Street Light Agreement

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Street Light Agreement Powered By Docstoc
					                                                                                                                                                                                                                                                                                                               Printed on: 1/19/2012




      Blue Text = Comments to help give guidance.
      Red Text = Items that will need to be changed / added for the specific project (Change Text to black for better print quality)
      Green Text - Example Text.
      Magenta Text = Optional Items to be considered for your specific project needs
      Only the white area will print
      Basic Project Data in the blue cells below will be forwarded to the appropriate sheets.
      Deleting blue cells will effect other sheets be sure to reformat before printing.



                      PROJECT MANAGEMENT GUIDE
      City of Lincoln, Nebraska                 Public Works and Utilities Department                 Public Works and Utilities Department; Urban Development, Parks and Recreation, Planning Department
      City Project Number:                      XXXXXX                                                JDE / Time Charge Number
      Project :                                 Name / Type / Location or Other Descriptors           Name / Type / Location or Other Descriptors
      Project Sponsor:                          City Division and Section                             City Division and/or Section paying for the project such as Lincoln Water System, Watershed Management, Design/Construction, Engineering Services -- Design/Construction; Engineering Services -- Street Operations
      City Project Manager:                     Name of Overall (Design) Project Manager              Name of the Overall Project Manager and/or Design Project Manager

      Consultant Firm Name:                     Consultant Firm or City Section doing design          Design Firm Name ( i.e. Engineering Services, XYZ Consulting Engineers, etc. )
      Consultant Project Manager:               Consultant PM or City Section designer                Design Firm Project Manager
      Consultant Project Number:                Consultant Firm Internal Reference Number             Design Firm’s Project Number or Internal Reference Number (Use N/A , if not applicable)
      NDOR Project Numbers:                     NDOR Reference and Control Number                     State of Nebraska Project Reference and Control Numbers (Use N/A , if not applicable


      Table Of Contents:                                                                                Tab # Tab Name Tabs with "A" suffix are at the end
      * Project Objectives / Goals / Critical Success Factors (CSFs)                                          1    Goals                1A CSF Signatures
      * Project Schedule, Work Breakdown Structure (WBS)                                                      2    Sched
      * Project Funding Sources and Cost Estimate Spreadsheet                                                 3    Fund                 3A if federal funds are involved
      * Project Team Roles and Responsibilities                                                               4    Roles
      * Communication Plan                                                                                    5    Comm
      * Document Distribution                                                                                 6    Distr
      * Quality Control Plan                                                                                  7    QC
      * Risk Management Plan                                                                                  8    Risk
      * Action Items / Decision Log                                                                           9    Log
      * Project Decision Summation Form                                                                      10    Decision
      * Project Change Request Form                                                                          11    Change

      Other Possible Items for Inclusion in Project Management Guide                                     Tab #     Tab Name
      ELECTRONIC FILE MANAGEMENT / FTP or Shared Web Site Processes                                      Opt 1     File
      Scope of Services and Supplemental Engineering Services;
      Checklist for Engineers and Checkers; Checklist for Surveying; Project Managers
      Lessons Learned / Project Evaluation                                                               Opt 2     Lessons
      Project Stakeholders                                                                               Opt 3     Stake




File is: 429539a7-7b7e-4cea-a694-2b34ff8dcc7e.xls                                                                                                                                                                                                                                                                  File Tab: Content
                                                                                                                                                                                                                                                                                                                                                                                                                                                  Printed on: 1/19/2012




Blue Text = Comments to help give guidance.                                                                                                                     Consider the following in Purpose Box:
Red Text = Items that will need to be changed / added for the specific project (Change Text to black for better print quality)                                                              o      Purpose and Objectives
Green Text - Example Text.                                                                                                                                                                                                   o   What are the primary objectives to be achieved as a result of implementing this project?
Magenta Text = Optional Items to be considered for your specific project needs                                                                                                                                               o   What is this project about?
Only the white area will print                                                                                                                                                                                               o   Why is this project being done?
                                                                                                                                                                                                                             o   Why is this project important?
                                                                                                                                                                                                                             o   What is this project trying to be accomplished?

