GREEN STORMWATER INFRASTRUCTURE DESIGN PROCESS WORKFLOW PACKET Last Updated: May 15, 2015 1
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GREEN STORMWATER INFRASTRUCTURE DESIGN PROCESS WORKFLOW PACKET
Last Updated: May 15, 2015
1
GSI Design Process Workflow
Introduction This packet provides summary workflows, detailed workflows, and expanded process descriptions that describe the design process for Green Stormwater Infrastructure (GSI) projects funded and/or maintained by the Philadelphia Water Department (PWD). The following information is to be referenced by PWD staff, providers of professional engineering services hired by PWD, and other agencies/partner organizations that are working with PWD. These workflows represent the typical process for typical projects. The process may vary on a case‐by‐case basis due to project‐specific circumstances. The workflows are divided into three “tracks”:
Track 1: GSI Design on Water/Sewer Project: GSI is added to an existing PWD Design Branch water/sewer project. Because this type of project is regularly done in‐house by PWD engineers, the workflow summary covers both in‐house design and consultant design processes, while the detailed workflow and expanded process descriptions cover consultant design specifically. These projects are managed by the Design Branch, with Office of Watersheds (OOW) involvement at concept and final metrics stages.
Track 2: Non‐Water/Sewer GSI Design (Contract Managed by Design Branch): A GSI project package is designed by a consultant under a contract with PWD managed by the Design Unit. This type of project is no longer being initiated, but the workflow is still included because some projects are still in design.
Track 3: GSI Design (Contract Managed by OOW): A GSI project package is designed by a consultant under a contract with PWD managed by OOW.
While these workflows are primarily for consultant designed projects, most of the information they present applies to in‐house projects as well. If using the workflows for in‐house projects, be aware of these main differences in the design process from consultant designed projects:
Survey performed by PWD Survey Unit
Baseplan drafting performed by Design Branch or OOW
Engineering and drafting performed by Design Branch or OOW
Plans sent through GPIS approval system at utility review
The workflows are presented in increasing detail. Summary workflows cover the broader steps and can
be used for a quick reference. The detailed workflows show each process step along the design track
and which group is responsible for that step. The detail of each of those steps (e.g. the who, what,
when, how) cannot be shown clearly in the workflow, so expanded process descriptions corresponding
to each numbered step are included in the pages following each detailed workflow.
Note on Partner Projects: While the workflows within this packet touch on coordination with partners (public or private entities that work with PWD to implement GSI), PWD has developed separate documentation that provides more details on partner coordination. This information is included in Attachment D of the GSI Design Requirements & Guidelines Packet: Partner Project Review Guidelines and, if the project disturbance triggers compliance with Philadelphia Stormwater Regulations, the submission process guidance in the Philadelphia Stormwater Management Guidance Manual. Both those resources, which may be used in addition to the workflows in this packet, are mentioned in the “Relationships with Other Resources and References” section below. The PWD project manager can provide further project‐specific guidance.
2
GSI Design Process Workflow
Revision History Regular updates will be made to this packet to reflect changes to the GSI design process. Users should consistently make sure they are using the latest version by checking the GSI Design Resources page: http://www.phillywatersheds.org/GSI_Design_Resources. Revisions to this document are recorded here:
No. Effective Date
Description of Revision
1 11/18/2013
Addition of expanded process descriptions General changes for clarity and consistency between workflows Use of terms: concept check, substantially complete design, and plans, specs, and estimate (PS&E) design
2 12/12/2013 Clarifying edits made to track 2 workflow summary: OOW approves baseplan, 30% design, and 70% design, and coordinates utility comments with Design Consultant
3 5/15/2015
Clarifying edits made to intro and EPDs Responsibility for management of GSI on water/sewer projects shifted to Design Branch, with OOW involvement at concept and final metrics stages
Landscape plans on OOW‐managed projects sent to GSI Maintenance for review
PlanIT database updates added PWD project manager coordinates reviews with other PWD units (Construction Unit, GSI Maintenance, Collector Systems Unit). PS&E plans reviewed internally by other PWD units as needed.
Roles and Responsibilities The following are descriptions of key roles that appear in this packet and the general responsibilities associated with those roles. Where these roles appear in the packet, they are capitalized.
Design Branch – Any member of PWD’s Water & Sewer Design Branch who performs duties related to the design or management of track 1 projects.
Design Branch Administrator – PWD Design Branch employee who assigns work numbers to projects when they are initiated.
Design Branch Contract Manager – Manager of PWD Design Branch design contracts. Provides final approval on proposal and invoices for track 1 and 2 projects.
Design Branch Engineer – Engineer in PWD’s Design Branch who is assigned to review designs and track project package in CAPIT, and submits project package to Projects Control. Manages track 1 projects as main point of contact with design consultant. Applies only to tracks 1 and 2.
Design Consultant – Engineering firm under a general services contract with PWD. Performs survey, geotechnical investigation if required, and engineering design services for the project.
Geotechnical Consultant – Geotechnical engineering firm under a general services contract with PWD’s Design Branch to perform geotechnical testing for PWD projects. In some cases, tasked with geotechnical investigation for GSI projects.
3
GSI Design Process Workflow
Geotech Contract Manager – PWD employee who manages the Design Branch geotechnical testing contract. Reviews geotechnical investigation requests, coordinates work with Geotechnical Consultants, and transmits testing results to PWD personel.
Office of Watersheds (OOW) – Any member of PWD’s Office of Watersheds, generally in the GSI Implementation Program, who performs duties related to the design or management of PWD GSI projects. Duties include coordinating with Design Consultant to establish scope of work, performing reviews, tracking project metrics and status, answering Design Consultant questions, and submitting track 3 project packages to Projects Control.
P&R Supervisor – Member of PWD’s Planning and Research (P&R) group who identifies WSSPUs, bundles them into Work Numbers, authorizes water/sewer design projects, reviews and approves baseplans, and performs hydraulic evaluations.
Project Partners – Entities who are partnered with PWD on the project (PP&R, Schools, PHS, private organizations, etc.).
Definitions The following are definitions of key terms that appear in this packet. Where these terms appear in the packet, they are capitalized.
CAPIT – Capital Program Integrated Tracking System. PWD database that tracks project schedule and budget, among other information. Tracks GSI project packages from when they receive a Work Number through construction. Acts as a communication center, informing all parties of important project information.
GreenIT – PWD database developed to track GSI project metrics. Updated by OOW. Links to CAPIT.
GPIS – Guaranteed Pavement Information System. Database developed by the Philadelphia Streets Department to track all projects resulting in street openings on the city.
Project Monitoring Table (PMT) – Table prepared by Design Consultant based off a template provided by OOW when preparing the proposal for a GSI project under an OOW‐managed contract (applies to track 3 only). Serves as the proposed schedule for the project, then is updated monthly by the Design Consultant and submitted to OOW for project schedule tracking.
Proposal – Documents prepared by Design Consultant and approved by PWD prior to start of the project. Includes scope of work, project schedule (PMT if OOW‐managed contract), and costs.
Water/Sewer Special Planning Unit (WSSPU) – Signifies a street where water and /or sewer design and construction are required. Usually, a WSSPU is represented by a single street bounded by the cross streets on either end of it.
Work Number – Number assigned by PWD to a project package once it is initiated in CAPIT. Used to identify the project package through construction.
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GSI Design Process Workflow
Relationships with Other Resources and References The publication of the PWD GSI Design Process Workflow Packet follows a number of related resources. These related resources should be used by the designer for reference and additional contextual information. Always refer to the most current resources.
1. Philadelphia Water Department. 2015. Green Stormwater Infrastructure Design Requirements & Guidelines Packet.
This packet provides requirements and guidelines to be used in the design of GSI projects funded and/or maintained by PWD. Attachment D: Partner Project Review Guidelines contains information relevant to the workflow for partner projects. http://phillywatersheds.org/doc/GSI/GSI_Design_Requirements_&_Guidelines_ Packet_5‐15‐2015.pdf
2. Philadelphia Water Department. 2013. Green Stormwater Infrastructure Drawing Requirements Packet and the OOW GSI CAD Standards.
This packet provides requirements to be used in the drawing of GSI projects funded and/or maintained by PWD. The Office of Watersheds (OOW) has also developed a GSI CAD Standard that includes all necessary files for drawing to these PWD GSI standards.
http://phillywatersheds.org/doc/GSI/GSI_Drawing_Requirements_10‐21‐2013.pdf http://phillywatersheds.org/doc/GSI/GSI_CAD_Standards_10‐7‐13.zip
3. Philadelphia Water Department. 2014. Water & Sewer Design Manual.
This manual promotes uniformity in the presentation of water and sewer plans by establishing a general format and outlining detailed information required for the preparation of complete water and sewer contract drawings. http://www.phillywaterdesign.org/
Note on Other “Packets”: The PWD GSI Design Process Workflow Packet is one of three main “Packets” that describe the requirements for GSI projects funded and/or maintained by PWD: the GSI Design Process Workflow Packet, the GSI Design Requirements & Guidelines Packet, and the GSI Drawing Requirements Packet.
