E-filing_Instructions.pdf
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- Attached to
- Historical Engineering Records Preservation
- Solicitation number
- Quote- 26 - 191
- Issued by
- Pinellas County, Florida
About this file
This document is an e-filing instruction guide issued by the City of St. Petersburg's Engineering & Capital Improvements Department (ECID), effective as of August 7, 2024. The instructions establish standardized protocols for consultants and contractors to submit deliverables, general project correspondence, and documentation related to state and local contract opportunities with the city. All deliverables—including reports, technical memorandums, plans, specifications, and shop drawings—must be submitted via email to the designated project team and ECIDRecords@stpete.org with subject lines conforming to specified formats that identify the project number, submittal type, and phase. The document provides comprehensive file naming conventions for various document categories, including task orders, letter agreements, design files, permits, shop drawings, schedules, plans, and site documentation, with naming formats utilizing date stamps (YYMMDD), consultant or vendor names, and document descriptions. Additionally, the ECID maintains templates and standards accessible through the City's OneDrive, including CADD templates, city standard details, technical specifications, task order templates, and contractor qualification requirements.
The instructions represent administrative guidance rather than pricing, procurement, or contract award information. No budget amounts, set-asides, incumbent vendors, or funding sources are referenced in this document. The protocols apply uniformly to all consultants and contractors engaged by the City of St. Petersburg and do not contain negotiable terms or special provisions for disadvantaged business enterprises. The effective implementation of these filing and naming conventions facilitates project management, records retention, and compliance with the City's document control procedures across all engineering and capital improvement projects.
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ENGINEERING & CAPITAL IMPROVEMENTS DEPARTMENT
REVISED 8/7/2024
Deliverables, General Project Correspondence, and File Naming Convention
1 | P a g e
On November 1, 2018, City Council approved changes to the requirement for consultants to email
Reports including Technical Memorandums directly to Council. Effective immediately, consultants are no longer required to send these documents to Council. Instead, all deliverables (as defined in your agreement or contract) shall be emailed by a consultant to the ECID project team and to
ECIDRecords@stpete.org. *Emails including Reports or Technical Memorandums shall also contain a brief narrative/general description of the deliverable.
Additionally, when sending items to ECID, we are requesting all emails and attachments comply with our standard formats and naming conventions as follows:
Deliverables: Reports, Technical Memos, Plans, Specifications, and Shop Drawings
All deliverables shall be sent to the designated project team and ECIDRecords@stpete.org and conform to the following:
Subject line of email: Project Number – Submittal Type (Phase)
Subject line examples:
Reports Draft* 18xxx-xxx – Report – Draft
Reports Final* 18xxx-xxx – Report – Final
Technical Memorandum Draft* 18xxx-xxx – Technical Memorandum # – Draft
Technical Memorandum Final* 18xxx-xxx – Technical Memorandum # – Final
Plans 30% 18xxx-xxx – Plans – 30%
Plans 60% 18xxx-xxx – Plans – 60%
Plans 90% 18xxx-xxx – Plans – 90%
Plans 100% 18xxx-xxx – Plans – 100%
Plans Final 18xxx-xxx – Plans – Final
Specifications Draft 18xxx-xxx – Specifications – Draft
Specifications Final 18xxx-xxx – Specifications – Final
Shop Drawing No 01 18xxx-xxx – Shop Drawing No 01 – For Review
Shop Drawing No 01 18xxx-xxx – Shop Drawing No 01 – Approved
General Project Correspondence
General correspondence shall be sent to the designated project team and conform to the following:
Subject line of email: Project Number – Abbreviated Title/General Description
Subject line examples:
18xxx-xxx – NWWRF Aeration Estimate
18xxx-xxx – 6th Ave S Utility Coordination
18xxx-xxx – 46th Ave S Pre App Meeting mailto:ECIDRecords@stpete.org mailto:ECIDRecords@stpete.org mszelinsadm Highlight mszelinsadm Highlight
Deliverables, General Project Correspondence, and File Naming Convention
2 | P a g e
File Naming Convention
File naming convention shall comply with the following lists:
Task Order/Letter Agreement/CCNA
Type of Document File Naming Format
Draft Task Order YYMMDD_Consultant Name_TO Draft.pdf
Signed Task Order YYMMDD_Consultant Name_TO Signed.pdf
Signed Task Order Revision No. 1 YYMMDD_Consultant Name_TO Rev 1
Signed.pdf
Draft Letter Agreement YYMMDD_Consultant Name_LA Draft.pdf
Draft CCNA Scope YYMMDD_Consultant Name_CCNA Draft
Scope.pdf
Design Files
Type of Document File Naming Format
Meeting Sign-In Sheets (Design Review
Meetings, Public Meetings, etc.)