         Project Objectives and Goals with the Critical Success Factors Defined                                                                                                                                              o   What is going to happen on this project
                Public Works and Utilities Department                                          City of Lincoln, Nebraska                                                                                                     o   Include any historical background or references
 City Project Number: XXXXXX                                                   NDOR Project Numbers: NDOR Reference and Control Number                                                      o     Vision and Justification
               Project : Name / Type / Location or Other Descriptors         Consultant Project Number: Consultant Firm Internal Reference Number                                                                            o   Detail the benefits to be realized
      Project Sponsor: City Division and Section                                Consultant Firm Name: Consultant Firm or City Section doing design                                                                           o   State what is expected to be achieved as a result of implementing this project
 City Project Manager: Name of Overall (Design) Project Manager             Consultant Project Manager: Consultant PM or City Section designer                                                                               o   Include the need the project will address and if applicable, tie it to the organization's mission statement
                                                                                                                                                                                                                             o   Who are the stakeholders?
                            Project Purpose / Objectives / Vision / Justification / Scope / Constraints                                                                                                                      o   Talk about the "What's in it for me" that the stakeholders will be looking for
Consider the following: Purpose and Objectives -- What are the primary objectives to be achieved? -- What is this project about? -- Why is this project                                                                      o   Include any historical background or references.
being done? -- Why is this project important? -- What is this project trying to be accomplished? -- What is going to happen on this project -- Include any
historical background or references. Vision and Justification -- Detail the benefits to be realized -- State what is expected to be achieved as a result of                                 o     Scope and Constraints
implementing this project -- Include the need the project will address and if applicable, tie it to the organization's mission statement -- Who are the                                                                      o   Define what is or is not included in the project.
stakeholders? -- Talk about the "What's in it for me" that the stakeholders will be looking for -- Include any historical background or references. Scope and                                                                o   State specifically what work will and will not be done
Constraints -- Define what is or is not included in the project.-- State specifically what work will and will not be done -- Briefly mention any major                                                                       o   Briefly mention any major constraints
constraints-- Include any historical background or references -- What will be the final project or deliverables? -- Deliverables are the "Must Have"                                                                         o   Include any historical background or references
products, They are measurable, tangible, verifiable outcomes, results or items that will be produced. -- The project is a failure if the deliverables are not                                                                o   What will be the final project or deliverables?
                                                                                                                                                                                                                                                                 §      Deliverables are the "Must Have" products, They are measurable, tangible, verifiable outcomes, results or items that will be produced.
produced. -- Briefly describe any suppositions or beliefs about the project relateded to resources, scope, expectations, schedules, etc. that for planning
                                                                                                                                                                                                                                                                 §      The project is a failure if the deliverables are not produced.
purposes will be considered to be true, real, or certain. Briefly describe any limitations or exceptions under which the project must be conducted. Include
                                                                                                                                                                                                                             o   Briefly describe any suppositions or beliefs about the project related to resources, scope, expectations, schedules, etc. that for planning purposes will be considered to be true, real, or certain.
time, money, resource availability, skill levels, and any physical, political, or environmental constraints
                                                                                                                                                                                                                             o   Briefly describe any limitations or exceptions under which the project must be conducted. Include time, money, resource availability, skill levels, and any physical, political, or environmental constraints.
                                                             BASIC MINIMUM GOALS
Goals                                              Expectation                                                         Assumption
                                                                                                                                                                       List of Items with expectations and assumptions for the project
Adherence to              Stay within +15% of original estimate                              Very little or no change in project scope
budget                                                                                                                                                                 The Absolute Minimum Goals that need to be addressed
Faithfulness to           Stay within +10% of original time frame                            Very few or no unexpected delays outside of team’s control
Schedule
Good Team                 Communication is open, honest, and free flowing. Decisions are     Team members will go to the one they have issue with and will
Relationship              made in a timely manner, with proper input.                        work through appropriate contacts
High Quality       Project properly documented, Clear, concise construction plans    Adequate Budget and Time is allow for on this project.
Results            and documents
 Appropriate Level Public acceptable of the project process will be obtained through Public will be *pick one of the following * (informed,
of Public          communication of vision, project progress, and public consent     consulted, involved, collaborated, or empowered)                                  <= See IAP2 website for more information regarding these
Involvement
Others as needed

                           Critical Success Factors                                    Performance Measures                                                            At the end of this project, this is what
                                                                                                                                                                       will be used to judge whether this project
             1                                                             metric:                                                                                     is deemed successful or not?
                                                                                                                                                                       Set measurable project goals
                                                                                                                                                                       State the performance measures to be used to track whether the objectives are being met.
             2                                                             metric:



             3                                                             metric:



             4                                                             metric:



             5                                                             metric:



             6                                                             metric:



             7                                                             metric:



             8                                                             metric:



             9                                                             metric:




                 Individuals Endorsing Project Goals and Critical Success Factors:

                                                                       x                                                                                        Page can be reset or use tab 1A
                 (name)                                                (signature)                                           (date)                             for producing a signature page
                                                                       x                                                                                        for the Goals and CSFS
                 (name)                                                (signature)                                           (date)
                                                                       x
                 (name)                                                (signature)                                           (date)
                                                                       x
                 (name)                                                (signature)                                           (date)
                                                                       x
                 (name)                                                (signature)                                           (date)




