HomeMy WebLinkAboutItem 04 EDSPM Updates
AGENDA ITEM SUMMARY Meeting Date: 6/7/2021
Meeting Type: Regular Meeting
Staff Contact/Dept.: Jeff Paschall/DPW
Staff Phone No: 541-726-1674
Estimated Time: Consent Calendar
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Maintain and Improve
Infrastructure and
Facilities
ITEM TITLE: ENGINEERING DESIGN STANDARDS AND PROCEDURES MANUAL
UPDATE
ACTION
REQUESTED:
Adopt or not adopt the following resolution:
A RESOLUTION ADOPTING AMENDMENTS TO THE ENGINEERING
DESIGN STANDARDS AND PROCEDURES MANUAL CHAPTER 9,
DRAFTING STANDARDS, AND CHAPTER 12, PUBLIC IMPROVEMENT
PROJECT PERMITS WITH AN EFFECTIVE DATE OF JULY 1, 2021.
ISSUE
STATEMENT:
Chapters 9 and 12 of the City of Springfield Engineering Design Standards and
Procedures Manual (EDSPM) have been updated by staff and reviewed by the City
Council in work session (May 3, 2021). The updated chapters are ready for
adoption by City Council.
ATTACHMENTS: 1. Resolution
2. Exhibit A EDSPM Chapter 9
3. Exhibit B EDSPM Chapter 12
DISCUSSION/
FINANCIAL
IMPACT:
Staff has reviewed and updated two chapters of the Engineering Design Standards
and Procedures Manual (EDSPM) and is now bringing them to City Council for
approval. The current updates apply to Chapter 9 – Drafting Standards and Chapter
12 – Public Improvement Project Permits, with the draft chapters included as
attachments.
The updates to Chapter 9 focus on modernizing drafting practices. Also included
are updated General Construction Notes, updated references to plan set
requirements, and other minor changes.
Chapter 12 has been substantially reorganized and streamlined for ease of use with
several sections rewritten (e.g., insurance and fees) to provide clarity and better
align with current procedures. There are two areas of significant update to the
process: updating and simplifying the Public Improvement Project (PIP) Agreement
and adding language to align the City’s administration of PIP projects with House
Bill 2306 (2019).
{00019574:1}
CITY OF SPRINGFIELD, OREGON
RESOLUTION NO. ___________
A RESOLUTION ADOPTING AMENDMENTS TO THE ENGINEERING DESIGN STANDARDS
AND PROCEDURES MANUAL CHAPTER 9, DRAFTING STANDARDS, AND CHAPTER 12,
PUBLIC IMPROVEMENT PROJECT PERMITS
WHEREAS, Chapter 3, “Public Improvements,” of the City of Springfield Municipal Code vests the
Public Works Director of the City of Springfield with the authority to approve plans and grant permits
for public works infrastructure construction within the City of Springfield;
WHEREAS, the Engineering Design Standards and Procedures Manual was adopted by Resolution 02-
46 as the standards and procedures for development of public infrastructure within the City of
Springfield, and has been subsequently amended by the adoption of Resolutions 2020-01, 2018-13,
2012-23, and 06-23;
WHEREAS, the Department of Development and Public Works has prepared amendments to Chapter
9, Drafting Standards, attached hereto as Exhibit A, for the purpose of updating and modernizing the
Department’s drafting standards; and
WHEREAS, the Department of Development and Public Works has prepared amendments to Chapter
12, Public Improvement Project (PIP) Permits, attached hereto as Exhibit B, to simplify and streamline
the PIP process and to implement the substantial completion requirements adopted by the Oregon
Legislature through HB 2306 (2019);
NOW, THEREFORE, BE IT RESOLVED BY THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD:
Section 1: The amendments to Engineering Design Standards and Procedures Manual
developed by the City of Springfield Development and Public Works Department and shown in Exhibits
A and B are hereby adopted and incorporated into the Engineering Design Standards and Procedures
Manual adopted pursuant to Resolution 02-46 and as amended by Resolutions 2020-01, 2018-13,
2012-23, and 06-23.
Section 2: The Engineering Design Standards and Procedures Manual shall be used to guide
permitting and construction of public works infrastructure required by the Springfield Development
Code and Springfield Municipal Code.
Section 3: The Development and Public Works Community Development Division Director is
authorized to interpret the provisions of the Engineering Design Standards and Procedures Manual in a
manner that gives effect to the sound, responsible and safe development of public infrastructure and
provides internal consistency. To fulfill these requirements, the Development and Public Works
Community Development Division Director is authorized to make clarifying amendments, corrections or
interpretations, or update the technical appendices, provided however, such amendments, corrections,
interpretations, or updates which require textual change to the Manual must be approved and ratified
by the City of Springfield not later than 45 days after such textual change.
Section 4: In the event that unique or special circumstances arise which are not addressed by
the requirements of the Engineering Design Standards and Procedures Manual, the Development and
Attachment 1, Page 1 of 2
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Public Works Community Development Division Director may impose, on a case-by-case basis,
alternate standards and/or procedures which address those special circumstances and which provide
for sound, responsible, and safe development of public infrastructure.
Section 5: This Engineering Design Standards and Procedures Manual adopted herein shall not
affect rights and duties that matured, penalties that were incurred, and proceedings and development
applications, which were begun prior to the applicable effective date, specified in Section 7.
Section 6: The sections, subsections, paragraphs, provisions, clauses, phrases, and words of the
Engineering Design Standards and Procedures Manual are severable. If a section, subsection,
paragraph, provision, clause, phrase, or word of this Engineering Design Standards and Procedures
Manual is declared by a court of competent jurisdiction to be unconstitutional or invalid, the judgment
shall not affect the validity of the remaining portions of the Manual. Every other section, subsection,
paragraph, provision, clause, phrase, or word of the Manual as approved, irrespective of the enactment
or validity of the portion declared unconstitutional or invalid, is valid.
Section 7: This Resolution will take effect on July 1, 2021.
ADOPTED by the Common Council this 7th day of June, 2021. Adopted by a vote of ____ for
and ____ against.
ATTEST:
_______________________
AJ Nytes, City Recorder
Attachment 1, Page 2 of 2
Section II - DRAFTING STANDARDS 8 - 1 EDSP 2021
DRAFTING STANDARDS
9.00 DRAFTING STANDARDS
Final plans shall conform in appearance, format, accuracy, and quality to the standards used in the
Springfield Engineering Division. Additional standards shall apply to the acceptance of electronic
and hard copy as-builts requiring the control accuracy of survey ties and GIS map projections.
For purposes of readability, reproduction and filing, as-built acceptance standards shall also
conform to minimum line weights, fonts, and sheet sizes. Refer to Section 10.00 for electronic
drafting and electronic acceptance standards.
9.01 SURVEY AND TOPOGRAPHIC INFORMATION
The engineer shall obtain accurate topographic information in electronic format from a current
field survey containing all topography necessary to effectively design the project. The engineer
shall process the data collected in the field survey and verify the accuracy of the information
collected prior to using it for design purposes. All topographic surveys shall be based on a control
survey as described in section 11.08 of these standards.
Enough survey information shall be collected to adequately show the existing topography,
improvements, and the impact it will have on the existing conditions.
The engineer shall verify the alignment, geometry, depth, and inverts of all existing facilities
shown on the plans that will be crossed by proposed facilities and shall certify them with a note
on the plans. City as-built records are only to be used as an aid to the engineer when field verifying
the existing facilities.
9.02 PLAN SET REQUIREMENTS
The following plan sheets may be required in a plan set. In some cases, sheets can be combined
or omitted. Refer to the section where each sheet more fully described to determine when it is
possible to combine or omit sheets. The plan set shall include the following plan sheets in the
following order:
1. Cover Sheet, see Section 9.03.
2. Typical Sections
3. Grading Sheet(s)
4. Plan and Profile View Sheet(s), see Section 9.04.
5. Construction Detail Sheet(s), see Section 9.05.
6. Traffic Plan Sheet(s), see Section 9.06.
7. Traffic Detail Sheet(s), see Section 9.07.
8. Landscaping Sheet(s).
9. Erosion and Sediment Control Plan Sheet(s)
10. Standard Drawings (as applicable)
9.02.1 Sheet Size / Margins
All plan sheets shall be prepared electronically and plotted on standard 22" x 34" sheets with a
two-inch border (minimum) on the left side one-inch (minimum) borders on all other sides. Other
sheet sizes may be approved by the City Engineer.
Attachment 2, Page 1 of 17
Section II - DRAFTING STANDARDS 8 - 2 EDSP 2021
Unless otherwise approved or required by the City, all plans shall be drafted and submitted using
US Imperial units, with one-foot as the standard measurement of distance/elevation.
9.02.2 Line width
Line width shall not be less than six thousands (0.006) of an inch.
9.02.3 Line weight
Existing features and facilities shall be shown with thin, dashed and/or gray muted lines.
Proposed improvements shall be shown with heavier, solid black lines.
9.02.4 Descriptions and Detail Notes
To the greatest extent possible, descriptions and detail information shown on plan sheets shall not
be shown in more than one location. Description and detail notes shall be contained within the
match lines of each sheet. Other sheets shall refer to applicable plan sheets for details. For
example, curb returns that show up on multiple sheets shall only have one curb return data table
and manholes shown on multiple sheets shall only have information on one sheet and the other(s)
shall reference.
9.02.5 Required Information
The following items shall be contained within a title block aligned vertically along the right side
of each sheet in the plan set.
A. Project Title.
B. Sheet Title.
C. Designer’s Company/Agency Information; including Name, Address, Voice/Fax
Telephone Numbers, email address, logo, etc.
D. Sheet number and total number of sheets; in the format “SHEET X OF Y.”
E. Engineer’s Stamp and Signature.
F. Review Stamp (if applicable); when plans are submitted to the City for review and
comment, the plans shall clearly be marked “PRELIMINARY – NOT FOR
CONSTRUCTION” over the Engineer’s Stamp and Signature.
G. Date of Drawing.
H. Revision Block; including area for revision number, description, date, and name.
I. City Project Number; Orientate horizontally near the bottom right hand corner of the sheet
in one-quarter inch minimum letters in the format “City Project Number PXXXXX.”
J. “City Approval” Block (blank area one and one-half inches tall and three inches wide
minimum for City approval stamp and signature by the City Engineer).
9.03 COVER SHEET
The purpose of the cover sheet is to provide a quick overall view of the project covering major
design features and for orientation to the project area.
