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 CIP No.: ______________

A. Project Setup B. Preliminary Phase (Cont’d)

PM/PE Date PM/PE Date
Activities Comments Activities Comments
Check Performed Check Performed

† Create Project Notebook † Obtain project information from

Project Request form or the CIP
Request from PCE:
† Conduct an early Project Definition
Œ CIP # † Meeting with Client
ΠCreate UPRS File
† Prepare for and conduct a "Blue Sky"
† Have Clerical create Electronic files Meeting internally

† Have Records Management create † Conduct workshop with client

master file
† If project is not approved: write memo
to file canceling project
†
If project is approved:

Develop Detailed Scope:

†
B. Preliminary Phase Prepare:
PM/PE
Activities
Date
Comments † Œ Process Flow Diagram
Check Performed
† Œ Process Description
† Develop Preliminary Scope &
† Œ Preliminary P&ID
Schedule
† Œ General Layout
† Check Budget in CIP
ΠReport Outline
†
† Request & Receive Scope/Schedule/
Resources Input from Design Groups † Develop Budget:
Construction, Design and CM costs

† Develop Schedule

Obtain Approval from EED

† Management

Reviewed by PM: Date:

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 This checklist to be filled out by the Project Engineer CIP No.: ______________

B. Preliminary Phase (Cont’d) C. Pre-Design Phase

PM/PE Date PM/PE Date
Activities Comments Activities Comments
Check Performed Check Performed
† Identify Construction Vehicle † Update UPRS files
ΠFor B & A - Section E Proceed to Pre-Design (10% to
† 25% Design)
ΠFor CiSCo - Section F
Arrange Pre-Design "Kick-Off"
Œ For Emergency Contract † Meeting
- Section G
Identify design criteria
†
Initiate Project Approvals:
Identify design constraints
Prepare:
†
Obtain Preliminary Soil Values
† PA Form †
Produce recommendations (cosult
† PRC Presentation † with Design Group)
† CAF
† Conduct economic analysis
† Present project to SPT & obtain
† Publish draft report
signatures on PA form
Conduct an internal review
† Present to AMP & obtain †
signatures on PA form Conduct external review and
† workshop with client
Place on PRC Agenda, call
† Incorporate comments from review
FMD by due date & submit all †
documents Review & Update Project Schedule
†
† Present to PRC and obtain
Prepare class C estimate
signatures on PA and CAF †
forms
† Produce final Pre-Design Report

† Request W.O. from FMD

† Obtain client approval and signature
†
†

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 This checklist to be filled out by the Project Engineer CIP No.: ______________

C. Pre-Design Phase (Cont’d) D. Design Phase

PM/PE Date PM/PE Date
Activities Comments Activities Comments
Check Performed Check Performed

† Proceed to PRC with request for † Request Survey & Geotechnical

more money (if needed) Report (If necessary)
Set up Inter-discipline and Design
† Close W.O. (if not approved) † Team (If necessary)
ΠClose work order (if not Arrange/Schedule Design Kickoff
approved by PRC) † meeting
ΠInitiate the following Permit
†
Initiate Technical Specifications
processes as applicable: ΠDistribute TOC
ΠFollow up on all Permits (as listed
† Environmental Permits from † earlier)
the Harbor Department

† Œ Building & Safety (Identify the † Start R/W process (If necessary)
Case Manager) Submit project to Cultural Affairs (If
† necessary)
† Œ Obtain Haul Route Permit
Obtain most recent utility drawings
† Œ SCAQMD † from and coordinate with Q & S (if
necessary)
ΠFire Dept
Obtain Preliminary Geotechnical
Œ Environmental Clearance from † Report
the Environmental Group
† Request Plans from Street Lighting,
† Proceed with Design Phase LADOT, etc.(if necessary)
Develop 50% plans and specs.
† † Including GR's/GR's
† † Prepare 50% QA/QC checklist

† † Review Correct sheet layouts

† Prepare Class "B" Estimate

ΠGo back to PRC (if necessary)
† Review & Update Schedule

Reviewed by PM: Date: † Review 50% QA/QC checklist by

PM/COP

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 This checklist to be filled out by the Project Engineer CIP No.: ______________

