Upon receipt of the utility responses the Engineer for in-house projects and Consultant for consultant projects shall evaluate all utility comments and check the final design for conformance to the Water Department standards as well as for good engineering judgment.
The Engineer for in-house projects and Consultant for consultant projects shall verify all the existing utilities as well as check the new design. On Consultant projects, the Water Department’s Engineer only checks the Consultant’s new design.
Upon completion of the checking process the Engineer shall review the drawings with the Water/Sewer Engineering Supervisor. The PWD’s Water/Sewer Engineering Supervisor shall give the okay for final mylar drawings to be printed for both in-house and Consultant projects. For in-house projects, the mylar drawings shall be signed by the Project Engineer, the Water/Sewer Engineering Supervisor and the Manager of Design. For Consultant projects, the signatures shall be provided by the appropriate counterparts in their organization and the drawings shall be stamped by a Professional Engineer licensed in Pennsylvania. See Appendix IIc and IId for examples of Title Blocks [94]. Note: the Water Commissioner and General Manager of Engineering only sign the first sheet. Therefore, those lines should be omitted from all other sheets.
B. Quantities
Once the final design is approved the Engineer for in-house projects and Consultant for consultant projects shall calculate the final quantities. Two (2) independent sets of quantities must be prepared on each project. Any discrepancies between the two (2) sets of quantities should be resolved at this time.
For in-house projects, the final quantities shall be placed on an input sheet and given to the Specifications Section along with any special verbiage required to be incorporated into the specifications. See Appendix III for water, sewer, and green input sheets.
For projects done by Consultants, the quantities shall be completed on the PWD Quantities Spreadsheets in Appendix III and be submitted with the Final Design Package. The Quantities Verification form in Appendix III must also be submitted in the Final Design Package.
C. Specifications
For in-house projects, the Engineer shall forward the following to the Specifications Section in order for them to prepare the final specifications:
Front Office specification folder for the particular project. Folder should contain one (l) copy of all utility responses, except paving and gas where two (2) copies are required. The specification folder shall also contain one (1) copy of the service list.
One (1) set of prints
Quantity input sheets
Traffic requirements, if unusual, otherwise the Specification Section shall provide the traffic requirements
One (1) copies of the rodent control plan. (Sewer projects only)
List of return plan reference drawings. (Sewer projects only)
List of reference contract drawings. (Sewer projects only)
Borings if required.
Any special details or paragraphs particular to the specific project.
For in-house projects, the Specifications Section shall prepare the final specifications using the input sheet and any specific comments pertinent to that project.
For in-house projects, the Specifications Section shall prepare the Engineer’s estimate for the contract.
Upon completion of the specifications for in-house projects, they are returned to the Engineer for his final inspection and approval. It shall be the Engineer’s responsibility to insure that the specifications were prepared as required and that all appurtenant paragraphs are included in the final specification.
For Consultant projects, the Master Specifications shall be attained from the PWD Water/Sewer Engineering Supervisor. The final specifications shall include all pertinent parts of the Master Specifications and shall be supplemented with any specific comments pertinent to that project. Additionally, the final specifications shall include but not be limited to the following:
Traffic requirements.
Paving requirements.
The rodent control plans. (Sewer projects only)
List of return plan reference drawings. (Sewer projects only)
List of reference contract drawings. (Sewer projects only)
Boring information if required.
The Water Service List. (Water projects only)
Any special details or paragraphs particular to the specific project.
The final specifications and Engineer’s estimate prepared by the Consultant shall be submitted to the PWD Water/Sewer Engineering Supervisor for final review and approval.
D. Project Summary
A Project Summary is required for all projects. Once a project design is complete, the Project Summary should be compiled by the lead designer, which could either be PWD staff or vendor. The Project Summary Sheet will be created using the Project Summaries Guidance Manual and submitted to both the PWD Project Engineer and PWD Public Affairs for review and revision, which could be an iterative process.
Once approved, the Project Summary will be uploaded by Public Affairs to the PWD website for public viewing.
E. Permitting
The following agencies require permits for typical PWD Water/Sewer design projects, but additional permitting may be needed on a project specific basis.
