Technical Documentation Package – Submitted to DEP
DEP reviews, rates and approves the technical components of all PENNVEST NPS projects to:
1. Ensure that the projects meet NPS project technical requirements and will perform as described
2. Determine the quality of a project relative to others being submitted.
3. Confirm that the project is “Shovel Ready” – meaning the design and engineering is completed, specifications have been prepared and required DEP permits are approved. A shovel ready project is fully ready to be advertised for bid, though actual bid documents do not need to be completed at this time.
A well prepared and complete document package is worth the effort. At this step projects are being ranked relative to each other, with the highest ranking projects being considered first. Incomplete documentation may result in the project not even being considered for funding in the current fund cycle. To gain an understanding of NPS project objectives and how projects are ranked, review of The NPS Project Priority Rating System.
Below is a list of required documents and information that must be submitted. Additional performance calculations, pictures and other information that demonstrate the value of a project may also be included. This is an opportunity to show how good the project is and how well the applicant understands what is needed to insure success. Include as much information as necessary to fully describe the project; while being as concise as possible.
The project must be fully designed with all planning and engineering completed. There must be sufficient technical data to allow the DEP Project Manager to rate the project. Specific needs vary from project to project, but the following items typically are included as part of the technical package:
1. Project Location: Owners name and address, Township and County, watershed and streams impacted should be included. Additionally maps and GPS coordinates, etc may be included.
2. Problem Statement: Demonstrate that the problem to be solved is fully understood by explaining the water quality issues and how the project will address those issues.
3. Project Description: Provide a brief description of each of the various project components with a list of BMP’s to be completed. Mention if there is any work that will be done by others as part of this project i.e. CREP riparian buffer installation.
4. Plan view and profile view drawings: Include detailed construction drawings, type of construction materials and methods of installation.
5. Cost Estimates: Provide a breakdown of estimated quantities and costs.
6. Alternate Options: List alternatives that were considered and justify why the plan being presented is the best way to remedy the stated problem. Discuss the relative costs, expected results, disruption of the site, and other considerations of alternatives that may have been considered.
7. Surveying: All needed site surveys must be complete.
8. Green Infrastructure Components: Describe any benefits of the project that would be described as “green” i.e. saves or produces energy.
9. Expert Endorsement: NPS projects must be endorsed by an “expert”. Some projects will require a PA licensed Professional Engineer; while an arborist, erosion and sedimentation technician, or other experts may be appropriate for other projects. Check with the DEP Project Manager if you have a question about who qualifies as an “Expert” for your project.
10. Stream Classification: Some rating points are awarded based on the receiving stream condition and classification. Provide documentation that shows the existing streams condition by following The NPS Project Priority Rating System guide.
11. Act 167 Compliance: Show proof that the municipality has adopted a County Wide Act 167 Stormwater Management Plan OR include a copy of the municipality’s Stormwater Ordinance OR include a copy of the MS4 permit page that shows the work is required by the MS4 permit.
a. Note: Act 167 compliance is NOT required for AMD projects
12. Approved Permits: Any required DEP Permits must be approved before a project application can be submitted. Check with the Regional DEP Office to find which permits, if any, are required for the project. Since some permits take some time for approval, it is suggested you submit permit applications as soon as possible.
13. Other: Depending on the type and scope of the proposed project other information may be required by DEP.
Additional Components That May Be Included
Providing additional information often helps the Raters better understand the project benefits, resulting in a higher ranking. Consider included the following information or anything else that highlights the project’s value.
1. Description of the Existing Conditions: Describe the existing operation, including number of animals, acreage, and any information that will help the Rater understand the benefits to be realized from the proposed project.
2. Nutrient Reduction Calculations: Show the amount of nitrogen, phosphorus and other pollutants reductions that will be realized from the proposed project. Show calculations and explain how you arrived at those numbers.
3. Pictures: Include photos that show existing problems, where the project will be located, proximity of receiving stream and whatever else will help explain the value of your project.
Submitting Designs, Plans and Specifications
A full set of the Technical Documentation must be received by DEP for review and rating when or before the application is submitted to PENNVEST. Submit via email or in hard copy to Phil Wenrich, email@example.com. Contact Phil with questions about required documents, submitting procedures, etc.
Note: While only preliminary design and planning is required to “Start an Application” and to hold a “Planning Consultation”, many applicants find that having the design work completed early in the process saves time and money in the long run.
Questions about the Technical Documentation
DEP Project Manager, Phil Wenrich, firstname.lastname@example.org, 717-705-6345
PENNVEST Regional Project Specialists:
Dave Henning, Northwest and North Central, email@example.com, 717-783-4490
Larry Gasparato, Southwest, firstname.lastname@example.org, 717-783-6673
Tess Schlupp, South Central and Southeast, email@example.com, 717-783-8618
Mike Gallagher, Northeast, firstname.lastname@example.org, 717-783-4488
PENNVEST In-Office Project Specialist, Steve Anspach, email@example.com, 717-783-6589
PENNVEST NPS Application Developer, Terry Fisher, firstname.lastname@example.org, 717-238-7223 x11