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.

Environmental Review

The Consultant prepares an Environmental Information Document (EID) to demonstrate that the preferred alternative is either eligible for a Categorical Exclusion or Finding of No Significant Impact (FONSI), in accordance with the National Environmental Policy Act.  Some Environmental Review actions need to take place during Step 1, others in Step 2.  Aspects of Environmental Review that have potential to require avoidance as a mitigation measure should be identified prior to design.  See Environmental Review page for more details.

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.

Submittals

All Engineering Service Agreements and SRF Loan Applications shall be submitted through ANR Online

All Deliverables submitted to DCE shall go through the File Sharing Portal

Allow a minimum of 45 days for DCE review of deliverables