close W.O. (if not approved)

Activities

Close work order (if not

approved by PRC)

Initiate the following Permit

processes as applicable:

Environmental Permits from

the Harbor Department

Building & Safety (Identify the

Case Manager)

Start R/W process (If necessary)

Obtain Haul Route Permit

SCAQMD

Obtain most recent utility drawings

from and coordinate with Q & S (if
necessary)

Obtain Preliminary Geotechnical

Report

Request Plans from Street Lighting,

LADOT, etc.(if necessary)
Develop 50% plans and specs.
Including GR's/GR's

Fire Dept
Environmental Clearance from
the Environmental Group

Proceed with Design Phase

Reviewed by PM:

Date:

Date
Performed

Comments

Request Survey & Geotechnical

Report (If necessary)
Set up Inter-discipline and Design
Team (If necessary)

CIP No.: ______________

Arrange/Schedule Design Kickoff

meeting
Initiate Technical Specifications
Distribute TOC
Follow up on all Permits (as listed
earlier)

Submit project to Cultural Affairs (If

necessary)

Prepare 50% QA/QC checklist

Review & Update Schedule

Review Correct sheet layouts

Prepare Class "B" Estimate
Go back to PRC (if necessary)
Review 50% QA/QC checklist by
PM/COP

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This checklist to be filled out by the Project Engineer

D. Design Phase (Contd)

PM/PE
Check

Activities
Distribute 50% Plans &
Specifications for Internal &
External Review
Obtain Comments & Incorporate
50% design comments

Hold 50% workshop with client (If

necessary)

Complete 50% Design

D. Design Phase (Contd)

Date
Performed

Comments

PM/PE
Check

Distribute 90% Plans &

Specifications for Internal and
External Review

Submit 90% plans to B & S

Engineering Calculation

Hydraulic Calculations
(Hydraulic Profile, Pumping
Systems, etc.)
Conduct Constructibility review (If
necessary)
Obtain and Review Final
Geotechnical Report (Earthwork
and Foundation design)
Conduct Technical Reviews (if
necessary):

TAC

Major Equipment Specs

Value Engineering
Review:
Payment Schedule in GR

Complete 90% Plans & Specs.

Complete 90% QA/QC checklist

Activities

Check Calculations:

CIP No.: ______________

Date
Performed

Comments

Civil
Architectural
Structural
Plumbing
HVAC
Electrical
Instrumentation & Control

Conduct Constructibility Review (by

CM Group):

Verify construction duration

Prepare Class A estimate
Review & Update Construction QA/QC Checklist

Review & Update All QA/QC

Checklists (100%)

Hold Workshop w/Client & Obtain

Comments

Inter-discipline Check by
Discipline Managers:

Red/Yellow Line
Checking/Cross-Checking
of Drawings & Specs.

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This checklist to be filled out by the Project Engineer

D. Design Phase (Contd)

PM/PE
Check

Activities

Volume I Checklist

Schedule of Work & Prices

(Verify fixed cash allowance
items w/ GR)

Date
Performed

Comments

PM/PE
Check

Complete Back Check of reviews

Prepare:

D. Design Phase (Contd)

Schedule and Conduct QA/QC

Squad Check
Incorporate comments into 90%
design
Draft Volume I (Instructions to Bidders)

This activity may start

sooner

Bid Items Schedule

Construction Duration (Always

calendar days)

Activities

Date
Performed

Comments

Complete 100% Design Package

Complete 100% Checklists

Complete QA/QC Checklist
Complete Specifications Sign-Off Approval Form

Produce Mylars
In House Signature

Sign & Stamp Specs

Sign & Stamp Drawings

Send drawings to BOE Plan

Processing
Plan Processing:

Indexing
Obtain Signatures
- Deputy City Engineer (Specs
must accompany plans)

Ready to Advertise Checklist

Draft Vol I & Ready to
Advertise Checklist to Q&S

- City Engineer

Contact Bid & Award section in

Q & S group

CIP No.: ______________

Microfilming

Return the signed Plans & Specs

to EED

Insurance Requirements

MBE/WBE/OBE & SubContractor outreach

requirements

Produce CDs & Hard

Copies(Check with Q&S on
the required quantity)

Produce 3 full-size plans &

specs for the Con A

Prepare 10 half-size plans &

specs for in-house use

Contact City's Risk Management

for Insurance Requirements

Refer to distribution matrix for additional copies

Reviewed by PM:

Date:

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This checklist to be filled out by the Project Engineer

E. Bid & Award

PM/PE
Check

Activities
Prepare Bid Documents: Deliver 2
complete sets to Board office (Q&S)
Notify Utility Companies of the
project - 2nd Notice (If necessary)
Prepare & Schedule Motion to
Advertise (Q&S)

