CALL FOR ENTRIES - The Voice of Colorado's Engineering …acec-co.org/wp-content/uploads/2013/06/ACEC-CO_CF… · · 2013-06-212014 ENGINEERING EXCELLENCE AWARDS - ACEC/Colorado

CALL FOR ENTRIES American Council of Engineering Companies of COLORADO

2014

22014 ENGINEERING EXCELLENCE AWARDS - ACEC/Colorado

www.acec-co.org

COntEnts

OVERVIEW ..........................................................................................................................................................................3

ELIGIBILITY .........................................................................................................................................................................3

AWARDS ..............................................................................................................................................................................4

JUDGING .............................................................................................................................................................................4

RATING GUIDELINES .......................................................................................................................................................5

PUBLICITY ...........................................................................................................................................................................6

BENEFITS .............................................................................................................................................................................6

TIMELINE .............................................................................................................................................................................7

FEES ......................................................................................................................................................................................7

ENTRY CATEGORIES ........................................................................................................................................................8

ENTRY CONTENTS LIST ..................................................................................................................................................9

ENTRY CONTENTS (DETAILS) .....................................................................................................................................10

LIST OF WRITERS, GRAPHIC ARTISTS, PHOTOGRAPHERS, and PHOTO LABS ...........................................13

WORKSHOP: HOW TO PLAN & PREPARE YOUR SUBMITTAL ...........................................................................14

HELPFUL HINTS IN SUBMITTING YOUR AWARDS ENTRY ................................................................................16

DELIVERABLES CHECKLIST .........................................................................................................................................17

COMMON ERRORS ........................................................................................................................................................18

SUBMISSION DELIVERY ................................................................................................................................................18

INTENT TO ENTER ..........................................................................................................................................................19

OFFICIAL ENTRY FORM ............................................................................................................................................... 20


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OVERVIEWThe annual Engineering Excellence Awards (EEA) of the American Council of Engineering Companies of Colorado (ACEC/CO) is based on the National ACEC EEA competition, but the Colorado rules are slightly different. This document contains all the rules for the Colorado program.

The ACEC/CO Engineering Excellence Awards competition recognizes Colorado engineering firms for projects that demonstrate a high degree of innovation, achievement, and value. For more than 47 years, Colorado engineering firms have entered their most innovative projects and studies in these competitions which are conducted by Member Organizations (MOs). Qualifying projects at the state level are then eligible to participate in the ACEC national competition.

Each EEA entry is accepted in one of 12 project categories as shown on page 8 (“ENTRY CATEGORIES”).

A panel of judges possessing extensive and varied industry expertise is convened to critique and rank the projects. The judges evaluate the submissions for engineering excellence, then select winners for awards in the three main categories: Engineering Excellence Awards, Honor Awards, and Merit Awards. If one project is judged to be truly outstanding compared to all the other entries, it may be awarded the Grand Conceptor Award, but this award is not given every year.

Projects are rated on the basis of unique qualities and innovative applications; future value to the engineering profession and perception by the public; social, economic, and sustainable development considerations; complexity; and successful fulfillment of client/owner’s needs, including schedule and budget. Refer to page 5 (“RATING GUIDELINES”) for details.

ELIGIBILItYCOLORADO PROjECtsAny Colorado engineering or surveying firm is eligible to enter the awards program, regardless of whether the firm is a member of ACEC. Large project or small project - you can only be a winner if you enter. We encourage all firms to review their projects and consider entering the 2014 Awards Competition.

y Entries can be submitted by member and non-member firms.

y Timeframe: Construction of projects (Categories B through L – with the exception of D) must have been substantially completed and ready for use between November 1, 2011 and September 20, 2013.

y See the “ENTRY CATEGORIES” section on page 8 for a full listing of all eligible categories.

y Entering firm must select one category that is most appropriate. A project may be entered only once in any category. However, after a project entered in Category A has been constructed, it may be entered in a different category – B through L (according to the timeframe guidelines stated above).

y Research and Studies (Category A) or Surveying and Mapping projects (Category D) must have been publicly disclosed by the client between November 1, 2011 and September 20, 2013.

y Each entry must consist of two main components: Envelope containing submission materials and photographic display panel (see “ENTRY CONTENTS” - page 9).

y Non-compliance with the rules may disqualify an entry. Please read and follow the requirements thoroughly.

y ACEC/CO will not be responsible for any damages to or loss of entrant’s official envelope, supplementary report, or photographic display panel in the delivery of entry to ACEC/CO office.

y The ACEC/CO Awards Committee reserves the right to determine the eligibility and category classification for all entries. If it be necessary to change the category, the committee will advise the entrant as to the reason why. If necessary, the entrant may change the category between the time they submit their INTENT TO ENTER form (page 19) and the time of submitting their display panel and envelope to ACEC/CO.

y Entries must meet the Judges’ Rating Guidelines on listed on page 5.

PROjECt LOCAtIOnsProjects entered into the Colorado ACEC competition may have been executed anywhere in the world, but to be eligible, 50% of the project work must have been done by the entrant’s Colorado office.