   File is: 429539a7-7b7e-4cea-a694-2b34ff8dcc7e.xls                                                                                                                                                                                                                                                                                                                                                                                                  File Tab: 1 Goals
Blue Text = Comments to help give guidance.                                                                             Possible Milestones / Work Elements
Red Text = Items that will need to be changed / added for the specific project                                          Project Initiation / Authorization Form
Green Text - Example Text.                                                                                              Project Management Guide
Magenta Text = Optional Items to be considered for your specific project needs                                          Project Kickoff
Only the area inside the gray box will print                                                                            Draft Report
                                                                                                                        Final Report
Should be modified to meet your particular project needs.                                                               Conceptual Design
Define the project in between 10 to 25 Milestones/Work Elements for simpler projects more as needed.                    First Submittal
Remember Legals to Real Estate should be 1 year prior to bid letting                                                    Second Submittal
Allow time for proper reviews, permit applications, construction windows and timeframes.                                Legals to Real Estate
What are the key items that need to happen on this project and how much time is allowed for between each.               Permit Requirements
Work Breakdown Structure (WBS) - also known as Detailed Task Outline or Scope of Work (SOW)                             ROW Acquired
                                                                                                                        Draft PS& E Submittal
                 Project Milestones and Work Breakdown Structure                                                        PS&E Submittal
                  City of Lincoln, Nebraska          Public Works and Utilities Department                              Notification of Advertisement
                                City Project Number: XXXXXX                                                             Advertisement Date
                                            Project : Name / Type / Location or Other Descriptors                       Bid Opening Date
                                   Project Sponsor: City Division and Section                                           Bid Approval Date
                              City Project Manager: Name of Overall (Design) Project Manager                            Contract Notification of Bonding
                              Consultant Firm Name: Consultant Firm or City Section doing design                        Contract / Bonding Returned
                         Consultant Project Manager: Consultant PM or City Section designer                             Notice to Proceed
                          Consultant Project Number: Consultant Firm Internal Reference Number                          Construction Start
                             NDOR Project Numbers: NDOR Reference and Control Number                                    Construction Phase Deadlines
                          Original Est. by Someone on 10/15/2005                                                        Construction Substantial Complete
                     Last Updated by The Project Manager on 04/12/07                                                    Construction Contract Finaled
    # Project Milestone / Work Element                 Task Lead       Date     Budget   %Complete    Earned Value($)   Project Paperwork Finaled
    1                                                                                                $            -     As-Builts Completed
    2                                                                                                $            -
    3                                                                                                $            -
    4                                                                                                $            -
    5                                                                                                $            -     Roadway Design
    6                                                                                                $            -     Watermain Design
    7                                                                                                $            -     Traffic Signal Design
    8                                                                                                $            -     Conceptual Design
    9                                                                                                $            -     Develop Background Data
    10                                                                                               $            -     Evaluate Alternatives
    11                                                                                               $            -     Assess Cost Impacts
    12                                                                                               $            -     Obtain City Data
    13                                                                                               $            -     Check Requirements
    14                                                                                               $            -     Prepare Plan Sheets
    15                                                                                               $            -     Cost Estimate
    16                                                                                               $            -     Design Development
    17                                                                                               $            -     Consultant Selection Process
    18                                                                                               $            -     Specifications
    19                                                                                               $            -     Finalize Plan Sheets
    20                                                                                               $            -     Update Cost Estimates
    21                                                                                               $            -
    22                                                                                               $            -
    23                                                                                               $            -
    24                                                                                               $            -
    25                                                                                               $            -
       Totals                                                                 $    -                 $            -     Get Number from JDE
       Expended to date plus accruals $
       Budget status $ [over or (under)]                                                             $            -



        Identify Project Management as separate task
        Track Cost by Major Categories
        Use a Detailed Breakdown - No Task greater than $10,000 as a rule of thumb.
        This rule of thumb is developed using the definition of equating as much risk
        as you are willing to take to determine how much detail you need.

        Detailed Breakdown means
        More Accountability
        Clearer Scope
        Better Cost Tracking
        Change Management is easier
        Assignment of resources is better

        Reasons for Scheduling
        Maintains a sense of urgency
        Cash Flow Planning
        Time Management for People and Teams
        Demonstration of Resource Requirements
        Effective Communication with Client / Stakeholders / Team / Management
        Sets an expectation for things you don't control

        Hallmarks of a Good Schedule
        Easily communicated
        Flexible - easy to update and change
        Has commitment of project team
        Show task interrelationships
        kept on a calendar basis
        forces early deadlines
        includes review and correction time
        allows for slippage
        has department wide correlation
        allows of activities beyond the contractual due dates
        graphic presentations

        Common Pitfalls in Scheduling
        Not allowing time for internal reviews and corrections
        Starting tasks before required prerequisites are complete
        Failure to consider staff availability
        Failure to delineate client responsibilities
        Excessive Complexity
        Lack of contingency planning
        Failure to include activities beyond contract due dates
        Failure to include activities beyond project team's control
        Forgetting the "soft tasks"
                                                                                                                                                                                                                                                  Printed on: 1/19/2012




                                                    Blue Text = Comments to help give guidance.
                                                    Red Text = Items that will need to be changed / added for the specific project
                                                    Green Text - Example Text.
                                                    Magenta Text = Optional Items to be considered for your specific project needs
                                                    Only the area inside the gray box will print
                                                    This is set up for a project without Federal Highway Funding.
                                                    Spreadsheet Format and Formulas should be modified to meet your particular project needs.




                                                      Project Funding and Cost Estimate
                                                                    Public Works and Utilities Department                                                                               City of Lincoln, Nebraska
                                                                                    City Project Number:        XXXXXX                                                    NDOR Project Numbers: NDOR Reference and Control Number
                                                                                                 Project :      Name / Type / Location or Other Descriptors            Consultant Project Number: Consultant Firm Internal Reference Number
                                                                                        Project Sponsor:        City Division and Section                                  Consultant Firm Name: Consultant Firm or City Section doing design
                                                                                   City Project Manager:        Name of Overall (Design) Project Manager               Consultant Project Manager: Consultant PM or City Section designer


                                                                                    Original Cost Estimate           $2,000,000       Original Est. by An Estimator on 10/15/2005
                                                                                          Last Updated on:        March 1, 2007       Last Updated by A Project Manager

