Referenced Materials
Below are the SOPs and Templates referenced by the Project Development and Management Manual, organized by chapter. Check back frequently, as individual documents are updated regularly.
Overview Video - Geared towards consultants. Recorded in April 2021.
Chapter 1 - Introduction
- No SOPs or Templates referenced
Chapter 2 - Getting Started (go back to chapter)
- Bid Tab Summary, Feb 2018 thru September 2022
- Consultant Selection Process (SOP)
- Consultant Selection Summary and Evaluation Forms (Template)
- Memorandum for Consultant Selection (Template)
- Envision CR
- Finding Plans and Record Documents (SOP)
- Engineering Annual Reports, 1965 to 2005 (Document)
- File Number Database (Document)
- OnBase - Web Version (SOP)
- Guidelines for Answering the Question - Do I Need a Contract?
- Microsoft Project - Creating and Updating Schedules (SOP)
- Professional Services Agreement (SOP)
- Council Agenda Process (SOP)
- Council Documents
- Cover Sheet to Approve PSA (Template)
- Resolution to Approve PSA (Template)
- CRCIF (Consultant Invoice Form) (Template)
- CRF and PO Request Form (Template)
- PSA Contract Flow Chart
- PSA Attachment A (Template)
- PSA Attachment B (Template)
- PSA Attachment C (Template)
- Project Development Guide (Template)
- Requesting a CIP Number (SOP)
- CIP Request Form (Template)
- Researching Sanitary Sewer Service Records (SOP)
Chapter 3 - Design (go back to chapter)
- 4th Street NE/SE Right of Way (Document)
- Bid Docs (SOP)
- Plan Holders List (Template)
- Project Development Guide (see above, Chapter 2)
- Project Manual Front End Documents (Template)
- Bid Item Checklist (Document, maintained on the linked webpage)
- Highway-Railroad Crossing Improvements (SOP)
- City Council
- Agenda Process (see above, Chapter 2)
- Agenda Item Cover Sheet (Template) Under Construction
- Agenda Item Resolution (Template) Under Construction
- Purchase Order Request Form (see below, Chapter 3)
- Highway-Railroad Crossing Identifiers (SOP)
- Joint Utility Coordination Meeting (SOP)
- Notice of Intent to Enter Property for Survey (SOP)
- Notice of Intent - Survey Team Entering Property for Public Project (Template)
- Mailing List - Survey Team Entering Property for Public Project (Template)
- NPDES Permits - Designer (SOP)
- NPDES Permits - Admin (SOP)
- Public Notice of Storm Water Discharge (Template)
- On-Call Survey Contract (SOP)
- Purchase Order Request Form (Template)
- Survey Request Form (Template)
- Plan Review Process (SOP)
- Flowchart - All Submissions (Document)
- Flowchart - Functional (Document)
- Flowchart - Preliminary (Document)
- Flowchart - Intermediate (Document)
- Flowchart - Final (Document)
- PSA Contract Amendments (SOP)
- Authorization to Proceed with Immediate Needs Services (Template)
- City Council Agenda Process (see above, Chapter 2)
- Council Documents
- Cover Sheet to Approve PSA Amendment (Template)
- Resolution to Approve PSA Amendment (Template)
- CRF and PO Request Form (see above, Chapter 2)
- PSA Amendment (Template)
- Reso Test Spreadsheet (Template)
- Project Development Guide (see above, Chapter 2)
- Public Relations - Design (SOP)
- Generating a Mailing List (SOP)
- Letter Templates
- Project Notification, No Public Meeting Scheduled (Template)
- Project Notification (Paving for Progress), No Public Meeting Scheduled (Template)
- Property Owner Survey Form (Template)
- Property Owner Survey Form (Paving for Progress) (Template)
- Public Information Meeting Invitation (Template)
- Public Information Meeting Invitation (Paving for Progress) (Template)
- Public Information Meeting Follow-Up (Template)
- Public Information Meeting Follow-Up (Paving for Progress) (Template)
- Public Meeting Materials
- Fact Sheet (Template)
- Paving for Progress Display Board (Template)
- Paving for Progress Presentation 1 (Template)
- Paving for Progress Presentation 2 (Template)
- Project Presentation (Template)
- Room Location Signs (Template)
- Sign-In Sheet (Template)
- Table Project Comment Form (Template)
- Table Toppers (Template)
- Publishing a Project (SOP)
- Plan Holders List (see above, Chapter 3)
- Quality Assurance / Quality Control (SOP)
- Plan Review Process (see above, Chapter 2)
- Project Development Guide (see above, Chapter 2)
- Right of Way Plan Sheets (SOP)
- Utility Relocations (SOP)
- Joint Utility Meeting Cover Sheet (Template)
- Utility Relocation Cover Sheet (Template)