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AWARDs

All submissions are considered ACEC/Colorado Award Winners, regardless of which level of award they receive. The panel of judges review all submittals and evaluate them on the qualities of the competition, as described in “RATING GUIDELINES” (page 5). Awards are given in each of the following categories:

y Merit Award y Honor Award y Engineering Excellence Award y Outstanding Graphics Award y Grand Conceptor Award

MERIT AWARDS recognize projects for their extraordinary engineering solutions based upon the award criteria.

HONOR AWARDS are presented for outstanding engineering solutions based upon the award criteria.

EXCELLENCE AWARDS are given for excellent engineering solutions based upon the awards criteria. Engineering Excellence Award winners in the state competition are eligible to advance to the 2014 ACEC national competition in Washington, D.C. After the state-level competition, ACEC/CO can submit ten of the Colorado entries to the ACEC national competition, plus one additional entry for every five above ten entered in the state competition.

The OUTSTANDING GRAPHICS AWARD is given for the best photographic display panel graphics based on the judges’ review of each entry.

The GRAND CONCEPTOR AWARD is awarded only when one project in the entire field receives very high scores from the judges - well above the other entries compared to all submittals; this award is not given every year.

nOtE: Panels may be picked up after the awards banquet in November. However, envelopes and their contents, including CD-ROMs, will not be returned after the state competition. All entry items submitted to the national competition become the property of ACEC and will not be returned.

jUDGInGEntries will be judged on the basis of overall engineering excellence in each of the 12 categories; on the basis of the work performed by the entering firm only; and according to the rating guidelines listed.

For the state competition, as well as the national competition, each project is judged and rated on its own merit, regardless of which category it was entered in.

A diverse panel of judges will consist of community leaders from education, finance, media, public agencies, and/or private industry. Each of these distinguished judges will evaluate all entries using a standard rating process to determine Merit Award, Honor Award, Engineering Excellence Award, and Grand Conceptor Award winners. The Colorado judging will be based on a review of the photographic display panel AND a review of all the contents of the submitted envelope. Results of the judging will not be disclosed until they are announced from the podium at the ACEC/CO November 18, 2013 banquet and awards presentation at the Brown Palace Hotel in Denver, CO.


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DEfInItIOnsUniqueness and/or Innovative Applications of new or Existing techniques:

y Does the entry demonstrate the use of a new science or a breakthrough in the general knowledge of engineering?

y Does the entry represent a unique application of new or existing technology, techniques, materials, or equipment?

future Value to the Engineering Profession and Perception by the Public:

y Will the entry redefine current engineering thinking? y Does the entry advance a positive public image of

engineering excellence?

social, Economic, and sustainable Development Considerations:

y Do the solutions identified produce secondary benefits of value to the community environment?

y Does the entrant’s approach provide society with social, economic, or sustainable development benefits?

y Does the entrant’s contribution to the project improve the health, safety, or welfare of the public or affected environment?

Complexity: y Does the entry successfully address very complex

criteria or unique problems? y Were extraordinary problems of site, location,

hazardous conditions, project requirements, or similar elements present?

y Did the entry require the use of out-of-the-ordinary technology or ingenuity for achievement of the project’s goals?

successful fulfillment of Client/Owner needs: y Did the entrant successfully engage the client/owner in

the overall project development process? y Did the project provide an economical and cost-

effective solution? y How did the final cost relate to the original budget

estimate? y How closely did the entrant’s solution meet the total

goals of the client/owner? y Did the entrant meet the client’s time schedule?

CAtEGORY WEIGhtInGJudges use the following weighting percentages while evaluating the projects:

20% Uniqueness and/or innovative applications of new or existing techniques

20% Future value to the engineering profession and perception by the public

20% Social, economic, and sustainable development considerations

20% Complexity

20% Successful fulfillment of client/owner needs

RAtInG GUIDELInEs


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PUBLICItYThe public relations and marketing value of participation in the national EEA program is substantial. All national winners will be highlighted in ACEC’s public relations program, which benefits all US engineering firms. Working with participating firms and Member Organizations (MOs), ACEC staff will contact local media to announce winners and their awards. Through national and MO efforts, display panels can be exhibited in city administrative buildings, universities, shopping centers, and office buildings. These activities enhance direct business development benefits for both local and national award winners. Further benefits are gained through feature stories presented in firm brochures, newsletters, and other publications.

y Publicity from ACEC/CO Public Relations Efforts y Colorado Engineers 2014 documentary, featuring EEA award winning projects, produced by award-winning video production team; featured on Comcast Entertainment Television and statewide local access channels

y Industry trade publications and local media features y ACEC/CO Quarterly, electronic magazine feature y Content marketing post features and video features on ACEC/CO website (acec-co.org)

y ACEC/CO YouTube Channel professional video segments y Customized social media campaign for entry promotion

y Poster display at the Colorado state capitol during National Engineers Week, February 2014

y Community outreach promotion, a partnering feature between ACEC/CO and the project’s client

BEnEfIts y Demonstrates pride in your firm and work, and provides

platform for extended firm promotion of project. y Provides opportunity to publicize depth and breadth of

firm qualifications and experience. y Recognizes quality relationship with your client. y Confirms your clients’ beliefs in your design of new

ideas and innovative solutions. y Provides opportunity to invite your client to the awards

banquet. y Provides extensive, statewide publicity for your project

and client (see previous category). y Provides opportunity to enter your project in the

national ACEC competition, which provides exposure to political leaders (ACEC/CO Engineering Excellence Award winners).

y Features in ACEC/CO VOICE publications.