D. Design Phase (Cont’d) D. Design Phase (Cont’d)

PM/PE Date PM/PE Date
Activities Comments Activities Comments
Check Performed Check Performed
Distribute 50% Plans & Distribute 90% Plans &
† Specifications for Internal & † Specifications for Internal and
External Review External Review
† Obtain Comments & Incorporate
50% design comments † Submit 90% plans to B & S

Hold 50% workshop with client (If ΠCivil

† necessary) Œ Architectural

† Complete 50% Design Œ Structural

† Check Calculations: Œ Plumbing

ΠEngineering Calculation ΠHVAC
ΠHydraulic Calculations ΠElectrical
(Hydraulic Profile, Pumping
Systems, etc.) ΠInstrumentation & Control
Conduct Constructibility Review (by
† Conduct Constructibility review (If
CM Group):
necessary)
† Obtain and Review Final
† Œ Verify construction duration
Geotechnical Report (Earthwork
and Foundation design) † Œ Prepare Class A estimate

† Conduct Technical Reviews (if † Œ Review & Update Construc-

tion QA/QC Checklist
necessary):
Review & Update All QA/QC
Œ TAC † Checklists (100%)
ΠValue Engineering Hold Workshop w/Client & Obtain
†
† Review: Comments
ΠMajor Equipment Specs
† Inter-discipline Check by
ΠPayment Schedule in GR Discipline Managers:

† Complete 90% Plans & Specs. Œ Red/Yellow Line

† Complete 90% QA/QC checklist

ΠChecking/Cross-Checking
of Drawings & Specs.

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 This checklist to be filled out by the Project Engineer CIP No.: ______________

D. Design Phase (Cont’d) D. Design Phase (Cont’d)

PM/PE Date PM/PE Date
Activities Comments Activities Comments
Check Performed Check Performed

† Schedule and Conduct QA/QC † Complete 100% Design Package

Squad Check ΠComplete 100% Checklists
Incorporate comments into 90% Œ
† design
Complete QA/QC Checklist
ΠComplete Specifications -
† Complete Back Check of reviews Sign-Off Approval Form
This activity may start
† Draft Volume I (Instructions to Bidders)
sooner † Produce Mylars
Prepare: † In House Signature

ΠVolume I Checklist ΠSign & Stamp Specs

ΠBid Items Schedule ΠSign & Stamp Drawings

Œ Construction Duration (Always † Send drawings to BOE Plan

Processing
calendar days)
Œ Schedule of Work & Prices † Plan Processing:

(Verify fixed cash allowance ΠIndexing

items w/ GR) ΠObtain Signatures
ΠReady to Advertise Checklist - Deputy City Engineer (Specs
must accompany plans)
ΠDraft Vol I & Ready to
Advertise Checklist to Q&S - City Engineer
ΠMicrofilming
† Contact Bid & Award section in † Return the signed Plans & Specs
to EED
Q & S group
ΠΠProduce CDs & Hard
† Insurance Requirements
Copies(Check with Q&S on
† Œ MBE/WBE/OBE & Sub- the required quantity)
Contractor outreach
requirements
ΠProduce 3 full-size plans &
specs for the Con A
† Œ Contact City's Risk Management
ΠPrepare 10 half-size plans &
for Insurance Requirements
specs for in-house use
Refer to distribution matrix for addi-
tional copies

Reviewed by PM: Date: 6 of 9

 This checklist to be filled out by the Project Engineer CIP No.: ______________

E. Bid & Award E. Bid & Award (Cont’d)

PM/PE Date PM/PE Date
Activities Comments Activities Comments
Check Performed Check Performed
Prepare Bid Documents: Deliver 2 Includes Bid Proposal
† complete sets to Board office (Q&S)
Obtain Board authorization if an
addendum change is ± $100K
Notify Utility Companies of the
† project - 2nd Notice (If necessary)
† Œ Prepare Motion

Prepare & Schedule Motion to † Œ Obtain signatures

† Advertise (Q&S) † Œ Schedule & Brief Board

† Schedule & Brief Board (Q&S) † Œ Board Approves Addendum

Last day to issue shall be
† Issue Addendum to Bidders (Q&S)
† Board Authorizes Advertisement min. 2 weeks prior to bid
opening
If I&C Subcontractor Pre-
Qualification Required † Open Bids Always on Wednesday

