PW Procedures

  1. Assign PW number.
  2. Request a two letter identifying code for a new building.
  3. Submit New Project Request Form in e-Builder.
  4. Schedule an appointment with EHS to go over safety checklist.
  5. Define scope, stakeholders and project delivery method.
  6. Complete project information in e-Builder.
  7. Gather information for project support and equipment needs.
  8. Create preliminary budget in e-Builder.
  9. Create preliminary schedule in e-Builder.
  1. Change e-Builder status to “Consultant Selection.”
  2. Complete and send Exposure Checklist form to Risk Management.
  3. Verify consultant's COVID protocol information.
  4. If design fee will not exceed $300,000 and no specialized skills are needed, select from consultant roster and go to Consultant Contracting.
  5. If fee exceeds $300,000, prepare Board of Trustees (BOT) action item to award design.
  6. If design fee exceeds $300,000 or highly specialized skills are needed, begin Request for Qualifications (RFQ) process.
  7. Update e-Builder to add consultants.
  8. Process consultant invoices as they are received.
  1. Determine delivery method.
  2. Develop RFQ schedule.
  3. Complete and send Exposure Checklist form to Risk Management.
  4. Develop selection committee, packet and advertisement.
  5. Receive submittals, evaluate and score.
  6. Interview and score finalists.
  7. Update e-Builder status of Design firm for external consultant.
  8. Proceed to Consultant Contracting.


  1. Change status in e-Builder to "design."
  2. Do State Environmental Policy Act (SEPA) checklist if required.
  3. Plan for needed analysis and certification.
  4. Determine scope.
  5. Consult with stakeholders.
  6. Develop budget.
  7. Establish schedule.
  1. Develop division 00 and division 01 specifications from templates specific to project.
  2. Complete and send Exposure Checklist form to Risk Management.
  3. Prepare schedule and specifications for pre-bids and bids.
  1. Direct consultant to upload a single bookmarked PDF each for:
    • Drawings
    • Project manual
  2. Set up Bluebeam review session.
  3. Schedule design review meeting to review project and design with:
    • Consultant
    • FM
    • Clients
  4. Follow up with consultant.
  1. State Environmental Policy Act (SEPA) checklist
  2. SEPA determinations
  1. Change e-Builder status to "Bidding."
  2. Arrange and advertise pre-bid conference.
  3. Prepare bid package.
  4. Set up bid package in e-Builder.
  5. Bid opening
  6. Prepare for contract execution.
  1. Change e-Builder status to "Construction."
  2. Schedule pre-construction conference.
  3. Arrange for site opening.
  4. Collect and upload contractor information.
  1. Change e-Builder status to “Close-out”
  2. O&M manuals and equipment
  3. Substantial completion
  4. Physical Close-out
  5. Final completion
  6. Internal Close-outs
  7. Electronic and paper document archiving
  8. Update e-Builder status to “complete”
  9. Celebrate!