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tIMELInE

ACEC/CO Awards Program:

y Awards Workshop at Merrick & Company: 5970 Greenwood Plaza Blvd. Greenwood Village, CO june 14, 2013 7:30 am to 9:30 am

y Select project(s) to enter. Gather and develop concept, copy, photos, and line drawings. Obtain owner/client approval before you proceed with your entries. Discuss your timeframe with consultants. june 14 - july 19, 2013

y Submit INTENT TO ENTER form deadline (page 19). Submit to ACEC/CO. july 19, 2013

y ACEC/CO Entry Deadline August 30, 2013

y Judging of Entries september 25, 2013

y Awards Banquet at Brown Palace Hotel Ballroom, Denver, CO november 18, 2013 11:30 am to 2:30 pm

ACEC national Awards Program:

y ACEC Entry Deadline january 10, 2014

y Entrant’s company representative, as listed on the entry form, must be available by phone. january 22, 2014

y Judging takes place in Washington, DC february 21-23, 2014

y ACEC Presentations and Awards Gala in Washington, DC April 29, 2014

fEEs

ACEC/CO Awards Program:The ACEC/CO entry fee for projects submitted by Colorado member organizations is $495; the member organization will be billed upon receipt of the INTENT TO ENTER form. The non-member entry fee is $895 and must accompany the INTENT TO ENTER form. Entry fees are non-refundable.

first-time or Returning Entrants’ Discounted fee: If your firm is submitting for the first time, or if your firm has not entered the ACEC/CO competition for at least seven years, your entry fee is only $200. This special rate applies to ACEC/CO members only.

ACEC national Awards Program:If their project is eligible, based on the state competition, ACEC/CO members may advance their project to the national competition where the entry fee is $1,100 ($3,500 for non-members). The national fee will not be billed; a check must be attached to the “Official Entry Form” in the submittal. Refer to the ACEC National Competition “2014 Call For Entries” document for entry details (available at their website: www.acec.org).

Materials submitted to the ACEC national competition will NOT be returned.


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EntRY CAtEGORIEsCategory Astudies, Research & Consulting Engineering servicesNon-design services: projects not involving the preparation of construction documents consisting of, but not limited to, the following types of projects:

y New products, materials & technologies y Expert testimony y Basic research & studies y Computer/software technology y Technical papers y Public outreach/involvement y Water conservation y Security plans y Project feasibility studies/economic/risk y Value engineering

Category BBuilding/technology systems

y Mechanical/electrical/plumbing y Computer/technology y Communications y Acoustics y Software systems y Sustainability or carbon neutrality y Efficiency certification standards,

eg, LEED y Energy efficiency - new & retrofit y Secure facilities (military, research,

correctional)

Category Cstructural systems

y Foundations y Tunnels y Buildings y Seismic design y Towers y Bridges y Stadiums

Category Dsurveying & Mapping technology

y Geometrics, ALTA, land title & rights surveys

y Control, GPS, monitoring or construction surveying

y Survey mapping, GIS/LIS, photogrammetry

Category EEnvironmental

y Hazardous waste y Solid waste y Restoration/reclamation/remediation y Air quality y Noise y Recycling y Waste pond management y Carbon sequestration & trading y Mitigation

Category fWaste & storm Water

y Wastewater collection/treatment & disposal

y Residuals management & reuse y Graywater systems y CSO’s y Mine tailings y Agricultural y Storm water management y Erosion control

Category GWater Resources

y Hydraulics, hydrology y Surface & groundwater supply

development y Treatment y Transmission, distribution & storage y Watershed management y Water use reduction y Flood risk management y Climate adaptation y Coastal & eco-system restoration y Locks/dams/water control structures y Irrigation

Category htransportation

y Highways y Rail y Airports y Marine/ports y Public transit y Intermodal facilities

Category Ispecial Projects

y Safety & security y Corrosion protection / cathodic protection y Program & construction management y Land development y Trenchless technologies / directional boring y Recreational facilities y Subsurface engineering

Category jsmall ProjectsTotal project construction budget does not exceed $2.5 million. At the entrant’s discretion, except for entries in Category A, projects under $2.5 million are not limited to this category.