                                                    Total Project Funding
                                                      Types of Funds                                                 Funds      Comments
                                                      Example - State                                                  $285,220    Anticipated funding. Revised DR-73 submitted week of 08/21/06
                                                      Example - Street Construction CIP FY XX-XX                       $889,000
                                                      Example - Street Light Reimbursement                             $229,508
                                                      Example - Urban Development Reimbursement                        $750,000    Will bill as payments are made
                                                      Example - Private Developer Funding                               $50,000    Will need to reimburse when project is complete

                                                                                   Total Project Funding =           $2,203,728

                                                    Total Project Costs
                                                      Expense Categories                                             Costs          Funding Pot #1       Funding Pot #2   Comments
                                                      Estimated Preliminary Engineering                                $300,000             $255,000              $45,000
                                                      Estimated Right Of Way Acquisition                               $200,000             $200,000
                                                      Estimated Utility Relocates (paid by the project)                $115,000               $50,000               $65,000
                                                      Estimate LES Relocates (paid by the project)                      $20,000               $15,000                $5,000         Billing will come at end of project
                                                      Estimate City Supplied Items                                     $125,000             $125,000
                                                      Estimated Construction Cost                                    $1,225,000             $750,000               $475,000    Construction Estimate is OR is not inflated
                                                      Estimated CE                                                     $183,750             $112,500                $71,250
                                                                                         Total Project Cost =        $2,168,750           $1,507,500              $661,250 Total Project either is OR is not Inflated

                                                                                          Current Funding =          $2,203,728            Current Estimate used construction costs from     2006              $75,000 Changes effecting budget
                                                                            Current Project Estimated Cost =         $2,168,750                        Future Year Construction assumed      2007             $150,000 Added Left Turn Lane
                                                                                   Current Funding Status =             $34,978                Inflation Percentage Increase Per Year =      3.0%             -$75,000 Removed Landscaping

                                                     Original Estimate + Original Estimate of Scope Changes          $2,075,000
                                                                                             Current Estimate        $2,168,750
                                                                                                % Difference             4.52%




File is: 429539a7-7b7e-4cea-a694-2b34ff8dcc7e.xls                                                                                                                                                                                                      File Tab: 3 Fund
                                                                                                                                                                                                                                                                                        Printed on: 1/19/2012



                                                          Blue Text = Comments to help give guidance.
                                                          Red Text = Items that will need to be changed / added for the specific project (Change Text to black for better print quality)
                                                          Green Text - Example Text.                                                                                     Also maybe need to provide responsibilities of each on the particular project.
                                                          Magenta Text = Optional Items to be considered for your specific project needs                                 Who is part of the decision making, information gathering, project managing and work efforts of the project.
                                                          Only the white area will print                                                                                 Contacts
                                                          Project organization / responsibility CHART could be inserted and/or attached.                                 Individuals with authorization to communicate on the project, and the areas of authorization are:

                                                                                                                                                                                                                                                   Possible Columns

                                                          Project Team Roles and Responsibilities                                                                                                                                                  Name
                                                               Public Works and Utilities Department                                                                        City of Lincoln, Nebraska                                              Init. - Initials
                                                                City Project Number: XXXXXX                                                                             Consultant Firm Name: Consultant Firm or City Section doing design         Project Role / Official Title
                                                                             Project : Name / Type / Location or Other Descriptors                                  Consultant Project Manager: Consultant PM or City Section designer             Address
                                                                    Project Sponsor: City Division and Section                                                      Consultant Project Number: Consultant Firm Internal Reference Number           City, State, Zip
                                                               City Project Manager: Name of Overall (Design) Project Manager                                          NDOR Project Numbers: NDOR Reference and Control Number
                                                                                                                                                                                                                                                   Phone
                                                                                                                          Project Team Roles and Responsibilities                                                                                  Mobile
                                                                 Name           Init.        Role / Title           Division / Section / Firm     Phone #         Email @ Address                             Responsibilities                     Fax
                                                                                                                 PWU -- Engineering Services
                                                     1    Thomas Shafer         TSS Section Manager                                             402-441-7837     tshafer @ lincoln.ne.gov
                                                                                                                 -- Design / Construction                                                                                                          E-mail
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                                                          Possible Roles / Titles                                Possible Division / Sections / Firms                                           Possible Responsibilities
                                                          Operational Reviewer                                   Firm                                                                           Overall Project Management
                                                          Principle in Charge                                    Firm - Team                                                                    City's PM
                                                          Project Designer                                       NDOR - District One                                                            Firm's PM
                                                          Project Manager                                        NDOR - Roadway                                                                 Project Sponsor Contact
                                                          Project Reviewer                                       NDOR - Urban Projects                                                          Operations Advisor
                                                          Project Sponsor Contact                                Parks and Recreation Dept.                                                     Advisory Only
                                                          Section Manager                                        Public Works and Utilities                                                     Decision Maker for …
                                                          Section Representative                                 PWU -- Engr. Services -- Design / Construction                                 Water Main Elements
                                                          NDOR Representative                                    PWU -- Engr. Services -- Street Operations                                     Roadway Elements
                                                          City Engineer                                          PWU -- Lincoln Water System                                                    Storm Drainage
                                                          Asst. City Engineer                                    PWU -- Wastewater / Solid Waste                                                Traffic Operations
                                                                                                                 PWU -- Watershed Management                                                    Pedestrian Issues
                                                                                                                 Urban Development Dept.                                                        To be Consulted on All Decisions
                                                                                                                                                                                                To be Consulted on All Major Decisions
                                                                                                                                                                                                To be Consulted on Just Minor Decisions
                                                                                                                                                                                                To be Consulted on Funding Decisions
                                                                                                                                                                                                To be Consulted on Schedule Decisions
                                                                                                                                                                                                To be Consulted on Traffic Decisions
                                                                                                                                                                                                Oversight