A separate cover sheet shall be included in all project plan sets unless all required
information to construct a project can be contained on one plan sheet.
The following items shall be included on the Cover Sheet:
Attachment 2, Page 2 of 17
Section II - DRAFTING STANDARDS 8 - 3 EDSP 2021
A. Project Title and Project Number.
B General Construction Notes; see Section 9.03.1.
C. Sheet Index; including the sheet numbers and titles of all sheets within plan set (unless
there is only one).
D. Symbol Legend; see Section 9.03.2.
E. Vicinity Map; see Section 9.03.3.
F. Site Map (including Sheet Index); see Section 9.03.4.
9.03.1 General Construction Notes
The following General Construction Notes shall be included on the cover sheet of the plan set. If
the general construction note in no way applies to the project it may be omitted. Additional notes
shall be included as necessary or required.
GENERAL CONSTRUCTION NOTES
A. ALL MATERIALS AND WORKMANSHIP WITHIN THE PUBLIC RIGHT-OF-WAY
OR PUBLIC EASEMENTS SHALL MEET STANDARD SPECIFICATIONS FOR
CONSTRUCTION, AS SPECIFIED IN SECTION 'A' OF THE SPECIAL PROVISIONS
IN ADDITION TO ALL OTHER SPECIFICATIONS REFERENCED OR
INCLUDED, AND IN ADDITION TO THESE PLANS.
B. OREGON LAW REQUIRES THE CONTRACTOR TO FOLLOW RULES ADOPTED
BY THE OREGON UTILITY NOTIFICATION CENTER. THOSE RULES ARE SET
FORTH IN OAR 952-001-0010 THROUGH OAR 952-001-0100. THE CONTRACTOR
MAY OBTAIN COPIES OF THE RULES BY CALLING THE CENTER. NOTE: THE
TELEPHONE NUMBER FOR THE OREGON UTILITY NOTIFICATION CENTER IS
(800) 332-2344 OR 811.
C. LOCATION AND/OR DEPTH OF EXISTING UTILITIES SHOWN ON PLANS ARE
APPROXIMATE. ALL UTILITIES MAY NOT APPEAR ON PLANS. IT IS THE
CONTRACTOR'S RESPONSIBILITY TO CONTACT ALL UTILITY COMPANIES
FOR UNDERGROUND LOCATION OF FACILITIES AT LEAST 48 HOURS PRIOR
TO EXCAVATING OR "POTHOLING". THE "ONE-CALL" NUMBER (800) 332-
2344 OR 811.
D. CONTRACTOR SHALL BE RESPONSIBLE FOR COORDINATION WITH UTILITY
COMPANIES ON THE TIMING OF INSTALLATION OF THEIR FACILITIES.
E. ALL SANITARY AND STORM SEWER CONNECTIONS TO EXISTING CITY
OWNED FACILITIES (PIPE, CATCH BASINS, MANHOLES, ETC.) SHALL BE
INSPECTED BY THE CONTRACTOR AND THE CITY'S PUBLIC WORKS
MAINTENANCE DEPARTMENT PRIOR TO HOOK UP. CONTACT
Attachment 2, Page 3 of 17
Section II - DRAFTING STANDARDS 8 - 4 EDSP 2021
MAINTENANCE AT (541-726-3761) OR CITY CONSTRUCTION INSPECTOR NO
LESS THAN 48 HOURS PRIOR TO DESIRED INSPECTION TIME.
F. WHERE CONNECTING TO AN EXISTING PIPE. THE CONTRACTOR SHALL
EXPOSE THE END OF THE EXISTING PIPE AND ALLOW THE ENGINEER TO
VERIFY EXACT LOCATION AND ELEVATION, CONDITION, AND POSITIVE
FLOW BEFORE LAYING ANY NEW PIPE ON THAT SYSTEM.
G. THE SEWER GRADE SHALL BE PER THE PLANS SPECIFICATIONS AND WITH
THE MINIMUM COVER AS SHOWN ON THE PLANS
H. THE CONTRACTOR SHALL INTERNALLY TELEVISION INSPECT THE SEWER
AFTER ALL BACKFILL AND BEFORE THE FINAL LIFT OF ASPHALT PAVING.
THE CONTRACTOR SHALL SUPPLY THE CITY WITH A WRITTEN T.V. REPORT
AND VIDEO TAPE OR DVD FOR CITY APPROVAL AT LEAST 2 WORKING
DAYS BEFORE THE PRE-PAVING MEETING.
I. CONTRACTOR TO SCHEDULE A PRE-PAVING CONFERENCE 24 HOURS PRIOR
TO PAVING. CONTACT THE CONSTRUCTION INSPECTOR.
J. ALL JOINTS BETWEEN EXISTING and NEW ASPHALT PAVING SHALL BE
SEALED WITH POLYMERIZED ASPHALT AND SANDED TO PREVENT PICK
UP.
K. COMPACTION REQUIREMENTS:
1. LAYER RATE
TEST
2. SUBGRADE 95% T99
3. CRUSHED ROCK 95% T180
4. ASPHALT (LOCAL) 90% RICE
5. ASPHALT (COLLECTOR/ARTERIAL) 92% RICE
L. CONCRETE COMPRESSIVE STRENGTH REQUIREMENTS (PSI):
1. CONCRETE USE FIELD LABORATORY
2. SIDEWALK/ADA RAMPS 3000 3450
3. CURBS/GUTTERS 3500 4025
4. DRIVEWAYS 3500 4025
5. PAVEMENT 4000 4600
M. THIS PROJECT SHALL COMPLY WITH THE AMERICAN DISABILITIES ACT
REQUIREMENTS SUCH AS INCORPORATION OF DESIGN CRITERIA FOR
RAMPS, MAXIMUM PROFILE AND CROSS SECTION SLOPES FOR
Attachment 2, Page 4 of 17
Section II - DRAFTING STANDARDS 8 - 5 EDSP 2021
SIDEWALKS, UPGRADING EXISTING FACILITIES WHERE MAJOR
CONSTRUCTION IS OCCURRING, AND BUILDING WARNING FOR OBJECTS IN
SIDEWALK SUCH AS CURBING OR LANDSCAPING AROUND MAILBOXES.
N. CONTRACTOR IS RESPONSIBLE TO OBTAIN APPLICABLE PERMITS FROM
OTHER AGENCIES WITH JURISDICTIONS SUCH AS LANE COUNTY, OREGON
DEPARTMENT OF TRANSPORTATION, OREGON DIVISION OF STATE LANDS,
THE ARMY CORPS OF ENGINEERS, OR THE DEPARTMENT OF
ENVIRONMENTAL QUALITY.
O. ALL IMPROVEMENTS THAT WILL BE PRIVATELY OWNED AND
MAINTAINED WILL BE BOUND BY THE CURRENT REQUIREMENTS OF THE
STATE OF OREGON STRUCTURAL SPECIALTY CODE, PLUMBING SPECIALTY
CODE, AND/OR CITY OF SPRINGFIELD BUILDING DIVISION REQUIREMENTS.
CONTRACTOR IS RESPONSIBLE TO OBTAIN APPLICABLE PERMITS FROM
OTHER CITY DEPARTMENTS PRIOR TO DOING PRIVATE WORK.
P. EROSION CONTROL MEASURES SHALL BE IN PLACE PRIOR TO THE START
OF CONSTRUCTION. SEE EROSION CONTROL PLAN.
Q. STREET TREES: ONLY STREET TREES WITH A MINIMUM TRUNK CALIPER OF
2 IN. MEASURED 6 IN. ABOVE THE ROOT STEM SHALL BE SELECTED FOR
PLANTING.
R. A PRE-CONSTRUCTION CONFERENCE IS REQUIRED BEFORE START OF
CONSTRUCTION. ALL UTILITIES, CONTRACTORS and CITY
REPRESENTATIVES SHALL HAVE RECEIVED THE FINAL APPROVED PLANS
AT LEAST 5 WORKING DAYS PRIOR TO THE PRE-CONSTRUCTION
CONFERENCE.
S. THE ENGINEER AND/OR CITY HAVE THE RIGHT TO REQUIRE ADDITIONAL
WORK NOT SHOWN HEREIN BUT NECESSARY FOR THE SUCCESSFUL
COMPLETION OF THE PROJECT. STD. SPEC. 104.08.
T. REQUESTS BY THE CONTRACTOR FOR CHANGES SHALL BE APPROVED BY
THE ENGINEER AND THE CITY IN WRITING PRIOR TO IMPLEMENTATION.
U. CONTRACTOR SHALL BE AWARE IF PAVING IS NOT SCHEDULED OR DOES
NOT OCCUR PRIOR TO OCTOBER 15TH, WET WEATHER PROVISIONS
INCLUDING ADDITIONAL ROCK SUBSTRUCTURE AND GEOTEXTILE FABRIC
SHALL USED. REFER TO STANDARD SPECIFICATION SECTION 301.1.01 AND
THE TYPICAL CROSS SECTIONS CONTAINED HEREIN FOR DETAILS.
Attachment 2, Page 5 of 17
Section II - DRAFTING STANDARDS 8 - 6 EDSP 2021
V. THE CONTRACTOR SHALL VERIFY EACH EXISTING SANITARY AND STORM
CONNECTION.
9.03.2 Symbol Legend
The symbol legend shall show, list, and define all symbols and line types shown throughout the
plan set. By defining line weights used, the symbol legend shall also detail which improvements
are proposed and which are existing.
9.03.3 Vicinity Map
The following information shall be included in the vicinity map:
A. North Arrow.
B. Scale.
C. Street Names.
D. Project Area Defined.
9.03.4 Site Map (including Sheet Index)
The site map shall include the following (as applicable):
A. Entire Project Area as defined in the Vicinity Map.
B. Sheet Numbers and boundaries of plan and profile sheets.
C. Street Names.
D. North Arrow.
E. Scale.
F. Proposed:
1. Lot Lines.
2. Partition/Subdivision Boundaries.
3. Parcel/Lot Numbers.
4. Right of Way.
5. Easements.
G. Existing:
1. Lot Lines.
2. Partition/Subdivision Boundaries.
3. Partition/Subdivision Names/Numbers.
4. Parcel/Lot Numbers.
5. Tax Lot Numbers.
6. Right of Way.
7. Easements.
H. City Limits Boundary.
I. Urban Growth Boundary.
J. Flood Plain Boundary (100-year base flood elevation).
9.04 PLAN AND PROFILE VIEW SHEETS
Complete design showing the street, storm and sanitary sewers, utilities, and other improvements
shall all be shown on the plan and profile view sheets. Improvements detailed for construction
on separate sheets which may conflict with the other design features (like traffic signal poles or
street lights) shall be shown on all plan and profile sheets for reference only.
