Harris County Capital Projects
Guidelines for Assembling Project Manuals
PROCESS
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Consultant will be provided necessary templates
Consultant shall insert appropriate pages/documents
Refresh bookmarks as necessary
Delete all filler pages
Submit Project Manual with the 75% Submittal
Address review comments
Submit Project Manual with the 100% Submittal
Address review comments
Verify Bid Date and PreBid Date
Obtain green section documents and insert into Project Manual
Sign and Seal Project Manual
Submit Final Project Manual
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INSTRUCTIONS
Each consultant shall obtain a copy of the template project manual and template documents.
A
The project manual shall contain the standard documents that do not change from project to
project and the filler pages that are used to mark the location where those documents shall be
placed. Each section of the template project manual will be bookmarked and color coded for the
consultant. The color will indicate to the consultant which sections need to be inserted and the
filler page deleted, and which sections should or should not be modified.
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The template documents that are created by Harris County Public Infrastructure Department
Architecture and Engineering Division (HCPID-AED) that require the project information or other
information as necessary shall be provided to the consultant. The consultant shall be
responsible for creating all other documents necessary to complete the project manual.
Examples shall be provided to the consultant for consistency.
D
Prior to the 75% submittal, the consultant shall obtain examples of sections that will need to be
created, e.g. the bid form and scope of work. The consultant shall use the examples and make
the documents to be inserted into the project manual comparable to the examples.
The project manual shall be assembled prior to the 75% submittal with the exceptions of the
sections that have been bookmarked in green. The project manual should be submitted with the
75% submittal in accordance with the “Electronic Submittal Guidelines for Consultants.” The
project manual shall be reviewed with the 75% submittal. The comments should be addressed
and resubmitted with the 100% submittal.
When the project is ready to bid, the consultant shall request the sections that were
bookmarked in green and insert them into the project manual. The Cover Page shall be signed
and sealed by the consultant and reinserted into the manual.
COLORS
Black – These sections do not change and should be left alone.
Red – These sections have filler pages marking the location where the documents are to be
inserted. The documents should be inserted, the bookmark reestablished to the first page of that
section, and the filler page deleted.
Blue –The documents should have the blanks filled in with the appropriate information. The rest
of the information in this section is standard and should not be altered.
T
Green – These documents have filler pages and contain information that changes often or
contain dates that will be established and verified just prior to bidding the project. These
sections are not necessary to be submitted during the review process. The filler pages should
be left in the project manual until such time that that these sections are inserted.
NOTES FOR CERTAIN SECTIONS
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Special Provision – this section should have an index page that lists all of the special provisions
that are included in the project manual. When it is time to submit the 75% submittal, if not
already prepared, a list of special provision shall be created and include the reason the special
provision is required. For example, a specification may call for units to be in square yards and
the consultant has determined that the units should be lump sum; next to the specification
identified, include a statement to change units to lump sum.
R
Special Specification - this section should have an index page that lists all of the special
specifications that are included in the project manual. It should be noted in the past that Harris
County Flood Control District (HCFCD) and Texas Department of Transportation (TxDOT)
specification have been included in this section. For HCFCD and TxDOT specifications, the
General Notice to Contractors section should be modified to include the web address where
these specifications may be found.
D
General Notice to Contractors – this section provides notice to the contractors that the Harris
County Specifications may be found at a web location. When a project includes specification by
HCFCD and/or TxDOT, this section should be modified to include a web address for
specifications.