File is : 429539a7-7b7e-4cea-a694-2b34ff8dcc7e.xls                                                                                                                                                                                                                                          File Tab: 4 Roles
                                                                                                                                                            Printed on: 1/19/2012


               Blue Text = Comments to help give guidance.
               Red Text = Items that will need to be changed / added for the specific project (Change Text to black for better print quality)
               Green Text - Example Text.
               Magenta Text = Optional Items to be considered for your specific project needs
               Only the white area will print
               Who, What, Where, How on project documentation. Who can be contacted in What Areas and Where is it being kept and How does one find it?



                     Communication Plan                                                                             Possible Communication Elements:

                         City of Lincoln, Nebraska                                                                  Project Meetings              Kick-off Meeting
                         Public Works and Utilities Department                                                      Internal Team Meetings        Project Web Site
                        City Project Number: XXXXXX                                                                 Team Conference Calls         Team Directory
                                      Project : Name / Type / Location or Other Descriptors                         Client Status Calls           Action Item Tracking
                             Project Sponsor: City Division and Section                                             Progress Reports              Project Sponsor Meetings
                        City Project Manager: Name of Overall (Design) Project Manager                              Meeting Summaries
                                                                                                                    Conference Call Summaries
                       Consultant Firm Name: Consultant Firm or City Section doing design                           Project Status Summaries
                   Consultant Project Manager: Consultant PM or City Section designer                               Project Calendar
                    Consultant Project Number: Consultant Firm Internal Reference Number
                      NDOR Project Numbers: NDOR Reference and Control Number

                                                     Communication Plan
                                                                                                                    Possible Media:
                  Communication Element                Participants           Frequency       Media/Setting         e-mail
                                                                                                                    voice-mail
                                                                                                                    fax
                                                                                                                    written letter
                                                                                                                    cell phone
                                                                                                                    face-to-face at City Offices
                                                                                                                    face-to-face at Firm's Offices
                                                                                                                    video conference
                                                                                                                    web page


                                                                                                                    Possible Frequency:
                                                                                                                    As Needed
                                                                                                                    As Updated
                                                                                                                    Weekly
                                                                                                                    Bi-Weekly
                                                                                                                    Semi-Monthly
                                                                                                                    Monthly




File is : 429539a7-7b7e-4cea-a694-2b34ff8dcc7e.xls                                                                                                             File Tab: 5 Comm
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Blue Text = Comments to help give guidance.
Red Text = Items that will need to be changed / added for the specific project (Change Text to black for better print quality)
Green Text - Example Text.
Magenta Text = Optional Items to be considered for your specific project needs
Only the white area will print


 Document Distribution
        Public Works and Utilities Department                                                           City of Lincoln, Nebraska
   City Project Number: XXXXXX                                                            Consultant Firm Name: Consultant Firm or City Section doing design
                Project : Name / Type / Location or Other Descriptors                 Consultant Project Manager: Consultant PM or City Section designer
       Project Sponsor: City Division and Section                                     Consultant Project Number: Consultant Firm Internal Reference Number
  City Project Manager: Name of Overall (Design) Project Manager                        NDOR Project Numbers: NDOR Reference and Control Number

                         X = Yes; App. = As applicable; Elec.= Electronic Distribution Only; HC = Hard Copy Only; Web = Notification of being posted to website

                                                                                Document Distribution
                                                                                                       Recipient Initials
       Document                                      -          -           -          -           -          -           -          -          -           -     -   -   -




Possible Documents for Distribution:
Progress Reports
Invoices
Draft Reports
Final Reports
Meeting Notes
Phone notes
Action Items / Decision Log
Project Management Guide
Plans
Change Management Form
Specifications
Funding / Cost Estimates
* Project Objectives / Goals / Critical Success Factors (CSFs)
* Project Schedule, Work Breakdown Schedule (WBS)
* Project Funding Sources and Cost Estimate Spreadsheet
* Project Team Roles and Responsibilities
* Communication Plan
* Document Distribution
* Quality Control Plan
* Risk Management Plan
* Action Items / Decision Log
* Decision Approval Form
* Change Management Form
First Submittal
Second Submittal
ROW Descriptions
Draft PS&E Submittal
PS&E Submittal
Bid Documents




        File is: 429539a7-7b7e-4cea-a694-2b34ff8dcc7e.xls                                                                                                                          File Tab: 6 Distr
                                                                                                                                                                  Printed on: 1/19/2012



                Blue Text = Comments to help give guidance.
                Red Text = Items that will need to be changed / added for the specific project (Change Text to black for better print quality)
                Green Text - Example Text.
                Magenta Text = Optional Items to be considered for your specific project needs
                Only the white area will print
                to what level is quality assurance and control being performed on this project, what is trying to be accomplished and why is it important?

