4.04.040 Capital Project Planning and Development

Policy:

The City Council, all committees, and community groups must follow the predetermined tasks expressed within the Project Planning and Development document in the pursuit of any and all capital projects passed by the Council.

Procedure

Projects coming to the City Council for passage must include all the topics required within the policy "Use of Endowment Funds of Capital Projects."

All projects passed by the City Council will enter into the planning stage and must follow the phases as expressed within the Project Planning and Development document.

The Scoping Phase helps assure that the public has adequate input into the size and scope of the project.  Precise documentation is necessary in this phase to assure public notification and opportunity to express ideas and concerns.

The Preparation Phase provides direction for necessary funding and permits needed to proceed with the project.

The Bidding and Construction Phase provides direction for Council or committee work pursuant to the completion of the project.  Evaluation of the process is an esssential part of this phase to prevent future problems.

Project Planning and Development

Scoping phase

Public input during meetings

Develop the Scope of the Project by the council and/or committee

Prepare the “Purpose and Need Statement”

City Council Passes the “Scope of Work”

Preparation Phase

                                          Find funding sources                                            

Begin the permitting process (If appropriate)

Bidding and Construction Phase

Prepare an RFP or an RFQ along with the contract

Select a Professional to perform the needed work

Completion of the Construction or the project

Evaluate the process, change as needed

Topics required for proposals, “Use of Endowment Funds for Capital Projects”.

Proposals must contain the following headings:

1.   Title of the project

2.   Purpose and Need – include reference to the Strategic Plan

3.    Request – Specific amount of funds requested and pertinent information

4.    Location of the Project

5.    Business Plan – Ownership and Maintenance and Operation (M&O) responsibility

6.    Budget for the project with Timelines

7.    Number of times this project has been requested

8.    Contact Person with phone # and e-mail address

The winning proposal(s) will be based upon community need, clarity & accuracy of proposal, appropriateness of the project and its feasibility and useful life.

History: Created by KK, used procedure when working on SRBoat Harbor
Internal draft 
Final draft presented at city council meeting:
Adopted via resolution:
Reference to City of Gustavus Municipal Code:
City of Gustavus, Alaska Policies and Procedures