Philadelphia Streets Department
To avoid design and construction conflicts between agencies, the Philadelphia Streets Departments requires that a Utility Street Openings permit for projects in city streets to be completed through the Guaranteed Paving Information System (GPIS).
PWD project segments are automatically input into GPIS. If an active project cannot be found in GPIS, please inform the PWD Project Engineer.
For permit approval, the following information must be entered into the Project Details section in GPIS.
PA One Call Info – by Design Consultant
Offset Info – by Design Consultant
Project Documents – by PWD Project Engineer
Utility Clearance – by PWD Project Engineer
Once Utility Clearance is granted by the reviewing agencies and all Project Conflicts are cleared, the PWD Project Engineer shall request a final utility clearance from StreetsROW.GPISAdmin@phila.gov for permit approval.
PennDOT
For all work done on a State Route, a PennDOT Highway Occupancy Permit (HOP) is required prior to construction starting.
The PWD Project Engineer is responsible for completing HOP Applications through the online ePermitting System (EPS).
The Design Consultant must provide the following documents for completion of the PennDOT HOP Application:
HOP Application – Subsurface Utility Work:
Site Plan – PWD Water/Sewer design sheets
HOP Application – ADA Ramps:
ADA Ramp design plans
CS-4401 Design Forms
ADA Technically Infeasible Form
Following the initial application, PennDOT will provide a Response Letter either approving or requesting updates to the HOP application documents and format. The Design Consultant must update the documents accordingly for the next application cycle.
Once the application is approved, the Contractor shall submit to PennDOT a fee specified in their Response Letter, and the HOP permit will be issued.
Philadelphia Parks and Recreation
PP&R requires an access permit for all work done in park land. To receive this permit, an electronic application must be sent to PPR_ConstrPermit@phila.gov for approval.
See Appendix IV for permit guidance, insurance requirements, and the PP&R permit application form.
F. Finalization
For in-house projects, once the Engineer has completed the final inspection they shall package the following items together in a manila envelope and submit it to the Water/Sewer Engineering Supervisor.
Memo from PWD Water/Sewer Engineering Supervisor approving final plans & specs.
1 set of mylar drawings (signed & rolled)
2 sets of prints (1 rolled & 1 folded)
1 copy of the PGW response letter
1 copy of the Philadelphia Streets Department paving response letter
1 copy of the specifications
CD or DVD containing the following electronic documents: specifications in Microsoft Word format, design drawings in AutoCAD or Micro-Station format, GPIS spreadsheet in Microsoft Excel format, engineer’s estimate of construction cost in Microsoft Excel format, one copy of each utility response letter in Adobe PDF format
1 Transmittal of Tracings Form
If GSI work is included, a PWD GSI Design Report as a single PDF. Additionally, supporting files in the formats below shall be provided as separate attachments:
Written Report documenting design approach and assumptions (.PDF)
GreenIT Data Entry Application Metrics Report (.CSV, .PDF)
“Shared” GreenIT Data Entry Application Project(s) with PWD Project Engineer
Supporting design calculations and modeling files (XLSX and modeling original files)
Drainage area maps (.PDF, .DWG)
For consultant projects, the consultant shall complete the Final Design Package Checklist in Appendix IIIf [97], and include it in the final design package. Additionally, the consultant should submit one (1) Letter of Transmittal with the Engineer’s estimate. The Transmittal of Tracings Form will be prepared by the Water Department Design Branch.
The contract package will be forwarded to Projects Control to advertise, bid and award the contract.
Consultants should see Section 8 for billing.
G. Amendments
If during the course of advertising the contract it becomes necessary to modify the contract in any way, an amendment shall be prepared. Amendments were previously referred to as addendums or addenda.
All amendments shall be prepared in accordance with the Guidelines for Preparing Amendments. (See Appendix Ib)
Amendments required for projects prepared by consultants due to errors, omissions, negligence, or poor engineering judgment of the consultant, shall be prepared by the consultant at no additional cost to the City.
All amendments shall be approved by the PWD Water/Sewer Engineering Supervisor before forwarding to the Projects Control Unit. Consultants shall forward amendments to the Design Branch, who in turn, will forward them to the Projects Control Unit.
In addition the Engineer’s estimate should be revised, and shall accompany the amendment.