YYMMDD_Meeting Type_Sign-in Sheet.pdf
Submittals, as outlined in the Task
Order (Draft Technical Memorandum, 30% Plans, etc.)
YYMMDD_Submittal XX.pdf
Submittals, Utility Checklist (30% Plans, 60% Plans, etc.)
YYMMDD_Utility Check XX%.pdf
Submittal Comments, as outlined in the
Task Order (Draft Technical
Memorandum, 30% Plans, etc.)
YYMMDD_Submittal XX_Comments.pdf
Review Meeting Notes, as outlined in the Task Order (Draft Technical
Memorandum, 30% Plans, etc.)
YYMMDD_Phase XX_Comments.pdf
Estimates – To be saved in a folder YYMMDD_Estimate.pdf
Specifications – To be saved in a Folder YYMMDD_Specifications
Deliverables, General Project Correspondence, and File Naming Convention
3 | P a g e
Contractor - CMAR/Contractor Bid and Award
Type of Document File Naming Format
Recommendation of Award YYMMDD_Recommendation of Award.pdf
Permits
Type of Document File Naming Format
Permit Application YYMMDD_Agency_Application.pdf
Approved Permit YYMMDD_Agency_Permit.pdf
RFI YYMMDD_Agency RFI.pdf
RFI Response YYMMDD_Agency RFI Response.pdf
Shop Drawings
Type of Document File Naming Format
Shop Drawing Log Shop Drawing Log.pdf
Shop Drawing - Approved Shop Drawing XXX_Approved.pdf
Shop Drawing – Rejected/RFI Shop Drawing XXX_Rejected.pdf
Schedule
Type of Document File Naming Format
Project Schedule YYMMDD_Schedule.pdf
Plans
Type of Document File Naming Format
Final Plans (Signed and Sealed) YYMMDD_Final Plans.pdf
Red Line As-Builts As-Builts_Redline.pdf
Record Drawings YYMMDD_Signed_As_Builts.pdf
Construction Plans (Bidding) YYMMDD_Bid_Construction Plans.pdf
Deliverables, General Project Correspondence, and File Naming Convention
4 | P a g e
Site
Type of Document File Naming Format
Site Photos – To be saved in individual folders
YYMMDD_Description
FTP Site Information - DeptTemplates_Standards
The following templates and information are found in the City OneDrive. Please contact the Project Manager or Department Support for the link:
CADD Templates
COSP Template - Architectural Consultant - Standard
COSP Template - Engineering Consultant - Standard
City Standard Details
CADD
Deliverables and Communication with Engineering Staff
Deliverables, General Project Correspondence, and File Naming Convention
Report Confirmation (include as an introduction with all reports, memorandums, and transmittals)
Task Order Templates
Initial Task Order
Revision to Task Order
Amendment to Task Order
Appendix A - Fee Schedule - Sample
Appendix A - Fee Schedule - FDOT Sample
Technical Specifications
Sections 1 - 19
Section 20 and Pay Items
Contractor Qualifications
Parks & Recreation Background Check Language (if applicable)
Port Security - TWIC Requirement Language (if applicable)
WRD Background Check Language (if applicable)
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