HDR Engineering Inc 7/9/2019 - Laserfiche WebLink

FY 4. Prepare an initial outline of the 2020 CWP with major sections and next-tier subsections as well as a list of appendices and list of essential maps. 5. Prepare a table listing all required deliverables, their author(s) and planned delivery dates for drafts requiring review by City staff. 6. Organize and lead a kickoff meeting with key project participants from the City and HDR, to review project objectives, team assignments, project schedule, and initial data needs. 7. Support the City in a pre-planning meeting with the Washington State Department of Health (DOH)to discuss the plan contents and schedule. 8. Hold a monthly progress meeting or call with the City to review the status of project activities task-by-task, discuss questions that arise and coordinate upcoming activities. Email City and team members a list of action items following each of these meetings or calls. 9. Hold a monthly conference call with HDR team members on active tasks, to coordinate their activities. 10. Engage in ongoing communications with City and team members to coordinate activities. 11. Prepare a monthly invoice and progress report for delivery to the City's project manager. 12. Perform project closeout activities including closeout of accounting system and electronic files to be archived as project documentation per HDR's electronic file management policies. 1 .3 City Responsibilities 1. Make arrangements for the DOH pre-planning meeting, include date, time and location. 2. Participate in monthly meetings on task-by-task activities, to include lead City staff assigned to each task under discussion. 3. Communicate promptly with HDR project manager if City responsibilities on project tasks cannot be completed as scoped or as scheduled. 4. Engage with HDR to identify effective solutions to project management issues that arise over the course of the project. 1 .4 Assumptions 1. Project duration will be from July 2019 through April 2021. 2. Monthly progress/team coordination meetings will alternate among: 1)the City's offices in Everett; 2) HDR's offices in Bellevue and 3)teleconferences that do not require travel. 1 .5 Deliverables 1. Project guide—including scope, schedule, and budget. Up to three updates over the course of the project. Provided in electronic format. 2. Monthly coordination meeting agenda, brief notes, and list of action items. Provided in electronic format. 3. Monthly progress reports, provided in electronic format. Everett Comprehensive Water Plan June 12, 2019 Exhibit A—Scope of Services Page 2 of 30