City of Philadelphia Department of Streets Work Order and Invoice

City of Philadelphia

Department of Streets

Work Order and Invoice

Templates Manual

The City of Philadelphia’s Department of Streets (DOS) has several on-call

contracts for engineering and other professional services with various

Prime Consultants. The Templates referenced in this Manual are intended

for their use ONLY. Every time services are required, a project specific

Work Order (WO) must be developed and executed using the Work Order

Templates (WOT), which includes a defined Scope of Work (SOW) and

associated cost proposal Budget. Once the work is being performed, the

Invoice Templates (IT) must be used to submit Invoices to bill the City for

actual services rendered along with Progress Reports (PR) for justification

and scheduling purposes. The templates also assist in monitoring contract

goal satisfaction of Disadvantaged Business Enterprise (DBE) participation.

1July 1, 2015Version 3.13715

Table of Contents

• Cover ……………………………………………………………………………………………….. 1

• Table of Contents …………………………………………………………………………………. 2

• General Notes …………………………………………………………………………………….. 2

• Scope of Work ……….……………. DOS Work Order.dotx – Microsoft Word ……...…… 3

• Work Order Summary ……………. DOS Work Order.xltx – Microsoft Excel …………… 4

• Work Order Labor ……………….... DOS Work Order.xltx – Microsoft Excel …………… 5

• Work Order Expenses ………….... DOS Work Order.xltx – Microsoft Excel …………….. 6

• Work Order Staffing Plan ………… DOS Work Order.xltx – Microsoft Excel …………….. 7

• Invoice Summary ………………..... DOS Invoice.xltx – Microsoft Excel ………………….. 8

• Invoice Labor & Expenses ……..... DOS Invoice.xltx – Microsoft Excel ………………….. 9

• Progress Report …………………... DOS Invoice.dotx – Microsoft Word …………………. 9

1. All WOs and Invoices submitted to the City PM must come from the Prime only using the DOS

templates with original signatures. Correspondence between the Prime and its Subs may be

in any format. Also, once WOs and Invoices are finalized, print all sheets to PDF and email a

combined digital file (download free printer at www.cutepdf.com and utility at www.pdfill.com).

2. The order for WOs is: 1. Summary, 2. Labor sheets, 3. Expenses sheets, 4. Staffing Plan

(CM/CI) OR Schedule Timeline (otherwise), 5. Scope of Work. Duplicate

the Labor

and

General Notes

(CM/CI) OR Schedule Timeline (otherwise), 5. Scope of Work. Duplicate

the Labor

and

Expenses tabs as necessary to include all consultants, employees, tasks, and costs.

3. The order for Invoices is: 1. Summary, 2. Labor sheets, 3. Expenses sheets, 4. Backup

(varies), 5. Progress Report. Duplicate the Labor and Expenses tabs as necessary to include

all consultants, employees, tasks, and costs.

4. Fields that consultants fill in are shaded or highlighted. Every shaded/highlighted field

containing data is only a placeholder and must be modified or deleted accordingly. Many

shaded cells also validate data for accuracy upon input, while all other white cells are locked

and/or automatically generated from formulas. Verify accuracy of information with the CPM.

5. All employees, titles, rates*, labor hours, and expense costs in WOs and Invoices must

conform to the current PennDOT approved ECMS company overheads and roster as well as

the provisions of the governing version of PennDOT Publication 93 for projects that include

state and/or federal funding. (*for Invoices, current at time work was performed)

6. A WO may not exceed $500,000 (not including amendments). A WO Notice to Proceed

(NTP) may not precede the contract NTP, and is issued by the CPM once the WO is

finalized. The WO end date is the current contract end date.

7. Invoices must be separated by WO, and billing periods must fall within the contract

and WO terms. All charges in invoices must occur within the current respective billing

period indicated. Backup must be provided for ALL labor and ALL expense charges in

the form of timesheets (showing name/date/hours), receipts, logs, etc.

Scope of Work

• There is only one Scope of Work per Work Order which must include

all tasks to be completed by the Prime and Subs.

