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improvements will be performed in the vicinity of <br />their homes. <br />Accurate Base Map Preparation <br />To yield the best possible design and reduce <br />contractor change orders, we will: <br />Maintain a thorough set of record data <br />Interpret the record data correctly <br />Correctly translate the record data onto the <br />base map <br />Field verify the information once the map is <br />created and correct any errors or omissions <br />UNDERSTANDING OF THE DESIGN <br />Project Schedule <br />We will prepare and submit an initial schedule <br />with the critical milestones for the major tasks <br />involved in the project to be provided at the <br />project's kickoff meeting. The schedule will be <br />updated and submitted at least monthly. <br />Additional schedules may be provided as <br />directed by the City. We will prepare the <br />schedule in the latest version of Microsoft Project <br />for Windows. <br />Meetings <br />Our project manager will meet with the City on <br />an average of not less than once a month during <br />preliminary and final design, and as needed <br />during bidding and construction, to discuss the <br />progress of the work including schedules, <br />budgets, submittal reviews, and overall status of <br />the project. <br />Depending on the meeting agenda, our project <br />manager will be accompanied by our appropriate <br />team member as necessary to attend the <br />meetings with the City. We will prepare the <br />agenda for each meeting, record the minutes of <br />all meetings, and submit a copy of the minutes to <br />the City, for review, within five working days after <br />each meeting, and before distribution. <br />Bi-Weekly Project Status Report <br />We will submit a project status report to the City <br />via email on a bi-weekly basis for appraising and <br />monitoring of both work progress, meeting action <br />items, outstanding data collection, schedule, and <br />budget status. <br />Submittals <br />As described in our approach subsection, we will <br />perform routine and final check prior to sending <br />any submittal to the City, to help ensure <br />accuracy, conformance, and integrity of all <br />documents. We will perform quality assurance/ <br />quality control checks on all submittals made to <br />the City. <br />® Stantec City of Sai-26 261 On -Call Water Resources Engineering Services RFP No. 19-100 115 <br />