E. Bid & Award (Contd)

Date
Performed

Comments

If I&C Subcontractor PreQualification Required

Receive I&C Subcontractors'

Pre-Qualification Submittals
Evaluate I&C Subcontractors'
Pre-Qualification Submittals

Project under $100K

Advertise Project with no MBE/

WBE/DBE requirements (Q&S)

Project overr $100K

Advertise Project with no

MBE/WBE/DBE applies (Q&S)

Hold Pre-bid meeting

Receive questions from
Contractors/Subcontractors
Prepare addendum

Complete Addendum Checklist

Repeat as necessary

Activities

Date
Performed

Comments

Obtain Board authorization if an

addendum change is $100K

Board Authorizes Advertisement

PM/PE
Check

Includes Bid Proposal

Schedule & Brief Board (Q&S)

CIP No.: ______________

Prepare Motion
Obtain signatures
Schedule & Brief Board
Board Approves Addendum

Issue Addendum to Bidders (Q&S)

Last day to issue shall be

min. 2 weeks prior to bid
opening

Open Bids

Always on Wednesday

Post Bids
Evaluate bid

Bid summary MSM & MBE/

WBE/OBE participation (Q&S)

Sub-Contractor Outreach
Good Faith Effort (OCC)

Prepare Board Report to Award

Contract (Q&S)

Schedule & Brief BPW (Q&S)

BPW Issues Notice to Proceed (NTP)

Award Contract (BPW)

Contractor Submits Bonds &
Insurance to the BPW office
Start Construction

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This checklist to be filled out by the Project Engineer

F. CiSCO Contracts
PM/PE
Check

Activities

Verify PRC approval for projects

over $100,000

Prepare Board Report if project is

over $100,000

Schedule & Brief BPW

F. CiSCO Contracts (Contd)

Date
Performed

Comments

PM/PE
Check

This activity should start as

early as PRC approves use
of CiSCO

Activities

Forward CiSCo GC & GR to

the subcontractor

Use Contractor's Schedule "A"

list to obtain quotations from subs.
Select MBE/WBE when possible

Fill Out "Vendors/Subcontractors Selection Justification"

sheet (be specific)

Prepare Plans & Specs

Review Plans & Specs
Conduct workshop with the client

For Vendor Quote:

Fill out Design/Build Vendor

Quotation Checklist (Form
Directory)

Use "Checklist for Complete

Vendors Proposals"

Fill Out "Vendors/Subcontractors Selection Justification"

sheet (be specific)

Obtain Three (3) quotes from

equipment Vendors & Installers

Comments

Receive Quote from CiSCo

Contractor

Incorporate comments

Date
Performed

For Subcontractor Quotes

Receive BPW approval

Prepare Project as design phase following design phase procedure:

CIP No.: ______________

Evaluate
Negotiate

Issue Final TWO

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This checklist to be filled out by the Project Engineer

CIP No.: ______________

G. Emergency Construction Contracts (WTPEC)

G. Emergency Construction Contracts (WTPEC) Contd

CONSTRUCTION COST LESS THAN $200,000

CONSTRUCTION COST EQUAL OR GREATER THAN $200,000

PM/PE
Check

Activities

Prepare Board Report declaring

"URGENT NECESSITY" Board
report must indicate top listed or top
three listed pre-qualified contractors

Schedule & Brief BPW

Date
Performed

Comments
Refer to EED BPW flow
chart

PM/PE
Check

Activities

Prepare board report declaring

"URGENT NECESSITY". Board
report must indicate top listed or top
three listed pre-qualified contractors

Schedule & Brief BPW

Attach Addendum #1 drawings /

specifications / supplemental information

Attach Addendum #1 drawings /

specifications / supplemental
information

Prepare Class "A" estimate

Prepare Class "A" estimate

Conduct Pre-Bid meeting

Contractor to provide lump sum

proposal

Evaluate the bids (same as CiSCo)

Same as CiSCo

Issue "Notice To Proceed" to the

lowest bidder

Expedite OCC/GFE review

Same as CiSCo

Prepare addendum #1 to meet the

project specifics

Construction Services Manager

(CSM) to contact listed contractors
Contractor to provide lump sum
proposal

Negotiate with Contractor

If applicable

CSM to issue "Construction Order"

(Notice of Award)

Date
Performed

Comments
Refer to EED BPW flowchart

Prepare addendum #1 to meet the

project specifics

CSM to contact Top listed or

Top Three listed contractors

Contractor submits

Insurance
Bond

CSM to issue "Notice to Proceed"

Construction to Start

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