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TASK ORDER APPROACH <br />Psomas recognizes that defining the project scope is a critical first step in <br />controlling cost and schedule. Establishing a detailed and well researched <br />project scope during Task Order development is key to this process. <br />Communicating any out of scope elements that may arise during the course <br />of the project as a result of unforeseen issues, or newly adopted regulatory or <br />agency requirements, is essential to keep City staff informed and eliminate any <br />surprises during the later stages of the project. <br />Upon receipt of a task order, the appropriate project manager will be selected <br />from within our project team to develop a comprehensive scope of work <br />through a five -step process. We have found that by establishing a clear <br />definition of the project scope in terms of budget, deliverable, and schedule, <br />and working to minimize scope, projects are delivered within budget and on <br />schedule and expectations are met. <br />Our five -step process is as follows: <br />Identify the goals and objectives on the project through meetings with <br />City staff. <br />Perform research, including field visits, gathering as -built information, <br />utility research, and preliminary document reviews. This is also the <br />point at which the team will begin to evaluate risks associated with the <br />project. If applicable, the team will meet with field operations staff and key <br />stakeholders. <br />Scoping meeting with City staff to discuss findings. Determine possible <br />environmental (CEQA/NEPA) and permit requirements. Identify/confirm <br />funding limits and sources. <br />Prepare a draft scope and fee broken down by phase or milestones, <br />including subconsultant services needed, and present this to City staff. <br />Verify with all team members the tasks, goals, and scope of services are <br />clearly understood. <br />Finalize scope of work and submit to the City for review. <br />Resources and Responsiveness <br />With a large contingent of local resources from which to draw, the Psomas <br />project team can respond to whatever needs may arise. By managing a <br />balanced client workload among our staff, Psomas is able to respond within <br />one day to meet with the City. This keeps the project momentum moving <br />forward so the Psomas team is in place and ready to work within days of <br />receiving a Notice to Proceed. Our experienced managers have the knowledge <br />and skills required to navigate the hurdles that may arise during the course of <br />the project. <br />The Psomas team understands the importance of meeting deadlines in a <br />timely manner. We commit to providing adequate staffing (as to both number <br />of personnel and their qualifications) for each task. Being a firm with over <br />