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GSI Design Process Workflow
4. Philadelphia Water Department, Philadelphia Streets Department, and Mayor’s Office of Transportation and Utilities. 2014. City of Philadelphia Green Streets Design Manual.
This manual, known as the GSDM, provides guidance for public and private entities, specifically design professionals, interested in incorporating GSI within a given right‐of‐way. The GSDM references this packet and provides applicable users (those designing right‐of‐way GSI projects not initiated by PWD) with design standards, guidance on siting, information on elemental flexibility within SMPs, and an implementation process to guide users through the various steps of planning, design and construction of a green street. The GSDM follows and complements the Complete Streets Design Handbook. http://www.phillywatersheds.org/gsdm
5. Philadelphia Water Department. 2011. Stormwater Management Guidance Manual.
This manual was created to assist developers in meeting the requirements of the Philadelphia Stormwater Regulations. The manual provides guidance for the entire site design process, beginning with initial site design considerations, through the post‐construction stormwater management plan submittal elements, and ultimately the acquisition of stormwater plan approval.
http://www.pwdplanreview.org/StormwaterManual.aspx
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PROJECT INITIATION
IN DESIGN
BASEPLANS
BY PWD DESIGN BRANCH
OR DESIGN CONSULTANT
HYDRAULIC EVALUATION
BY P&R AND
GREEN REVIEW BY OOW
GSI ADDED? NOTIFICATION
GSI DESIGN
SCOPE AGREEMENT
DESIGN BY
DESIGN BRANCH OR
CONSULTANT
DESIGN REVIEWED
BY UTILITIES AND
AGENCIES
PLANS, SPECIFICATIONS,
AND ESTIMATE DESIGN
SUBMIT FINAL BID
DOCUMENTS
PROJECTS
CONTROL AND
BIDDING
YES
NO
WORKFLOW SUMMARY
Track 1 - GSI Design on Water/Sewer Project
Water/Sewer project enters Design Branch from Planning & Research (P&R). A new work number is assigned
and plans are requested through PA ONE-CALL.
The base plan shows all physical features obtained by a field survey, curb and manhole elevations, all existing
underground utility information, a cross section and profile of the existing sewer (sewer projects only).
Completed baseplan is forwarded to P&R for hydraulic review (pipe sizing and limits of replacement).
Baseplans in combined sewer areas are also forwarded to the Office of Watersheds (OOW) to evaluate
feasibility of green storm water infrastructure (GSI) to manage street runoff. Upon approval from P&R and
Design Branch, Design Consultant invoices for baseplan (consultant-designed only).
Determined that GSI will not be added to water/sewer project. OOW notifies Design
Branch, who notifies consultant (if not in-house). Design proceeds according to standard
water/sewer design process.
Where GSI is deemed suitable for project site, OOW provides a design concept to Design Branch for
implementation on the water/sewer project and communicates any information regarding pilot or partner
coordination items. For consultant projects, the GSI concepts will be distributed by the Design Branch
engineer, and a proposal for the GSI work will be submitted to Design Branch for approval.
Design Branch (if in-house) or Design Consultant develops water/sewer and GSI designs in accordance with
the Water & Sewer Design Manual and GSI Design Requirements & Guidelines Packet.
Once 70% design has been approved, plans are sent out for utility review following Attachment G of the GSI
Design Requirements & Guidelines Packet and the requirements of the Water & Sewer Design Manual. For
PWD in-house projects, this is done using GPIS approval system.
Upon receipt of utility responses, Design Consultant (Design Branch for in-house) addresses comments and
resolves any conflicts. When Design Branch determines that GSI design meets standards for 90% (PS&E)
design, as defined in Attachment A of the GSI Design Requirements & Guidelines Packet, OOW reviews GSI
design metrics. OOW’s comments are addressed and Design Branch issues final approval for entire project.
Design Consultant prepares the final design bid package for Projects Control, and submits it to Design Branch
(if in-house, Design Branch prepares packages). Project package is logged out of design and transmitted to
Projects Control with OOW cc’d. Design Branch applies for street opening permit through GPIS.
Initiation
PWD 70% (Substantially
Complete Design)
PWD 90% (PS&E Design)
Final Design
PWD 30% (Baseplan)
This workflow covers the process for in-house and consultant-designed Track 1 projects. It mirrors the “Water & Sewer Contract Progression Flow Chart”
in Appendix I of the Water & Sewer Design Manual, but is presented here for continuity and consistency with terms found throughout this packet.
DESIGN REVIEWED BY
DESIGN BRANCH,
OPERATIONS, PLANNING,
AND GSI MAINTENANCE
Once Design Branch Engineer is satisfied with water/sewer/GSI design, it is submitted to Design Branch
supervising engineer for review and comment. Plans are also forwarded by Design Branch to P&R, Operations
Unit, and GSI Maintenance for review and comment. Upon receiving comments from Operations, the Design
Branch Supervisor gives the okay to send the job out for utility review.
7
Tra
ckin
gO
ffic
e o
f W
ate
rsh
ed
s (
OO
W)
De
sig
n B
ran
ch
De
sig
n C
on
su
lta
nt
Pla
nn
ing
an
d R
ese
arc
h (
P&
R)
WSSPUs
Bundled
Under Work
No.
“Green
Contact”
Assigned to
Water/Sewer
Project
Prepare and
Submit
Baseplan
Prepare and
Transmit
Hydraulic Info
and Baseplan
Approval Letter
1-2 months 2-4 months
CA
PIT
Sta
tus U
pda
ted b
y D
esig
n
(“D
esig
n S
tart
ed
”)
Prepare and
Transmit
Baseplan/
Design Project
Authorization
Review/
Approve
Baseplan
Baseplan
Review and
Hydraulic
Evaluation
Submit
Baseplan
Invoice
CA
PIT
Sta
tus U
pda
ted b
y D
esig
n
(“30
% C
om
ple
te”)
Review/Approve
Baseplan Invoice
and Issue Payment
Green
Review
Green
Added?
Notify Design
Branch of “No
Green”
Prepare/Transmit
Green Concept
Coordinate
Scoping Meeting
with Design
Consultant
(if needed)
Meet to Discuss
Green Concept
and Proposal
Request
(if needed)
Prepare
and Submit
Proposal and
Geotechnical
Testing
Request
GR
EE
NIT
Up
da
ted b
y O
OW
(Upd
ate
pre
limin
ary
de
sig
n m
etr
ics)
Review/
Approve
Proposal
Prepare/Transmit
Green Design
Authorization
NO
YES
1
5
2
3
4
6
10
11
12
13
8
16
17
1820
CA
PIT
Upd
ate
d b
y D
esig
n B
ranch
(Work
Type
)
( “G
” S
uffix
ad
de
d t
o W
ork
No
.)
LAST REVISED: 05/15/2015
Detailed Workflow
Track 1 – GSI Design on Water/Sewer Project
Project Initiation through Green Design Start
GR
EE
NIT
Re
vie
w C
onta
ct
Assig
ned
by O
OW
Coordinate
Geotechnical Testing
with Geotechnical
Consultant
19
GREEN DESIGN STARTPROJECT INITIATION
PROJECT INITIATION GREEN DESIGN START
Prepare/
Transmit
Green Design
Proposal
Request
15
14
7
PWD 30%
PWD 30%
1-2 months
Gre
en
IT u
pd
ate
d b
y O
OW
(No
Gre
en)
Review/Develop
Green Concept
9
PLA
NIT
Pro
ject
Cre
ate
d b
y O
OW
Gre
en
IT u
pd
ate
d b
y O
OW
(Cre
ate
new
wa
ter/
se
wer
pro
ject)
(En
ter
pre
limin
ary
desig
n m
etr
ics)
(Sta
tus to
“T
ran
sfe
r to
Desig
n”)
8
Tra
ckin
gO
the
r P
WD
Units
Utilit
ies a
nd
Ext
Age
ncie
s
Offic
e o
f W
ate
rshe
ds
(OO
W)
Desig
n B
ran
ch
De
sig
n C
on
su
ltan
t
2-4 months 3-5 months 1-2 months
CA
PIT
Sta
tus U
pd
ate
d b
y D
esig
n
(“7
0%
Co
mp
lete
”)
Submit Job
for Utility/
Agency
Review
Plans Meet
Substantially
Complete Design
Requirements?