                                                                                                                                Possible QC Elements:
                                                Quality Control Plan                                                            Project Vision Established
                                                                                                                                Critical Success Factors Established
                                                 City of Lincoln, Nebraska                                                      Detail Task Outline - WBS
                                          Public Works and Utilities Department                                                 Kick-off Meeting
                                City Project Number: XXXXXX                                                                     Project Management Plan
                                              Project : Name / Type / Location or Other Descriptors                             Senior Review of All Documents
                                     Project Sponsor: City Division and Section                                                 Peer Review of All Documents
                                City Project Manager: Name of Overall (Design) Project Manager                                  Progress Reports
                                                                                                                                Constructability Review
                                   Consultant Firm Name:     Consultant Firm or City Section doing design                       Operability Review
                               Consultant Project Manager:   Consultant PM or City Section designer                             Checklists
                                Consultant Project Number:   Consultant Firm Internal Reference Number                          Internal Project Reviews
                                  NDOR Project Numbers:      NDOR Reference and Control Number                                  Code Review
                                                                                                                                Conceptual Review
                   Quality Control Element           Responsible Party            Target Date        Completion Date            Intra-discipline Review
                                                                                                                                Drawing-Spec Cross-Check
                                                                                                                                Vendor Review
                                                                                                                                Consultant Coordination
                                                                                                                                Agency Review
                                                                                                                                Draft Review of …
                                                                                                                                Final Review of …
                                                                                                                                First Submittal Review
                                                                                                                                Second Submittal Review
                                                                                                                                Draft PS&E Submittal Review
                                                                                                                                PS&E Submittal Review
                                                                                                                                All Plan Submittals




File is : 429539a7-7b7e-4cea-a694-2b34ff8dcc7e.xls                                                                                                                      File Tab: 7 QC
                                                                                                                                      Printed on: 1/19/2012


     Blue Text = Comments to help give guidance.
     Red Text = Items that will need to be changed / added for the specific project (Change Text to black for better print quality)
     Green Text - Example Text.
     Magenta Text = Optional Items to be considered for your specific project needs
     Only the white area will print




                     Risk Management Plan (Predictable Surprises)
                                                              City of Lincoln, Nebraska
                                                              Public Works and Utilities Department
                      City Project Number:     XXXXXX
                                   Project :   Name / Type / Location or Other Descriptors
                          Project Sponsor:     City Division and Section
                     City Project Manager:     Name of Overall (Design) Project Manager

                    Consultant Firm Name:      Consultant Firm or City Section doing design
                Consultant Project Manager:    Consultant PM or City Section designer
                Consultant Project Number:     Consultant Firm Internal Reference Number
                   NDOR Project Numbers:       NDOR Reference and Control Number

                     Risk Management Plan (Planning for Predictable Surprises)
              Potential Issues                       Prevention Measures                              Status
     What is the potential risk factor?        What are we going to do about it?        What is the current status?




A little risk management saves a lot of fan cleaning. --- This expression was coined by Mike Harding Roberts in 1989




            File is : 429539a7-7b7e-4cea-a694-2b34ff8dcc7e.xls                                                                             File Tab: 8 Risk
                                                                                                                                                                                                                                    Printed on: 1/19/2012




                                                     Blue Text = Comments to help give guidance.
                                                     Red Text = Items that will need to be changed / added for the specific project (Change Text to black for better print quality)
                                                     Green Text - Example Text.
                                                     Magenta Text = Optional Items to be considered for your specific project needs
                                                     Only the white area will print

                                                     Action Item and Decision Documentation Process
                                                     • Action item and decision logs should be maintained on projects to keep all team members informed of actions and decisions that may impact their work or schedule.
                                                     Always use this template to describe your action items. Action items must be clearly stated so there is no doubt what you are supposed to do




                                                              Action Items / Decision Log
                                                                   Public Works and Utilities Department                                                          City of Lincoln, Nebraska
                                                       City Project Number: XXXXXX                                                                        Consultant Firm Name: Consultant Firm or City Section doing design
                                                                    Project : Name / Type / Location or Other Descriptors                             Consultant Project Manager: Consultant PM or City Section designer
                                                           Project Sponsor: City Division and Section                                                 Consultant Project Number: Consultant Firm Internal Reference Number
                                                      City Project Manager: Name of Overall (Design) Project Manager                                    NDOR Project Numbers: NDOR Reference and Control Number


                                                                                                                       Action Items / Decision Log
                                                     Item #    Date Initiated     Date Closed                       Due Date & Description                         Responsibility                 Status / Resolution
                                                                                                  Concrete, very specific description of what needs done and                        Place to put notes, if needed, to reflect any
                                                                                                  by when                                                                           interim progress, issues, status,
                                                                                                                                                                                    rescheduling reasons for the action. This
                                                        1         01/01/06          12/31/09                                                                       * See below      column can be a good communication tool
                                                                                                                                                                                    for action items in progress or to note when
                                                                                                                                                                                    complete

                                                        2

                                                        3

                                                        4

                                                        5

                                                        6

                                                        7

                                                        8

                                                        9

                                                       10

                                                       11

                                                       12

                                                       13

                                                       14

                                                       15

                                                       16



                                                     * Person responsible for making sure the action is completed by its due date.
                                                     * May or may not be the person who actually executes the task.
                                                     * This is the person held responsible, who will task other people if appropriate and report status on the action




File is : 429539a7-7b7e-4cea-a694-2b34ff8dcc7e.xls                                                                                                                                                                                        File Tab: 9 Log
Blue Text = Comments to help give guidance.
Red Text = Items that will need to be changed / added for the specific project (Change Text to bl
Green Text - Example Text.
Magenta Text = Optional Items to be considered for your specific project needs
Only the white area will print
Decision documents serve to provide the reasoning for the choice of or changes to a project.
Decision documents record the reasons for selecting a particular alternative.