Category KEnergy

y Transmission & distribution y Power generation y Renewable energy y Cogeneration y Energy storage technologies y Energy usage reduction programs y Demand side management

Category LIndustrial & Manufacturing Processes & facilities

y Petrochemical y Biotech y Manufacturing y Heavy industry y Industrial waste y Materials handling y Mining, metallurgy, mineralogy


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EntRY COntEnts LIst

The following list is an overview of all the items that must be included in your ACEC/Colorado submittal (deliverables). Details describing the contents of each item are presented under the heading “ENTRY CONTENTS (DETAILS)” which begins on the following page.

Photographic Display Panel

Envelope - contents include:

y Official Entry Form

y Signed Letter from Client/Owner

y Executive Summary (1 page max.)

y Project Description (3 pages max.)

y Key Participants (1 page max.)

y Photographic Display Panel prints (8-½” X 11”)

y Media List (e-mail addresses)

CD-ROM

y Photo Folder (six photos total, JPG files) named as: y Photo 1.jpg y Photo 2.jpg y Photo 3.jpg y Photo 4.jpg y Photo 5.jpg y Photo 6.jpg

y Judges’ Folder y Entry Form y Signed Client Letter y Executive Summary y Project Description y Photographic Display Panel (PDF file) y Supplemental Report (for Category A submittals only).

This report shall contain findings portrayed with graphs, drawings, etc.)

y Media List (Excel file)


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EntRY COntEnts (DEtAILs)

PhOtOGRAPhIC DIsPLAY PAnELPrepare your entry’s photographic display panel with text and photos that demonstrate the challenges, solutions, and unique innovations of the key project elements. The panel should be prepared with high-quality photos and graphics with minimal text (250 words maximum, excluding captions). The photographic display panel must meet the following requirements:

y Size: 30” X 30” square and printed on Duraflex display material or equivalent y Matte finish, laminated front and back as follows:

y Front lamination: 5 mil y Back lamination: 5 mil y Panel stock thickness before lamination: no more than 5-6 mil, for a total of 15-16 mil thickness with lamination y Framed or mounted panels will NOT be accepted.

y Velcro: Four, 9-inch long strips of Velcro (the hook side only) shall be placed vertically on the back of the panel - one strip near each corner of the panel.

y Maximum of six photos and/or graphics may be used on the panel. y Each image shall be a minimum of 35 sq. in. (7” X 5” for example) y A background photo is not counted as a photograph.

y Panel Text: 250 words maximum - not including captions y Fonts:

y Minimum 32 pt. type for text or descriptions y Minimum 28 pt. type for captions and graphics

y Other elements that must be included on the front of the panel (minimum 32 pt. type): y Title and location of the study or project y Client/owner’s name and location y Entering firm’s name and location y ACEC logo (download current logo from the ACEC national website: www.acec.org)

y Leave a 2” X 2” space in the upper right-hand corner of the panel that is free of text or images, but carries the panel’s background scheme through this space. y This space will be used by the ACEC EEA committee to code the entry; text or graphics in this area would be covered

once the panel is coded. y Do not leave this space as a white square.

y Back-of-Panel Label - include the following: y Entering firm’s name & address y Project name y Entry category

tExtThe following provides details of the text and CD ROM that are required to be submitted in a large, sealed envelope. The order presented here is the order that must be followed for your submittal. Although the national competition requires a 3-ring notebook, for the ACEC/CO competition, please submit your document in an envelope without a binder. The entire document must be printed on 8-½” by 11” paper, single-sided printing, and all sheets shall be 3-hole punched. For ease of judging, please staple multi-page sections and insert colored divider pages between them. Envelope must have a label affixed to the front that includes the entrant firm’s name, the project name, and judging category.

Suggestion: Although not needed for the ACEC/CO competition, it is a good idea to prepare 3-ring binders of your submittal both for your office as a reference copy and for your client(s). Use the same contents as your envelope, but add a cover page and index tabs.

nOtE: No QR Codes or embedded links are permitted in any portion of an award submittal.


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Official Entry form17 copies of the completed official entry form (3-hole punched). The entrant and client/owner must both sign the official entry form stating that the submitted project was substantially completed and ready for use between November 1, 2011 and September 20, 2013. Please use The Official Entry Form provided on the last page of this document. Save the original entry form with the actual signatures for the national competition; submit a photocopy of the signed form for your state entry.

nOtE: The Official Entry Form provided on the last page of this document is the same form used for the ACEC national competition, so the fee and project date information stated is for the national competition only. For fees and project date requirements for Colorado entries, please see “FEES” (page 7) and “ELIGIBILITY” (page 3).

signed Letter from Client/Owner17 copies of a one-page, signed Client/Owner Letter (3-hole punched), addressed to ACEC (National), describing the relationship the client/owner and entrant in the development of the project and how it exceeded the client/owner needs. Save the original client/owner letter with the actual signatures for the national competition; submit a photocopy of the signed letter for your state entry.

Executive summary (1 page)17 copies of a one-page Executive Summary describing the problem and solution: 8-½” X 11” with 1” side margins (3-hole punched), double-spaced text with a 12 pt. minimum font size. Project title and entry category must appear at the top of the page.