Review/
Comment on
Substantially
Complete
Design
Review/
Comment on
Substantially
Complete
Design
Prepare
and Submit
Final
Design
Prepare/
Revise and
Submit
PS&E
Design
Provide
Project
Approval
Final
PackagingTransmit to Projects
Control and OOW
CA
PIT
Sta
tus U
pd
ate
d b
y D
esig
n
(“In
Pro
jects
Con
trol”
)
GPIS Review/
Comment
26
27
24
29
32
33
34
37
35
Detailed Workflow
Track 1 – GSI Design on Water/Sewer Project
Green Design Start through Final DesignLAST REVISED: 05/15/2015
GR
EE
NIT
Up
da
ted
by O
OW
(Desig
n M
etr
ics)
Review/
Distribute
Geotech
Submission
21
Utility
Response
Required?NO
Respond
to Utility
Comments
28
YES
PWD 70%
(SUBSTANTIALLY COMPLETE DESIGN)
FINAL
DESIGNGREEN DESIGN
START
Prepare/
Revise and
Submit
Substantially
Complete
Design
22
NO
Review
Substantially
Complete
Design
23
YES
Approve
Substantially
Complete
Design
25
NO
Plans Meet
PS&E Design
Requirements?
Review
PS&E
Design
30
Compliance
Review
31
Enter GPIS
Offsets
36
Geotechnical
Consultant
Prepares
Submission
PWD 90%
(PLANS, SPECS, & ESTIMATE DESIGN)
GREEN DESIGN
START
PWD 70%
(SUBSTANTIALLY COMPLETE DESIGN)
FINAL
DESIGN
YES
PWD 90%
(PLANS, SPECS, & ESTIMATE DESIGN)
GR
EE
NIT
Up
da
ted
by O
OW
(Fin
al D
esig
n M
etr
ics)
Major
Design Change
Required?
YES
NO
YES
9
GSI Design Process Workflow Packet Track 1 – GSI on Water/Sewer Project
Track 1 Expanded Process Descriptions
1 WSSPUs Bundled Under Work No.
In this preliminary phase, P&R Supervisor identifies WSSPUs and bundles them into a project. This process occurs on a continual basis. Design Branch Administrator assigns a work number and updates the CAPIT status to “Design Started”.
2 Prepare and Transmit Baseplan/Design Project Authorization
P&R Supervisor has primary responsibility for preparing and transmitting this authorization to Design Consultant. Letter is signed by Design Branch and sent to the Design Consultant with OOW copied.
3 Prepare and Submit Baseplan
Design Consultant performs survey and prepares baseplan as specified in Baseplan/Design Project Authorization, then submits baseplan to Design Branch, P&R, and OOW. If project is anticipated to involve ADA ramp or curb reconstruction, Design Consultant must request a benchmark and proposed curb elevations from the City District Surveyor, providing the PWD Work Number with the request.
4 Review/Approve Baseplan
Design Branch Engineer reviews baseplan. If there are issues with the submission, Design Branch Engineer sends comments back to Design Consultant for resubmission.
5 “Green Contact” Assigned to Water/Sewer Project
OOW assigns a Green Contact to the project, who will develop the green concept and advise on GSI design throughout the project.
6 Green Review
OOW checks with Design Branch Engineer that the water/sewer baseplans submitted by the consultant are accurate, then reviews them to identify potential opportunities for adding GSI into the project. If GSI is recommended for the project, OOW prepares preliminary concepts and/or direction about the GSI to be added.
7 Notify Design Branch of “No Green”
OOW recommends that GSI will not be added to water/sewer project and notifies Design Branch Engineer. Design proceeds according to standard water/sewer design process per the latest version of the Water & Sewer Design Manual. At time of project bidding, or other appropriate point, Design Branch will notify Philadelphia Parks and Recreation (PP&R) that project location would be a good candidate for street tree installation by PP&R at completion of water/sewer construction.
10
GSI Design Process Workflow Packet Track 1 – GSI on Water/Sewer Project
8 Prepare/Transmit Green Concept
OOW sends green concept and review tracking spreadsheet to Design Branch Engineer. OOW communicates any information regarding pilot or partner coordination items to Design Branch. OOW creates a new water/sewer project in PlanIT and GreenIT and updates GreenIT status to “Transfer to Design”. Project continues following this workflow if there is no pilot element.
9 Review/Develop Green Concept
Design Branch Engineer reviews green concept and develops it further if needed. If bump-outs/roadside swales are part of the concept, Design Branch coordinates review of these systems by Streets Dept. If there are partners on the project, Design Branch conducts any correspondence needed in order to further develop green concept. Design Branch coordinates additional survey if needed.
10 Baseplan Review and Hydraulic Evaluation
P&R Supervisor reviews the baseplan and performs hydraulic evaluation (sewer and water main sizing and limits of replacement). Design Consultant is asked to resubmit if baseplan is not acceptable.
11 Prepare and Transmit Hydraulic Info and Baseplan Approval Letter
P&R Supervisor prepares a Baseplan Approval Letter, which includes a note informing Design Consultant that green review is being completed and information regarding the addition of GSI to the project is forthcoming. This letter is transmitted, along with planning-level details about the repairs to be made to water/sewer infrastructure, to Design Consultant, copying Design Branch.
12 Submit Baseplan Invoice
After receiving baseplan approval and authorization to proceed with the water/sewer project, Design Consultant submits baseplan invoice to PWD.
13 Review/Approve Baseplan Invoice and Issue Payment
Invoice processed by Finance and Design Branch, then reviewed by Design Branch Engineer, who either approves invoice or identifies an error and asks for resubmission. Approved invoice is sent back to Finance, who issues payment. Design Branch updates CAPIT status to “30% Complete”.
14 Prepare/Transmit Green Design Proposal Request
Design Branch prepares a green design proposal request and transmits it to Design Consultant. Design Branch also updates work type in CAPIT and adds “G” suffix to Work Number. Design Branch sends OOW an updated copy of the green concept and review spreadsheet. OOW updates preliminary design metrics if Design Branch has made any changes to the concept.
15 Coordinate Scoping Meeting with Design Consultant (if needed)
This step involves the coordination of a meeting to discuss green concept and proposal request. If a meeting is needed, Design Branch Engineer schedules and facilitates the meeting.
11
GSI Design Process Workflow Packet Track 1 – GSI on Water/Sewer Project
16 Meet to Discuss Green Concept and Proposal Request (if needed)
Design Branch Engineer facilitates meeting with key PWD and Design Consultant staff. Project details, PWD requirements, and submission of the project proposal are discussed.
17 Prepare and Submit Proposal and Geotechnical Testing Request
Design Consultant is responsible for preparing the proposal, consisting of scope, costs, and schedule, and the geotechnical testing request. Materials should be submitted to Design Branch Contract Manager.
18 Review/Approve Proposal
Design Branch reviews the project proposal developed by the Design Consultant. If revisions must be made, Design Branch Contract Manager sends comments to Design Consultant who addresses them and sends back updated files.
19 Coordinate Geotechnical Testing with Geotechnical Consultant
Design Branch Engineer transmits geotechnical testing request to Geotech Contract Manager using input received from the Design Consultant’s proposal. Geotech Contract Manager reviews request and submits it to one of PWD’s Geotechnical Contractors.
20 Prepare/Transmit Green Design Authorization
Design Branch Contract Manager transmits final approval of the proposal to Design Consultant, copying Design Branch Engineer. This authorizes Design Consultant to proceed with the project.
21 Review/Distribute Geotech Submission
Once Geotechnical Consultant has submitted geotechnical investigation results, Geotech Contract Manager transmits submission to Design Branch Engineer. Design Branch Engineer reviews geotechnical testing data for quality and forwards it to the Design Consultant to include in their design. This may occur at various points during the development of the baseplan.
22 Prepare/Revise and Submit Substantially Complete Design
Design Consultant prepares substantially complete design submission in accordance with the approved scope and GSI design and drawing requirements. Informal interim submissions and check-ins before the substantially complete design submission may be arranged. Submission is made to Design Branch Engineer. If Design Branch Engineer responds to the substantially complete design submission with comments that must be resolved before approval, Design Consultant makes necessary revisions and resubmits the design, along with a letter responding to each comment.
23 Review Substantially Complete Design
Design Branch Engineer reviews the substantially complete design submission. If there are issues with the submission, Design Branch Engineer sends comments back to Design Consultant for resubmission.
12
GSI Design Process Workflow Packet Track 1 – GSI on Water/Sewer Project
24 Review/Comment on Substantially Complete Design
Operations Unit, P&R, GSI Maintenance, and other PWD units as needed review plans and send approval/comments back to Design Branch Engineer. Design Branch Engineer coordinates comments and asks for revisions from Design Consultant if major design changes are required.