Attachment 2, Page 6 of 17
Section II - DRAFTING STANDARDS 8 - 7 EDSP 2021
Plan and profile sheets may be omitted when work is related to traffic items only, i.e. signals
or striping. Refer to Section 9.06 and 9.07 for information on traffic sheets.
Plan and profile of each section of improvement shall be on the same sheet, and shall be aligned
vertically by stations on the sheet to the greatest extent possible.
9.04.1 Plan View
9.04.1.A Drawing Scale
The following drawing scales shall apply for plan view sheets:
1. An appropriate engineering scale shall be utilized.
2. Horizontal plan and profile scale shall be in ten-foot increments.
3. Street construction project plan view scale shall be 1" = 20'.
4. Sewer construction projects plan view scale shall be between 1" = 20' and 1" = 50' (in ten-
foot increments), depending on amount of detail necessary.
9.04.1.B Required Information
The information required to be included in the site map as defined in Section 9.03.4 (excluding
sheet numbering index) shall be included in all plan views. In addition, the following items shall
be included in each plan view:
1. North Arrow.
2. Drawing Scale and Scale Bar (Horizontal).
3. Match lines, see Section 9.04.1.B-1.
4. Right of Way Centerline and Stationing, see Section 9.04.1.B-2.
5. Existing and Proposed Right of Way, Easements, and existing monumentation including
dimensions, see Section 9.04.1.B-3.
6. Contour Lines, see Section 9.04.1.B-4.
7. Existing and Proposed Utilities, see Section 9.04.1.B-5.
8. Existing and Proposed Improvements, see Section 9.04.1.B-6.
9. Curb Return Data, see Section 9.04.1.B-7.
10. Centerline Horizontal Curve Data, see Section 9.04.1.B-8.
11. Construction Notes (bubble type), see Section 9.04.1.B-9.
12. Flow Arrows, high and low points (on street projects).
9.04.1.B-1 Match Lines
Match lines shall be used from sheet to sheet. Each match line shall include the centerline station
of the break and the adjacent sheet number to reference. Match lines shall be placed in a way to
minimize the duplication of information. Specifically note the following:
A. Whenever possible, match lines shall be placed at even station numbers (in 50-foot
increments); i.e. station 6+00 or station 6+50.
B. Match lines may be located in the center of an intersection.
C. Match lines shall not be located in the middle of a curb radius.
D. Match lines shall not be located at the same station as manholes, curb inlets, or other
structures.
Attachment 2, Page 7 of 17
Section II - DRAFTING STANDARDS 8 - 8 EDSP 2021
E. Match lines shall be located so that an entire horizontal or vertical curve or curb taper
appears on the same sheet. If this is not practical, complete curve information shall be
shown on all matching sheets.
9.04.1.B-2 Centerline and Stationing
Bearings, distances, and curve data (see section 9.04.1.B-8) shall be included along all centerlines.
Whenever possible, centerline stationing shall:
A. Be located in the center of the right of way or easement.
B. Be based on an existing survey.
C. Run either from South to North or from West to East.
D. Read from left to right on the plan sheet.
When there is no survey available and an arbitrary centerline stationing must be set, stationing
shall begin at the centerline of the nearest intersecting street right of way. Negative stationing
shall never be used.
Intersecting centerlines shall be labeled with centerline names and Equation Stations, i.e., 7+56
‘A’ Street = 0+00 8th Street. Equation stations shall be used on all facilities transitioning between
two differently stationed alignments.
9.04.1.B-3 Existing and Proposed Right of Way and Easements
The engineer shall be responsible to accurately show all existing and proposed rights of way and
easements within the project limits. Then engineer shall retain the services of an Oregon
Professional Land Surveyor to determine right of way and easement boundaries. Said right of
way and easements shall be accurately shown on the plan view of each sheet including dimension
along frontage of improvements. Existing lots shall be identified by tax lot number and address
number.
All right of way shall be labeled as “ROW”, labeled as existing (EX) or proposed (PR), and
accurately dimensioned on the plan view including total width and width from centerline.
All easements shall be labeled with a brief description, labeled as existing (EX) or proposed (PR),
and accurately dimensioned on the plan view.
9.04.1.B-4 Contour Lines
The engineer shall develop contour lines based on survey and topographic information. Contour
lines shall extend beyond the project area to adequately show the surrounding topography and the
impacts the improvement will have on the area. Contour lines shall be shown at even elevations at
one foot intervals (i.e. 495, 496, 497, etc.) and shall be bolder on five at intervals (i.e. 495, 500,
505, etc.). On unusually steep slopes where one foot contour lines would be difficult to read,
spacing may be decreased to five feet. For small scale drawing 1”=5’ or less, point elevations
and slope areas shall be used.
9.04.1.B-5 Existing and Proposed Utilities
The engineer shall gather adequate information from a current field survey, utility records, locates,
potholing, etc. to accurately show all existing utilities within and near the project area. Each
Attachment 2, Page 8 of 17
Section II - DRAFTING STANDARDS 8 - 9 EDSP 2021
utility shown on the plan view shall have a description and size (if applicable) contained within
the alignment.
9.04.1.B-6 Existing and Proposed Improvements
The engineer shall gather adequate information from a current field survey, utility records; utility
locates, as built records, potholing, etc. to accurately show all existing utilities within and near the
project area. All existing improvements within the project area that may be impacted by project,
or are important in evaluating the project, shall be shown on the plan view. Plan view shall
include adequate topography surrounding the project area for a comprehensive review of the plan.
Existing monumentation shall be shown and noted as to its type. This included, but is not limited
to control monuments, street centerline monumentation, property corners, benchmarks, etc.
All improvements shall be shown in plan view in a size, shape, and scale that accurately reflects
the improvement as it will be built in the field. If enough information cannot be shown on the
plan view to construct an improvement, a construction detail shall be included or referred to (see
section 9.05).
All proposed improvements shall include a construction note, see Section 9.04.1.B-9, and, if
applicable, a station number and offset distance from centerline.
Improvements that are to be moved or relocated as a part of the project shall clearly be shown with
the existing and proposed location.
Following are requirements for specific types of improvements on the plan view:
9.04.1.B-6a Sewers
Alignment shall be shown with one solid line down the centerline of the pipe and the type of sewer
(Wastewater (WW) or Stormwater (ST)) shall be shown within the alignment.
9.04.1.B-6b Sidewalks
Sidewalk shall be shown on the plans and labeled with width and type (curbside or setback) within
the alignment. Sidewalk that will not be built with the project shall be shown on the plans with
dashed lines and labeled as “future” with width and type.
9.04.1.B-6c Landscaped Areas
Landscaped areas shall be shown and labeled on the plan sheets. Landscaping sheets shall include
specific planting plans.
9.04.1.B-6d Driveways
Curb cuts and driveway approaches shall be shown on the plan set. Driveways behind the
sidewalk shall be shown and labeled with material type.
9.04.1.B-6e ADA Ramps
ADA ramps shall be shown on the plans within and surrounding the project area with accurate
wing and throat locations and directionality. Provide an appropriately scaled detail of each ramp.
Attachment 2, Page 9 of 17
Section II - DRAFTING STANDARDS 8 - 10 EDSP Chapter 9 Update 2021
9.04.1.B-6f Curb and Gutter
Curb and gutter shall be shown with two lines depicting the back of curb and the gutter flow
line/face of curb. If desired, the designer may include the front of gutter bar.
9.04.1.B-6g Pavement
Pavement shall be dimensioned on the plan view. Transitions shall clearly be shown and
dimensioned with a length and taper rate.
9.04.1.B-6h Trees
Existing trees shall be shown with type and diameter. Those potentially affected by the
construction shall be marked for removal or protection.
Proposed trees shall be shown on the plan view in their approximate location, and included in the
landscape and lighting plans
9.04.1.B-7 Curb Return Data
Each curb return shall be labeled with letters and/or numbers and a corresponding table shall be
included on the same sheet. The data table shall include the following information:
A. Delta angle (in degrees).
B. Radius (in feet).
C. Arc Length (in feet).
D. Beginning (PC) station and offset from centerline.
E. Cord Length (in feet).
F. Cord Direction (bearing).
G. Top of curb elevations corresponding to no less than four places on curb return including
a description of each point, i.e. high point, 1/3 delta, etc.
9.04.1.B-8 Horizontal Curve Data
Each horizontal curve shall be labeled with letters and/or numbers and a corresponding table shall
be included on the same sheet. PC and PT locations shall be labeled with stationing on the
centerline. The data table shall include the following information:
A. Delta angle (in degrees).
B. Radius (in feet).
C. Arc Length (in feet).
D. Point of curvature (PC) station.
E. Point of tangency (PT) station.
F. Cord Length (in feet).
G. Cord Direction (bearing).
9.04.1.B-9 Construction Notes
Numbered construction notes, also known as “bubble notes,” corresponding to a construction note
legend on the same sheet shall be utilized on all plan views. Numbers shall be consistent
throughout the plan set, i.e. eight-inch PVC sanitary sewer is always #253, etc.
A construction note legend shall be included on each applicable plan sheet and only the “bubble
Attachment 2, Page 10 of 17
Section II - DRAFTING STANDARDS 8 - 11 EDSP Chapter 9 Update 2021
notes” utilized on that sheet shall be defined in the legend. The “bubble notes” shall appear in
numerical order in an easily identified area on the sheet.
Construction notes shall accurately define the work to take place. Construction notes shall
include the method used, the size proposed, and reference specific details in the plan set or City
standard details.
9.04.2 Profile View
The profile view shall be shown in a grid directly below the corresponding plan view. Grid lines
shall be established based on the plan and profile view scales. Under normal circumstances,
vertical grid lines shall be placed at 25-foot increments and horizontal grid lines shall be placed at
one-foot increments. Grid lines at five-foot elevation increments and 50-foot station increments
shall be of a slightly bolder line weight than others. Plan and profile of each section of
improvement shall be on the same sheet and shall be aligned vertically by stations on the sheet to
the greatest extent possible.
9.04.2.A Drawing Scale
An appropriate engineering scale shall be utilized. The horizontal scale used on the plan view
shall match the horizontal scale used on the profile view. The profile view vertical scale shall be
determined based on the following table:
Existing Ground Slope (%) Vertical Profile Scale
0-10 1 inch = 5 feet*
> 10 1 inch = 10 feet
* For nearly flat existing ground slopes, vertical profile scale may be reduced to one inch = two
feet (1' = 2') in order to accurately show required features.