† Œ Receive I&C Subcontractors' † Post Bids

Pre-Qualification Submittals † Evaluate bid
† Œ Evaluate I&C Subcontractors' Œ Bid summary MSM & MBE/
Pre-Qualification Submittals WBE/OBE participation (Q&S)
Project under $100K ΠSub-Contractor Outreach
Good Faith Effort (OCC)
† Œ Advertise Project with no MBE/
WBE/DBE requirements (Q&S) † Prepare Board Report to Award
Project overr $100K Contract (Q&S)

† Œ Advertise Project with no † Schedule & Brief BPW (Q&S)

MBE/WBE/DBE applies (Q&S) † Award Contract (BPW)

† Hold Pre-bid meeting † Contractor Submits Bonds &

Insurance to the BPW office
Receive questions from
† Contractors/Subcontractors † BPW Issues Notice to Proceed (NTP)
Prepare addendum Repeat as necessary † Start Construction
† Œ Complete Addendum Checklist †

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 This checklist to be filled out by the Project Engineer CIP No.: ______________

F. CiSCO Contracts F. CiSCO Contracts (Cont’d)

PM/PE Date PM/PE Date
Activities Comments Activities Comments
Check Performed Check Performed

† Verify PRC approval for projects † For Subcontractor Quotes

over $100,000
This activity should start as ΠForward CiSCo GC & GR to
Prepare Board Report if project is
† over $100,000 early as PRC approves use the subcontractor
of CiSCO ΠUse Contractor's Schedule "A"
ΠSchedule & Brief BPW
list to obtain quotations from subs.
ΠReceive BPW approval Select MBE/WBE when possible

† Prepare Project as design phase follow- Œ Fill Out "Vendors/Subcon-

ing design phase procedure: tractors Selection Justification"
ΠPrepare Plans & Specs sheet (be specific)

ΠReview Plans & Specs

† Receive Quote from CiSCo
ΠConduct workshop with the client Contractor

ΠIncorporate comments ΠEvaluate

For Vendor Quote: ΠNegotiate

† Œ Obtain Three (3) quotes from

equipment Vendors & Installers † Issue Final TWO
† Œ Fill out Design/Build Vendor
Quotation Checklist (Form †
Directory)

† Œ Use "Checklist for Complete †

Vendors Proposals"
†
† Œ Fill Out "Vendors/Subcon-
tractors Selection Justification"
sheet (be specific) †

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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) Cont’d

CONSTRUCTION COST LESS THAN $200,000 CONSTRUCTION COST EQUAL OR GREATER THAN $200,000
PM/PE Date PM/PE Date
Activities Comments Activities Comments
Check Performed Check Performed
Refer to EED BPW flow Refer to EED BPW flowchart
† Prepare Board Report declaring
chart † Prepare board report declaring
"URGENT NECESSITY" Board "URGENT NECESSITY". Board
report must indicate top listed or top report must indicate top listed or top
three listed pre-qualified contractors three listed pre-qualified contractors

† Schedule & Brief BPW † Schedule & Brief BPW

Prepare addendum #1 to meet the
† project specifics † Prepare addendum #1 to meet the
project specifics
† Attach Addendum #1 drawings /
specifications / supplemental infor- † Attach Addendum #1 drawings /
specifications / supplemental
mation
information
† Prepare Class "A" estimate
† Prepare Class "A" estimate
† Construction Services Manager
(CSM) to contact listed contractors † CSM to contact Top listed or
Top Three listed contractors
† Conduct Pre-Bid meeting
† Contractor to provide lump sum
† Contractor to provide lump sum
proposal
proposal
Issue "Notice To Proceed" to the
† Evaluate the bids (same as CiSCo) Same as CiSCo † lowest bidder
† Expedite OCC/GFE review Same as CiSCo

† Negotiate with Contractor If applicable

† CSM to issue "Construction Order" (Notice of Award)

† Contractor submits
ΠInsurance
ΠBond
† CSM to issue "Notice to Proceed"

† Construction to Start

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