IBI GROUP 4 - 2010 - Laserfiche WebLink

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30 Deliverables: ® • Technical correspondence as appropriate • Permits as required for various technical work Task 1.C Project Schedule and Tracking Objective: To develop an achievable project schedule and provide continuous tracking of progress. Approach: IBI Group will develop and maintain the project master schedule. A preliminary draft project master schedule is submitted as part of this proposal following this work plan for the City's consideration. Following contract negotiation, with the approval of the City's project manager and within 14 days of NTP, IBI will prepare a project master schedule to be incorporated with the PMP. This master schedule will be a living document over the course of the project timeline, to be adjusted as needed and approved by the City's project manager. Tracking will be done by baselining the master schedule and tracking the performance of the technical work relative to the baseline information. The project schedule will be accessible in the Computerized Project Folder detailed in Task 1.G. It will be updated as needed twice a month, corresponding with the first biweekly meeting and submittal of the monthly progress report in the second biweekly meeting. The project master schedule will be created and maintained using Microsoft Project software. 0 Deliverables: • Project master schedule with status tracking, updated biweekly and as needed Task 1.D Progress Meetings Objective: To conduct bi-weekly technical team meetings to track on-going efforts and review technical concerns of the project, and monthly project development team (PDT) meetings to review overall project coordination with selected stakeholders and on-going tangential project representatives. Approach: IBI Group will lead regular bi-weekly technical team meetings with the involvement of the City of Santa Ana project manager and key staff to review technical concerns and project status. Technical team meetings will be held biweekly with the understanding that additional meetings can be held on an as-needed basis. Meetings will be conducted at a place and time mutually agreed to by Santa Ana and the project team, face to face meetings being the preference. As appropriate, meeting technology such as teleconference calls, Goto Meetings, video conferencing will be employed to facilitate and reduce the cost of meetings. IBI Group will also lead monthly PDT meetings. IBI will work with the City project manager to develop a list of invitees for the PDT meetings. Possible members include: OCTA rail and transit staff, Metrolink/ SCRRA staff, CPUC, AMTRAK, City department staff, consultants leading the fixed-guideway study, grade separation design and Station District development project. The goal will be to gather useful technical input, build support for the project and seek guidance from key stakeholders and partner agencies.