Profile scale shall be based on the overall topography of the project area. Designer shall attempt
to use only one profile scale per plan set. Designer shall not vary profile scale on the same plan
sheet. If because of grade, a profile must be divided, the break shall be clearly shown on the
profile view and the elevations grid lines shall be redefined.
9.04.2.B Required Information
The following items shall be included in each profile view:
1. Drawing Scale and Scale Bar (Horizontal and Vertical).
2. Match lines (if applicable), see Section 9.04.2.B-1.
3. Centerline Stationing, see Section 9.04.2.B-2.
4. Existing Ground Profile, see Section 9.04.2.B-3.
5. Proposed TC or CL Profile, Elevations and Slopes, see Section 9.04.2.B-4.
6. Centerline Grade Break / Vertical Curve Data, see Section 9.04.2.B-5.
7. Existing and Proposed Utilities, see Section 9.04.2.B-6.
8. Existing and Proposed Improvements, see Section 9.04.2.B-7.
9. Backfill requirements, see Section 9.04.2.B-8.
Attachment 2, Page 11 of 17
Section II - DRAFTING STANDARDS 8 - 12 EDSP Chapter 9 Update 2021
9.04.2.B-1 Match lines
Match lines shall be shown on the profile view at the same location as those shown on the plan
view, see Section 9.04.1.B-1. Each match line shall include the centerline station of the break
and the adjacent sheet number to reference. Match lines shall also include the TC or CL elevation
at the break.
9.04.2.B-2 Centerline Stationing
Centerline stationing on the profile shall match centerline stationing on the plan view, see to
Section 9.04.1.B-2. Centerline stationing shall be placed on the bottom of the profile view grid.
Intersecting centerlines shall be labeled with centerline names and Equation Stations, i.e., 7+56
‘A’ Street = 0+00 8th Street.
9.04.2.B-3 Existing Ground Profile
The engineer shall base existing ground profiles on information collected by the surveyor in the
field. Refer to Section 9.01 for details.
Existing ground elevation profiles shall be shown on the profile views in the following locations:
Street alignments: At the centerline and ROW lines (Where ROW width varies, existing
ground elevation profiles shall be shown on the profile one foot between
proposed sidewalk locations.
Sewer alignments: At the centerline of each pipe alignment.
9.04.2.B-4 Proposed TC or CL Profile, Elevations, and Slopes
The engineer may opt to show the centerline or the top of curb elevations on a project. The choice
shall remain consistent throughout the plan set. The slope on each segment shall be on the profile
view with clear divisions between them. Refer to Section 9.04.2.B-5a for grade break and vertical
curve requirements.
A separate profile and/or curve data table shall be provided detailing the top of curb elevations
around proposed cul-de-sac bulbs.
9.04.2.B-5 Centerline Grade Break / Vertical Curve Data
All grade breaks and vertical curve shall clearly be shown on the profile view.
9.04.2.B-5a Grade Breaks
All grade breaks shall include the centerline station, TC or CL elevation, and percent grade change.
9.04.2.B-5b Vertical Curves
Each vertical curve shall be labeled with letters and/or numbers and a corresponding table shall be
included on the same sheet. PVI location with stationing and length of vertical curve shall be
labeled on the profile. The data table shall include the following information:
1. PC Station / Elevation.
2. PVI Station / Elevation.
3. PT Station / Elevation.
Attachment 2, Page 12 of 17
Section II - DRAFTING STANDARDS 8 - 13 EDSP Chapter 9 Update 2021
4. High / Low point Station / Elevation.
5. Length.
6. K value (based on AASHTO definition).
9.04.2.B-6 Existing and Proposed Utilities
The engineer shall gather adequate information from a current topographic survey, utility records,
locates, potholing, etc. to accurately show all existing utilities within and near the project area.
Utility crossings and potential conflict points shall be shown on the profile view in an accurate
location with elevation noted. Each utility shown on the plan view shall have a description and
size (if applicable).
9.04.2.B-7 Existing and Proposed Improvements
Proposed improvements shall include a detail note, and, if applicable, a station number and offset
distance from centerline.
Following are requirements for specific types of improvements on the profile view:
9.04.2.B-7a Sewers
All structures (manhole, curb inlets, clean outs, etc.) and pipes for proposed and existing sewers
shall be accurately depicted (size and elevation) on the profile view.
Sewer structures shall include and be labeled with the following information on the profile:
1. Centerline Station and Offset.
2. Type Inlet, Manhole (Wastewater (WW) or Stormwater (ST)), clean out, etc.
3. Flow line (invert).
a. Existing (ex) or Proposed (pr).
b. Size.
c. Direction.
d. Elevation.
4. Top of Curb / Rim.
a. Existing (ex) or Proposed (pr).
b. Elevation.
c. Adjusted elevation (if applicable).
Sewer pipes shall include and be labeled with the following information on the profile:
1. Location (top and flow line inside locations of pipe).
2. Size.
3. Type (Wastewater (WW) or Stormwater (ST)).
4. Length.
5. Slope.
6. Material.
7. HGL, refer to Section XXX for requirement.
9.04.2.B-8 Backfill Requirements
Attachment 2, Page 13 of 17
Section II - DRAFTING STANDARDS 8 - 14 EDSP Chapter 9 Update 2021
Backfill requirement shall be shown below each pipe near the bottom of the profile. Backfill
requirements include the type of material to be used in each area.
9.05 CONSTRUCTION DETAIL SHEETS
City standard drawings, or other appropriate standard drawings, shall be referenced in the
construction notes on the plan sheet by drawing number.
Construction materials and methods not adequately defined in the City Standard Construction
Specifications shall be defined in the specific plan set. If requirements can be met, specific detail
drawings may be shown on a plan and profile view sheet(s). On a large plan set, it is preferable
to have all specific construction details in a separate section.
9.05.1 Drawing Scale
A drawings scale shall be selected that will accurately convey the information required. Scale
shall be in engineering units, and whenever possible should have the same horizontal and vertical
scale.
9.05.2 Required Information
The following information shall be included in construction detail drawings as necessary
A. Scale.
B. Different views (plan, profile, etc.)
C. Dimensions.
D. Construction Materials.
E. Construction Methods.
9.05.3 Required Details
All street projects shall contain typical street cross sections for the project. Typical street cross
sections may either be included on the cover sheet or show on construction detail sheets. Separate
cross sections shall be included for each different typical street cross section on the project.
Typical cross sections shall be labeled with beginning and ending stationing. The following
information is required on a typical street cross section:
A. Centerline location
B. Right of way width.
C. Easements.
1. Width.
2. Location.
3. Description.
D. Pavement.
1. Width.
2. Depth.
3. Location.
4. Structure.
a. Lift / Pour Thickness.
b. Type.
c. Method.
Attachment 2, Page 14 of 17
Section II - DRAFTING STANDARDS 8 - 15 EDSP Chapter 9 Update 2021
E. Standard Aggregate.
1. Depth.
2. Location.
F. Winter Construction Provisions.
1. Addition Aggregate.
2. Geotextile Fabric.
G. Sidewalk.
1. Location (Curbside or Setback).
2. Width.
H. Planter Strip.
1. Location.
2. Width.
I. Curb and Gutter.
J. Maximum Cut/Fill Slope to catch point.
1. Within ROW.
2. Within Easements.
Dimensions on typical street cross sections shall be shown as accurately as possible. When widths
vary in a typical cross section area, width shall be labeled on typical cross section as “varies” and
include a minimum and maximum dimension.
9.06 TRAFFIC PLAN SHEET(S)
Drafting shall follow the guidelines set forth in the ODOT Traffic Management Section, “Guide
for Consultants and Local Governments Preparing Traffic Signal Contract Plans” which includes
the ODOT symbol legend. Refer to Section 5.00 for additional requirements and information on
when traffic sheets are required and when they may be omitted. In addition, see the following
sections for required information.
9.06.1 Drawing Scale
An appropriate engineering scale shall be utilized. Plan view scale shall be selected to clear ly
show the existing and proposed improvements. Plan scale shall be in ten-foot increments.
9.06.2 Required Information
The information required to be included in the site map as defined in Section 9.03.4 (excluding
sheet numbering index) shall be included on all traffic plan sheets. In addition, the following
items shall be included in each plan view:
A. North Arrow.
B. Drawing Scale and Scale Bar (Horizontal).
C. Match lines, see Section 9.04.1.B-1
D. Right of Way Centerline and Stationing, see Section 9.04.1.B-2 matching the centerline
and stationing set up on the plan and profile view sheets.
E. Existing and Proposed Right of Way and Easements including dimensions, see Section
9.04.1.B-3.
F. Existing and Proposed Utilities, see Section 9.04.1.B-5 where new underground work is
shown on the sheet that may affect the utilities. Existing utilities need not be shown on
striping sheets.
G. Existing and Proposed Improvements, see Section 9.04.1.B-6.
Attachment 2, Page 15 of 17
Section II - DRAFTING STANDARDS 8 - 16 EDSP Chapter 9 Update 2021
H. Construction Notes, using ODOT symbol legend, see Section 5.00.
I. Existing and Proposed Street Trees
9.07 TRAFFIC DETAIL SHEET(S)
The criteria outlined in Section 9.05, Construction Detail Sheets, Section 9.05.1 Drawing Scale
and Section 9.05.2, Required Information all apply to traffic details. Refer to those sections for
drafting standards.
9.08 GRADING PLAN SHEET(S)
When major earthwork is a portion of a project, a grading plan may be required for the entire site
as a part of the plan set. Said work may require additional permits to construct. This will always
be required when the proposed earthwork may adversely affect existing overland flow.
The information required to be included in the site map, as defined in Section 9.03.4 (excluding
sheet numbering index), shall be included on the grading plan.
9.08.1 Drawing Scale
An appropriate engineering scale shall be utilized. Plan view scale shall be selected to clearly
show the existing and proposed improvements. Plan scale shall be in ten foot increments.
9.08.2 Required Information
The following items shall be included in each plan view:
A. North Arrow.
B. Drawing Scale and Scale Bar (Horizontal).
C. Right of Way Centerline and Stationing, see Section 9.04.1.B-2.
D. Existing and Proposed Right of Way and Easements including dimensions, see Section
9.04.1.B-3.
