Item 20 - Authorize Agreement with Mark Thomas & Company, Inc.

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PROPOSAL STANDARD AVENUE PROTECTED BIKE LANES 3RD TO WARNER City of Santa Ana Where needed, meetings can occur every 2-weeks. While the frequency of the meetings may seem high, these meetings provide a defined time to collectively discuss project items with key staff. A similar approach will be utilized by Mark Thomas with project subconsultants to achieve similar positive outcomes for internal communication and management. TASK 1.2 DELIVERALBES: • Project Development Team Meetings, agenda and notes in real-time (monthly meetings) Task 1.3. Agency Stakeholder Engagement The Mark Thomas Team plans to engage directly with key agency representatives such as OCTA for transit needs, wet/dry utilities, and the regional water quality board to position for permitting and approvals as needed. Up to four meetings are planned in-person with various agency stakeholders to address project design issues and address permitting requirements. TASK 1.3 DELIVERABLES: • Agency Stakeholder Meeting Agenda and Meeting Notes (up to four meetings) Task 1.4. Progress Invoicing and Schedule Success for the City will be accomplished through delivery of the final design plans bid package according to an agreed upon schedule. At project start, we will develop a work breakdown schedule that establishes a completion date acceptable to the City. The schedule will be reviewed regularly for tracking and consistency during the PDT meetings. The schedule defines expectations and allows regular review to ensure critical milestones are satisfied. It has been our experience that a realistic schedule allows for the greatest flexibility to meet project challenges by empowering the team to appropriately allocate resources and adjust staffing levels. In addition to the schedule, we will provide monthly invoicing with a progress report identifying status on major tasks and anticipated challenges. The progress report and invoice will be sent to the City on a monthly basis and will address the key items needed by the City for reimbursement by the grant funding. TASK 1.4 DELIVERABLES: • Project Schedule • Project Status Report and Invoice (Monthly) Task 1.5. Quality Control The Mark Thomas Quality Control plan consists of established procedures for performing the work, including methods for design calculations, establishing appropriate levels of design development for intermediate submittals, identification of regularly scheduled plan reviews, design checklists, and methods of project documentation. Specific methods for QA/QC will include: • The Mark Thomas Quality Assurance Manager will perform an independent review of the project plans, estimates, and reports at each submittal for consistency, constructability, and accuracy. • Design Technicians will use a “review stamp” for each round of changes which will track who commented on the plans, who checked the drafting, and when the final product was reviewed again by the design engineer.