Item 20 - Agreements for Capital Improvement Projects On -Call Engineering Services

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TASX ORDIUNIVATION RHAU --------------- ----------- RNALE"HERMNUM PA"I"KAST CLONOUTPHA5V Sundard Workfio%� Gwl A Reliable Process for Timely Project Delivery As you can see in the figure above, we have so much experience completing projects as on -call extensions of staff that we mapped out what consistently works for our clients, allowing us to better manage our resources to react to your needs. We broke this process into five simple phases: • Task Order Initiation Phase. In this phase we listen to your needs, write a complete scope, negotiate a fair fee, and agree on a delivery schedule. We have a series of checks and balances built in because we want to start right on every task order. • PA/ED Phase. This phase delivers environmental approval. This phase interacts with the design phase and keeps your project from being derailed by unforeseen mitigation or regulatory roadblocks. • Final Engineering Phase. In this phase we work with your team to develop "ready to list" (RTL) packages from conceptual ideas. In this phase, we use the environmental clearance and mitigation documents as guidance for design constraints. This process is collaborative and provides you and stakeholders an opportunity to express your opinion about the technical solutions we propose. • Construction Phase. This phase is a critical step in interpreting and enforcing the plans, specifications, estimates, environmental mitigation, and contract obligations. With us on your team for this phase, you get a partner in a fast -paced and dynamic environment where we can help provide recommendations and field solutions on the fly. • Closeout Phase. We find this phase is sometimes the second most important (next to the Task Order Initiation Phase). It is during this phase that you finally realize the benefits of the hard work it took to complete the project. In this phase, we support your team to close out projects, get reimbursed (depending on funding), open projects to the public, and help celebrate your success. Task Order Procedure Ardurra's keys to success on as -needed contracts include our responsiveness, understanding of the City's needs, capability and availability of qualified staff, and our historically successful comprehensive project management approach for on -call, multiple -task, multiple -year contracts. Ardurra will commit sufficient resources to handle varying workloads that may result from multiple task orders progressing simultaneously, but technical strengths and resources are only of value if we manage those resources well. The Ardurra approach to effective project management starts with scope, schedule, and budget development, signed contracts, and kickoff meetings. The project manager then organizes the project management concepts for the duration of each task and the overall contract around a core framework of communication, coordination, thorough documentation, and quality control for each submittal on each task. This effort does not end until we complete and file the record drawings. The Ardurra team understands the importance of meeting deadlines in a timely manner. We commit to providing adequate staffing (both as to the number of personnel and their qualifications) for every task. Our approach is flexible and adaptive to each task, and we can also commit to making use of personnel from other offices throughout the company and bringing on additional staff. We can scale up or down as needed with a focus on our unmatched responsiveness. Through our current on -call contracts, we have developed a proven task order process. It is an organized and streamlined City of Santa Ana I March 14, 2023 On -Call Engineering Services, RFP No. 23-030 //\/'ARDURRA