E. Existing and Proposed Contour Lines, see Section 9.04.1.B-4.
F. Existing and Proposed Drainage Ways.
G. Typical cross Sections (of fill areas, drainage ways, etc.).
H. Construction methods.
I. Construction Materials.
9.09 EROSION AND SEDIMENT CONTROL PLAN SHEET(S)
An erosion and sediment control plan shall be included in the plan set whenever the proposed
construction may create erosion and or sediment runoff or tracking to a public or private drainage
way or property. Separate erosion sheet(s) shall be included in all project plan sets unless all
required information to construct a project can be contained on one plan sheet. Refer to
Section 8.00 for erosion and sediment control plan design and drafting standards.
Attachment 2, Page 16 of 17
Section II - DRAFTING STANDARDS 8 - 17 EDSP Chapter 9 Update 2021
Attachment 2, Page 17 of 17
Section III - PROCEDURES 12 - 1 EDSP 2021
PUBLIC IMPROVEMENT PROJECT PERMITS
12.00 STANDARDS & PROCEDURES
12.01 PURPOSE
This Chapter describes the process, standards, and requirements for initiating, coordinating,
designing, and constructing Public Improvement Permit Projects (Project). A Project may include,
but is not limited to, storm sewers, sanitary sewers, sidewalks, driveway aprons, pedestrian access
ramps, traffic control, street lights, street trees, curb and gutters and paving improvements, which are
funded, engineered, and built by a private developer.
12.02 PERMIT OBLIGATIONS
12.02.1 Developer Obligations of Permit
The Developer must obtain a Public Improvement Project Permit (Permit) before constructing any
privately-funded and privately-designed public improvements in public rights-of-way or easements.
The Developer must comply with all conditions set forth in the Public Improvement Project Permit
Agreement, which constitutes the Developer’s Permit, and all requirements of this Chapter. The
Developer is responsible for ensuring that its Design Professionals and Contractor abide by the
requirements of the Public Improvement Project Permit Agreement and this Chapter.
The Developer is responsible for providing all financing, personnel, equipment and materials to
fulfill the requirements of the Permit, including to fully construct and pay all costs of the Project and
to complete the Project in accordance with the Plans. All work must comply with applicable state
and federal law and ordinances and regulations of the City of Springfield, including but not limited to
, the applicable requirements of the Springfield Standard Specifications, the Springfield Public
Works Design Standards and Procedures Manual, and any applicable land use decisions, and in
accordance with any and all other applicable City ordinances and policies. Developer must complete
and pay for all additional items of work not shown on the construction drawings but necessary for the
successful completion of the Project.
Starting on the date that the Permit is approved and signed by the City Engineer and continuing until
the date on which the City Council formally accepts the Project, the Developer is responsible for the
following:
A. Maintaining safety, proper traffic control and signing, cleanliness and general condition of all
affected streets, alleys, sidewalks, bike paths, or other public ways, including both dedicated
rights of way and easements as well as those rights of way and easements proposed for future
dedication to the City as a part of the Project;
B. Containing all work and materials related to the Project within the development area so as not
to intrude on surrounding private properties unless written approvals has been obtained from
the affected property owners and copies are supplied to the City beforehand;
C. Safeguarding surrounding public properties, private properties, and natural features from
damage caused directly, or indirectly, by the Project; and
D. Correcting any other unsafe conditions that are pointed out by the City on the Project.
Attachment 3, Page 1 of 17
Section III - PROCEDURES 12 - 2 EDSP 2021
If a deficiency in safety is directed to the Developer, Coordinating Design Professional, or
Contractor, and the deficiency is not corrected in a timely manner, as determined by the City, the
City may take whatever steps necessary to safeguard the public. In case of an immediate risk to
public health or safety, as determined by the City, the City reserves the right to take whatever steps
necessary to correct the problem without contacting the Developer or its agent beforehand. The
Developer will bear any and all costs related to correcting said safety problem.
12.02.2 Obligation to Employ/Contract with Qualified Contractor
To ensure quality of construction, the Developer will select a Contractor(s) with sufficient
experience, available forces and equipment to complete the job in an acceptable manner. Developer
shall submit name(s) of proposed contractor(s) and sub-contractor(s) for the Project to the City
Engineer for consideration and shall select Contractor(s) who are qualified by the City Engineer for
Public Improvement Permit Project work. The City Engineer may require a pre-qualification
application, evidence of State pre-qualification, and/or references to be submitted to determine
qualification for the project. The Developer must ensure that the Contractor is responsible for the
construction duties for this Project, including but not limited to those duties listed in Section
12.08. The Contractor must sign the Contractor’s Permit Acknowledgment and Indemnification
Agreement acknowledging that the Developer has contracted with the Contractor to perform the
work required by the Permit.
12.02.3 Obligation to Employ/Contract with Qualified Design Professional(s)
The Developer must employ a professional engineer or a firm that employs one or more professional
engineers, registered in the State of Oregon, to act as design professionals for the Project. If
required under Subsection 12.09.1.D, the Developer will appoint a Coordinating Design
Professional; otherwise, the sole design professional will automatically be considered the
Coordinating Design Professional. The Developer must ensure that the Coordinating Design
Professional is responsible for the oversight of all engineering and design duties for this Project,
including but not limited to those listed in Section 12.09. All design professionals must sign the
Design Professional’s Permit Acknowledgment and Indemnification Agreement acknowledging that
the Developer has contracted with said design professional(s) to perform the work required by the
Permit.
Developer specifically understands and agrees that the City’s issuance of a Permit and approval of
plans for the Project is not a certification or warranty that the Plans fully meet engineering design
standards for performance. Developer also specifically understands and agrees that any City
oversight during construction of Project does not relieve the Developer or any design professionals of
the primary responsibility to inspect, test, provide surveys or measurements and otherwise manage
and oversee construction and documentation of Project to assure and certify that the Project complies
with the Plans and all City standards.
12.02.4 City Obligations of Permit
In issuing the Permit, the City Engineer agrees to recommend the project to the City Council for
acceptance and maintenance by the City of Springfield after the completed project meets City
requirements.
12.03 PERMIT APPLICATION PROCEDURES
This section sets forth the Developer’s requirements and the timelines for work under the Project.
Attachment 3, Page 2 of 17
Section III - PROCEDURES 12 - 3 EDSP 2021
Note: All Development & Public Works Department forms are available on the City’s website at:
https://www.springfield-or.gov/city/development-public-works/engineering-and-construction-
resources/
12.03.1 Initial Plan Submittal Requirements
The Developer or Coordinating Design Professional must contact the City to schedule an
appointment for intake of the Initial Plan Submittal. At intake, the Developer or the Coordinating
Design Professional must submit the following items, complete and signed (if needed):
1. Public Improvement Project Permit Agreement signed by the Developer.
2. Itemized cost estimate for construction of the Project. This estimate must be based on the
BOLI prevailing wage and must include the project contingency and any fees required to
be paid to the Developer’s design professional(s).
3. Construction Permit Deposit for Public Improvement Projects form. See section 12.05.
This form must be submitted along with the City Plan Examination Deposit. See subsection
12.05.1. Alternatively, the Developer may pay the entire deposit amount shown as the
Total Amount Due at this time.
4. Six copies of the Project plans. See section 12.04.
5. One copy of any applicable land use decisions and explanations of how applicable
conditions will be met by the Permit and any additional applicable studies required by this
Engineering Design Standards and Procedures Manual.
6. The Design Professional Permit Acknowledgment & Indemnification Agreement form
providing the name, license number (as applicable) and contact information of Developer’s
design professional(s), including designation of the Coordinating Design Professional if
applicable. See section 12.09. This form must be signed by the Developer’s Coordinating
Design Professional and any other engineer, engineering firm, or other design
professionals hired by the Developer on the Project, acknowledging that the engineer or
design professional has been retained to perform the required professional services listed
in the permit and agreeing to indemnify and hold harmless the City. See sections 12.07.11
and 12.09.
7. All design professionals’ Insurance Certificates with all required endorsements. See
subsection 12.07.1.
8. Two copies of the Special Provisions for Construction, if any are necessary. See section
12.04.
12.03.2 Initial Plan Review
The City will review submitted Initial Plan materials only after all required documents and funds
have been received. The City will contact the Developer and Coordinating Design Professional in
writing with comments regarding necessary plan revisions, clarifications or requirements, and re-
Attachment 3, Page 3 of 17
Section III - PROCEDURES 12 - 4 EDSP 2021
submittal or additional submittal requirements. It is the Developer’s responsibility to ensure that the
applicable design professional(s) address any re-submittal or additional submittal requirements.
12.03.3 Additional Submittal Requirements
The Developer or Coordinating Design Professional must submit the following items during the
Initial Plan Review period, prior to Final Plan Approval. The City will not issue Final Plan Approval
until all of the following documents, certificates, and endorsements have been approved. To ensure
timely Final Plan Approval, the City strongly encourages the Developer to submit these items with
the Initial Plan Submittal or as soon afterward as they become available. Developers should allow 30
days for City review of the following materials, not including any items returned to the Developer or
Design Professional as not meeting City requirements. The City will review items as they are
received.
1. Approved Financial Security, provided by the Developer to secure the completion of and
payment for the project work, with the amount and surety being subject to approval by the
City. See section 12.06.
2. Remaining balance on the Deposit from the “Construction Permit Deposit for Public
Improvement Projects” form. See subsection 12.05.1.
3. The Contractor’s Permit Acknowledgment & Indemnification form providing the name,
CCB license number and contact information of Developer’s Contractor. See section
12.08. This form must be signed by the Contractor, acknowledging that he or she has been
retained to perform the required professional services listed in the permit and agreeing to
indemnify and hold harmless the City. See subsection 12.07.11.
4. Contractor’s Insurance Certificates with all required endorsements. See section 12.07.2.
5. Temporary Traffic Control Plan for project construction. See Section 12.09.1.
6. List of sub-contractors for approval.
7. Concurrences from affected utilities, signifying that they hav e been given a chance to
review and comment on the project. See section 12.10.1. The “Concurrence Letter” form
can be down-loaded from the link above. If a utility company does not reply, proof must be
submitted that at least two attempts were made.
8. Copy of approved pavement mix designs and any other required material submittals.
9. Applicable permits required by other Agencies to complete the project. See section 12.11.
12.03.4 Final Plan Approval
The City will contact the Developer in writing after the City has approved all items required under
sections 12.03.1 and 12.03.2. The Developer or the Coordinating Design Professional may then
submit a final copy of the Public Improvement Plans. The City Engineer will stamp the final plans
“Approved for Construction” and return the plans to the Developer or the Coordinating Design
Professional.
