Res 2015-051/Professional services contract for design of reclaimed water system expansion

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This task will provide a firm foundation for overall project management, monitoring, and communication. This includes the general oversight and coordination of the Project Team as well as assisting in communications between the City and stakeholders. RPS will perform regular budget and schedule monitoring; prepare monthly invoices and project progress reports; manage subconsultants; conduct monthly project coordination meetings; and organize and attend City and public meetings. The following itemizes the meetings to be held: Regular project meetings: RPS will coordinate and attend regular monthly project meetings with the City and stakeholders to keep the Project Team informed of the project status. A total of sixteen (16) project meetings will be anticipated. Environmental, TxDOT, and utility coordination meetings: RPS will coordinate and attend up to four (4) meetings associated with TWDB approval of the Environmental Information Document (EID), obtaining TxDOT utility permits, and coordination with other utilities. • Project initiation meeting: RPS will coordinate a meeting with City and TWDB to discuss critical project issues, such as project objectives, key delivery dates, project design approaches, CWSRF reporting requirements, and communication protocols and to receive from the City all pertinent construction plans, maps, and data related to the project, including information from Texas State University related to the delivery of reclaimed water. • Design workshop: RPS will prepare an agenda and conduct a design workshop after the project initiation meeting. A design workshop is an effective method of establishing the design and operational preferences of the City and ensuring that those preferences are incorporated into the project design. The purpose of the design workshop is to establish design criteria for the project; review equipment and construction material options; evaluate O &M strategies; identify utility contacts; and establish standard project specifications. D Public Meetings: RPS will attend up to two (2) meetings with the public and will be prepared to review project goals, project status, and answer questions. RPS will prepare exhibits d for public reference. City will be responsible for notification of stakeholders and other interested parties, preparing an agenda, and for conducting the meeting. Deliverables: Agenda and meeting minutes for each project meeting and workshop. Monthly progress reports. Task 2 — Data Collection and Permitting • TxDOT Utility Installation Request. RPS will coordinate the proposed alignment and design concept with TxDOT, including preparing and submitting a utility installation request for crossing IH -35 and responding to subsequent comments from TxDOT. 14