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1.13 UNDERSTANDING OF NEED Task Order Approach Psomas recognizes that defining the project scope is a critical first step in controlling cost and schedule. Establishing a detailed and well researched project scope during Task Order development is key to this process. Communicating any out of scope elements that may arise during the course of the project as a result of unforeseen issues, or newly adopted regulatory or agency requirements, is essential to keep City staff informed and eliminate any surprises during the later stages of the project. Upon receipt of a task order, Joe Boyle will select the appropriate project manager from within our team and develop a comprehensive scope of work through a five -step process. We have found that by establishing a clear definition of the project scope in terms of budget, deliverable, and schedule, and working to minimize scope, projects are delivered within budget and on schedule and expectations are met. Our five -step process is as follows: Identify the goals and objectives on the project through meetings with City staff. Perform research, including field visits, gathering as -built information, utility research, and preliminary document reviews. This is also the point at which the team will begin to evaluate risks associated with the project. If applicable, the team will meet with field operations staff and key stakeholders. Scoping meeting with City staff to discuss findings. Determine possible environmental (CEQA/NEPA) and permit requirements. Identify/confirm funding limits and sources. Prepare a draft scope and fee broken down by phase or milestones, including subconsultant services needed, and present this to City staff. Verify with all team members the tasks, goals, and scope of services are clearly understood. Finalize scope of work and submit to the City for review. managing a balanced client workload among our staff, Psomas is able to respond within one day to meet with the City. This keeps the project momentum moving forward so the Psomas team is in place and ready to work within days of receiving a Notice to Proceed. Our experienced managers have the knowledge and skills required to navigate the hurdles that may arise during the course of the project. The Psomas team understands the importance of meeting deadlines in a timely manner. We commit to providing adequate staffing (as to both number of personnel and their qualifications) for each task. Being a firm with over 700 employees, Psomas is the "right size' firm for this contract —big enough to handle any task order, but adept enough to provide the City of Santa Ana that personal touch and responsiveness. Project Management Approach Psomas' approach to project delivery involves a combination of administrative or management steps and procedures that ensure the project scope objectives are met, on time and within budget. The elements of the project management effort can generally be identified as communication, thorough documentation and quality control. Maira Salcedo and all of our staff engineers have the project management tools in place to ensure all aspects of the delivery process are implemented, and the goals and expectations of City staff are met. Communication Communication starts with scope negotiation, a signed contract and a kick-off meeting, and continues through the completion of the project. Without communication, a project will simply not be delivered. Psomas takes great pride in our communication protocols and abilities. Our ultimate goal is to be an extension of City staff, and to ensure the City's project manager is always up-to-date on the status of each task, so there are no surprises. Resources and Responsiveness Project Tracking With a large contingent of local resources Psomas recognizes the need for tracking from which to draw, the Psomas project team project budgets along with progress in order can respond to whatever needs may arise. By to minimize the risk of overruns. Each week,