Specifications include, but are not limited to: 1. Project Management and Coordination The Town of Colma (the “Town”) is the Project sponsor and implementing agency in partnership with the City of South San Francisco (the “City”), the TA is the funding agency and part of the project management team. As the owner and operator of SR 82, Caltrans is responsible for all project approvals and oversight. This task covers managing project initiation efforts, coordinating meetings, and providing regular progress updates. The Consultant will lead technical efforts with support from the Town, City, TA, and Caltrans. 1.1 Work Plan and Schedule: Develop and maintain a work plan and schedule for each task, identifying the responsibilities of all team members and other parties. The schedule will identify task dependencies. 1.2 Set-up and Maintain Project Files: Project files will be set up and maintained according to the Caltrans Uniform Filing System. The project files will include agreements, correspondences, and copies of draft and final technical work products. At project closeout, a copy of all project files will be supplied to the TA, the Town, and the City. 1.3 Invoicing: The Town is the implementing agency in collaboration with the City and will be responsible for processing payments to the Consultant, as well as for submitting monthly reimbursement invoices along with back-up details to the TA. As the implementing agency, the Town will be responsible for reviewing the Consultant's monthly invoices and progress reports, including work accomplished during the reporting period detailing personnel and costs, work anticipated, issues, and schedule. The Town and the City will review Consultant-produced reports and serve as a day-to-day contact with the Consultant team. 1.4 Meetings: The Consultant will be responsible for the overall project management, progress monitoring, maintenance of project files, and leading the project tasks. The Town, City, TA, Caltrans, and the Consultant will hold a kick-off meeting to discuss the project scope (refer to task 2.1). Regular communication will be ensured through monthly PDT meetings with Caltrans (refer to 2.2), supplemented by bi-weekly meetings with TA, Town and City staff, and additional meetings as required. The Consultant will be responsible for scheduling and coordinating all meetings, including taking and distributing minutes. 1.5 Quality Management Plan: Develop a Quality Management Plan (QMP), in collaboration with the Town, City, TA, and Caltrans, ensuring quality control/quality assurance elements and ensuring that deliverables are reviewed as such prior to submission to Caltrans. The plan will describe the quality procedures that will be implemented during the development of the PA&ED. The Consultant will provide the QMP for the Work in every Project Component. The QMP describes the implementing agency’s quality policy and how it will be used. The QMP will include the process for resolving disputes between the Parties at the team level. The QMP is subject to Caltrans review and approval. 1.6 Risk Management Plan: Prepare and maintain a Risk Management Plan (RMP) that will be developed in partnership with the Project Development Team (refer to Task 2.2). The RMP will summarize potential project risks and the impacts on the overall project cost and schedule. This information will be summarized in the PA&ED. 1.7 Preliminary Schedule: A program-level schedule with key milestones will be developed for the environmental process, ROW acquisition process, design, and construction including multiple contracts if appropriate, and commissioning and testing. The schedule will contain timeframes for procurement of services, start and end times, and opportunities for public review and input.
