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The Plan outlines individual responsibilities of <br />everyone, as well as unique responsibilities <br />of key staff (i.e Principal -in -Charge, Project <br />Manager, Lead Designer). The Plan explains our <br />records management and retention protocols <br />to comply with federal and state law. Perhaps <br />the most referenced element of the Plan is the <br />explanation of our standard procedures regarding <br />CADD file creation and management, creation of <br />construction documents, engineering estimates <br />and other calculations. Checklists are available <br />to ensure the process is followed, including such <br />activities as coordination with utilities, affected <br />agencies, ensuring agency comments are <br />responded to, etc. Each of our design documents <br />undergoes an independent internal review for <br />which we have additional technical checklists <br />depending on the type of plan prepared. Finally, <br />once per year several projects are audited to <br />ensure compliance with our QA Plan. Through <br />this process, Fehr & Peers ensures that our <br />construction documents are reviewed multiple <br />times by multiple people wduring the design <br />process, and we maintain the high level of quality <br />that our clients expect. <br />For task orders from this potential on -call <br />agreement, Fehr & Peers will develop a detailed <br />scope of services, fee estimate (in-cluding staff <br />hour estimates with billing rates identified), and <br />schedule for review by City staff. We have found <br />that detailed scopes of work ensure that City <br />staff and Fehr & Peers staff know exactly what is <br />included in our fee and what is not included in our <br />fee. This is the first management technique that <br />needs to be clearly identified and agreed to by <br />both parties. <br />Once that is complete, Fehr & Peers will open the <br />task order on our end in our system. That includes <br />an internal kick-off meeting with all staff who will <br />participate in the project (to set expectations) <br />and opening the project in our Deltek accounting <br />management system. The task manager and <br />principal in charge of the project will receive real- <br />time budget tracking updates, including the total <br />budget for the project, the budget spent on the <br />task, and the budget remaining. <br />We submit monthly invoices with progress reports <br />reflecting our work over the previous month, with <br />progress reports outlining the work completed and <br />the tasks remaining. <br />FEHR & PEERS <br />