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Page 5 <br />kimley-horn.com 2828 Colby Avenue, Suite 200 Everett, WA 98201 425-708-8275 <br />·Design Team Coordination Meetings: Biweekly coordination meetings with the design <br />team (internal staff and subconsultants) to manage technical integration, schedule, and <br />action items. <br />Kimley-Horn will prepare and distribute monthly project schedule updates prior to each <br />City/College coordination meeting to track progress, identify critical path items, and support timely <br />decision-making. <br />Kimley-Horn will prepare and distribute a proposed agenda in advance of each recurring meeting <br />and will distribute an AI-generated meeting summary notes and action items following each <br />meeting. <br />Assumptions: <br />l Meetings will occur via Microsoft Teams unless otherwise stated or requested. <br />l If an in-person meeting is requested by either Kimley-Horn or the City, a minimum of one <br />(1) week’s notice will be provided. <br />Deliverables: <br />l Monthly invoices – Electronic (PDF) <br />l Monthly meeting agendas – Electronic (PDF) <br />l Monthly meeting summary notes – Electronic (PDF) <br />l Monthly project schedule updates – Electronic (PDF) <br />Task 1.02: Agency Coordination & Public Engagement (Phase 1) <br />Kimley-Horn will support agency coordination and public engagement activities during <br />Preliminary Design to inform agencies, stakeholders, and the public of the project and to obtain <br />input on defined project elements. Engagement activities will be structured to support decision- <br />making and will be coordinated with the City and the College to align with project goals, <br />schedule, and funding requirements. <br />Agency Coordination <br />Kimley-Horn will coordinate with relevant agencies to communicate project status, schedule, <br />and design concepts to gauge project interest and identify agency constraints that may affect <br />project development. Coordination activities may include preparation and distribution of project <br />information materials and participation in up to two (2) agency coordination meetings. Agency <br />input will be documented and provided to the City and the College for consideration as design <br />progresses. <br />Strategic Communication and Outreach Plan <br />Kimley-Horn will prepare a Strategic Communication and Outreach Plan (SCOP) to guide public <br />engagement and communication activities during the project. The SCOP will identify: <br />·Outreach goals and key messages <br />·Target audiences and stakeholders <br />·Engagement tools and communication methods <br />·Roles and responsibilities of the City, College, and project team