  Project Decision Summation Form
                    City of Lincoln, Nebraska
                    Public Works and Utilities Department
                   City Project Number: XXXXXX
                                 Project : Name / Type / Location or Other Descriptors
                        Project Sponsor: City Division and Section
                   City Project Manager: Name of Overall (Design) Project Manager

                 Consultant Firm Name:     Consultant Firm or City Section doing design
             Consultant Project Manager:   Consultant PM or City Section designer
              Consultant Project Number:   Consultant Firm Internal Reference Number
                NDOR Project Numbers:      NDOR Reference and Control Number

                                Project Decision Summation
 ___ Check here is supplemental information is available, gathered, documented, or needed
 List of other Key Decision Documents:

Key Project Issue:


Background Information / Discussion Points / Considerations taken / Impacts:




Options / Alternatives Reviewed




PM recommended option(s)


Consulted with (Division/Section) - Name




Authorization to proceed with option/alternative:
(Name - Signature)


(Name - Signature)




Impacts
Street Operations
City Policies
Precedence
LWS Operations
Street Maintenance
Budget Schedule
Quality
Safety
Operations
Right of Way
ic project (Change Text to black for better print quality)

roject needs

s to a project.




ted, or needed                    Supplement Information includes other associated memos, pictures, information, and files.




                                  Good / Bad / Ugly
                                  Pros / Cons
(Date)


(Date)
ation, and files.
Blue Text = Comments to help give guidance.
Red Text = Items that will need to be changed / added for the specific project (Change Text to black for better print quality)
Green Text - Example Text.
Magenta Text = Optional Items to be considered for your specific project needs
Only the white area will print



                                   Project Change Request Form
                              City of Lincoln, Nebraska
                              Public Works and Utilities Department
               City Project Number: XXXXXX
                                   Project : Name / Type / Location or Other Descriptors
                     Project Sponsor: City Division and Section
              City Project Manager: Name of Overall (Design) Project Manager

               Consultant Firm Name: Consultant Firm or City Section doing design
         Consultant Project Manager: Consultant PM or City Section designer
         Consultant Project Number: Consultant Firm Internal Reference Number
             NDOR Project Numbers: NDOR Reference and Control Number

                                        Project Change Request Form
(insert proposed contract language to be changed and/or added in this area)




Description of and Reason for Change:                                        ___ Check here if Decision Form is reason.

                                                                                                                          Justification




Impact To:                                                                                                                Other Possible Impact Items
       Project Budget:                                                                                                    Team Relationship
              Schedule:                                                                                                   Resources
                 Quality :                                                                                                Project Scope
                  Other :                                                                                                 Deliverables
                                                                                                                          Time
Individuals Endorsing Change:                                                                                             Cost

                                                       x
(project sponsor representative)                       (signature)


                                                       x
(name)                                                 (signature)


                                                       x
(name)                                                 (signature)


                                                       x
(name)                                                 (signature)


                                                       x
(name)                                                 (signature)



Authorization to Proceed With Change:                                ___ YES              ___ NO


(Firm Signature)                                                     (City Signature)
                                       Date:                                                    Date:




     429539a7-7b7e-4cea-a694-2b34ff8dcc7e.xls 1/19/2012                                                                   11 Change                     23/25
     Blue Text = Comments to help give guidance.
     Red Text = Items that will need to be changed / added for the specific project
     Green Text - Example Text.
     Magenta Text = Optional Items to be considered for your specific project needs
     Only the area inside the gray box will print
     Everything is carried from Tab 1 Objectives Goals CSFs no data entry is necessary



                               Project Goals with Critical Success Factors Defined
        City Project Number:      XXXXXX                                              Consultant Project Number:    Consultant Firm Internal Reference Number
                      Project :   Name / Type / Location or Other Descriptors             Consultant Firm Name:     Consultant Firm or City Section doing design
             Project Sponsor:     City Division and Section                           Consultant Project Manager:   Consultant PM or City Section designer
        City Project Manager:     Name of Overall (Design) Project Manager               NDOR Project Numbers:      NDOR Reference and Control Number



                                                           BASIC MINIMUM GOALS
     Goals                                                  Expectation                                                   Assumption
     Adherence to                 Stay within +15% of original estimate                                Very little or no change in project scope
     budget
     Faithfulness to              Stay within +10% of original time frame                              Very few or no unexpected delays outside
     Schedule                                                                                          of team’s control
     Good Team                    Communication is open, honest, and free flowing. Decisions           Team members will go to the one they have
     Relationship                 are made in a timely manner, with proper input.                      issue with and will work through
     High Quality                 Project properly documented, Clear, concise construction plans       appropriate contacts
                                                                                                       Adequate Budget and Time is allow for on
     Results                      and documents                                                        this project.
      Appropriate Level           Public acceptable of the project process will be obtained            Public will be *pick one of the following*
     of Public                    through communication of vision, project progress, and public        (informed, consulted, involved,
     Involvement
     Others as needed             consent
                                  0                                                                    collaborated, or empowered)
                                                                                                       0

              #REF!               #REF!                                                                #REF!