- Utility Contact List (Document)
- Wastewater Construction Permits - Design (SOP)
Chapter 4 - Right of Way (go back to chapter)
- Finding Plans and Record Documents (SOP) (see above, Chapter 2)
- Preparation of Acquisition Plats and Exhibits (SOP)
- Submittal of Plans, Plats, and Exhibits (SOP)
- Acquisition Work Request (Template)
Chapter 5 - Assessments (go back to chapter)
- Final Special Assessments (SOP)
- Certificate of Completion (Template)
- Council Agenda Item Cover Sheets
- Step 3 - Accept Work and Fix Amount to be Assessed (Template)
- Step 5 - Adopt and Levy Final Schedule of Assessments (Template)
- Amend Final Assessment Schedule or Plat (Template)
- Council Agenda Item Resolutions
- Step 3 - Accept Work and Fix Amount to be Assessed (Template)
- Step 5 - Adopt and Levy Final Schedule of Assessments (Template)
- Amend Final Assessment Schedule or Plat (Template)
- Property Owner Notification Letter - January 1 to May 21 (Template)
- Property Owner Notification Letter - May 22 to December 31 (Template)
- Property Owner Notification Letter - No Assessment (Template)
- Timetable for Final Special Assessments (Template)
- Finding Plans and Record Documents (SOP) (see above, Chapter 2)
- Petition by Property Owners for Improvements (SOP)
- Improvement Petition (Template)
- Voluntary Assessment Agreement (Template)
- Preliminary Special Assessments (SOP)
- Council Agenda Cover Sheets
- Step 1 - Preliminary Resolution (Template)
- Step 2 - Fix Value of Lots (Template)
- Step 3 - Adopt Plat and Schedule (Template)
- Steps 2 & 3 Combined - Fix Value and Adopt Plat and Schedule (Template)
- Step 4 - Set Public Hearing Date (Template)
- Step 5 - Adopt / Amend / Defer (Template)
- Step 6 - Direct Preparation of Plans (Template)
- Amend Preliminary Schedule or Plat (Template)
- Council Agenda Resolutions
- Step 1 - Preliminary Resolution (Template)
- Step 2 - Fix Value of Lots (Template)
- Step 3 - Adopt Plat and Schedule (Template)
- Steps 2 & 3 Combined - Fix Value and Adopt Plat and Schedule (Template)
- Step 4 - Set Public Hearing Date (Template)
- Step 5 - Adopt / Amend / Defer (Template)
- Step 6 - Direct Preparation of Plans (Template)
- Amend Preliminary Schedule or Plat (Template)
- Preliminary Assessment Letter to Property Owners (Template)
- Preliminary Assessment Schedule (Template)
- Public Hearing for Agricultural Land Acquisition (SOP)
- Council Agenda Item Cover Sheets
- Authorization of Notice of Intent (Template)
- Public Hearing (Template)
- Council Agenda Item Resolution
- Authorization of Notice of Intent (Template)
- Public Hearing (Template)
- Letter - Notice of Intent (Template)
- Notice of Intent to Proceed (Template)
- Notice of Public Hearing (Template)
- Request for Ag Deferral Letter (Template)
- Timetable for Preliminary Special Assessments (Template)
Chapter 6 - Bid Phase (go back to chapter)
- Answering Questions and Addenda (SOP)
- Addendum Cover Sheet, Blank (Template)
- Bid Documents (see above, Chapter 3)
- Bid Opening (SOP)
- Answering Questions and Addenda (see above, Chapter 6)
- Bid Summary Form (Template)
- Report on Bids Letter (Template)
- Bid Tabulation (SOP)
- Bids as Read (Template)
- Breakdown by Funding and Recommendation to Award (SOP)
- Project Development Guide (see above, Chapter 2)
- Motion Setting the Public Hearing Filing Plans & Specs (SOP)
- Council Map - Landscape Format (Template)
- Council Map - Portrait Format (Template)
- Council Presentation - Public Hearing (Template)
- Cover Sheet - Motion Setting Public Hearing, Filing Plans and Specifications (Template)
- Cover Sheet - Public Hearing, Adopt Plans and Specification (Template)
- Resolution - Adopt Plans, Specifications, and Form of Contract (Template)
- Project Development Guide (see above, Chapter 2)
- Report on Bids and Award or Reject Contract (SOP)
- Council Agenda Process (see above, Chapter 2)
- Report on Bids AND Award/Reject in Same Council Meeting
- Report on Bids Letter (see above, Chapter 6)
- Award - Council Cover Sheet (Template)
- Reject - Council Cover Sheet (Template)
- Council Presentation (Template)
- Council Resolution
- Non-IDOT Projects (Template)
- IDOT Projects (Template)
- Reject All Bids (Template)
- Report on Bids Only
- Report on Bids Letter (see above, Chapter 6)
- Council Cover Sheet (Template)
- Council Presentation (see above, Chapter 6)
- Award Only
- Award - Council Cover Sheet (Template)
