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Task 1. Project Initiation and Management <br />IA, Project Initiation — Psomas will facilitate <br />a project kickoff meeting with the City's <br />project team to review project objectives <br />and approach, document project success <br />factors, and identify stakeholder groups <br />to participate in the needs assessment <br />interviews. Psomas will review and finalize <br />the work plan, project management plan, <br />quality control plan, acceptance criteria, and <br />project communication plan. <br />Psomas assumes a project leadership <br />team representing key stakeholders will be <br />assembled to serve as the City's Project <br />Management team engaged with Psomas <br />in regular project management activities <br />and to facilitate coordination of broader <br />stakeholders throughout the project. <br />1.2. Project Management— Based on Psomas' <br />project management manual and standard <br />procedures, Psomas will perform the <br />following project management activities: <br />• Conduct weekly progress and quality <br />review meetings with Psomas' internal <br />team <br />• Facilitate bi-weekly progress meetings <br />with core project team <br />• Maintain bi-weekly "action item" <br />worksheet <br />• Maintain ProjectWob portal and <br />associated resources <br />* Maintain and update project work plan <br />(schedule and budget with cost-to- <br />complete estimate) <br />• Generate monthly project status report <br />and invoice <br />1.3, Project Closeout —Also based on Psomas' <br />project management manual and standard <br />procedures, Psomas will perform the <br />following Project Closeout activities: <br />• Compile all project deliverables into <br />transferrable formats <br />• Conduct final deliverables review <br />presentation to appropriate project <br />stakeholders <br />• Deliver three (3) hard copies of all project <br />deliverables, in color, and bound with a <br />protective cover <br />• Deliver one (1) copy of each document <br />in Microsoft 2013 format on a USB flash <br />drive and DVD <br />• Submit and sign final Acceptance <br />Memorandum <br />• Conduct post-project review meeting with <br />City's project team <br />Deliverables <br />Kickoff meeting and meeting notes <br />(MS Word, PDF) <br />Bi-weekly project status meetings and <br />action items list (MS Excel) <br />Monthly written project status reports <br />(MS Word, PDF) <br />Final deliverables package <br />(Hardcopy, MS Word) <br />Task 2. Needs Assessment <br />Psomas will use several methods to gather and <br />review Information from City/PWA participants <br />that will be used in subsequent tasks, These <br />Information gathering techniques will Include: <br />Review pertinent documentation including <br />existing plans, standards, and guidelines for <br />asset management, maintenance operations, <br />asset data inventory and related management <br />Deploy pre-Interview survey to gather <br />necessary information from City/PWA <br />participants <br />Facilitate functional group interview sessions <br />Conduct asset management workflows <br />definition, mapping, and engineering sessions <br />Perform email and phone follow-up <br />communication to clarify interview information <br />Document and distribute aggregated needs <br />assessment report <br />2.1. Collect and review existing asset <br />Inventory data and related documents — <br />Psomas will collect the City/PWA's existing <br />asset inventory data. Psomas will review <br />the format, contents, and quality of the <br />data inventory to prepare for interview and <br />251-70 <br />P S O M A S <br />