Project Description (3 pages max)17 copies of a Project Description, not to exceed 3 pages, 8-½” X 11” with 1” side margins (3-hole punched) addressing items 1, 2, 3, and 4 as listed below. Project title, category, and page number must appear at the top of each page. Entrants may use text (minimum 12 pt.), photos, graphs, etc. Unlike the Executive Summary, this section does not need to be double spaced.

1. Role of entrant’s firm in the project

2. Role of other consultants participating in project

3. Brief description of the entrant’s contribution to the project addressing each of the following rating guidelines:

y Uniqueness and/or innovative applications of new or existing techniques y Future value to the engineering profession and perception by the public y Social, economic, and sustainable development considerations y Complexity y Successful fulfillment of client/owner needs:

y Include total project budgeted cost, total project actual cost, entrant’s portion of the budgeted cost, entrant’s portion of the actual cost, and scheduled & actual date of completion information as indicated on the official entry form.

y If your firm was responsible for the entire project, then the entrant’s portion of the Total Project Construction Budget should equal the Total Project Construction Budget.

y If your firm was not responsible for the entire project, then the entrant’s portion of the Total Project Construction Budget should be the amount of the project construction budget for which your firm was responsible.

nOtE: Be careful that you don’t leave unanswered questions for the judges, such as “Why did you go over budget?” or “What happened to the waste stream that the project produced?”

4. Describe in layman’s terms why this project is worthy of special recognition (word count between 100-500 words). Explain all factors that make the project unique, such as complexity, innovative engineering, challenges faced, and overall social impact. It’s a good idea to begin this part with word’s such as “This project is worthy of special recognition because....”

nOtE: This description will provide the basis for all ACEC publicity on the project.


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Key Participants (1 page)One copy of a one-page list of Key Participants on the project, 8-½” X 11” with 1” side margins, 12 pt. type minimum; include firm name, address, phone numbers, website, and e-mail for each. Include contractors, subcontractors, other engineering firms, architects, and other designers. Be sure to label this page “Key Participants” and include the entrant’s company name, project title, and category at top of page.

Project PhotographsSix different photographs (or graphics) showing the planning, startup, and/or construction phases of the project, with three showing the completed project, with the highest level of visual impact for publicity. Include people in your photos if possible. All photos or graphics shall have descriptive captions at the bottom of the image, labeled as Photo 1 (Caption), Photo 2 (Caption), etc.

Actual prints are not needed for the envelope contents; submit these photos as digital files only (see below for CD-ROM details).

Photographic Display PanelProvide 17 high-quality color copies (laser prints, etc.) of the photographic display panel sized to 8-½” X 11”.

Media List (e-mail addresses)One copy (3-hole punched) of a media list containing e-mail addresses of hometown newspapers, TV stations, and radio stations in Excel format. Include the entrant’s company name, project title, and category at the top of each page.

nOtE: If your firm is handling all publicity, include a statement to that effect under this heading; then a media list does not need to be included.

Press ReleaseA press release is not needed for the Colorado competition, but will be needed for national competition.

CD ROMFive copies of a CD ROM must be included in the envelope. CD-ROMs must be properly labeled to indicate the firm name, the project name, and the category. Be sure to test your CDs on different computers to ensure they are not machine dependent. CD-ROMs must be PC compatible, read-only (CD-R), and shall include the following folders and items in the order and titled as shown:

y Photo Folder Six photos or graphics in .JPG file format, landscape orientation (horizontal), and sized at 1920 pixels wide x 1080 pixels high with file names as follows: y Photo 1.jpg , Photo 2.jpg, Photo 3.jpg (etc.)

y Judges Folder y Entry Form, PDF file y Signed Client Letter, PDF file y Executive Summary, MS Word or PDF file y Project Description, MS Word or PDF file y Photographic Display Panel, PDF file, 600 dpi, sized to fit on a 8-½” X 11” page y Supplemental Report (for Category A submittals only), MS Word or PDF file

y Media List (Excel or MS Word file)

note: A Powerpoint show is no longer needed for the state competition (national only).

EnVELOPEAll submission materials for each project submitted (other than the display panel) shall be placed in a large, sealed envelope. Each envelope must have a label affixed to the outside with the entrant firm’s name, the project name, and judging category.

Only the photographic display panel will be returned to entrants after the state competition; the CD ROM and envelope contents become the property of ACEC/CO.


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WRItERs, GRAPhIC ARtIsts, PhOtOGRAPhERs, AnD PhOtO LABs

The following list of consultants are provided to assist with your submittal, if needed. ACEC/CO does not endorse any particular vendor. If utilizing the services of these or other consultants, be sure to discuss your project with them early in the process to ensure that their prices and time requirements fit your firm’s needs, budget, preferences, and working style.

