Item 15 - Approve Agreements for Agreements for On-Call Engineering Services

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our project manager receives project summary reports detailing hours charged and costs for that particular period and for the project to date. On our monthly invoices, the client is provided with the hours and costs charged to the job for that month, and a budget summary that shows the amount spent to date and the amount remaining. Psomas uses project management software that tracks schedule and budget by task. Work schedule modifications can be made to keep the project on track. Schedule Control For each project, Psomas develops and maintains a project schedule that identifies key milestones and critical path items. The schedule is frequently updated and shared with the project team and stakeholders. To make sure the project remains on schedule, the following strategies are used: Constant communication with the City's project manager to identify critical items Quick response to design questions, field issues, and other requests Commitment to respond within 24 hours (replies to emails or voicemails) Monitoring of the project schedule to compare progress versus plan QA/QC verification of subconsultant products and progress Sharing of design files, meeting notes, and other documents on Psomas' ProjectWeb to ensure all team members are using the most recent information Using these tools, Psomas is able to maintain the project schedule by monitoring time -critical items such as agency/stakeholder review periods, utility relocations, right-of-way acquisitions, and environmental permitting issues. Documentation Proper documentation is critical for all projects, but especially for projects funded with multiple funding sources including local, state, and federal dollars. Psomas team members have a wealth of experience delivering projects for local agencies that use local, state, and federal funds. Psomas' document control management policies make sure files are complete and accurate and meet the requirements of the funding source. Our typical monthly project progress reports include the status of deliverables, utility and outside -agency efforts, cost and schedule snapshot and analysis, and issues discussion and recommended resolution actions. These monthly progress reports will be tailored to the needs and desires of the City. Quality Assurance/Quality Control Psomas has responsibility for the accuracy and completeness of the maps, plans, reports, calculations, and construction cost estimates under its scope of work and will meet that responsibility through the implementation of a quality assurance plan. Our QA/QC Program is based upon the belief that "Nothing is more important than design quality." The individuals responsible for our Quality Control Program (QCP) are the project manager and the quality control manager. Our QCP will be implemented over the duration of the project, and is not merely a series of individual events/plan checks at a few points on the schedule. There are three major stages in our QCP: quality assurance (are we doing the right things?), quality control (are we doing things right?), and post - completion quality evaluation (what can we do better?). Couple the three stages with a robust training program, and you have a staff with the experience, expertise, and the QA/QC tools to deliver a quality product every time. In the quality planning stage, Psomas uses the kick-off meeting to determine your QCP expectations. Joseph Boyle, PE, our quality assurance manager, will then develop a work plan with the project manager based upon the client's input, the schedule, and the budget. The work plan identifies specific work products and establishes a set of relevant measures and standards of quality for each task that may result from this on -call contract. Once work on the project begins, we move on to the quality control stage. In this stage we track the execution of the work plan, review our designs and work products, and communicate with the client and team