25 Approve Substantially Complete Design
Design Branch Engineer responds to Design Consultant’s latest submission by confirming that the substantially complete design is approved and the project is ready for submission to utilities.
26 Submit Job for Utility/Agency Review
Once substantially complete design has been approved, plans are prepared and submitted by Design Consultant to external utilities/agencies and other PWD units.
Design Consultant should reference the Green Stormwater Infrastructure Review Contacts table (Attachment G of the GSI Design Requirements and Guidelines Packet), which provides information on what utilities/agencies should be submitted to, what their submission requirements are, and where submissions should be sent. Design Consultant is encouraged to ask Design Branch Engineer about any utility submission details. One copy of the full submission, along with copies of all transmittals to utilities/agencies, should be provided to Design Branch Engineer.
Design Branch Engineer updates CAPIT status to “70% Complete”. Design Branch may submit plans to other partners it deems necessary.
27 Review/Comment on Substantially Complete Design
Utilities/Agencies review plans and send approval/comments back to Design Consultant. Design Consultant must be proactive in checking on the status of review and be in close contact with PWD if it appears there is a delay in any particular review. Design Consultant can contact Design Branch Engineer with any questions.
28 Respond to Utility Comments
If a utility/agency does not approve design, Design Consultant addresses comments at the advisement of the Design Branch Engineer and resubmits plans to the utility/agency.
29 Prepare/Revise and Submit PS&E Design
Design Consultant addresses any comments from utilities/agencies. Design Consultant works with Design Branch Engineer to resolve any issues. Once all reviewer comments have been addressed, Design Consultant prepares and submits the Plans, Specs, and Estimate (PS&E) design in accordance with the approved project scope and GSI design and drawing requirements.
If Design Branch Engineer responds to PS&E submission with comments that must be resolved before approval, Design Consultant makes necessary revisions and resubmits the design, along with a letter responding to each comment.
13
GSI Design Process Workflow Packet Track 1 – GSI on Water/Sewer Project
30 Review PS&E Design
Design Branch Engineer reviews the PS&E design submission. If there are issues with the submission, Design Branch Engineer sends comments back to Design Consultant for resubmission. If the design meets PS&E design requirements, Design Branch Engineer forwards the submission, including at least the following items, to OOW for Compliance Review:
Full plan set (single .PDF)
Project narrative (.PDF or .DOCX)
GreenIT Data Entry Application Metrics Report (.PDF and .CSV)
Supporting design calculations and modeling (.XLSX)
Drainage area maps (.PDF) Design Branch Engineer should estimate the date the project will go to PC and provide any indication that once there it might move faster or slower than a typical project.
31 Compliance Review Back
OOW completes Compliance Review to inform Compliance tracking metrics. OOW reviews the design report deliverables, confirms the managed area/Greened Acres, and tracks the schedule of the project. This is not a technical review. OOW provides comments/approval to Design Branch Engineer and enters design metrics into GreenIT.
32 Provide Project Approval
Ater receiving OOW feedback and resolving any outstanding issues with OOW or the Design Consultant, Design Branch Engineer responds to Design Consultant’s latest submission by confirming that the PS&E design is approved and the project is ready for final submission. Design Branch Engineer Updates CAPIT status to 95%.
33 Prepare and Submit Final Design
Upon project package approval, Design Consultant prepares and sends the final design submission in accordance with the approved project scope and design and drawing requirements.
34 Final Packaging
Once the final design is received from Design Consultant and a supervising engineer in the Design Branch signs off on the project, Design Branch Engineer compiles all needed materials into a project package to be sent to PC. OOW should be able to access the following on ProjectWise:
Full plan set (single .PDF and .DWG or .DGN)
Project narrative (.PDF or .DOCX)
GreenIT Data Entry Application Metrics Report (.PDF, .CSV, and .GREENIT formats)
Supporting design calculations and modeling (.XLSX)
Drainage area maps (.PDF and .DWG or .DGN)
35 Transmit to Projects Control and OOW
Once all needed materials have been compiled into the project package, Design Branch Engineer transmits package to Projects Control with OOW cc’d on the cover letter. Once project package is
14
GSI Design Process Workflow Packet Track 1 – GSI on Water/Sewer Project
delivered, Design Branch Engineer updates CAPIT status to “In Projects Control”. OOW enters final design metrics into GreenIT if any changes have been made since Compliance Review.
36 Enter GPIS Offsets
After final design is submitted, Design Branch enters data into GPIS for review and, if project is on a state route, prepares and submits PennDOT HOP application.
37 GPIS Review/Comment
Utilities review and approve proposed infrastructure work in GPIS. This should be about 25 days after PWD has entered offsets into GPIS.
15
PROJECT
PACKAGE
INITIATION
30% DESIGN
REVIEW AND
APPROVAL
70% DESIGN
REVIEW AND
APPROVAL
DESIGN REVIEWED
BY UTILITIES AND
AGENCIES
90% DESIGN
SUBMISSION
FINAL BID
DOCUMENT
SUBMISSION
PROJECTS
CONTROL AND
BIDDING
WORKFLOW SUMMARY
Track 2 – Non-Water/Sewer GSI Design
(Contract Managed by Design Branch)
OOW develops concepts for GSI projects. Initiation in design occurs when OOW assembles concept locations into
a project package (with approval/advice from Design Branch) and enters the package into CAPIT. Work number
assigned, then proposal requested by OOW, negotiated between Design Consultant and PWD (OOW and Design
Branch), and approved officially by Design Branch. Geotechnical investigation request also prepared by OOW
(with input from Design Consultant) and provided to Design Branch, who coordinates testing through PWD’s
geotechnical contracts.
Design Consultant prepares and submits 70% (substantially complete) design to both Design Branch and OOW
for review and comment. If there are any new prototype or irregular systems, materials, or devices used, OOW
discusses with PWD Collector Systems and/or Construction units. Design Branch sends comments and/or
approval for utility submission to OOW, who communicates this information along with any OOW comments to
Design Consultant. OOW and Design Consultant sends job out for utility review only once OOW provides
approval.
OOW sends design plans to other PWD units (Design Branch, GSI Maintenance, Collector Systems, and
Construction) and Design Consultant sends plans to external utilities/agencies following Attachment G of the GSI
Design Requirements & Guidelines Packet. Design Consultant copies OOW on submissions (one copy of drawings
and all transmittals).
Utility/agency/PWD responses are received and resolved. Design Consultant prepares and submits 90% (PS&E)
design, as defined in Attachment A of the GSI Design Requirements & Guidelines Packet, to both the Design
Branch and OOW.
Design Branch sends comments on 90% submission to OOW, who communicates this information along with any
OOW comments to Design Consultant. Once OOW and Design Branch have no further comments, OOW
coordinates a final consensus meeting with Design Branch. Design Branch issues final approval to Design
Consultant. Design Consultant forwards final design bid package, in accordance with the Final Design Package
Checklist (located on PWD’s GSI Design Resources Website and shown in Attachment B of the GSI Design
Requirements and Guidelines Packet), to Design Branch (OOW copied). OOW applies for the street opening
permit through GPIS and completes final metrics tracking. Project package is logged out of design and forwarded
to Projects Control for bidding by Design Branch.
Initiation
PWD 70% (Substantially
Complete Design)
Final
Design
Geotechnical consultant submits testing results to Design Branch, who distributes them to OOW. If a survey and
design Proposal has been negotiated, 30% design (baseplan and concept check) is the first submission. If only a
survey Proposal has been negotiated, the baseplan is submitted by Design Consultant to OOW, who conducts
review. OOW communicates approval of baseplan to Design Branch, who authorizes payment by notifying the
Design Consultant of approval. Concept is then updated by OOW according to information from the baseplan and
geotechnical test results, and a design proposal is negotiated. For 30% design approval, baseplan and concept
check (if necessary) must be submitted by Design Consultant and approved by PWD. Before 30% approval, OOW
coordinates with partners as necessary to confirm concept.
PWD 30% (Baseplan/
Concept Check)
PWD 90% (PS&E Design)
16
Off
ice
of
Wa
ters
he
ds (
OO
W)
De
sig
n B
ran
ch
Tra
ckin
gD
esig
n C
on
su
lta
nt
Suggest
Project
Package
DESIGN INITIATION
Approve/
Advise on
Project
Packaging
PWD 30% (BASEPLAN / CONCEPT CHECK)
Time Varies 1-2 months 3-6 months
2
3
LAST REVISED: 05/15/2015
Detailed Workflow
Track 2 – Non-Water/Sewer GSI Design (Contract Managed by Design Branch)
Planning through 30%
GR
EE
NIT
Up
da
ted
by O
OW
(ente
r pre
limin
ary
de
sig
n m
etr
ics)
Create
Project
Package
4
CA
PIT
Pro
ject
Cre
ate
d b
y O
OW
Assign
Work No.
