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2. SCOPE OF SERVICES AND SCHEDULE A successful project includes solving technical challenges, coordinating all the various engineering disciplines, and meeting the City's goals. The projects assigned under this contract may require their own tailored approach to the specific problem to be solved or need to be addressed. All projects, however, will incorporate proven management and control procedures in order to provide cost-effective and responsive delivery of all technical products. Each project will have a project kickoff meeting and work plan as further described herein. PROJECT KICKOFF MEETING We will initiate each major task assignment with a kickoff meeting. The meeting will be held either virtually or at the City's administrative office and will be attended by key City and project staff. The purpose of the meeting will be to review project objectives, data needs, project scope, and schedule. PROJECT WORK PLAN The foundation of effective project management is established in the project work plan that sets forth the elements of budget and schedule control, project communication protocols, and production management. Immediately following receipt of a Notice to Proceed, we will prepare the project work plan in a standardized format. This document sets the foundation for a project. When completed, the document will be distributed to all members of the project team. This work plan will serve as the coordination and guidance tool throughout the project and will aid in clarifying key elements of the project requiring management attention. ARDURRA INTERNAL REVIEW CYCLE PROJECT IMPLEMENTATION We are committed to effective communication and responsive project delivery. Our project manager is available to meet weekly with the City. Enhancements in project reporting include the implementation of an action items list and monthly status reports. Every month, our project manager and the City will review the status report, which provides the status of each project, with updates highlighted in color; project budget, latest billed amount, and percent complete; schedule and deliverables; issues and concerns; and upcoming meetings. By concisely presenting this level of project information for each open task, these meetings can flow more efficiently. Ardurra's project management approach provides well -structured procedures including the planning, tracking, and executing of the work while communicating effectively with the internal Ardurra team, the City's team, and other project stakeholders. PROJECT MANAGEMENT CONTROLS We have established tried and true project management controls over the years. Project management control procedures will be in effect for the duration of each project. _ n1 I A 11TV s, Five key strategies help keep our projects L�ASSIJRANCE on time and budget: PROJECT PLANNING ■ Planning - Early planning increases the understanding of the CONCEPTUAL DESIGN project, the quality of the solution, �— ownership of the tasks among 30%DESIGN team members, and ultimately the -v— success of the project. SO%DESIGN --1`1111111r— ■ Monitoring - Our project managers use task lists, progress reports, 90%DESIGN 4`1111111111101 critical path management (CPM) schedules, financial data, and 100%DESIGN quality control processes to monitor and control projects. BID SET _ CONSTRUCTION STARTUP OWNER- ---- —-------------------------------------------------------------------- --- REVIEW CYCLE CLARIFICATION IF NEEDED IF NOTADDRESSED J City of Santa Ana I March 14, 2023 On -Call Engineering Services, RFP No. 23-030 /\/ARDURRA