To: PUBLIC WORKS, SAFETY, AND SUSTAINABILITY COMMISSION
From: DEPARTMENT OF PUBLIC WORKS
TITLE
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DISCUSSION OF CAPITAL IMPROVEMENT PROJECT'S PROCESS AND PROCEDURES
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EXECUTIVE SUMMARY
Recent communication with the City Council has revealed significant misunderstanding about how capital improvement projects are selected, funded and prioritized, how services for these projects are procured and contracted for, and how execution of those contracts is administered by the City. Staff has prepared this informational item with a recommendation to receive and file, in order to strengthen the understanding of the processes and procedures surrounding this work for the Commission and the interested public.
The discussion will focus on the following topics:
* Project Identification Process
o Requests
o Review
o Criteria
* Project Funding
o Funding Priorities (imperative, essential, important, and desirable)
o Types of Funding (discretionary, restrictive, or grants)
* Project Execution
o Procurement
* State Law and City Charter / Municipal Code
* Professional services
* Request for Proposals vs on-call contracts
* Public Works Projects
* Maintenance or Repair
* Traditional CIP
* Project Management
o Contract administration
o Construction Schedule
o Notice to Proceed
o Progress Payments
o Construction Management and Inspection (in house vs outside consultant)
o Change orders (APP 14.1)
* Project Close-out
o Final Inspection
o Commissioning, if applicable
o Council Accept as complete
o Project Recordation
o Retention Release
CIP projects are generally organized into seven categories: programmed, pre-design, design, procurement, construction, completed and ongoing. These categories are sometimes sequential, sometimes overlapping, and do not all apply to some projects. Ongoing projects especially can be in multiple categories because the processes of the work are applied to various locations.
Definitions
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