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Compilation, reproduction, and distribution of Bid Documents to potential bidders and <br />interested parties. <br />• Mailing list preparation and distribution cost for public notices. <br />• Advertisement for Bid <br />PHASE I— INTAKE REVIEW AND CHARTER MEETING <br />Task I — Project Management(Phases I and 2) <br />1.1 Project Management and Coordination <br />Otak will manage contract issues, coordinate execution of the project, and meet periodically with the <br />City project manager and City staff. Some of the tasks include: <br />• Preparing a work plan. <br />• Conducting a kickoff meeting at the beginning of the project. <br />• Meeting with the City project manager and /or staff periodically. <br />• Modify Phase 2 services of the project, if required and authorized by the City. <br />A project work plan will be prepared and a kickoff meeting held at the start of the project to define <br />project goals and design criteria, and to discuss project approach, process and schedule with the <br />design team. A project schedule (MS Project) will be developed and maintained as part of this task. <br />Otak's project manager will provide direction to the project team, including subconsultants, and <br />conduct project coordination meetings with appropriate task leaders. The project manager will <br />monitor the project planned budget versus actual progress and take corrective actions if necessary. <br />Otak will prepare and submit monthly invoices and a brief progress report to reflect progress over <br />the last billing period and anticipated activities over the next billing period. <br />1.2 Quality Assurance /Quality Control (QA/QC) <br />The project work will receive quality checks at appropriate junctures in the progress. Specifically, the <br />design plans, cost estimates, technical memoranda, and reports will be reviewed by at least one <br />senior design team member with knowledge of the subject matter and by Otak's Project Manager/ <br />Principal in Charge. <br />Assumptions: <br />1. Otak's Project Manager will meet face to face with the City Project Manager and or Project <br />Engineer on as- needed basis. For budget purposes, Otak will assume four meetings, excluding <br />kick -off meeting; one meeting will be held at Otak's office. Meeting time for the Project <br />Manager and Principal In Charge is budgeted under this task. Meeting time for other design <br />team members is budgeted under the tasks each works on. <br />26 <br />