PW Procedures

  1. Assign PW number.
  2. Request a two-letter identifying code for a new building.
  3. Submit New Project Request Form in Trimble Unity Construct (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 Trimble Unity Construct (e-Builder).
  7. Gather information for project support and equipment needs.
  8. Create preliminary budget in Trimble Unity Construct (e-Builder).
  9. Create preliminary schedule in Trimble Unity Construct (e-Builder).
  1. Change Trimble Unity Construct (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 Trimble Unity Construct (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 Trimble Unity Construct (e-Builder) status of Design firm for external consultant.
  8. Proceed to Consultant Contracting.
  1. Change status in Trimble Unity Construct (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 Trimble Unity Construct (e-Builder) to "Bidding."
  2. Arrange and advertise pre-bid conference.
  3. Prepare bid package.
  4. Set up bid package in Trimble Unity Construct (e-Builder).
  5. Bid opening
  6. Prepare for contract execution.
  1. Change Trimble Unity Construct (e-Builder) status to "Construction."
  2. Schedule pre-construction conference.
  3. Arrange for site opening.
  4. Collect and upload contractor information.
  1. Change Trimble Unity Construct (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 Trimble Unity Construct (e-Builder) status to “complete”
  9. Celebrate!