                                   Critical Success Factors                                     Performance Measures

                    1 #VALUE!                                                       metric: #VALUE!


                    2 #VALUE!                                                       metric: #VALUE!


                    3 #VALUE!                                                       metric: #VALUE!


                    4 #VALUE!                                                       metric: #VALUE!


                    5 #VALUE!                                                       metric: #VALUE!


                    6 #VALUE!                                                       metric: #VALUE!


                    7 #VALUE!                                                       metric: #VALUE!


                    8 #VALUE!                                                       metric: #VALUE!


                    9 #VALUE!                                                       metric: #VALUE!




                      Individuals Endorsing Goals and Critical Success Factors:

                                                                                x
                      (name)                                                    (signature)                                               (date)
                                                                                x
                      (name)                                                    (signature)                                               (date)
                                                                                x
                      (name)                                                    (signature)                                               (date)
                                                                                x
                      (name)                                                    (signature)                                               (date)
                                                                                x
                      (name)                                                    (signature)                                               (date)




429539a7-7b7e-4cea-a694-2b34ff8dcc7e.xls                                                           1/19/2012                                                       24/25
                                                                  Blue Text = Comments to help give guidance.
                                                                  Red Text = Items that will need to be changed / added for the specific project
                                                                  Green Text - Example Text.
                                                                  Magenta Text = Optional Items to be considered for your specific project needs
                                                                  Only the area inside the gray box will print
                                                                  This is set up for a project with Federal Highway Funding.
                                                                  Spreadsheet Format and Formulas should be modified to meet your particular project needs.




                                                                    Project Funding and Cost Estimate
                                                                                                     City Project Number:       XXXXXX                                                                NDOR Project Numbers:      NDOR Reference and Control Number
                                                                                                                   Project :    Name / Type / Location or Other Descriptors                        Consultant Project Number:    Consultant Firm Internal Reference Number
                                                                                                          Project Sponsor:      City Division and Section                                              Consultant Firm Name:     Consultant Firm or City Section doing design
                                                                                                     City Project Manager:      Name of Overall (Design) Project Manager                           Consultant Project Manager:   Consultant PM or City Section designer


                                                                                                         Last Updated on:         March 1, 2007

                                                                  Total Project Funding
                                                                    Types of Funds                                                   Funds      Comments
                                                                    Example - Federal                                                  $380,214
                                                                    Example - State                                                     $85,220
                                                                    Example - Street Construction CIP FY XX-XX                         $119,786 Anticipated funding. Revised DR-73 submitted week of 08/21/06
                                                                    Example - Street Light Reimbursement                               $189,508
                                                                    Example - Urban Development Reimbursement                          $600,000
                                                                    Example - Private Developer Funding                                 $50,000 Can't transfer now (08/06). Will need to wait about 6 months See Singh e-mail via Thomas 08/16/06

                                                                                                     Total Project Funding =         $1,424,728
                                                                                              Total Federal Project dollars =

                                                                  Total Project Costs
                                                                                                 Construction Costs for year               2006 Fed. Funding Federal Funding Eligible (80%)      Local Funding   State Funding Comments
                                                                    Estimated PE                                                       $385,000      No         $                         -      $ 347,306.50    $ 37,693.50 (Max. eligible State funding per agreement)
                                                                    Estimated ROW                                                            $0      No         $                         -      $         -
                                                                    Estimated Utility Relocates                                              $0     Yes         $                         -      $         -
                                                                    Estimate LES Relocates                                                   $0                 $                         -      $         -
                                                                    Estimate City Supplied Items                                       $125,000     Yes         $                 100,000.00
                                                                    Estimated Construction Cost                                      $1,075,000     Yes         $                 860,000.00     $ 167,473.50    $ 47,526.50 (Max. eligible State funding per agreement)
                                                                    Estimated CE                                                        $80,000     Yes         $                  64,000.00     $ 16,000.00                 (State max in construction cost)
                                                                                                         Total Project Cost =        $1,665,000                 $               1,024,000.00     $ 530,780.00    $ 85,220.00
                                                                                                Total Project Cost Inflated =        $1,739,925
                                                                           (If negative then additional funding is needed) =          -$315,197                     Future Year Construction =            2007
                                                                                                                                                     Inflation Percentage Increase Per Year =             4.5%
                                                                                                  Current Federal Funding =                  $0
                                                                                         Eligible Project Federal Funding =          $1,024,000
                                                                                    Potential Increase in Federal Funding =          $1,024,000




C:\Docstoc\Working\pdf\429539a7-7b7e-4cea-a694-2b34ff8dcc7e.xls                                                                                                                                                                                                                 1/19/2012

				
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Description: Street Light Agreement document sample