Task 1. Kick off Meeting Upon receipt of written Notice to Proceed, the Consultant shall prepare for and attend one (1) kick-off/pre-design meeting prior to the commencement of work with the Owner, Owner’s representative, and other parties as required including subcontractors and representatives of relevant City Departments. The kick-off meeting shall be used to review the Consultant Scope of Services, determine project goals and requirements, update project schedule, coordinate efforts, review payment procedures and set communication protocols. The Consultant shall take notes at the meeting and submit a draft memo documenting all items discussed to the Owner’s Representative for review and comment. The Consultant shall then incorporate all comments provided into a final memo and resubmit. Task 2. Project Coordination and Meetings The consultant is required to actively participate in monthly progress calls, attending a minimum of 12 sessions. Input from these meetings shall be taken into account in Task 3. Task 3. Preliminary Design Drawings and Specifications The Consultant shall provide design services that consist of preparing engineering drawings, technical specifications, and contracting requirements (“Contract Documents”) for the redevelopment of the property. 1. Preliminary Drawings shall take into consideration: a. Site layout b. Conceptual Plan created by Matrix New World 2. Coordination with City of Trenton Permit Requirements a. Identification of necessary permits b. Environmental Permitting (SESC, Flood Hazard, Wetlands, etc) At each level of completion (design development, and 100% contract documents) the Consultant shall prepare design drawings, project descriptions and reports, technical specifications, quantities estimate, an estimate of probable construction cost and construction schedule (“design phase documents”). The Consultant shall conduct an internal quality control review, assemble the design phase documents, and submit the design packages to Owner for review and comment. The design packages shall include: • Three (3) full size printed sets of drawings and three (3) printed copies of the project description report, technical specifications, quantities and cost estimates, construction schedules and other design documents. • Consultants shall at the request of the City provide guidance on phasing of proposed construction sequence based on cost estimates and available funding. • Electronic files of all drawings in AutoCAD format, print sets of the drawings in PDF format, technical specifications and project reports in Microsoft Word format, cost and quantity estimates in Microsoft Excel format, and project construction schedule in Microsoft Project format. The electronic files shall be made available to the Owner’s Representative via e-mail or FTP download. Otherwise, all electronic files shall be provided on USB drives and shall be clearly labeled. At each level of completion (design development, and 100% construction documents) the Consultant shall prepare for and conduct at least one (1) virtual design meeting with the Owner to discuss the review comments of the submittal. Review comments from the design meetings shall be incorporated into each subsequent design level. These meetings shall be billed as a project meeting under Task 2. Advancement to each next design phase shall be pending the review of deliverables, and comments by the Owner and written Notice to Proceed.