WRItERs/GRAPhIC ARtIsts y uli Creative; Adrienne Thiele Dallagiacoma

2801 Youngfield, Ste 300; Golden, CO 80401 303-971-0134 e-mail: [email protected]

y The Write Source, Inc.; Janet Arrowood PO Box 16034: Golden, CO 80402 303-717-7444 e-mail: [email protected] www.TheWriteSourceInc.com

y The Text Doctor; Elizabeth Frick, PhD 4781 White Rock Circle; Boulder, CO 80301 303-527-2989 www.textdoctor.com e-mail: [email protected]

PhOtOGRAPhERs y Bernstein Studios; Ed Bernstein

1329 Yates St.; Denver, CO 80204-1139 303-534-6763

y Shapiro Photography; Terry Shapiro 7884 Native Dancer Trail; Evergreen, CO 80439 303-944-3087 www.terryshapiro.com

y Foundation Photography; Jonathan R. Howie 303-903-7026 e-mail: [email protected] www.fpd.photoreflect.com

y Bradyn Podhajsky 303-601-9266

PhOtO LABs y Image Craft

12503 East Euclid Dr.; Suite 10 Centennial, CO 80111 303-274-1011 [email protected]

y Reed Photo Imaging; Marie Shapiro 888 Federal Blvd.; Denver, CO 80204 303-573-8084 e-mail: [email protected]


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WORKshOP: hOW tO PLAn & PREPARE YOUR sUBMIttAL

1. When to Begin - It’s never too Early

y Be aware of your company’s potential projects for the awards competition. Discuss with your staff all special projects that your firm may want to enter.

y When choosing a project to enter, keep in mind the rating guidelines for the awards: y Uniqueness and/or innovative applications of new or existing techniques y Future value to the engineering profession and perception by the public y Social, economic, and sustainable design considerations y Complexity y Successful fulfillment of client/owner needs

y Document progress of a project with photos, video coverage, etc. y Start early to avoid rush charges for outsourcing expenses. You’ll have less stress, too. y The project title and category that you submit on the INTENT TO ENTER form is just a draft; you may change

them on your actual submittal - or the ACEC/CO Awards Committee may change the category to another more appropriate category.

2. Planning and Design timelinesCheck with your consultants at the start to determine their fees and turnaround times. Refer to section “List of Technical Writers, Graphic Artists, and Photo Labs” - page 13) for local consultants who can assist you.

June 14, 2013: Awards Workshop

June 14 - July 19, 2013: Select project(s) to enter. Concept, copy, photos, and line drawings; gathering and developing. Contact consultants to discuss their timelines to prevent overtime charges.

IMPORTANT: Obtain owner/client approval before proceeding with your entries.

July 19, 2013: Submit INTENT TO ENTER form (page 19) to ACEC/CO. Obtain project photos and data. Produce rough layout of display panel; have in-house review; make changes. IMPORTANT: Get clients’ approval to use text and photos. Deliver artwork to lab; coordinate deadlines to prevent overtime charges. Begin writing and production of envelope contents.

August 30, 2013: Delivery of panel, envelope & contents, and CD ROM to ACEC/CO.

September 25, 2013: Judging (for judges and Awards Committee only).

November 18, 2013: Awards Luncheon and Presentation of Awards at the Brown Palace Hotel.

Don’t forget to invite your clients or subs, and others, such as those who helped obtain funding (legislators, city council members, mayors, etc.).

3. Photographs

y Include at least three photos of the completed project y Consider using a professional photographer

(photos will be projected onto a large screen at our awards banquet and may be used in our TV video) y Include people in your photos when possible y Use creative photo placement and design on your photographic display panel


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4. Writing Copy

y Be certain to follow the judging criteria when writing your copy (for text and the panel); carefully address the specific issues for which your entry will be judged. Judging is based on the contents of both the panel and the envelope.

y Try using an interview process to develop your text and address all the criteria. y Ask non-technical people to review the copy to make sure it is understandable - use layman’s terms, particularly in

the 100-500 word description. y Use a professional writer (contract) if you have staff and time limitations. y Make sure the judges can easily locate each element of how your project addresses all criteria. y Proofread...Proofread...Proofread: Frontwards, backwards, up and down. y Do not include QR Codes

5. Layout/Design

y Gather all your information: photos, sketches, written copy, line drawings, etc. y Make sure your panel is an attention-getter. y Use a storyboard to develop your panel layout. y Use the “DELIVERABLES CHECKLIST” (page 17) to make sure all the basic requirements are met. y Do a rough layout - mock judging - and final layout. y Leave a 2” X 2” blank space in the upper right-hand corner of display panel that is free of text or images but carries

the panel’s background scheme through this space. Do not leave a white space with no background. y Use the ACEC logo (not the ACEC Colorado logo) to make sure you don’t have to redo your panel if you go onto the

ACEC national competition. (Download ACEC logo at www.acec.org) y See example panels displayed at the ACEC/CO office for reference.

