Phase VI - Retrospect

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Home I-Vision II-Preliminary Design III-Final Design IV-Pre-Construction V-Construction VI-Retrospect

Task No. 1 - Procedures for Final Cost and Project Close Out

The Project Manager, after a project is complete, and when all costs are known, shall coordinate with the Finance Department to prepare the final project cost. The project cost shall be separated into the following possible categories: Construction,

Engineering (Consultant),

Contract Administration,


Material Testing,

Legal Publications,

Title Work (Ownership Certifications),

Filing Fees,

Utility Relocations,


Appraiser’s Fee,

R/W and Easements, and


Exhibit No. VI-1a is a sample final project cost sheet generated by Finance.

Exhibit No. VI-1b is a sample final project cost memo to the Director of Public Works.

For CARS projects, final accounting and billing shall be submitted to Johnson County no later than sixty days following project completion.

Exhibit No. VI-1c is a sample Project Close Out letter for a CARS project.

For SMAC projects, a Project Close Out form shall be completed and printed on Ovelrand Park letterhead and sent to Johnson County Public Works and Infrastructure division. (May be scanned and emailed).

Exhibit No. VI-1d is a sample Project Close Out form for a SMAC project.

For reimbursement from Johnson County Wastewater for relocation costs see Phase II, Task No. 9.

Task No. 2 - Complete Property Owner Assessments

Top For Improvement Districts, the Project Manager, in conjunction with the Law and Finance Departments, will prepare the assessment roll, and any necessary maps to accompany the assessments. The assessments must be as described and set forth in the resolutions creating the improvement district. Governing Body approves resolution directing City Clerk to provide public notice of the assessment hearing. Notice is published and mailed to I.D. members. 10 days must elapse between the notice publication and the hearing date. After the hearing is closed, the assessment ordinance is approved by the Governing Body and published thereafter. There is a 30 day protest period under the I.D. statutes and a 90 day civil rights protest period. Therefore, the City prefers to have 90 days pass from the publication of the assessment ordinance before a project is scheduled for bonding.

Exhibit No. VI-2a is a sample project assessment memo.

Exhibit No. VI-2b is a sample assessment roll.

Exhibit No. VI-2c is a sample assessment tract map.

Exhibit No. VI-2d is a sample project assessment report for the Director of Public Works. It provides information to the Director of Public Works to present to the Council during the project assessment hearing.

Task No. 3 - Conduct Post-Project Conference


The Project Manager shall schedule a post-project conference for all major projects. The conference shall be scheduled within one month of final acceptance from the Contractor. The following should be invited to this conference:

Department Director,

Department Division Heads(s),

City Project Team Members

Contractor (Owner),

Contractor’s Superintendent,


Utility Company Representatives, and

Consultant (if applicable)

KDOT Staff (if applicable)

The primary purpose of this meeting is to critique the project and present the Excellence in Construction evaluation. (see Phase V, Task No. 7)

A pre-meeting agenda will be distributed prior to the meeting with conference minutes prepared.

Exhibit No. II-9d is a meeting sign in sheet.

Exhibit No. VI-3a is a sample conference invitation letter.

Exhibit No. VI-3b is a sample conference agenda.

Exhibit No. VI-3c is a sample of conference minutes.

Task No. 4 - Complete Bond Sale


If all or part of the project costs are to be bonded, the Law Department will establish a calendar of events and distribute to the appropriate persons.