5
Transmit
Geotechnical
Request
Transmit
Proposal
Request
6 12
Coordinate
Geotechnical
Request
13
Meet to
Discuss
Proposal
Request
(if needed)
7
Prepare and
Submit Proposal
and Geotechnical
Testing Request
8
Review/
Approve
Proposal
10 Prepare/
Transmit
Project
Authorization
11
Prepare
and Submit
Baseplan
Finalize Concept
Design/Sketches
and Design
Proposal Request
Review/
Approve
Baseplan
Review/
Distribute
Geotech
Submission
Meet to
Discuss
Design
Proposal
Request
(if needed)
19
Prepare
and Submit
Design
Proposal
20
Prepare/
Transmit
Design
Authorization
23
Review/
Approve
Design
Proposal
22
CA
PIT
Sta
tus U
pda
ted b
y D
esig
n
(“30
% C
om
ple
te”)
If n
ot
do
ne
pre
vio
usly
15
16
18
Review/
Confirm
Proposal
9
Review/
Confirm
Design
Proposal
21
Geotechnical Consultant
Prepares Submission
Planning/
Concept
Development/
Project
Grouping
1
Authorize
Baseplan
Payment
14
Design
Proposal
Established?
No
Prepare/Revise
and Submit
Baseplan/
Concept Check
24
No
Yes
Concept
Check
Needed?
Issues?
Yes
Review
Baseplan/
Concept
Check
Submission
Yes
26
No
Check-In
Coordination
with Project
Partners
(if needed)
27
Approve
Baseplan/
Concept
Check
28
Review
Baseplan/
Concept
Check
Submission
PLANNING COMPLETE
1725
DESIGN INITIATION PWD 30% (BASEPLAN / CONCEPT CHECK)PLANNING COMPLETE
CA
PIT
Sta
tus U
pda
ted b
y D
esig
n
(“30
% C
om
ple
te”)
Send
Plans to
Other PWD
Units as
Needed
29
GR
EE
NIT
Sta
tus U
pda
ted
by O
OW
(“T
ransfe
r to
De
sig
n”)
GR
EE
NIT
Up
da
ted
by O
OW
(ente
r pre
limin
ary
de
sig
n m
etr
ics)
Pu
blic
Affa
irs N
otified
by O
OW
, if r
eq
uir
ed
PL
AN
IT U
pda
ted b
y O
OW
(Pro
ject
tra
nsfe
rre
d t
o G
RE
EN
IT)
17
Tra
ckin
gO
the
r P
WD
Un
its
Utilit
ies a
nd
Ext
Ag
en
cie
sD
esig
n C
on
su
lta
nt
De
sig
n B
ran
ch
Off
ice
of
Wa
ters
he
ds (
OO
W)
LAST REVISED: 05/15/2015
Detailed Workflow
Track 2 – Non-Water/Sewer GSI Design (Contract Managed by Design Branch)
30% through Final Design
2-4 months
Review/
Comment on
Substantially
Complete
Design
Prepare/Revise
and Submit
PS&E Design
36
Deliver to
Projects
Control
2-4 months 2-3 months
CA
PIT
Sta
tus U
pda
ted
by D
esig
n
(“70
% C
om
ple
te”)
GR
EE
NIT
Upd
ate
d b
y O
OW
(ente
r up
da
ted d
esig
n m
etr
ics)
GR
EE
NIT
Upd
ate
d b
y O
OW
(Fin
al D
esig
n M
etr
ics)
CA
PIT
Sta
tus U
pda
ted
by D
esig
n
(“In
Pro
jects
Con
tro
l”)
NO
OK for Utility
Submission?
OK for Utility
Submission?
Review
Substantially
Complete
Design
Submission
NO
Prepare/Revise
and Submit
Substantially
Complete Design
30
31
YES
Compile
Comments on
Substantially
Complete
Design
33
Review
PS&E
Design
Revisions
Required?
YES
NOReview
PS&E
Design
40
Revisions
Required?
NO
Compile
Comments on
PS&E Design
42
41
YES
Consensus
Meeting
44
GPIS
Review/
Comment
Prepare
and Submit
Final
Design
50
Provide
Project
Package
Approval
Final
Packaging
4547
46
48
Submit job
for Utility
Review
35
Authorize
Utility
Submission
34
YES
39
NO
Respond
to Utility
Comments
38
Utility
Response
Required?
YES
Review
Substantially
Complete
Design
Submission
32
Review/
Comment on
Substantially
Complete
Design
37
Enter GPIS
Offsets
49
PWD 70%
(SUBSTANTIALLY COMPLETE DESIGN)
PWD 30%
(BASEPLAN/CONCEPT CHECK)FINAL DESIGN
PWD 90%
(PLANS, SPECS, & ESTIMATE DESIGN)FINAL DESIGN
PWD 30%
(BASEPLAN/CONCEPT CHECK)
PWD 70%
(SUBSTANTIALLY COMPLETE DESIGN)
Review/
Comment on
PS&E Design
43
PWD 90%
(PLANS, SPECS, & ESTIMATE DESIGN)
18
GSI Design Process Workflow Packet Track 2 – GSI Design (Contract Managed by Design Branch)
Track 2 Expanded Process Descriptions
1 Planning/Concept Development/Project Grouping
In this preliminary phase, OOW identifies sites, groups them, and prepares a concept project package. This process occurs on a continual basis in order to maintain a surplus of projects available for design. Planning is complete when OOW transfers the project from PlanIT to GreenIT.
2 Suggest Project Package
OOW submits request to Design Branch Contract Manager to use Design Branch consultant for project.
3 Approve/Advise on Project Packaging
Design Branch reviews request to use Water/Sewer Design Unit consultant, and either approves or advises on changes to be made.
4 Create Project Package
OOW initiates the project in CAPIT. OOW updates the GreenIT status code to “Transfer to Design”.
5 Assign Work No.
This process is performed by Design Branch Administrator upon request from OOW. Once Work Number is assigned, Design Branch Administrator updates CAPIT with the number and creates a project folder in ProjectWise.
6 Transmit Proposal Request
OOW transmits proposal request to Design Consultant, copying Design Branch Engineer and Design Branch Contract Manager.
7 Meet to Discuss Proposal Request (if needed)
Whether a meeting is conducted or not will have already been determined and indicated in the proposal request transmitted in Step 6. If a meeting is conducted, OOW schedules and facilitates meeting with key PWD and consultant staff. Project details, PWD requirements, and submission of the Proposal are discussed.
8 Prepare and Submit Proposal and Geotechnical Testing Request
Design Consultant is responsible for preparing and submitting Proposal, consisting of scope, costs, schedule, and the geotechnical testing request per the proposal request and by the deadline specified. Materials should be submitted to Design Branch Contract Manager with OOW copied.
19
GSI Design Process Workflow Packet Track 2 – GSI Design (Contract Managed by Design Branch)
9 Review/Confirm Proposal
OOW reviews Proposal developed by Design Consultant. If revisions must be made, OOW sends comments to Design Branch Contract Manager, who reviews and forwards them to Design Consultant. Design Consultant addresses comments and resubmits updated files.
10 Review/Approve Proposal
Design Branch reviews Proposal developed by Design Consultant. If revisions must be made, Design Branch Contract Manager sends comments to Design Consultant, who addresses them and sends back updated files.
11 Prepare/Transmit Project Authorization
Design Branch Contract Manager transmits final approval of Proposal to Design Consultant, copying OOW. This authorizes Design Consultant to proceed with the project.
12 Transmit Geotechnical Request
OOW transmits geotechnical investigation request to Geotech Contract Manager using input received from Design Consultant’s Proposal.
13 Coordinate Geotechnical Request
Geotech Contract Manager reviews request and works with OOW to solve any issues. Geotech Contract Manager submits request to one of PWD’s Geotechnical Contractors.
14 Review/Distribute Geotech Submission
Once Geotechnical Consultant has submitted geotechnical investigation results, Geotech Contract Manager transmits submission to Design Branch Engineer and OOW. OOW reviews geotechnical testing data for quality and forwards it to Design Consultant. This may occur at various points during the development of the baseplan.
15 Prepare and Submit Baseplan
Design Consultant performs survey and prepares and submits baseplan as specified in the Proposal. If project is anticipated to involve ADA ramp or curb reconstruction, Design Consultant must request a bench mark and proposed curb elevations from the City District Surveyor, providing the PWD Work Number with the request.
16 Review/Approve Baseplan
OOW reviews baseplan submission. If revisions are needed, comments are sent back to Design Consultant. Once baseplan is acceptable, OOW notifies Design Branch Contract Manager.
