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PROPOSAL STANDARD AVENUE PROTECTED BIKE LANES kAA 3RD10 WARNER City of Santa Ana T Mark Thomas will follow the scope of work below to deliver the Standard Avenue Protected Bikeways project for the City of Santa Ana (City). This scope of work will provide services for the final contract documents (plans, specifications, and estimates). All reports, studies, renderings, exhibits, plans, specifications and calculations developed by Mark Thomas will comply with the City's standards. Upon selection, Mark Thomas will submit the full detailed scope for inclusion in the contract. TASK 1. PROJECT MANAGEMENT AND COORDINATION Task 1.1. Project Kickoff Meeting The project kickoff meeting is an important first step to assemble key agency stakeholders, and to better establish a dialogue between the City and the Consultant Project Team. The kickoff meeting allows more conversational discussion about major project issues and concerns. Discussion will include background such as consistency with the Central Santa Ana Complete Streets Plan and the Safe Mobility Santa Ana Plan and other planning efforts. We seek to hear more from City staff to understand the grant funding available and items that are required, desired, and optional for inclusion in the design. The Mark Thomas Team will listen to the dialogue to determine how best to serve the City. Mark Thomas will organize and facilitate a project kickoff meeting with City staff and identified key stakeholders. Topics will include the following: • Review of project background, funding, and grant requirements • Review of project scope, goals and objectives, and schedule • Review public outreach approach and expectations • Define and clarify roles and responsibilities Mark Thomas will develop the meeting agenda and content in advance and will work with the City Project Manager to identify invitations in advance. Where possible, the meeting notes will be drafted during the meeting with action items identified in real-time. This allows the meeting minutes to be developed collaboratively and avoids a delay in delivering the minutes and actions. Real-time note taking can avoid conflicting perspectives on discussion points and clearly define the action items. TASK 1.1 DELIVERABLES: • Meeting distribution list, invitations, agenda, and meeting notes. Task 1.2. Project Development Team Meetings Project management to ensure communication, expectations and deliverables are proceeding as scheduled is important to project success. We propose to host monthly project development team (PDT) status meetings via a Mark Thomas provided videoconference link. The video conference is recommended to allow for a screenshare opportunity where meeting notes are recorded in real-time to document discussion and establish action items with clarity. This approach ensures regular and consistent communication on upcoming tasks, identifying potential risks and challenges to success. Participation in the monthly PDT meetings is anticipated to include the City Project Manager and the Mark Thomas Project Manager and Deputy Project Manager, with additional City of Santa Ana staff determine during the kick-off meeting. Real- time recording of notes eliminates a time delay often seen between hosted meetings and meeting notes, providing a clear set of actions for efficient completion.