6. Panel text and fonts

y A maximum of 250 words may be used on the panel (excluding captions). y Vary your font sizes for interest for different elements, but avoid using too many fonts types. Be sure to meet the

requirements for minimum font sizes on the panel. y Make sure that your type style is easy to read and is not lost in the copy. y Allow enough space in your panel arrangement so it doesn’t appear crowded. Using “white space” or “negative

areas” can improve a busy layout. y Allow sufficient margins in you want to frame your panel after the competition. y Do not include QR Codes

7. Printing Your Panel

y Discuss your project timeframe with your lab; this will ensure that your panel is done on time and can avoid costly overtime charges.

y Ask your lab how to best deliver your artwork to them, e.g., CD-ROM, e-mail file transfer, FTP site, etc. y Review the checklist items to make sure that all the basic requirements are met.

(Refer to “DELIVERABLES CHECKLIST” - page 17). y Before sending the panel artwork to print, proofread the final copy and have your client approve it. y Make certain that the proper colors, fonts, and bullets appear on the final print. y Check readability of copy on backgrounds (some backgrounds make the copy difficult to read). y Make sure the panel lamination has a matte finish and is the proper thickness. y Follow your lab’s instructions on how to roll the panel; they may advise you to roll the panel with the copy to the

outside to avoid damage to lamination.

With planning and preparation, developing your entry can be a great experience for your firm. You will probably discover many benefits from entering the competition. ACEC/CO is available to answer your questions and assist you; call Julie Ann Dill at 303-832-2200 or e-mail [email protected].


www.acec-co.org

hELPfUL hInts In sUBMIttInG YOUR AWARDs EntRY

1. Is your project eligible? Before you submit your INTENT TO ENTER form (page 19), ask yourself the following questions:

y Will your owner/client sign the entry form? Will they give permission for press releases? (National competition only) y Is the project substantially completed and ready for use between Nov. 1, 2011 and Sept. 20, 2013 y If the project is from another state, was at least 50% of the work done by your firm’s Colorado office(s)? y Does your project fit the Rating Guidelines (page 5)?

2. Entry Form

y Complete all blanks. Obtain ALL necessary signatures y Obtain US Congressional Representatives names from www.votesmart.org.

They will be invited to the National Awards presentation and reception for the national competition in Washington, DC. y Your firm will be billed the $495 Colorado entry fee (non-refundable) upon receipt of the INTENT TO ENTER form.

Non-member firm’s entry must be accompanied by a non-refundable entry fee of $895. y New this year is a special rate of $200 for any firm entering the ACEC/CO competition for the first time, or for firms that

have not entered in the past seven years (for ACEC/CO members only). y Submit your entry to ACEC/CO to arrive by August 30, 2013.

3. Read this ACEC/CO Call for Entries brochure carefully to avoid redoing panel and submittal information.

y Read everything carefully to avoid having to redo the panel or envelope contents. y Panel should have a front lamination of 5 mil; back lamination is 5 mil. Total panel thickness should be 15-16 mil. y Panel must have a matte finish. y Panel must have a label on the back including firm name, client name, project name, and the entry category.

4. Judging

y Rating Guidelines listed on page 5 describe the judging criteria. Does your panel address each of these criteria? y If you were a judge, could you find the information on the panel and in the notebook to score each of these criteria? y Prior to the day of judging, each judge will receive the following for each entry submitted: Official Entry Form, Client/

Owner Letter, Executive Summary, Project Description, and Photographic Display Panel (8-½” X 11” print).

5. Awards Banquet (Luncheon) and Presentation of Awards

y Please invite your client, employees involved with the project, subcontractors, and other guests. Don’t forget those who helped fund your project—legislators, city council members, etc.

y Awards – Grand Conceptor, Engineering Excellence, Honor, Merit, and Outstanding Graphics Presentation award-winners will be announced (award results will not be revealed prior to the banquet presentation).

y Banquet will be held on November 18th at the Brown Palace Hotel (Denver, CO).

6. If you are an ACEC/CO Engineering Excellence Award winner:

y ACEC/CO will send you the ACEC official entry form for the national competition. y Your panel will be released to you after the awards banquet in November so that you can use it for the national

competition (your envelope and CD-ROM will not be returned to you). y You must comply with ALL of the national requirements to compete in the national competition. y Your panel, envelope, and notebook must be received by ACEC national competition no later than January 10, 2014.

The panel, envelope, and notebook submitted to the national competition will not be returned to you. y A check for the ACEC national entry fee must accompany your national submittal materials.

QUEstIOns?Do not hesitate to call the ACEC/CO office for assistance. Call Julie Ann Dill at ACEC/CO 303-832-2200 or e-mail: [email protected].


www.acec-co.org

DELIVERABLEs ChECKLIst

ITEM DETAILS QTY

PhOtOGRAPhIC DIsPLAY PAnEL:Panel size 30” X 30” 1

Photos Six maximum (not including background), 35 sq. in. minimum size each.

