Step 2: Final Design
During the Final Design phase the project is developed from the conceptual stages to a point where the project is permitted and ready to be put out to bid. The focus of the final design is the creation of the final design plans, the technical specifications, and the contract documents as well as the permit approvals and eligibility determinations.
The CWSRF loan agreement requires the municipality hold project coordination meetings at the 30% complete, 60% complete, and 90% complete stages in order to qualify for reimbursement up to those levels. The municipal representatives, system operators, consultants, regulatory staff, funding representatives attend these meetings to discuss the project. Funding representatives include FED staff as well as other interested co-funders, which may include USDA RD and/or Efficiency Vermont. DWSRF is now adopting similar practices on a project by project basis.
For small projects we recommend negotiating fewer meetings. For larger projects, more meetings may be included in the scope of services.
It is the expectation of the CWSRF Program that all design work substantially conform to accepted engineering design standards. Any deviations from the Standards need to be called out to the Pollution Control Design Section Engineer or Drinking Water Engineer. Those known in advance of the Step 2 agreement, need to be called out as deviations in the PER.
Permits and Approvals
Permits and approvals are sought prior to finalization of the deliverables, many at the 90% progress level. Permits may involve local, state, and federal approvals. Please contact a permit specialist for permit related questions.
- Meeting Submittals & Minutes & draft construction documents
- Final Design Plans
- Technical Specifications
- Contract Documents
Reimbursement levels are held based on the meeting benchmarks, to assure that the designs are not progressing out of pace with the administrative project requirements.
Example: If reimbursement requests are made at 35% of project and the 30% project meeting has not been held, then the accounting staff will only reimburse up to the 30% level.
|Task #||Task Description and Guidance Document Link||FAQs||Check List||CW||DW|
|1||Apply to the Project Priority List (Repeat this task annually.)||X||X|
|2||Select a Consultant (Request for Qualifications)||X||X|
|3a||Submit Draft Step 2 Engineering Services Agreement (ESA) and Level of Effort||X||X|
|3b||FED reviews draft ESA and LOE and sends comments||X||X|
|3c||Make any requested changes||X||X|
|3d||Finalize ESA and LOE||X||X|
|3e||Execute ESA and Send to FED||X||X|
|4a||Submit Completed Step 2 Loan Application (YOU MUST RIGHT CLICK, 'SAVE LINK AS', and save remotely before completing). Municipalities must also complete the Supplemental Financial Information document||X||X|
|4b||Receive Finding of Complete Application||X||X|
|4c||Receive Loan Approval Documents||X||X|
|5a||Execute Loan Documents||X||X|
|5b||Request Payment for Documented Expenses (Monthly)||X||X|
|6||Consultant Starts Project Work||X||X|
|7a||30% Final Design Meeting (For WWTF and WTF Projects, Process/Site and Mechanical/Electrical/Plumbing (MEP) meetings may be separate)||X||S|
|7b||30% Final Design Submittal (For WWTF and WTF Projects, Process/Site and MEP submittals may be separate)||X||S|
|7c||Request Payment for Documented Expenses (Monthly - up to 30%)||X||X|
|7d||State Engineer Reviews 30% Submittal and Sends Comments||X||X|
|8a||60% Final Design Meeting (For WWTF and WTF Projects, Process/Site and MEP meetings may be separate)||X||X|
|8b||60% Final Design Submittal (For WWTF and WTF Projects, Process/Site and MEP submittals may be separate)||X||X|
|8c||Request Payment for Documented Expenses (Monthly - up to 60%)||X||X|
|8d||State Design & Construction Engineers Review 60% Submittal and Send Comments||X||X|
|9a||Submit Environmental Information Document (EID)/Environmental Report||S||X|
|9b||FED Performs Environmental Review||S||X|
|9c||Public Notification, 30-day Comment Period||S||S|
|9d||Public Hearing (situational)||S||S|
|9e||FED Issue Decision on Environmental Review||S||X|
|10a||90% Final Design Meeting (For WWTF and WTF Projects, Process/Site and MEP meetings may be separate)||X||X|
|10b||90% Final Design Submittal (For WWTF and WTF Projects, Process/Site and MEP submittals may be separate||X||X|
|10c||Request Payment for Documented Expenses (Monthly - up to 90%)||X||X|
|10d||State Design & Construction Engineers Review 90% Submittal and Send Comments||X||X|
|10e||Submit 90% plans for any necessary local, state, or federal permits, including Water Supply Permit to Construct||X||X|
|10f||Consultant Obtains Disadvantaged Business Enterprise List for Notification 30-days prior to Bid Advertisement Date from Construction Section Engineer (Applies if Step 3 funds will be used)||S||S|
|10g||Consultant Coordinates Bid Phase Dates with Construction Engineer to include in Final Specifications and ensure attendance: Bid Advertisement Date, Pre-Bid Meeting Date, Bid Opening Date (Applies if Step 3 funds will be used)||S||S|
|10h||Consultant Notifies Disadvantaged Business Enterprises 30-days prior to Bid Advertisement Date (Applies if Step 3 funds will be used)||S||S|
|10i||All Permits are Obtained||X||X|
|11a||Consultant Finalizes Documents||X||X|
|11b||Consultant Submits Finalized Bid Documents||X||X|
|11c||State Design & Construction Engineers Review Final Submittal and Send Comments||X||X|
|12||FED Sends Final Design Approval Letter, Permit to Construct, and Approval to Advertise||X||X|