A-2002-068 - Laserfiche WebLink

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RFP 2-0611 EXHIBIT A . Record retention and archiving Meeting agenda, minutes, and distribution Procurement and contract administration document control . . Upon completion of the document control system, a memorandum will be prepared detailing the procedures to be followed. Document control, storage, and retrieval methods will include the use of both hard copies and electronic records. Document control methods will handle documents being developed (in progress), finalized documents (i.e. contract documents), and documents representing as-built conditions. An electronic document management system with a setup and file tracking system will allow PROJECT personnel and users ready access to all documents stored in specific locations. When the PROJECT is complete, it is the intent to be able to transfer the appropriate documents to the appropriate parties in a format that is compatible with existing filing systems. Task 12.2 Document Control Manaaement CONSULTANT will be prepared to assist at the AUTHORITY's offices with the review, coding, distribution, and filing of incoming and outgoing PROJECT correspondence, establish a technical library for PROJECT documents and resource material, and provide document retrieval and reproduction services. The CONSULTANT wili establish control procedures for baseline mapping and documents so that the location of all controlled copies are known and can be efficiently reviewed and updated as changes are made. Task 12.3 PE Phase Closeout CONSULTANT will prepare a PE phase closeout plan for AUTHORITY and FTA review, and approval. CONSULTANT will coordinate with the PE consulting firm for the completion and submittal of all PE phase Drawings and Documents. Task 13 QAlQC Program CONSULTANT will monitor the Quality Assurance/Quality Control (QAlQC) Program established by the PE consulting firm. Standard of quality will be established and monitored beginning with the PE phase, and subsequently refined for each of the following stages, At intervals requested by the AUTHORITY, CONSULTANT will prepare QAlQC validation reports to document the measures taken by the PE consulting firm to achieve their QAlQC program. The QAlQC program will be tailored to the PROEJCT for control and implementation of quality assurance measures during all phases of the PROJECT. Task 14 Utility Coordination CONSULTANT will assist the PE consulting firm and the AUTHORITY in coordinating the identification, relocation, protection, and abandonment of utilities required for the PROJECT. In order to accommodate and facilitate the Final Design process, CONSULTANT will perform utility coordination work that may be necessary between the end of the PE phase, and the award of the Final Design contract. CONSULTANT utility coordination activities include, but are not limited, to the foliowing: . During the specified timeframe, meeting with utility companies and other entities to determine the relocation, protection, and abandonment requirements of utilities 9 of 10