20
GSI Design Process Workflow Packet Track 2 – GSI Design (Contract Managed by Design Branch)
17 Authorize Baseplan Payment
Design Branch Contract Manager notifies Design consultant of baseplan approval, authorizing payment.
18 Finalize Concept Design/Sketches and Design Proposal Request
OOW makes changes as necessary to concept based on baseplan and geotechnical investigation and prepares design proposal request. OOW sends request to Design Consultant, copying Design Branch Engineer and Design Branch Contract Manager.
19 Meet to Discuss Design Proposal Request (if needed)
OOW facilitates meeting with key PWD and consultant staff. Project details, PWD requirements, and submission of the design Proposal are discussed.
20 Prepare and Submit Design Proposal
Design Consultant is responsible for preparing and submitting the design Proposal, consisting of scope, costs, and schedule, per the proposal request and by the deadline specified.
21 Review/Confirm Design Proposal
OOW reviews the Proposal developed by the Design Consultant. If revisions must be made, OOW sends comments to Design Consultant (copying Design Branch Contract Manager). Design consultant addresses comments and resubmits updated files.
22 Review/Approve Design Proposal
Design Branch reviews the Proposal developed by the Design Consultant. If revisions must be made, Design Branch Contract Manager sends comments to Design Consultant, who addresses them and sends back updated files.
23 Prepare/Transmit Design Authorization
Design Branch transmits final approval of the proposal to Design Consultant, copying OOW. This authorizes Design Consultant to proceed with the project.
24 Prepare/Revise and Submit Baseplan/Concept Check
Design Consultant performs survey and prepares Baseplan/Concept Check Submission in accordance with the approved scope and GSI design and drawing requirements. If project is anticipated to involve ADA ramp or curb reconstruction, Design Consultant must request a bench mark and proposed curb elevations from the City District Surveyor if they have not done so already. Design Consultant must provide the PWD Work Number with the request. Informal interim submissions and check-ins before the Baseplan/Concept Check submission are encouraged. If OOW responds to the baseplan/concept check submission with comments that must be resolved before approval, Design Consultant makes necessary revisions and resubmits the design, along with a letter responding to each comment.
21
GSI Design Process Workflow Packet Track 2 – GSI Design (Contract Managed by Design Branch)
25 Review Baseplan/Concept Check Submission
Design Branch Engineer reviews the baseplan/concept check submission and notifies OOW if there are issues with the submission.
26 Review Baseplan/Concept Check Submission
OOW reviews the baseplan/concept check submission and receives input from Design Branch Engineer. If there are issues with the submission, OOW sends comments back to Design Consultant for resubmission.
27 Check-In Coordination with Project Partners (if needed)
Once it is confirmed that there are no issues with the baseplan/concept check submission, OOW provides project partners (if there are any) with an update on the status of the design that alerts them of any changes to the concept. OOW responds to comments that project partners have before approving baseplan/concept check design. This process typically takes around three weeks.
28 Approve Baseplan/Concept Check
OOW responds to Design Consultant’s latest submission by confirming that either the project is ready to move on to development of substantially complete design or the project will be ready for development of substantially complete design if consultant addresses certain comments. Design Branch updates CAPIT status to “30% Complete,” if CAPIT status was not udated previously. OOW updates preliminary design metrics in GreenIT.
29 Send Plans to Other PWD Units as Needed
On a project as-needed basis, OOW coordinates with any other necessary PWD units, including, but not limited to: GSI Maintenance, GSI Planning, Collector Systems, etc.
30 Prepare/Revise and Submit Substantially Complete Design
Design Consultant prepares substantially complete design submission in accordance with the approved scope and GSI design and drawing requirements. Design consultant may start developing ADA ramp designs in accordance with the scope or at OOW’s direction. Informal interim submissions and check-ins before the Substantially Complete Design submission are encouraged. If OOW responds to substantially complete design submission with comments that must be resolved before approval, Design Consultant makes necessary revisions and resubmits design, along with a letter responding to each comment.
31 Review Substantially Complete Design Submission
Design Branch Engineer reviews substantially complete design submission and sends any comments to OOW.
22
GSI Design Process Workflow Packet Track 2 – GSI Design (Contract Managed by Design Branch)
32 Review Substantially Complete Design Submission
OOW reviews the substantially complete design submission, soliciting feedback on landscape design from GSI Maintenance, and prepares comments as necessary.
33 Compile Comments on Substantially Complete Design
If the submission requires revision, OOW adds comments to any received from Design Branch Engineer and sends a review letter to Design Consultant, requesting resubmission. This process repeats until PWD determines that the design meets substantially complete design approval requirements. Multiple submissions are typically necessary.
34 Authorize Utility Submission
Once PWD has determined that there are no outstanding issues with Substantially Complete Design, OOW responds to Design Consultant’s latest submission by confirming that the Substantially Complete Design is approved and the project is ready for submission to utilities.
35 Submit Job for Utility Review
Once substantially complete design has been approved, plans are submitted for utility review. OOW submits and coordinates review directly with other PWD units (Construction Unit, GSI Maintenance, and Collector Systems Unit) and project partners. Design Consultant submits to external utilities/agencies. OOW and Design Consultant should reference the Green Stormwater Infrastructure Review Contacts table (Attachment G of the GSI Design Requirements and Guidelines Packet), which provides information on what utilities/agencies should be submitted to, what their submission requirements are, and where the submissions should be sent. Design Consultant is encouraged to ask OOW about any utility submission details. Copies of all transmittals to utilities/agencies should be provided to OOW and Design Branch.
Once first copy of transmittal to utilities/agencies is received, Design Branch Engineer updates CAPIT status to “70% Complete”. OOW updates greened acres and SMP type in GreenIT. OOW may submit plans to other partners it deems necessary.
36 Review/Comment on Substantially Complete Design
Other PWD units and project partners review plans and send approval/comments back to OOW copied.
37 Review/Comment on Substantially Complete Design
Utilities/Agencies review plans and send approval/comments back to Design Consultant. Design Consultant must be proactive in checking on the status of review and be in close contact with PWD if it appears there is a delay in any particular review. Design Consultant can contact OOW with any questions.
23
GSI Design Process Workflow Packet Track 2 – GSI Design (Contract Managed by Design Branch)
38 Respond to Utility Comments
If a utility/agency does not approve design, Design Consultant addresses comments at the advisement of the OOW and resubmits plans to the utility/agency.
39 Prepare/Revise and Submit PS&E Design
When approval is received from utilities/agencies, Design Consultant addresses any comments. Questions are presented to OOW and addressed. Once all reviewer comments have been addressed, Design Consultant prepares and submits Plans, Specs, and Estimate (PS&E) design in accordance with the approved project scope and GSI design and drawing requirements.
If OOW responds to PS&E design submittal with comments, Design Consultant makes necessary revisions and resubmits the design, along with a letter responding to each comment.
40 Review PS&E Design
OOW reviews the PS&E submission and prepares comments as necessary. OOW may submit design to other PWD units and project partners as needed.
41 Review PS&E Design
Design Branch Engineer reviews the PS&E submission and sends any comments to OOW.
42 Compile Comments on PS&E Design
If the PS&E submission requires revision, OOW adds comments to any received from Design Branch Engineer and sends a review letter to Design Consultant, requesting resubmission. This process repeats until PWD determines that the design meets PS&E design approval requirements. Multiple submissions may be necessary.
43 Review/Comment PS&E Design
Other PWD units and project partners, as needed, review design and send approval/comments back to OOW . Design Consultant makes any needed corrections to design.
44 Consensus Meeting
OOW schedules and facilitates a meeting with involved members of OOW and the Design Branch to confirm that there is a consensus to approve design.
45 Provide Project Package Approval
Once PWD has determined that the design requires no further revisions and is final, Design Branch Contract Manager prepares and sends a project package approval letter to Design Consultant.
24
GSI Design Process Workflow Packet Track 2 – GSI Design (Contract Managed by Design Branch)
46 Prepare and Submit Final Design
Upon project package approval, Design Consultant prepares and submits the final design submission in accordance with the approved project scope and GSI design and drawing requirements.
47 Final Packaging
Once the final design is received from Design Consultant, Design Branch Engineer compiles all needed materials into the project package.
48 Deliver to Projects Control
Once all needed materials have been compiled into the project package, Design Branch Engineer delivers the package to Projects Control along with the project package transmittal letter. Once project package is delivered, Design Branch Engineer updates CAPIT status to “In Projects Control”. OOW enters final design metrics in GreenIT.
49 Enter GPIS Offsets
After final design is submitted to OOW, OOW enters data into GPIS for review and, if project is on a state route, prepares and submits PennDOT HOP application.
50 GPIS Review/Comment
Utilities review and approve proposed infrastructure work in GPIS, confirming earlier plan approval. This should be about 25 days after OOW has entered offsets into GPIS.