12.03.5 Pre-Construction Meeting
Attachment 3, Page 4 of 17
Section III - PROCEDURES 12 - 5 EDSP 2021
After Final Plan Approval, the Developer or the Coordinating Design Professional may contact the
City to schedule the Pre-Construction Meeting. Pre-Construction Meetings are held no earlier than
one (1) week following Final Plan Approval, generally on Tuesdays, Wednesdays, and Thursdays.
The Developer, Contractor, and all involved design professionals must attend the Pre-Construction
Meeting with City staff, representatives of the utilities, and representatives of other applicable
agencies as determined by the City.
The Developer is responsible for: (1) Ensuring copies of the approved stamped plans have been
distributed to all affected agencies and utilities, (2) Reviewing any agency requirements and resolve
all coordination conflicts prior to attending the Pre-Construction Meeting, and (3) Inviting all
affected agencies and utilities to the meeting.
The Developer or Coordinating Design Professional must submit the following items to the City at or
before the Pre-Construction Meeting. The City will cancel the Pre-Construction Meeting if the
Developer fails to submit these items on or before the Pre -Construction Meeting:
1. 7 copies of stamped Approved Construction Plans (Five (5) sets at 22”x 34” size and two
(2) sets at 11” x 17”). All sets must have the correct scale.
2. Construction schedule. See section 12.08.2.
3. Fully executed city participation agreement, if applicable.
12.03.6 Permit Issued
After the Pre-Construction Meeting (and if applicable, after any corrections have been made as
directed by the City), the City Engineer will approve and sign the Public Improvement Project Permit
Agreement. The signed agreement constitutes the Permit and the Developer’s Notice to Proceed with
Construction subject to the Permit. Work may begin only after the City provides the Developer with
the signed Public Improvement Project Permit Agreement.
12.04 PLANS AND SPECIFICATIONS SUBMITTAL
All plans must be designed according to the City Standard Construction Specifications, the design
guidelines contained in this Engineering Design Standards and Procedures Manual, other applicable
City policies and regulations, and any other specific requirements of the City Engineer.
On request, the City may provide the Developer or Coordinating Design Professional with as-built
drawings of existing City facilities and any flow data, study maps, etc., available for sewer and storm
drainage systems in the area. The Developer must pay the cost of providing these documents
according to the City’s public records request policy. The City’s Standard Construction
Specifications and the entire Engineering Design Standards and Procedures Manual can be purchased
from the City by contacting the Development and Public Works Department or may be found online
at the link provided in Section 12.03.
12.05 CONSTRUCTION PERMIT DEPOSIT
The Developer must deposit funds with the City that are sufficient to cover the City’s estimated staff
cost, and expenses dedicated to the project.
12.05.1 Deposit Submittal and Initial Amount
At minimum, the Developer must make the following deposits:
Attachment 3, Page 5 of 17
Section III - PROCEDURES 12 - 6 EDSP 2021
A. The Total City Plan Examination Deposit is due to the City at the time of Initial Plan
Submittal; and
B. The Total Amount Due, which is the remaining deposit, is due to the City at or before Final
Plan Approval. Alternatively, the Developer may pay the Total Amount Due at the time of
Initial Plan Submittal.
The Total Amount Due is based on the Estimated Total Cost of the Project that is provided in the
Construction Permit Deposit Form. The Estimated Total Cost of the Project includes any design
project contingency. If the Estimated Total Cost of the Project increases, the Developer must submit
a revised version of the Construction Permit Deposit form along with the additional deposit amount,
if any.
12.05.2 Additional Deposit for Insufficient Funds or Project Close Out
The City will periodically review the amount of deposited funds compared to Project expenses to
determine if there are sufficient funds deposited. The City will notify the Developer if there are
insufficient funds to continue paying expenses. The Developer must submit the additional deposit
within 14 days of the first notification, or else the City may put a stop work order on the project.
Prior to Formal Project Acceptance, the deposited funds must be sufficient to close out the project
expenses. For this purpose, a sufficient amount is 50% of the original Total City Plan Examination
Deposit or $2,500.00, whichever is less. The City will notify the Developer in writing if an
additional deposit is required prior to Formal Project Acceptance, and the City Engineer will not sign
the Formal Project Acceptance form until the Developer has submitted the additional deposit.
12.05.3 City Costs Recovered From Deposit
The City may recover from the deposit any City costs and expenses related to the Project, including
but not limited to City costs and expenses for the following:
A. Staff time for meeting with the Developer or Developer’s Engineer to provide information
about City standards, specifications, ordinances, and regulations, applicable master or long-
range plans.
B. Staff time for reviewing plans, specifications, calculations, studies, financial security,
indemnification and insurance submittals and surveyed documents to ensure compliance with
City standards and requirements, and for outside consultant “peer review” for certain items of
work to be determined by the City.
C. Staff time for coordinating proposed plans with affected City Divisions, other agencies, or
other jurisdictions.
D. Materials testing performed on the project and City engineering services that may be
necessary for proper oversight of the project (Note that the Coordinating Design Professional
is responsible for ordering tests and interpreting and reporting test results).
E. Staff time reviewing as-built plans to ensure they accurately represent the completed project.
Attachment 3, Page 6 of 17
Section III - PROCEDURES 12 - 7 EDSP 2021
F. Staff time preparing documents to submit to the City Council for formal acceptance of the
completed project.
12.05.4 Return of Unused Deposit
Any unused deposit funds will be refunded to the Developer at the same time as final release of the
Financial Security. Funds held on deposit are property of the City and are not held in trust for the
Developer.
12.06 FINANCIAL SECURITY
The Developer is required to obtain and maintain Financial Security to cover the Project and
warranty period(s) as provided in this section. If the Developer fails to maintain the proper Financial
Security, the City may issue an immediate stop work order and terminate the Public Improvement
Project Permit, in addition to any other remedy available by law.
12.06.1 Financial Security Required
Before Final Plan Approval, the Developer must submit financial security, on a form acceptable to
the City, to guarantee:
A. Timely completion of the work indicated in the plans and specifications, including timely
completion of all punch list items, as-built plans, and other items necessary for formal
acceptance of the project.
B. Payment in full of charges for all project costs, such as billings from materials testing
laboratories or City administration and engineering services, associated with the project.
C. Payment in full of costs of the Developer’s Engineer necessary to complete all inspections,
project management, as-built preparation, and other documentation needed for formal
acceptance of the project.
D. Against defective workmanship and materials for one year, and two years for street trees and
other landscaping, driveway aprons, and sidewalks, following formal acceptance of the
project by the City Council.
12.06.2 Amount of Financial Security
The financial security must be equal to or greater than 110% of whichever cost is higher: (1) the
price of the owner’s contract for the work, or (2) the official itemized engineer’s estimate of the cost
of the project, whichever is larger, and must be based on BOLI prevailing wage rates and include the
Engineer’s fee and project contingency. The City reserves the right to evaluate the total cost to
construct the Project submitted in the itemized cost estimate and, if determined to be insufficient, to
require the Developer to provide addition financial security.
The Developer may request a one-time reduction to the required financial security amount following
the City’s issuance of a Certificate of Substantial Completion. See subsection 12.11.3.
12.06.3 Acceptable Financial Security Forms
There are three Financial Security options available: (1) Public Improvement Project Performance
Bond, (2) Set Aside Letter, or (3) Irrevocable Letter of Credit. To facilitate efficient processing of the
financial security and ensure that City concerns are satisfied regarding potential exposure, financial
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Section III - PROCEDURES 12 - 8 EDSP 2021
security shall be submitted only on City authorized forms. The acceptable forms are available from
the Development and Public Works Department or online at the link provided in Section 12.03.
No other forms will be accepted. All financial security documentation is subject to approval by the
City Attorney. The City will return to the Developer any documents found to be incomplete or
unacceptable for correction and resubmission.
12.06.4 Use of Financial Security
If the project is abandoned by the Developer prior to completion of the project, the City may apply
the financial security to complete the project or to do work necessary to close down the project in a
safe condition and restore affected existing right-of-way to “as good or better” condition.
12.06.5 Construction Contractors Board Public Works Bond Required
The following requirements apply to any Project that is “public works” as defined in ORS
279C.800(6), or to any part(s) of a Project that are “public works” if the Project has been divided by
the Bureau of Labor and Industries under ORS 279C.817. “Public works” includes any Project that
uses $750,000 or more of funds of a public agency, or that uses funds of a private entity in which a
public agency will use or occupy 25 percent or more of the square footage of the completed project.
Projects that are “public works” must meet the following requirements;
A. Developer will comply with the provisions of ORS 279C.830, with respect to the payment of
the prevailing rate of wage;
B. Developer will require that each and every contractor or subcontractor shall file such bonds
as may be required under ORS 279C.836; and
C. Developer will require that any contractor or subcontractor shall comply with each and every
provision of ORS 279C.800-870 with respect to the Project.
12.07 INSURANCE & INDEMNIFICATION
The all design professionals and the Contractor must carry the insurance specified below, through
formal Council acceptance of the project under subsection 12.12.1, except as noted for warranty
work under subsection 12.12.3. All insurance must carry a rating of A- or better with A. M. Best and
must be approved by the City as to terms, conditions, and form. The City has the right to reject any
certificate or endorsement for unacceptable coverage and/or companies. If the Contractor or any
design professional fails to maintain the proper insurance or provide notice of cancellation or
material change shall, the City may terminate the Permit or place a Stop Work Order, in addition to
any other remedy available to the City.
It is the Developer’s responsibility to ensure that its Design Professionals and Contractor
comply with the requirements of this section.
12.07.1 Design Professionals’ Insurance and Indemnification
The Developer or design professional must submit the following Certificates of Insurance and all
applicable endorsements to confirm that all policy coverage and limits required are in place for any
engineer, engineering firm, or other design professional hired by Developer:
A. Certificate of General Liability Insurance and all applicable endorsements;
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Section III - PROCEDURES 12 - 9 EDSP 2021
B. Certificate of Professional Liability Insurance;
C. Certificate of Workers’ Compensation Coverage or exemption;
D. Certificate(s) or other evidence of additional coverage(s) required by the City under
subsection 12.08.4; and
E. Design Professional’s Permit Acknowledgment & Indemnification Agreement.
12.07.2 Contractor’s Insurance and Indemnification
The Developer or their agent must submit the following Certificates of Insurance and all applicable
endorsements to confirm that all policy coverage and limits required are in place for the Contractor(s)
hired by Developer.
