The outline below provides an overview of Alexandria’s project development process from concept to construction completion developed to educate the public about the development process in order to convey communication and understanding, increase transparency, and build trust with citizens.
A) CONCEPT OF THE PROJECT
- Project recommended by
Alexandria City Council Member
City Engineer or Planning Staff
Alexandria Citizen Recommendation
- Feasibility and Cost Analysis
The City Engineering Department performs a feasibility to determine if the project can be constructed.
The City Engineering Department performs a cost analysis to determine the estimated cost.
The City Engineering Department presents its finding to the Mayor and City Council and a decision is made whether or not to continue with the project.
B) A & E SELECTION PROCESS
- The City Engineering Department advertises for a Request for Qualification from Professional Firms, i.e. Engineers, Architects, etc. This advertisement gives a brief description of the project.
- The Request for Qualifications is received by the City Engineering Department on the date specified in the advertisement.
- The Request for Qualifications is reviewed by the City Engineering Department and recommendations are sent to the A & E Selection Committee of the City Council.
- The A & E Selection Committee presents its selection to the City Council and an ordinance is issued authorizing the Mayor to enter into a Professional Services Agreement with the selected firm.
C) DESIGN PROCESS
- Program Completion Phase
- The Designer determines data and services that may be required from other firms, i.e. wetland determination, hazardous materials, etc.
- The Designer identifies requirements of other governmental agencies that may have jurisdiction to approve the project i.e. LaDOTD, Federal Highway Adm., Corp of Engineers, etc.
- The Designer provides a project schedule and prepares a probable project cost.
- The City of Alexandria Planning Department reviews the provided data and determines if the project is to continue.
- Preliminary Design Phase (City of Alexandria funded Projects)
- The Designer obtains the necessary data for project design i.e., topographic survey, soil borings, wetland determination, etc.
- The Designer prepares Preliminary Plans along with a probable cost of the project using data from the Preliminary Plans.
- The Designer submits the Preliminary Plans to the City Engineering Department for review and comments.
- The Designer addresses the comments by the City Engineering Department and prepares plans to be review by the City Engineering Department and the Designer during a site visit. This is commonly called the “Plan In-Hand”
- The Designer addresses any “Plan-In-Hand” comments and prepares the Final Plans. The Final Plans are reviewed by the City Engineering Department and if all issues are address, the Contract Documents are prepared and the project is ready for the Bidding Phase.
D) BIDDING PHASE
- Advertising for Bids
- The City Engineering Department prepares an Agenda Fact Sheet to be presented to the City Council for permission to advertise the project for Bids.
- The City Council approves the advertisement for bids and issues a Resolution authorizing the advertisement.
- The City Clerk places the advertisement in the local newspaper. The advertising period is 45 days from the date of authorization.
- Receiving Bids
- At the date specified in the Bid Documents, the bids are received, open and read aloud in the City Council Chambers.
- The City Clerk gives the bids to the Designer for review for accuracy and compliance.
- The Designer recommends award of the Project to the lowest responsible bidder.
- The City Engineering Department prepares an Agenda Fact Sheet requesting the City Council approve the project for construction.
- The City Council passes and ordinance authorizing the Mayor to enter into a Contract with the Contractor.
E) CONTRACT EXECUTION PHASE
- Contract Execution by Contractor
- The Engineering Department prepares the Contract Documents and sends them to the Contractor for execution
- The Contractor executes the contract and returns it to the Engineering Department along with his Payment and Performance Bond and Insurance Certificates.
- The Engineering Department delivers the Contract to the Mayor for his signature.
- The Mayor executes the Contract and the project is ready for the Construction Phase.
F) CONSTRUCTION PHASE
- The Engineering Department schedules a Pre-Construction Conference with the Contractor and all parties having interest in the project, i.e. utility departments, private utilities, etc.
- The Contractor, Designer and the Engineering Department discuss the project in detail and address any concerns of any interested parties.
- The Contractor is issued a “Notice to Proceed” which begins on a date agreed to by the Engineering Department and the Contractor.
- The Contractor proceeds with construction of the project. The Designer and the Engineering Department monitors the construction to insure the work is performed in accordance with the Plans, Specifications and Contract Documents.
- Project Acceptance
- When the Contractor considers the project “Substantially Complete” he will ask for a “Final Inspection”.
- The Designer, Engineering Department and the Contractor review the project by walking the site and reviewing the documents to be sure all the Contract requirements are met. A “Punch List” is prepared instructing the Contractor to correct any deficiencies.
- When all deficiencies listed in the “Punch List” are corrected, the Engineering Department will issue a “Letter of Final Acceptance” to the Mayor for his signature.
- The project is then complete and a 45 day lien period is started. During this period anyone having a claim against the Contractor must present their claim.
- After the 45 day lien period is over, the Contractor is paid any monies retained and the Contract is terminated. The Contractor has a one (1) year warranty for materials and workmanship from the date the “Letter of Final Acceptance”.