ACEC logo Include on front of panel

Word Limit 250 words max. (not including captions)

Information Include project title & location, client name & location, entrant’s name & location

Blank space 2” X 2” blank space in top right corner (not white)

Label on back Firm name, firm address, project name, category 1

Velcro on back Four, 9-inch long strips (hook side), attached vertically near corners 4

EnVELOPE:Official Entry form Submit copy of signed form; save original signed form for national competition 17

signed letter from client/owner Submit copy of signed letter; save original signed letter for national competition. One page maximum, addressed to ACEC national

17

Executive summary One page maximum 17

Project Description Three pages maximum; include 100-500 word project summary 17

Key Participants One page maximum 1

Photographic display panel Size image to 8½” X 11” (laser prints) 17

Media List E-mail addresses for publicity 1

CD-ROM: 5

Label: Attach label to CD with Firm Name, Project Name, and Category 1 ea.

Contents:

Photo Folder Six high-resolution photos or graphics, .JPG file format, landscape orientation (horizontal), sized at 1920 pixels wide x 1080 pixels high

1 ea.

Judges’ Folder

Entry Form PDF file of form with signatures 1

Signed Client Letter PDF file of letter with signatures 1

Executive Summary MS Word file or PDF file 1

Project Description MS Word file or PDF file 1

Photographic Display Panel PDF file 1

Media List Excel file 1

Supplemental Report MS Word file or PDF file; for Category A submittals only 1

Media List Excel or MS Word file 1

Before you package your submittal and submit the envelope and panel to ACEC/CO, use this checklist to ensure that all of the required items are included in your envelope and that your panel meets all the stated requirements. This is just an overview to make sure that the basics are accounted for, but make certain that all the details presented throughout this document are also met.


www.acec-co.org

COMMOn ERRORsThe following list contains common errors that the judges frequently find on submittals. Use this list as reference to avoid these errors.

y Date of project completion does not fall within required limits (November 1, 2011 and September 20, 2013)

y Signatures are missing

y Criteria details are either not met, are not all addressed, or are difficult to find in the text.

y 100-500 word description is not written for a lay audience.

y 100-500 word description does not describe the project.

y Matte finish was not used on panel.

y List of key participants is missing.

y Label on back of panel is missing.

y Budget information is incomplete.

y Glaring questions are unanswered, for example: y Why did the project exceed the budget? y What happened to the waste stream that came out of the project?

y ACEC logo is incorrect, or its colors were changed (use the current national logo available at www.acec.org).

y Letter from Owner/Client is addressed ACEC/CO. It should be addressed to ACEC national.

y Executive summary exceeds one page or is not double spaced.

sUBMIssIOn DELIVERYIn order to be included in the ACEC/CO Engineering Excellence Awards competition, your panel and envelope submission must be delivered (or shipped) to the ACEC-Colorado office at the following address; it must arrive there no later than 5 pm on Friday, August 30, 2013.

ACEC/CO 800 Grant street suite 100 Denver, CO 80203

303-832-2200


www.acec-co.org ACEC/CO ENGINEERING EXCELLENCE AWARDS COMPETITION 2013

IntEnt tO EntER fORM

Firm:

Address:

City: Zip:

Name of Project: (Limit to 45 characters)

Location:

Date of Completion:

Firm Representative (project):

Telephone:

E-mail:

Client’s Name:

Category of Entry:

Entry Contact (person submitting this entry):

Telephone:

E-mail:

PLAQUE InfORMAtIOn nEEDED:Provide the following information to allow the ACEC/CO staff to order your award plaques:

y Project Name

y Project Location

y Firm Name

y Client Name

This information will be used in creating the award plaques which will be presented at the awards banquet. Approximately one week before the awards banquet (November 28th), all entrants will be prompted to supply the names of the individuals accepting their awards at the banquet (including a representative of the entrant firm AND client representative(s).

hOW tO sUBMIt An EntRY:Refer to the “CONTENTS” section (page 2) of this document for details and requirements of your ACEC/CO Engineering Excellence Awards program submittal. Refer to “SUBMISSION DELIVERY” (page 18) for details of where to deliver or ship your submittal.

DEADLInE to submit Intent to Enter form: july 19, 2013Send this form to:

ACEC/CO | 800 Grant St. | Suite 100 | Denver, CO 80203 303-832-2200 | Fax: 303-832-0400 | e-mail: [email protected]

“Small engineering firms play an important role in ACEC’s Engineering Excellence Awards Program, winning at the same rate as larger engineering firms.”

-ACEC EEA Committee

ACEC/CO 2013-2014 AWARDs COMMIttEE MEMBERs:

Frederic Berkey Committee Chair Merrick & Company

Denis Beaudin Beaudin Ganze Consulting Engineers, Inc.

Stuart Monical MKK Consulting Engineers

Eric Young Eric J Young, LLC

Julie Ann Dill ACEC/CO Staff Contact

OffICIAL EntRY fORM

Documents

CALL FOR ENTRIES - The Voice of Colorado's Engineering …acec-co.org/wp-content/uploads/2013/06/ACEC-CO_CF… · · 2013-06-212014 ENGINEERING EXCELLENCE AWARDS - ACEC/Colorado