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(9) <br />CITY OF SANTA ANA <br />The following specific tasks are required to be performed in the course of providing service for the traffic <br />signal coordination project. Tasks are listed in sequential order for clarity. However, tasks may run <br />concurrently or commence prior to the order listed. <br />I. Task 1: Project Management — Primary Implementation (PI) Phase <br />Project management is ongoing throughout the duration of the PI Phase. This task includes day- <br />to-day project management, such as meetings, progress reports, tracking of schedules, invoicing, <br />and overall administration of the project. The consultant is required to maintain communication <br />to all involved agencies including OCTA as to the ongoing status of the project. The consultant <br />acts as an extension of Santa Ana staff and will act in that capacity at meetings with the respective <br />corridor agencies. The following list is a minimum of what is required <br />of this task: <br />A. The consultant shall prepare a detailed Project Management Plan that includes budget <br />and schedule estimates for all of the tasks described in the scope of work, providing <br />specific project milestones for review and approval. These items shall be detailed and <br />include expected meetings, activities (by work task, whether performed by consultant team <br />or by others), start dates, activity durations, product submittal dates, relationships among <br />work tasks (including critical path items), and a detailed flow chart for the project tasks, <br />and float time. The Project Management Plan shall also define the roles of the Project <br />Manager, Project Assistant(s), and Project Manager's Reporting Contact Person, as well <br />as their corresponding contact information. <br />B. Consultant shall lead two distinct Project Kick -Off Meetings; one with Santa Ana and the <br />second with all Parties. <br />The first meeting will be to kick-off the project with Santa Ana; establish <br />communication channels and protocols; discuss the Scope of Work, project <br />schedule, and project budget; gather available information; and obtain a thorough <br />understanding of the goals for the project. Specific topics to discuss include data <br />collection needs, specific Traffic Signal Timing Optimization software programs <br />specified herein, and specific construction items and procurement methodologies; <br />intent of the original application and allowances or variants in design engineering, <br />installation, and implementation; and project schedule. Administrative items to be <br />discussed will include contact persons and secondary contacts for different <br />functions of the project. Invoicing and reporting requirements on invoices with <br />templates will be provided to consultant with explanations on how to provide <br />monthly information on prime, sub -consultant, and vendor expenses on the invoice <br />submittal. <br />2. The second meeting will be with the Consultant, City, and Partner Agencies that <br />have signalized intersections along the Project. The focus of this meeting shall be <br />to identify specific goals and develop effective strategy to accomplish them. The <br />Consultant shall prepare an agenda to discuss critical tasks and schedule of work <br />and a memorandum to document the Project goals and strategy. Data collection <br />needs and requirements shall be outlined to the Partner Agencies. The Consultant <br />shall notify each agency of the type of work, and when the work is to be performed <br />within that agency. The Consultant shall notify each Partner Agency of any and all <br />3 <br />