A. Certificate of General Liability Insurance and all applicable endorsements);
B. Certificate of Automobile Liability Insurance; and all applicable endorsements;
C. Certificate of Worker’s Compensation Coverage or exemption;
D. Certificate(s) or other evidence of additional coverage(s) required by the City under
subsection 12.08.4; and
E. Contractor’s Permit Acknowledgment & Indemnification Agreement.
12.07.2 Commercial General Liability Coverage
The Contractor and all design professional must each obtain, at their own expense, and keep in effect
during the term of this contract, Commercial General Liability Insurance covering Bodily Injury and
Property Damage on an "occurrence" form. This coverage shall include Contractual Liability
insurance for the indemnity provided under this contract and Product and Completed Operations.
Such insurance shall be primary and non-contributory. Coverage must be a minimum of $2,000,000
per occurrence, and $3,000,000 aggregate.
12.07.3 Automobile Liability Coverage
The Contractor must obtain, at contractor's expense, and keep in effect during the term of the Public
Improvement Project Permit Agreement, Commercial Automobile Liability coverage including
coverage for all owned, hired, and non-owned vehicles. The Combined Single Limit per occurrence
must not be less than $1,000,000.
12.07.4 Professional Liability Coverage
All design professionals must obtain, at their own expense, and keep in effect during the term of the
Permit, Professional Liability Insurance covering any damages caused by an error, omission or any
negligent acts. Combined single limit per occurrence must not be less than $2,000,000. Annual
aggregate limit must not be less than $3,000,000.
12.07.5 Workers’ Compensation Coverage
The Contractor, all design professionals, and their subcontractors, if any, and all employers providing
work, labor or materials under the Permit who are subject employers under the Oregon Workers'
Compensation Law must comply with ORS 656.017, which requires them to provide workers'
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Section III - PROCEDURES 12 - 10 EDSP 2021
compensation coverage that satisfies Oregon law for all their subject workers. Out-of-state employers
must provide workers' compensation coverage for their workers that comply with ORS 656.126.
Employers' Liability Insurance with coverage limits of not less than $500,000 each accident must be
included.
12.07.6 Equipment and Material Coverage
The Contractor is responsible for any loss, damage, or destruction of its own property, equipment,
and materials used in conjunction with the work.
12.07.7 Other Coverages
The City reserves the right to require additional polices or special coverage(s) as it may deem
necessary, including but not limited to pollution and asbestos liability coverage. The requirement for
additional polices or special coverages will be at the sole discretion of the City.
12.07.8 Railroad Protective Liability Coverage
If work being performed as part of the Public Improvement Process is near railroad tracks or a
railroad right of way and the Railroad requires special insurance (for example: Railroad Protective
Liability Coverage) Contractor will be responsible for meeting the Railroad insurance requirements
before any work commences. Any insurance required to be purchased by the Railroad is in addition
to the insurance required by the City.
12.07.9 Evidence of Coverage and Notice of Cancellation or Material Change in Coverage
All policies must include a 30-day notice of cancellation or material change in coverage clause. If
the approved insurance company will not provide this 30 day notice, the Contractor or Developer
must provide written notice to the City within two (2) days of the Contractor or Developer becoming
aware that the Contractor’s coverage has been cancelled or materially changed, regardless of the
circumstances causing the coverage to cease or lapse. The Contractor or Developer must e-mail
notification directly to Purchasing in the Springfield Finance Department at purchasing@springfield-
or.gov with a copy to Amanda Clinton at aclinton@springfield-or.gov.
12.07.10 Subcontractors
The Developer and Contractor must ensure that all Subcontractors to provide and maintain General
Liability, Auto Liability and Workers’ Compensation insurance and, as applicable, any additional
policies or special coverages equivalent to those required of the General Contractor by this section.
The Developer is responsible for ensuring that the Contractor obtains certificates of insurance and
endorsements from all Subcontractors as evidence of required coverage. Upon City request and
within the timeline required by the City, Developer or Contractor must provide to the City evidence
of Subcontractor coverage.
12.07.11 Indemnification & Hold Harmless
The Developer, Contractor, and all design professionals must submit a signed indemnification
agreement, as approved by the City Attorney.
12.08 CONTRACTOR’S CONSTRUCTION MANAGEMENT
In addition to Contractor’s obligations to Developer as contractor for the Project, Contractor must
submit the following items to the City before Final Plan Approval.
12.08.1 Temporary Traffic Control Plan
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Section III - PROCEDURES 12 - 11 EDSP 2021
The Contractor must submit a temporary traffic control plan stamped by a Professional Engineer
licensed in Oregon. The plan will be reviewed and must be accepted by the City’s Traffic Engineer
prior to the start of construction.
Traffic control devices, signing, and barricades shall comply and be maintained in accordance with
the current edition of the “Manual on Uniform Traffic Control Devices,” including the Oregon
supplements.
Due to the need to provide a safe work zone for workers, motorists, bicyclists, pedestrians, and other
users of the right-of-way, additional temporary traffic controls may be required over and above those
defined in the supplements to accommodate special construction methods and non-standard work-site
related characteristics often found in urban areas. The Contractor must maintain all temporary traffic
control devices at all times, including evenings and weekends, or the Contractor must remove them
when not applicable.
12.08.2 Construction Schedule
The Contractor must submit a construction schedule that outlines the expected progress on the major
items of work for the contract. If the project schedule changes, a new schedule must be submitted no
later than the following business day.
12.09 COORDINATING DESIGN PROFESSIONAL SCOPE OF WORK
Developer agrees that the scope of work provided by any engineer, engineering firm, or other
design professional hired by developer to work on the project shall include, at a minimum, the
following items and responsibilities as applicable.
12.09.1 Plan Preparation
The design professional must prepare construction plans and drawings, specifications, reports,
test results, and cost estimates, professionally sealed in accordance with the requirements of the
City Engineer, City standards, specifications and any special conditions imposed by the City
Development and Public Works Director, Planning Commission, hearing body, agency, or other
jurisdiction with authority over the proposed work. The following requirements apply:
A. The design professional must stamp/seal every plan sheet the design professional is
responsible for preparing and submitting to the City for official review.
B. For documents and individual plan sheets that incorporate the work of more than one
design professional, each design professional must clearly delineate the elements for
which each is responsible, professionally sealed as required.
C. If the overall project plan set contains individual plan sheets from more than one design
professional for submittal to the City (e.g., architect, traffic engineer, structural engineer,
lighting professional, landscape architect), the Developer shall appoint a Coordinating
Design Professional who shall prepare a plan set cover sheet and shall be responsible for
compiling all plan set contents and resolving any plan conflicts among the various
contributing disciplines. If there is only one design professional/engineer responsible for
preparing and submitting the entire project plan set to the City for review and approval,
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Section III - PROCEDURES 12 - 12 EDSP 2021
that design professional is automatically considered as the project’s Coordinating Design
Professional.
D. If other professional disciplines must be consulted only to prepare a plan set submitted to
the City (in other words, consultants that are not producing separate plan sheets), the
design professional shall receive the consultant's calculations, reports, and
recommendations and shall provide them to the City with the plan submittal. The City
may ask consultants to a design professional to confirm in writing that the plans
submitted by the design professional to the City sufficiently incorporate the consultants’
recommendations.
12.09.2 Utility Concurrence
The Coordinating Design Professional must submit a Utility Concurrence Letters to the City on the
Concurrence Letter form prior to final plan approval, for City Engineer of all utilities, such as gas,
water, electric, telephone, cable, etc. The City may require a utility plan from utilities as a condition
of approval. The Coordinating Design Profession must obtain all as-built information for
underground utilities from the appropriate utility companies and/or from utility locates in the field
and must provide the as-built information to the City Engineer. The Coordinating Design
Professional is responsible for locating and verifying all utilities within the project. The
Coordinating Design Professional must route a copy of each plan to all utility companies for review,
concurrence of the design, and scheduling of utility work. The Coordinating Design Professional
must incorporate utility review comments in the utility plan. If a utility does not provide comments,
the Coordinating Design Professional must provide proof that at least two attempts were made to
obtain comments from the utility. The Coordinating Design Professional must submit a written
statement of utility review and concurrence to the City Engineer prior to final plan approval.
12.09.3 Survey, Inspection and Management of the Work
The Coordinating Design Professional must provide engineering and inspection services during
the construction of all public improvements and oversee the professional design and construction
observation services for regulated private improvements according to City requirements.
A. The Coordinating Design Professional must participate in the arrangements for and
observation of all site surveying, grading and construction staking relating to the required
improvements, including survey work required to assure that sub-grade elevations, top of
base course, and paving thickness meet City requirements. Survey work must be done by a
Professional Land Surveyor licensed in the State of Oregon. Field marking must include all
normal point information, such as cut/fill, offsets, and stationing. The Coordinating Design
Profession must provide one copy of cut and fill notes to the City Engineer unless other
arrangements have been made and must provide survey field notes as requested.
B. Unless otherwise approved by the City Engineer, the Developer and all involved design
professionals must attend the Pre-Construction Meeting with the City. See subsection
12.03.5. Design professionals must attend other inspection or oversight visits required by
the City or other regulatory entities and government agencies. Each design professional
that prepares and seals a plan sheet must make a post-construction site visit and sign the
City Final Acceptance Certification form.
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Section III - PROCEDURES 12 - 13 EDSP 2021
C. The Coordinating Design Professional must perform all primary inspection duties for the
public improvement construction, monitor site grading and site paving, and must provide
the City with copies of the inspection notes of public improvement construction on a
weekly basis. Frequency and duration of inspection and construction observation visits
must be sufficient to permit the design professional(s) to: (1) seal/stamp the plans “As-
Built” for the public improvements; (2) provide record drawings for the site grading, site
paving, and other required private improvements; (3) provide the City with a Substantial
Completion Certification form at the Developer’s option; and (4) provide the City with a
City Final Acceptance Certification form. At a minimum, inspections must follow the
general guidelines listed in the “Construction Inspector’s Checklist.”
D. The Coordinating Design Profession must conduct a pre-paving meeting at least 24 hours
prior to paving of any streets included in the project. All testing of underground work must
be conducted and meet specifications prior to the pre-paving meeting. The Coordinating
Design Professional must verify sewer and storm drain flow lines of manholes and slopes of
pipes prior to city authorization to proceed with paving. The City may require removal and
reconstruction of pipes not constructed to proper grade and alignment. On sewer projects, the
Coordinating Design Professional must include air testing, water or vacuum testing of
manholes, TV inspection, and mandrel testing in the Project contract. Prior to paving, the
Coordinating Design Professional must verify that all new or existing underground utilities
are satisfactory and in place.