25
PROJECT
PACKAGE
INITIATION
30% DESIGN
REVIEW AND
APPROVAL
70% DESIGN
REVIEW AND
APPROVAL
DESIGN REVIEWED
BY UTILITIES,
AGENCIES, AND
OTHER PWD UNITS
90% DESIGN
SUBMISSION
FINAL BID
DOCUMENT
SUBMISSION
PROJECTS
CONTROL AND
BIDDING
WORKFLOW SUMMARY
Track 3 – GSI Design (Contract Managed by OOW)
OOW develops concepts for GSI projects. Initiation in design occurs when OOW assembles concept locations
into a project package. Package is entered into CAPIT and work number is assigned. Proposal is requested and
negotiated between OOW and Design Consultant, then work is authorized to proceed. Scope of work may
include survey, geotechnical investigation, and design by Design Consultant.
Baseplan, geotechnical investigation, and concept check (if necessary) are submitted to and reviewed by OOW.
In some cases, a Proposal for only survey/geotech may be negotiated, and a separate Proposal for design
negotiated at a later date. Before 30% approval, OOW coordinates with partners as necessary to confirm
concept.
Upon approval of 30% design, Design Consultant prepares 70% (substantially complete) design and submits it to
OOW for review and comment. If there are any new prototype or irregular systems, materials, or devices used,
OOW discusses with PWD Collector Systems and/or Construction units. OOW coordinates with Design
Consultant to revise design as necessary. OOW and Design Consultant send the job out for utility review only
once OOW provides approval.
OOW sends design plans to other PWD units (Design Branch, GSI Maintenance, Collector Systems, and
Construction) and Design Consultant sends plans to external utilities/agencies following Attachment G of the
GSI Design Requirements & Guidelines Packet. Design Consultant copies OOW on submissions (one copy of
drawings and all transmittals).
Utility/agency/PWD responses are received and resolved. Design Consultant prepares and submits 90% (PS&E)
design, as defined in Attachment A of the GSI Design Requirements & Guidelines Packet, to OOW.
OOW provides comments on submission, which are addressed by Design Consultant. OOW submits design to
other PWD units or project partners as necessary. Once there are no further comments, OOW sends project
approval to Design Consultant. Design Consultant forwards final design bid package, in accordance with the
Final Design Package Checklist (located on PWD’s GSI Design Resources Website and shown in Attachment B of
the GSI Design Requirements and Guidelines Packet), to OOW. OOW applies for street opening permit through
GPIS if any streets are involved with the project package and completes final metrics tracking. OOW then
forwards job to Projects Control for bidding.
Initiation
PWD 70% (Substantially
Complete Design)
Final
Design
PWD 30% (Baseplan/
Concept Check)
PWD 90% (PS&E Design)
26
De
sig
n C
on
su
lta
nt
De
sig
n B
ran
ch
Off
ice
of
Wa
ters
he
ds (
OO
W)
Tra
ckin
g
Time Varies 1-2 months
LAST REVISED: 05/15/2015
Detailed Workflow
Track 3 – GSI Design (Contract Managed by OOW)
Planning through 30%
Create
Project
Package
2
CA
PIT
Pro
ject C
rea
ted b
y O
OW
Transmit
Proposal
Request
4
Meet to
Discuss
Proposal
Request
(if needed)
Prepare
and Submit
Proposal
6
Review/
Approve
Proposal
7Prepare/
Transmit
Authorization
GR
EE
NIT
Upd
ate
d b
y O
OW
(Estim
ate
d D
A a
nd S
MP
Typ
e)
Planning/
Concept
Development/
Project
Grouping
1
Assign
Work No.
3
5
Yes
Issues?
Review
Baseplan/
Concept
Check
Submission
17
No
Prepare/Revise
and Submit
Baseplan/
Concept Check
Submission
16
Check-In
Coordination
with Project
Partners
(if needed)
18
CA
PIT
Sta
tus U
pda
ted b
y O
OW
(“3
0%
Co
mple
te”)
If n
ot d
on
e p
revio
usly
3-6 months
Approve
Baseplan/
Concept
Check
19
8
Design
Proposal
Established?Yes
Finalize Concept
Design/Sketches
and Design
Proposal Request
Review/
Approve
Baseplan
Review/
Approve
Design
Proposal
10
Prepare
and Submit
Design
Proposal
Meet to discuss
Design Proposal
Request
(if needed)
12
14 Prepare/
Transmit
Design
Authorization
13No
11
15
Concept
Check
Needed?
Yes
No
Prepare
and Submit
Baseplan
9
PLANNING COMPLETE DESIGN INITIATION PWD 30% (BASEPLAN / CONCEPT CHECK)
DESIGN INITIATIONPLANNING COMPLETE
Send Plans
to Other
PWD Units
as Needed
CA
PIT
Sta
tus U
pda
ted b
y O
OW
(“3
0%
Co
mple
te”)
20
PWD 30% (BASEPLAN / CONCEPT CHECK)
GR
EE
NIT
Sta
tus U
pd
ate
d b
y O
OW
(“T
ran
sfe
r to
Desig
n”)
GR
EE
NIT
Up
da
ted b
y O
OW
(ente
r pre
limin
ary
desig
n m
etr
ics)
Pu
blic
Affa
irs N
otifie
d b
y O
OW
, if r
eq
uir
ed
PLA
NIT
Up
da
ted
by O
OW
(Pro
ject tr
an
sfe
rred
to
GR
EE
NIT
)
27
Tra
ckin
gO
the
r P
WD
Un
its
Utilit
ies a
nd
Ext
Ag
en
cie
s
De
sig
n
Bra
nch
Off
ice
of
Wa
ters
he
ds (
OO
W)
De
sig
n C
on
su
lta
nt
LAST REVISED: 05/15/2015
Detailed Workflow
Track 3 – GSI Design (Contract Managed by OOW)
30% through Final Design
2-3 months
OK For Utility
Submission?
Review
Substantially
Complete
Design
Submission
22
No
Prepare/
Revise and
Submit
Substantially
Complete
Design
21
Submit Job
for Utility
Review
24
Review/Comment
on Substantially
Complete Design
26
CA
PIT
Sta
tus U
pd
ate
d b
y O
OW
(“7
0%
Com
ple
te”)
GR
EE
NIT
Upd
ate
d b
y O
OW
(Estim
ate
d D
A a
nd
SM
P T
yp
e)
Provide
Project
Package
Approval
Require
Resubmission?
31
Yes
Prepare/Revise
and Submit
PS&E Design
No
Review
PS&E
Design
Submission
28
29
Yes
Prepare
and Submit
Final
Design
32
Final
Packaging
GPIS Review/
Comment
(if applicable)
35
Deliver to
Projects
Control
33
GR
EE
NIT
Upd
ate
d b
y O
OW
(Fin
al D
esig
n M
etr
ics)
CA
PIT
Sta
tus U
pd
ate
d b
y O
OW
(“In
Pro
jects
Co
ntr
ol”
)
2-4 months2-4 months
34
Authorize
Utility
Submission
23
YES
Respond
to Utility
Comments
Utility
Response
Required?
Review/Comment
on Substantially
Complete Design
25
NO
27
PWD 70%
(SUBSTANTIALLY COMPLETE DESIGN)
PWD 30%
(BASEPLAN / CONCEPT CHECK)
PWD 90%
(PLANS, SPECS, & ESTIMATE DESIGN)
FINAL
DESIGN
PWD 70%
(SUBSTANTIALLY COMPLETE DESIGN)
PWD 30%
(BASEPLAN / CONCEPT CHECK)
FINAL
DESIGN
Review/
Comment on
PS&E Design
30
PWD 90%
(PLANS, SPECS, & ESTIMATE DESIGN) 28
GSI Design Process Workflow Packet Track 3 – GSI Design (Contract Managed by OOW)
Track 3 Expanded Process Descriptions
1 Planning/Concept Development/Project Grouping
In this preliminary phase, OOW identifies sites, groups them, and prepares a concept project package. This process occurs on a continual basis in order to maintain a surplus of projects available for design. Planning is complete when OOW transfers the project from PlanIT to GreenIT.
2 Create Project Package
OOW initiates the project in CAPIT. OOW updates the GreenIT status code to “Transfer to Design”.
3 Assign Work No.
This process is performed by Design Branch Administrator upon request from OOW. Once Work Number is assigned, Design Branch Administrator updates CAPIT with the number and creates a project folder in ProjectWise.
4 Transmit Proposal Request
OOW transmits proposal request to Design Consultant, including latest PSR and invoice packages for Design Consultant’s use.
