Laserfiche WebLink
<br />PROPOSAL STANDARD AVENUE PROTECTED BIKE LANES <br />3RD TO WARNER <br />City of Santa Ana <br />SCOPE OF SERVICES <br />Mark Thomas will follow the scope of work below to deliver the Standard Avenue Protected Bikeways project <br />for the City of Santa Ana (City). This scope of work will provide services for the final contract documents <br />(plans, specifications, and estimates). All reports, studies, renderings, exhibits, plans, specifications and <br />calculations developed by Mark Thomas will comply with the City’s standards. Upon selection, Mark Thomas <br />will submit the full detailed scope for inclusion in the contract. <br />TASK 1. PROJECT MANAGEMENT AND COORDINATION <br />Task 1.1. Project Kickoff Meeting <br />The project kickoff meeting is an important first step to assemble key agency stakeholders, and to better <br />establish a dialogue between the City and the Consultant Project Team. The kickoff meeting allows more <br />conversational discussion about major project issues and concerns. Discussion will include background <br />such as consistency with the Central Santa Ana Complete Streets Plan and the Safe Mobility Santa Ana <br />Plan and other planning efforts. We seek to hear more from City staff to understand the grant funding <br />available and items that are required, desired, and optional for inclusion in the design. The Mark Thomas <br />Team will listen to the dialogue to determine how best to serve the City. <br />Mark Thomas will organize and facilitate a project kickoff meeting with City staff and identified key <br />stakeholders. Topics will include the following: <br />• Review of project background, funding, and grant requirements <br />• Review of project scope, goals and objectives, and schedule <br />• Review public outreach approach and expectations <br />• Define and clarify roles and responsibilities <br />Mark Thomas will develop the meeting agenda and content in advance and will work with the City Project <br />Manager to identify invitations in advance. Where possible, the meeting notes will be drafted during <br />the meeting with action items identified in real-time. This allows the meeting minutes to be developed <br />collaboratively and avoids a delay in delivering the minutes and actions. Real-time note taking can avoid <br />conflicting perspectives on discussion points and clearly define the action items. <br />TASK 1.1 DELIVERABLES: <br />• Meeting distribution list, invitations, agenda, and meeting notes. <br />Task 1.2. Project Development Team Meetings <br />Project management to ensure communication, expectations and deliverables are proceeding as scheduled <br />is important to project success. We propose to host monthly project development team (PDT) status <br />meetings via a Mark Thomas provided videoconference link. The video conference is recommended to <br />allow for a screenshare opportunity where meeting notes are recorded in real-time to document discussion <br />and establish action items with clarity. This approach ensures regular and consistent communication on <br />upcoming tasks, identifying potential risks and challenges to success. Participation in the monthly PDT <br />meetings is anticipated to include the City Project Manager and the Mark Thomas Project Manager and <br />Deputy Project Manager, with additional City of Santa Ana staff determine during the kick-off meeting. Real- <br />time recording of notes eliminates a time delay often seen between hosted meetings and meeting notes, <br />providing a clear set of actions for efficient completion.