E. The Coordinating Design Professional must provide weekly status reports, as well as reports
for materials testing, TV inspection of sewer pipes, and mandrel inspections. Material testing
reports must be submitted within a week of the material testing. Weekly status reports must
be submitted to the City using Weekly Construction Permit Project Status Report form,
whether or not construction work has occurred during the week. Weekly reports must be
submitted each week starting on the date that the Permit is issued and ending on the date that
the City Engineer signs the Formal Acceptance form recommending the project for formal
acceptance by the City Council, except that no weekly reports are required while a Project is
placed on hold by approval of the City Engineer under section 12.10.
12.09.4 Formal Project Acceptance and As-Builts
The Coordinating Design Professional must obtain the information and signatures needed from
all involved design professionals to complete the City Final Acceptance Certification form and
Substantial Completion Certification form as applicable. Following completion of construction,
and prior to the City’s releasing the performance bond, the Coordinating Design Professional
must provide "As-Built"/record drawings and data to the City, including all changes noted during
the construction and field measurements indicated on the inspection notes and drawings. Refer to
Chapter 9.00 DRAFTING STANDARDS and Chapter 10.00 ELECTRONIC ACCEPTANCE
STANDARDS for requirements for the submittal and acceptance of AutoCad as-Builts.
12.09.5 Design Deviations
The Coordinating Design Professional shall request and obtain written authorization from the
City Engineer or their designee before construction either deviates from the approved plans or
uses any materials or products not specified in the plans. Requests to deviate from approved
plans or to use unauthorized materials must be prepared and submitted by the appropriate design
professional with a written explanation of the circumstances requiring the change.
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Section III - PROCEDURES 12 - 14 EDSP 2021
12.09.6 Non-Performance of Design Professional
In the event the Coordinating Design Professional or other design professional fails to perform all
duties specified in the Permit, the City may request that the Developer replace the Coordinating
Design Professional or other design professional and/or the City may file a report with the State
Board of Engineering Examiners, citing deficiencies and recommending that appropriate action be
taken. The City may issue a stop work order for the Project if the City determines that the lack of
performance by any design professional is a threat to public health or safety, in addition to any other
remedy available to the City.
12.10 AGREEMENT TO PLACE PUBLIC IMPROVEMENT PROCESS ON HOLD
In the event the Developer desires to temporarily stop work on a Project, they may do so by
submitting a Project Hold Request Form which describes the reason(s) a project hold is needed and
the requested timeframe of the hold. The City Engineer will review the Developer’s request to
determine if the Project is at a point suitable for a temporary halt to construction. The decision shall
be at the sole determination of the City Engineer and is final. If approved the project may be eligible
for on hold status for up to 12 months. The approved hold period for the Project will be shown on
the Project Hold Request Form. A signed copy of the approved form will be sent to the Developer.
While the project remains on hold, the Developer must maintain any requirements set forth in the
Project Hold Request Form, including but not limited to maintaining all financial security and
insurance as originally accepted for the Project.
12.11 SUBSTANTIAL COMPLETION
The Developer may request that the City Engineer issue a determination of Substantial Completion in
accordance with this section.
12.11.1 Definition of “Substantial Completion”
“Substantial Completion” means that all of the following aspects of the Project have been inspected,
tested, and are ready for formal acceptance by the City under the requirements of this chapter and the
Standard Specifications:
A. The water supply system;
B. The fire hydrant system;
C. The sewage disposal/wastewater system;
D. The stormwater drainage system, except for any landscaping requirements that are part of the
system;
E. The curbs;
F. The demarcating of street signs acceptable for emergency responders, as determined by the
Eugene-Springfield Fire Marshal; and
G. All roads necessary for access by emergency vehicles, as determined by the Eugene-
Springfield Fire Marshal.
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Section III - PROCEDURES 12 - 15 EDSP 2021
12.11.2 Substantial Completion Submittal Requirements
The City Engineer will issue a Certificate of Substantial Completion once the Developer has
completed all of the following requirements pertaining to the Project elements listed under subsection
12.11.1 above:
A. The necessary right-of-way and easements are dedicated and recorded.
B. The Coordinating Design Professional calls for final inspection of the project and a Punch
List of items to be corrected is developed by the Developer’s Engineer and approved by the
City.
C. Substantial Completion Punch List items are completed to the City’s satisfaction.
D. Material testing and certifications are submitted and approved.
E. Where the City agrees to accept construction which does not meet all requirements of the
Standard Specifications, such as failure to meet the standard for asphalt pavement
compaction, the deduct or other agreed compensation is calculated and paid to the City by the
Developer.
F. The Coordinating Design Professional completes and submits the Certificate of Substantial
Completion form.
12.11.3 Reduction in Financial Security
At the Developer’s option, the Developer may apply to the City to reduce the amount of financial
security maintained by the Developer following Substantial Completion as defined in subsection
12.11.1 and the City’s issuance of a Certificate of Substantial Completion. The amount and form of
financial security must comply with the requirements of subsections 12.07.2 and 12.07.3 and must be
approved by the City in its discretion. No further reductions to the required financial security amount
will be permitted. The amount of financial security required following Substantial Completion must
be maintained throughout the warranty period(s) and must be adequate to guarantee the following:
A. Timely completion of all remaining work indicated in the plans and specifications, including
timely completion of all incomplete Punch List items, as-built plans, and other incomplete
items necessary for formal acceptance of the project;
B. Payment in full of charges for all project costs, such as billings from materials testing
laboratories or City administration and engineering services, associated with all incomplete
aspects of the project;
C. Payment in full of costs of the Coordinating Design Professional necessary to complete all
remaining inspections, project management, as-built preparation, and other documentation
needed for formal acceptance of the project; and
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Section III - PROCEDURES 12 - 16 EDSP 2021
D. Against defective workmanship and materials for the warranty period(s) specified in
subsection 12.12.3, following formal acceptance of the project by the City Council, including
those items included within the Certificate of Substantial Completion.
12.12 FORMAL CITY ACCEPTANCE OF THE PROJECT
12.12.1 Formal Acceptance Submittal Requirements
The City Engineer will recommend a Project for formal acceptance by the City Council once the
Developer has completed all of the following requirements. Unless otherwise approved by the City,
the Coordinating Design Professional must submit all documentation necessary for City acceptance
of the Project no more than two months after date of the final inspection. Except as noted below,
where the Developer has obtained a Certificate of Substantial Completion, the Developer need not
resubmit the following elements previously submitted and approved by the City Engineer.
A. The necessary right-of-way and easements are dedicated and recorded.
B. Coordinating Design Professional calls for final inspection of the project and a Punch List of
items to be corrected is developed by the Coordinating Design Professional and approved by
the City.
C. Punch list items are completed to the City’s satisfaction.
D. Material testing and certifications are submitted and approved.
E. If the City agrees to accept construction which does not meet all requirements of the Standard
Specifications, such as failure to meet the standard for asphalt pavement compaction, the
Developer has paid the deduction or other compensation as agreed by the City.
F. The Coordinating Design Professional provides a hard copy (reproducible and archivable)
and submits electronic AutoCad as-builts. See subsection 12.09.4.
G. The Coordinating Design Professional completes and submits the City’s Formal Acceptance
form, which must include any Project elements previously listed on a Substantial C ompletion
certificate.
12.12.2 Certificate of Occupancy
Except when the Developer has obtained a Certificate of Substantial Completion under section 12.11,
the City will not issue a building permit before the City Engineer signs the Formal Acceptance form
recommending the Project for acceptance by the City Council. The City will not issue a certificate of
occupancy until the City Engineer has signed the Formal Acceptance form recommending the Project
for acceptance by the City Council.
12.12.3 Warranty Period(s)
After formal project acceptance by the City Council, the City Engineer will send a letter to the
Developer, with a courtesy copy to the Contractor and the Coordinating Design Professional,
notifying them of the formal acceptance of the improvements by the City Council and the beginning
of the warranty period(s). Street trees and other landscaping are subject to a two-year warranty
period beginning on the day of formal acceptance by the City Council. All other project construction
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Section III - PROCEDURES 12 - 17 EDSP 2021
will be under warranty beginning on the day of formal Council acceptance or the date shown on the
Certificate of Substantial Completion, whichever occurs first, until the date one year following
formal Council acceptance.
12.12.4 Monument Placement
Within 60 days after formal acceptance of the project, the Coordinating Design Professional must
complete street centerline monumentation through the use of guidelines normally used or
monumenting streets in a subdivision plat per ORS 92.060(2), and replacement of other disturbed
survey monuments of record in accordance with ORS 209.150, 209.155 and 209.250. These
monuments may include centerline monuments, public land survey corner monuments, private
property monuments, survey control points, and benchmarks. The Coordinating Design Professional
must complete the following items or work, at minimum:
A. The referencing of monuments that may be disturbed by construction.
B. The replacement of monuments in accordance with ORS 209.150 and 209.155. Control
stations and public land survey corners disturbed by construction need to be coordinated with
the Lane County Surveyor’s office, and they must be adjusted to the current Lane County
Control Network values.
C. A survey must be filed that complies with ORS 209.250 and copies of the plat, references,
and notes given to the City Surveyor.
12.12.5 Warranty Inspection and Repair Work
The City will perform an 11th-month inspection in the case of a one-year warranty period, and a 23-
month inspection in the case of the two-year warranty period, to determine if corrections need to be
made to the project work.
Corrections or repairs to project work may be completed subject to an Encroachment Permit
authorized under Springfield Municipal Code section 3.214, where applicable. In all other instances,
the Developer shall cause the corrections to be completed under an extension of the Public
Improvement Permit, and the Developer shall comply with all requirements of this section, including
but not limited to the insurance and indemnification requirements in section 12.07, prior to
performing any repair or corrective work in the public rights of way.
After all required repairs or other corrective warranty work are complete, centerline monumentation
is accomplished and accepted, and all bills are paid by the Developer or scheduled for payment by
written agreement with the City, the City will notify the Developer that the warranty period has been
completed. If the Developer obtained financial security from a surety or other financial institution
for the warranty work, the City Engineer will authorize notification to the entity that provided the
financial security releasing the City’s interest.
Attachment 3, Page 17 of 17