5 Meet to Discuss Proposal Request (if needed)
Whether a meeting is conducted or not will have already been determined and indicated in the proposal request transmitted in Step 4. If a meeting is conducted, OOW schedules and facilitates meeting with key PWD and consultant staff. Project details, PWD requirements, and submission of the Proposal are discussed.
6 Prepare and Submit Proposal
Design Consultant is responsible for preparing and submitting the Proposal, consisting of scope, costs, and proposed Project Monitoring Table (PMT), per the proposal request and by the deadline specified.
7 Review/Approve Proposal
OOW reviews project proposal developed by Design Consultant. If revisions must be made, OOW sends comments to Design Consultant, who addresses them and sends back updated files.
8 Prepare/Transmit Authorization
OOW transmits final approval of Proposal to Design Consultant using the Proposal Authorization Form, which authorizes Design Consultant to proceed with the project.
29
GSI Design Process Workflow Packet Track 3 – GSI Design (Contract Managed by OOW)
9 Prepare and Submit Baseplan
Design Consultant performs survey and prepares and submits baseplan as specified in the Proposal. If project is anticipated to involve ADA ramp or curb reconstruction, Design Consultant must request a bench mark and proposed curb elevations from the City District Surveyor, providing the PWD Work Number with the request.
10 Review/ Approve Baseplan
OOW reviews baseplan submission. If revisions are needed, comments are sent back to Design Consultant in the form of a review letter. Once baseplan is acceptable, OOW sends approval to Design Consultant.
11 Finalize Concept Design/Sketches and Design Proposal Request
OOW makes changes as necessary to concept based on baseplan and geotechnical investigation and prepares design proposal request. OOW sends request to Design Consultant. OOW updates CAPIT status to “30% Complete”.
12 Meet to Discuss Design Proposal Request (if needed)
Whether a meeting is conducted or not will have already been determined and indicated in the proposal request. If a meeting is conducted, OOW schedules and facilitates meeting with key PWD and consultant staff. Project details, PWD requirements, and submission of the design Proposal are discussed.
13 Prepare and Submit Design Proposal
Design Consultant is responsible for preparing and submitting the design Proposal, consisting of scope, costs, and proposed Project Monitoring Table (PMT), per the proposal request and by the deadline specified.
14 Review/Approve Design Proposal
OOW reviews the Proposal developed by the Design Consultant. If revisions must be made, OOW sends comments to Design Consultant, who addresses them and sends back updated files. 15 Prepare/Transmit Design Authorization
OOW transmits final approval of the Proposal to Design Consultant using a Project Authorization Form, authorizing the Design Consultant to proceed with design.
16 Prepare/Revise and Submit Baseplan/Concept Check Submission
Design Consultant performs survey and prepares baseplan/concept check submission in accordance with the approved scope and GSI design and drawing requirements. If project is anticipated to involve ADA ramp or curb reconstruction, Design Consultant must request a bench mark and proposed curb elevations from the City District Surveyor if they have not done so already. Design Consultant must provide the PWD Work Number with the request. Informal interim submissions and check-ins before the baseplan/concept check submission are encouraged. If OOW responds to the baseplan/concept
30
GSI Design Process Workflow Packet Track 3 – GSI Design (Contract Managed by OOW)
check submission with comments that must be resolved before approval, Design Consultant makes necessary revisions and resubmits the design, along with a letter responding to each comment. Resubmissions must be recorded in the PMT.
17 Review Baseplan/Concept Check Submission
OOW reviews baseplan/concept check submission. If there are issues with the submission, OOW sends comments back to Design Consultant for resubmission.
18 Check-In Coordination with Project Partners (if needed)
Once it is confirmed that there are no issues with the baseplan/concept check submission, OOW provides project partners (if there are any) with an update on the status of the design that alerts them of any changes to the concept. OOW responds to comments that project partners have before approving baseplan/concept check.
19 Approve Baseplan/Concept Check
OOW responds to Design Consultant’s latest submission by confirming that either the project is ready to move on to development of substantially complete design or the project will be ready for development of substantially complete design if consultant addresses certain comments. OOW enters preliminary design metrics in GreenIT. OOW updates CAPIT status to “30% Complete,” if CAPIT status was not updated previously.
20 Send Plans to Other PWD Units as Needed
On a project as-needed basis, OOW coordinates with any other necessary PWD units, including, but not limited to: GSI Maintenance, GSI Planning, Collector Systems, Design Branch, etc.
21 Prepare/Revise and Submit Substantially Complete Design
Design Consultant prepares substantially complete design submission in accordance with the approved scope and GSI design and drawing requirements. Design consultant may start developing ADA ramp designs in accordance with the scope or at OOW’s direction. Informal interim submissions and check-ins before the substantially complete design submission are encouraged. If OOW responds to substantially complete design submission with comments that must be resolved before approval, Design Consultant makes necessary revisions and resubmits design, along with a letter responding to each comment. Resubmissions must be recorded in the PMT.
22 Review Substantially Complete Design Submission
OOW reviews the substantially complete design submission, soliciting feedback on landscape design from GSI Maintenance. If the submission requires revision, OOW sends comments back to Design Consultant for resubmission. This process repeats until OOW determines that the design meets substantially complete design approval requirements. Multiple submissions are typically necessary.
31
GSI Design Process Workflow Packet Track 3 – GSI Design (Contract Managed by OOW)
23 Authorize Utility Submission
Once OOW has determined that there are no outstanding issues with substantially complete design, OOW responds to Design Consultant’s latest submission by confirming that the substantially complete design is approved and the project is ready for submission to utilities.
24 Submit Job for Utility Review
Once substantially complete design has been approved, plans are submitted for utility review. OOW submits and coordinates review directly with other PWD units (Construction Unit, Design Branch, GSI Maintenance, and Collector Systems Unit) and project partners. Design Consultant submits to external utilities/agencies. and other PWD units. OOW and Design Consultant should reference the Green Stormwater Infrastructure Review Contacts table (Attachment G of the GSI Design Requirements and Guidelines Packet), which provides information on what utilities/agencies should be submitted to, what their submission requirements are, and where the submissions should be sent. Design Consultant is encouraged to ask OOW about any utility submission details. Copies of all transmittals to utilities/agencies should be provided to OOW.
Once first copy of transmittal to utilities/agencies is received, OOW updates CAPIT status to “70% Complete”. OOW also updates greened acres and SMP type in GreenIT. OOW may submit plans to other partners it deems necessary.
25 Review/Comment on Substantially Complete Design
Other PWD units and project partners review plans and send approval/comments to OOW. Comments are generally addressed with 90% submission.
26 Review/ Comment on Substantially Complete Design
Utilities/Agencies review plans and send approval/comments back to Design Consultant. Design Consultant must be proactive in checking on the status of review and be in close contact with PWD if it appears there is a delay in any particular review. Design Consultant can contact OOW with any questions. 27 Respond to Utility Comments
If a utility/agency does not approve design, Design Consultant addresses comments at the advisement of OOW and resubmits plans to the utility/agency.
28 Prepare/Revise and Submit PS&E Design
Design Consultant prepares and submits PS&E design in accordance with comments from utilities/agencies/other PWD units, any outstanding comments from OOW, the approved project scope, and GSI design and drawing requirements.
If OOW responds to the PS&E design submittal with comments, Design Consultant makes necessary revisions and resubmits the design, along with a letter responding to each comment.
32
GSI Design Process Workflow Packet Track 3 – GSI Design (Contract Managed by OOW)
29 Review PS&E Design
OOW reviews the PS&E Design Submission. If the submission requires revision, OOW sends comments back to Design Consultant for resubmission. OOW may submit design to other PWD units and project partners as needed. This process repeats until OOW determines that the requirements for final design are met.
30 Review/Comment on PS&E Design
Other PWD units and project partners, as needed, review plans and specifications and send approval/comments back to OOW. Design Consultant makes any needed corrections to design.
31 Provide Project Package Approval
Once OOW determines that the design requires no further revisions and is final, OOW prepares and sends a Project Approval Letter to Design Consultant.
32 Prepare and Submit Final Design
Upon project approval from OOW, Design Consultant prepares and submits the final design submission in accordance with the approved project scope and GSI design and drawing requirements.
33 Final Packaging
Once the final design is received from Design Consultant, OOW compiles all needed materials into the project package, enters data into GPIS for review, and, if project is on a state route, prepares and submits PennDOT HOP application.
34 Deliver to Projects Control
Once all needed materials have been compiled into the project package, OOW delivers the package to Projects Control along with the project package transmittal letter. Once project package is delivered, OOW updates CAPIT status to “In Projects Control” and enters final design metrics in GreenIT.
35 GPIS Review/Comment (if applicable)
Utilities review and approve proposed infrastructure offsets in GPIS, confirming earlier plan approval. This should be about 25 days after OOW has entered offsets into GPIS.
33
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