ALTA PLANNING & DESIGN -2015 - Laserfiche WebLink

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Scope of Work TASK 1: PROJECT INITIATION AND MANAGEMENT Task 1A: Kickoff Meeting The Alta Team will prepare a plan of action and schedule for implementing the Bicycle Safety Public Education Campaign by September 30, 2015. To begin this process, we will hold a kickoff meeting at the start of the project with represen- tatives from the City of Santa Ana. The goal of the kickoff meeting will be to: Review project goals and objectives Review scope of services Confirm project and meeting schedules Collect available relevant documents and information Establish staff communication and coordina- tion protocol After the kickoff meeting, key action items will be identified, and the project schedule will be revised (if needed). Alta will provide meeting notes detailing major decisions and action items resulting from the kick -off meeting, Task 16: Ongoing Project Meetings Overall project management will be provided by Alta Planning + Design, with Jennifer Beatty and Gena Larson leading campaign develop- ment, Arellano Associates providing translation and cultural awareness services, and Safe Moves conducting direct education, Alta's Project Meetings with City staff and a Project Management Team will provide a scheduled opportunity to advance the project towards a successful completion and gather Information that will help campaign messaging, Publ ica -ion y.:e Sar ' AIt3 Pla I r J + U�,slgn Manager, Jessie Holzer, will be in regular contact with the City to coordinate staff, keep parties informed of project efforts, and seek input on key decision points. Since this project Is on an accel- erated timeline to meet grant funding obliga- tions, effective project management will be key to this campaign's success. As such, we propose to hold bimonthly progress calls with a small yet empowered Project Management Team (PMT), The PMT will work closely to review products and provide one set of consolidated comments to the Alta Team to quickly keep the project moving forward. We also propose running the education campaign simultaneously to the media campaign to complete tasks prior to summer vacation, Task 1C: Invoicing and Status Reports Alta will submit monthly invoices and written status reports detailing work to date completed on the project to keep the City updated and informed. Direct costs incurred for media place- ment and educational collateral procurement will be included in invoices to the City. Task 1D: Debrief Meeting At the end of the project the Alta Team will hold a debrief meeting with City staff to discuss the results of the campaign. We will document key discussions and incorporate lessons learned for future campaigns into the project Final Report, discussed as follows Task 1E: Draft and Final Report Throughout the process of the campaign, we will document stakeholder and public input, steps taken on campaign design and media procure- ment, total cost of placement and procurement, location and duration of campaign materials, metrics provided by media vendors on audience reached, and evaluation survey results, At the end of the project, the Alta Team will produce a draft and final report documenting the work completed and the processes used so that the City of Santa Ana will have a reference guide and lessons learned for future campaigns Alta will submit the draft report to the City for review and respond to one round of consolidated comments to be addressed in the final report,