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HomeMy WebLinkAbout942RESOLUTION NO. (~~f~~~~------- A RESOLUTION of the City of Kent, Washington, adopting as City Policy, Procedures for Project Control and Review. WHEREAS, a Project Control and Review Procedure has been developed and is contained in the attached Appendix "A• and; WHEREAS, said Control and Review Procedures have been reviewed by City council and Council workshop session, NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF KENT, WASHINGTON, DO HEREBY RESOLVE AS FOLLOWS: Section 1. The Project Control and Review Procedure is hereby adopted as official policy of the City of Kent. PASSED by the City Council Washington at a regular meeting this lrf6j_. ATTEST: ERK AS TO FORM: MIRK, CITY ATTORNEY of the City of Kent, 7 day of ~-> ..... ' -"<""-=---- APPENDIX A PROJECT CONTROL AND REVIEW PROCEDURE I. CONTRACT AWARD Without special recommendation and approval by the City council, no contract award will be made on construction projects unless adequate provisions have been made for cost overruns. Preferably, funds in the amount of 110 percent of the bid should be available. Following review with the Finance Department, project must submit the department responsible for a given a written declaration to the City Administrator that funds in the required amount are in fact available. The department will advise the City Administrator's office if these funds are or are not being realized. II. LEVEL OF AUTHORITY A. Department directors are authorized to approve: 1. Any of the following, in an amount not to exceed 2-1/2 percent of the total contract amount. a. Contract change orders for: 1. Increase in unit bid item 2. Change in scope 3. Design revision 4. Extra work 5. Force account b. Quantity overruns 2. cumulative project cost increases up to one-half of the contingency amount, e.g. ' 105 percent of the total contract if 110 percent of bid amount is available. B. The City Administrator is authorized to approve: 1. Up to 5 percent of the total contract amount for items identified in A.l. above. 2. cumulative project cost increases up to the full amount of the contingency (e.g., 110 percent of the total contract if 110 percent of bid amount is available). c. Full City Council review and approval. The City Council will be notified of any change in scope on a given project. though a project may In addition, when it appears as exceed the total project budget plus the contingency, the City Council will be notified and presented with a complete review of the project status and alternatives for future funding. At that time the City Council will establish the financial and construction parameters for completion of the project and thereafter all change orders will require City council approval. This provision shall not be construed as to require City Council approval of all progress payments after the new direction for the project is established. D. Time of authorization for all the above: I II. A. Approval should be granted by the appropriate level of authority prior to the work being done, however, to avoid project delay and for expediency, such prior approval may be waived provided that written documentation follows. In no case shall payment be made until all necessary approval documents are attached to the payment voucher. CAPITAL PROJECTS COMMITTEE Membership: To consist of representatives from the following departments: 1. Public Works 2. Parks 3. Finance 4. City Administrator 5. Other departments with projects for review. B. Responsibilities: To meet on a monthly basis to review the status of each capital project including schedules, change orders and over-runs. such review shall be in writing and made available to members of the committee at the meeting. A verbal report shall accompany the narrative and should include: 1. A report of project activity which has taken place since the last report was prepared. 2. A report of the anticipated work for the next month. IV. REPORTING PROCEDURES OF THE RESPONSIBLE DEPARTMENT A. Distribute the monthly project narrative to the full City Council (or its designated committee), with additional documentation as required. B. Prepare and submit a financial summary of each project at the time final project acceptance is being requested of the City Council.