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Project Management Plan and Quality Control Measures Quality Control Measures -Communication As the project develops and meetings are held, various forms of communication between PACE and the City shall take place. To minimize miscommunications and misdirection, PACE has developed the following procedures for each type of communication: • Face to Face Meetings -PACE will follow up each meeting with a summary to include attendees, subject, decisions made, questions and concerns, and meeting results. A document will be generated and e-mailed to all parties involved and a copy of the meeting notes will be kept in the project folder for further reference. • Telephone conference calls -PACE will follow up conference calls in the same manner as face to face meetings. • Project related telephone conversations -PACE will generate a summary of the conversation to document any direction, information and questions or concerns of either party. The phone summary will be e-mailed to the party involved in the phone call and a copy of the document will be kept in the project folder for further reference. • E-mails between PACE and Client will be copied into the project folder for future reference. • E-mails between 3rd Party and PACE related to the project, i.e. agencies or contractors, etc., will be CC'd as needed to the Client, and a copy of the a-mail document will be kept in the project folder. During each facet of the assessment, PACE is in constant contact with key personnel from the City of Santa Ana. PACE will verify and confirm various aspects of the assessment either by phone calls, e-mails, and as the need arises, face to face meetings to ensure that the service PACE provides is what the City has contracted us to do. The above communication procedure allows PACE to utilize our many experts to monitor the project efficiently. Quality Control Measures -Cost Control To control the cost of the project and not exceed the contract amount, PACE maintains a quality control approach during the assessment process. These quality control tools consist of but are not limited to: • Budget accuracy -Accurate initial budgets from project start. • Budget control -Frequent monitoring and control of any design change that affects cost. • Project clarity -Clear understanding of project requirements. • Project process and design review - On an as-needed basis, PACE will meet with the Client to discuss work objectives, schedule and progress to date. Budget issues and concerns, and other related items in order to resolve issues promptly and to stay on schedule and within budget. • Project scheduling -PACE will complete a project schedule that outlines the various tasks and duration of each task. Project schedule will be updated periodically and any anticipated changes will be updated and reported to the Client. An initial schedule of the project has been included in this proposal. 25J-19