PLANNING CENTER, THE 8F - 2013 - Laserfiche WebLink

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January 4, 2013 Page 4 TASK 11. PROJECT MEETINGS As requested by the City for Contract Amendment No. 1, to avoid an increase in the meeting budget we eliminated some meetings in the original scope (1 ETAC or RDA meeting and 2 public hearings) to accommodate additional meetings we had already attended. At that time we had attended 8 meetings when the original budget only included 5 meetings. Per Contract Amendment No. 2 remaining budgeted meetings were limited to one meeting (ETAC or RTA) and 2 public hearings. The fees requested for this task cover additional meetings/workshops that we have attended and ongoing conference calls to coordinate team efforts. Work Completed Out of Scope • Public Outreach Open House #1 - May 22, 2012 • Public Outreach Open House #2 (July 10, 2012) ■ 8 conference calls — Additional budget: $4,040 Remaining work within scope includes one meeting and 2 public hearings. Optional Task We will coordinate closely with staff to minimize remaining meeting time. We will participate in additional conference calls and meetings on a time and materials basis based on the hourly rates of the participants requested. We have allocated up to $4,000 as an optional task to accommodate additional conference calls, meetings and /or public hearing attendance. — Budget: $4,000 TASK 12. ETAC AND RDA MEETINGS ■ Originally our attendance at two meetings was included in this task. Per the original scope the purpose of the meetings were interchangeable. As described above (Task 11), the budget for these meetings was used by other project meetings. Therefore, unless attendance at an ETAC meeting is requested by the City, this task is considered complete. TASK 13. PUBLIC SCOPING MEETING Work Completed Out of Scope ■ A total of 8 hours was included for in the original budget for this task which was completed on October 18, 2012. Per the City's request we prepared a PowerPoint presentation and conducted numerous rounds or review /revisions to both the presentation slides and detailed presentation notes as requested by staff. Included in this task was extensive coordination with IBI Group to refine presentation figures of the alternative alignments (change line color and weight, remove text, change shading, etc.) — Additional budget: $4,860