- Award - Council Cover Sheet - Errors in Bid (Template)
- Council Resolution
- Non-IDOT Projects (see above, Chapter 6)
- IDOT Projects (see above, Chapter 6)
- Reject All Bids (see above, Chapter 6)
Chapter 7 - Construction (go back to chapter)
- Breakdown by Funding and Recommendation to Award (see above, Chapter 6)
- Project Development Guide (see above, Chapter 2)
- Construction Inspector Daily Report (SOP)
- Construction Photographs (SOP)
- Construction Field Testing (SOP)
- Testing Reference Sheet (Document)
- Contract Documents (SOP)
- City Clerk Transmittal (Template)
- Project Liability Limits Form (Template)
- Contract Modifications (SOP)
- Bid Tab Summary (see above, Chapter 2)
- Change Orders (Template)
- Council Cover Sheet (Template)
- Council Resolution (Template)
- City Council Agenda Process (see above, Chapter 2)
- Work Change Directive (Template)
- Contract Quantity Agreement (SOP)
- Contract Quantity Agreement (Template)
- Design Updates (SOP)
- Design Update Log (Template)
- Documenting Plan Deviations (SOP)
- Plan Deviations Summary Table (Template)
- Levels of Inspection Table (Document)
- Material Submittals (SOP)
- Non-Compliance Form (SOP)
- Non-Compliance Form (Template)
- Non-Compliance Log (Template)
- Notice of Award (SOP)
- Contractor Pay Estimate Processing Schedule (Template)
- Notice of Award (Template)
- Performance Bond (Template)
- Payment Bond (Template)
- Subcontractor Request Form (Template)
- Notice to Proceed (SOP)
- EEO Approval Memo (Template)
- Notice to Proceed (Template)
- Pay Applications (SOP)
- Contract Modifications (see above, Chapter 7)
- Contractor Pay Estimate Processing Schedule (see above, Chapter 7)
- Project Acceptance (SOP)
- Certificate of Completion (Template)
- Council Agenda
- City Council Agenda Process (see above, Chapter 2)
- Cover Sheet - Accept Project (Template)
- Cover Sheet - Accept Project and Approve Final Change Order (Template)
- Resolution - Accept Project (Template)
- Resolution - Accept Project and Approve Final Change Order (Template)
- Releasing Partial Retainage
- City Council Agenda Process (see above, Chapter 2)
- Council Agenda Cover Sheet (Template)
- Council Agenda Resolution (Template)
- Request for Early Release of Retained Funds (Template)
- Preconstruction Meeting (SOP)
- List of Subcontractors (see "Subcontractor Request Form" above, Chapter 7)
- Material Submittals (see above, Chapter 7)
- Notice of Award (see above, Chapter 7)
- Notice of Preconstruction Meeting (Template)
- Preconstruction Meeting
- Agenda - CIP (Template)
- Agenda - IDOT (Template)
- Sign In Sheet (Template)
- SWPP Co-permittee Statements (Template)
- Utility Company Comments/Concerns to be Addressed at the Preconstruction Meeting (Template)
- Preconstruction Site Survey (SOP)
- Progress Meetings (SOP)
- Progress Meeting Minutes (Template)
- Public Relations During Construction (SOP)
- Construction Update (Template)
- Generating a Mailing List (see above, Chapter 3)
- Pre-Construction Letter (Template)
- Pre-Construction Open House Letter (Template)
- Property Owner Survey Form (see above, Chapter 3)
- Room Location Signs (see above, Chapter 3)
- Sign-In Sheet (see above, Chapter 3)
- Table Project Comment Form (see above, Chapter 3)
- Quantity Book (SOP)
- Sales Tax Exemption Certificates (SOP) Only available to City personnel
- Standard File Structure - Construction (SOP)
- Storm Water Inspections (SOP)
- Storm Water Site Inspection Form (Template)
- Utility Incident Forms (SOP)
- Utility Incident Form (Template)
- Working Day Report (SOP)
Chapter 8 - Project Closeout (go back to chapter)
- As-Builts (SOP)
- Project Closeout Checklist - Project Manager (see below, Chapter 8)
- Contract Modifications (see above, Chapter 7)
- Design Error Accumulative Process (SOP)
- Design Error Memo (Template)
- Plan Deviations Summary Table (Template)
- Documenting Plan Deviations (see above, Chapter 7)
- Insurance Certificate Renewals (SOP)
- NPDES Permits (see above, Chapter 3)
- Pay Applications (see above, Chapter 7)
- Post-Construction Review (SOP)
- Post Construction Review Memo (Template)
- Project Acceptance (see above, Chapter 7 - Pay Applications)
- Project Closeout Checklist - CCC (Template)
- Project Closeout Checklist - Project Manager (Template)
- Punch List (SOP)
- Final Inspection Checklist (Template)
- Wastewater Construction Permits (see above, Chapter 3)
