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Step 2: State Revolving Fund - Final Design

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.

Meetings

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 Division 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.

Standards

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. Use the Permit Navigator tool to identify the required environmental permits and approvals for projects on a single parcel. If it is a linear, polygon, or multi-parcel project, contact a Community Assistance Specialist to get started.

Deliverables

  • Meeting Agenda, Submittals, Minutes & draft construction documents
  • Final Design Plans
    • 30% Preliminary Alignments, Layouts, Hydraulic Profiles, Standard Notes
    • 60% Profiles, Elevations, Completed Alignments, Layouts, and Hydraulic Profiles, Standard Details
    • 90% Final Profiles, Elevations, Alignments, Layouts, and all Details.
    • Final stamped and signed by a Vermont Registered Professional Engineer
  • Technical Specifications
    • 30% Table of Contents
    • 60% Standard Technical Specifications
    • 90% Specialty Technical Specifications 
    • Final stamped and signed by a Vermont Registered Professional Engineer
  • Contract Documents
    • 90%  Draft EJCDC Front End Documents
    • Final, documents ready to bid, complete with dates for meetings and bids coordinated and accepted by the WID Construction Engineer.
  • Project Cost Summary at 90%

Reimbursement Holds

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.

 

Step 2 Detailed Tasks
X = Required, S = Situationally Required

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, if not completed in Step 1)     X X
3a Submit: 1) Draft Step 2 Engineering Services Agreement (ESA), 2)Level of Effort (LOE), 3) Project Cost Summary, 4) DEC Certification  Note: PCS required for all projects.   X X
3b Division 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 WID Project Lead     X X
4a Submit Completed Step 2 Funding Application (YOU MUST RIGHT CLICK, 'SAVE LINK AS', and save remotely before completing). VT SRF application submission is now online! 
Visit https://anronline.vermont.gov/ to get started.
    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
6a Consultant Starts Project Work     X X
6b Consultant Submits draft Basis of Final Design for review and approval     X S
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 Division Performs Environmental Review     S X
9c Public Notification, 30-day Comment Period     S S
9d Public Hearing (situational)     S S
9e Division Issues 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  Submit plan of operations to Wastewater Management Program for review and approval (required for WWTFs or WTFs with NPDES permits)     S S
10d Request Payment for Documented Expenses (Monthly - up to 90%)     X X
10e State Design & Construction Engineers Review 90% Submittal  and Project Cost Summary and Send Comments     X X
10f Submit 90% plans for any necessary local, state, or federal permits, including Water Supply Permit to Construct     X X
10g 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
10h 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
10i Consultant Notifies Disadvantaged Business Enterprises 30-days prior to Bid Advertisement Date (Applies if Step 3 funds will be used)     S S
10j 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 Division Sends Final Design Approval Letter, Permit to Construct, and Approval to Advertise     X X