The Firm shall perform various project management and monitoring activities associated with the project. Specific project management services include development of a Project Management Plan, development of project progress reports to be included with monthly invoices, development of applicable formats and standards, coordination and collaboration with the Owner's staff, and management of individual project team resources to assist in a project delivery consistent with the Owner's specific needs.
120 - Progress Meetings
The Firm will conduct, at a minimum, monthly progress meetings (by teleconference, video conference, and/or in person) with the Owner's staff to collect relevant information, receive guidance on the evaluation efforts, discuss issues and concerns, and monitor the progress of the work. The Firm will be responsible for developing the meeting agenda and discussion materials. Following each progress meeting, the Firm shall develop meeting minutes, including relevant action items, for distribution to the Owner's staff ten (10) days prior to the next progress meeting. These meetings will typically be conducted monthly, with a duration of approximately 1 to 1-1/2 hours.
The Firm shall meet with City of Flagstaff Capital Engineering staff member, Mac McNamara, Senior Project Manager, as needed to coordinate capital projects currently in process and planned. The project workshops will provide the Owner's staff the opportunity to review and provide input to intermediate work products as they are developed.
The following workshops are envisioned for the TFMP project:
o Kickoff Workshop - the first project meeting will be a "Kickoff Workshop" to discuss the planning goals and objectives, planning process, work plan, and schedule. The Firm will request and obtain at that time, if possible, relevant planning data for use in process evaluations, condition assessments, biosolids and effluent management review, and other tasks as appropriate.
o Updated Facilities Condition Assessment of equipment upgrades since assessments from the 2018 Biosolids Master Plan.
o Update Flow and Load Projections, Regulatory Trends from the 2018 Biosolids Master Plan
o Update Bio-solids Disposal, Beneficial Use, and Treatment recommendations from the 2018 Biosolids Master Plan
o Alternative Wastewater Treatment Evaluation for new facility.
o Program assessment and recommendation (including staffing levels) for O&M and SCADA, including Asset Assessments, electrical system needs, Priority and Plan Development and system needs.
o Presentation to Water Commission (2 mtgs).
o Presentation to City Council (2 mtgs).
o Present draft TFMP.
o Any others as recommended by the Firm.
140 - Quality Management
The Firm shall provide quality management reviews throughout the duration of the project. Each deliverable will be reviewed by senior engineering or professional staff for quality and consistency. 150 - Project Control and Reporting
Monthly invoices will be prepared and submitted to the Owner in an approved format. Monthly project status reports will be prepared and submitted to the Owner along with the monthly invoices. These reports will include summary of services completed since the previous report, current project schedule and budget status, project issues and potential change logs.
160 - Project Closeout
During the project study phase close-out, the Firm will resolve final invoices to the Owner, consolidate and archive project files, and meet with the Owner to review the project performance and achievement of project objectives.
Task 100 - List of Deliverables:
o Project Management Plan
o Monthly Project Update Agenda and Meeting Minutes (minimum of 12)
o Workshop Agenda and Meeting Minutes (minimum of 8)
o Monthly Invoices and Summary Reports (12)
o Presentations to commission or council (4).
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