• Remove all yellow highlighting before submitting.

enter information as

verified with CPM

identify

purpose

copy/delete

rows to list all

tasks that are

included in

the WO and

identify

activities and

deliverables

• Additional Sections

– III Schedule: reference Staffing Plan OR Schedule Timeline and list assumptions.

– IV Personnel: list all approved employees required to complete the project work.

–

V Budget: reference Labor and Expenses sheets and list assumptions.

Work Order Summary

enter information as

verified with CPM

enter total costs from Labor sheets (cell H19)

and Expenses sheets (cell H27)

enter

consultants

according to

role

select “Yes”

or “No” for

DBE

• If multiple Labor/Expenses sheets are required for one consultant, the

total costs from all sheets can either be summated on one line or one

line can be entered per sheet with the consultant listed multiple times.

copy purpose from

Scope of Work

Section I

projects longer than 12 months

must have this cell completed to

account for future rate increases

by factoring the WO amount

Work Order Labor

information section

automatically transferred

from Summary sheet

enter consultant name

enter employee names and

titles from ECMS

enter employee payroll

rates from ECMS

enter all tasks

listed in the

Scope of Work

enter total task hours in

half hour precision (Note:

the hours entered feed the

costs section above)

select overtime rate

of “1.5” for approved

personnel ONLY

enter overhead rate and

profit rate from ECMS &

Pub 93

• Field and Office overhead rates must correlate to the respective profit rates.

• The value in cell H19 (TOTAL) should be entered on the Summary sheet.

Work Order Expenses

information section automatically

transferred from Summary sheet

enter consultant nameenter a description of the

expense (e.g.: B&W

copies, mileage)

enter the quantity of

each expense

enter the unit price of

each expense (e.g.:

“$0.10” per copy,

“$0.50” per mile)

enter the unit type of each

expense (e.g.: copy, mile)

• The value in cell H27 (TOTAL) should be entered on the Summary sheet.

Work Order Staffing Plan

enter all tasks

listed in the

Scope of Work

information section

automatically

transferred from

Summary sheet

enter

consultant

names

enter employee

names and titles

from ECMS

copy column

sets to add or

delete tasks,

employees,

and companies

as necessary

assign employees

certain tasks as

applicable

enter anticipated

days per month that

the employee will

work on each task

enter start

month and drag

corner of cell to

fill column

enter anticipated hours per

day that the employee will

work on each task in half

hour precision

• Transfer total task hours (under Task #) for each employee to Labor sheets.

Invoice Summary

enter all

consultants,

according to

role, and

select DBEs

as in the

WOT

enter labor costs from the

previous invoice; if this is the first

invoice, enter zero

enter current

labor costs

enter previous total labor costs; if

this is the first invoice, enter zero

enter

information

from WO

(update as

necessary)

enter the

billing period

start and end

dates (see

first bullet

below)

• The Prime and Sub billing periods may differ but must be consistent for each consultant

throughout an invoice. The first billing period start date must always be the WO NTP

Date; subsequent invoice billing periods must start the day after the previous period

ends. If a Sub has no activity during the period, use the same dates as the Prime.

However, if a Sub had unbilled activity during the period, enter “N/A” for both start and

end date. Invoices may have only Sub costs (with Prime billing periods covering Subs’).

• Depending on the conditions of the contract, the City may withhold 10% of each invoiced

payment. Once the project is 90% complete, with approval from the CPM, retainage may

be released all at one time. If the contract conditions do not include retainage (CM/CI

work), the amount from cell H26 should be entered into cell H27 for every invoice.

when retainage is released, enter

it here (see second bullet below)

enter expense costs in the same

method as labor costs, described above

Invoice Labor & Expenses

• The IT generally mirrors the WOT for ease of use.

• On the Labor and Expenses sheets, the IT’s information section

includes cells for billing periods, which must be manually entered on

each sheet; the cells are not automatically linked to the Summary.

Progress Report

• Along with every Invoice of a WO, a Progress Report for the subject

project must be submitted.

• Consultants must summarize work occurring within the current billing

period, including issues that may have arisen, submissions to any

agencies, planned activities, and out of scope services that may have

been performed.

• Consultants must also produce a schedule of work, listing project

milestones, along with actual (if already completed) and projected

completion dates.