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Subtask 1-1:Project Status Meetings Regular communication during the project with the City's Project Manager is essential.Project communication will go through Kathleen Zynda, responsible for sharing information with team members. Internal team status review meetings are held to provide status updates, review project tasks, discuss and resolve project issues and manage the schedule. The results of these meetings are shared with the City via bi-weekly (twice per month) progress calls and monthly progress summary reports that accompany our invoices. GHD will convene 30-minute review and planning meetings on a bi-weekly basis(twice per month)with the City's Project Manager.Meetings will be held via conference call on MS Teams.GHD will develop the meeting summaries to be provided within three (3) business days for each meeting and include the following information: — Meeting subject, date, and time — Meeting participants — Issues and actions log — Notes in a summary form including critical decisions made If there are opportunities to combine status meetings with onsite visits, those cost-saving measures will be taken. Subtask 1-2:Kick-off Meeting GHD's Project Manager and Project Liaison will conduct a remote two-hour Project Kick-Off meeting via MS Teams with the City's Project Manager and other select City project team staff to: — Introduce the key participants on the project — Discuss scope, project roles, and responsibilities — Discuss project schedule and/or resource constraints — Review the City's CMMS implementation upgrade goals and objectives with the team members — Identify project critical success factors, project milestones, and potential risks — Review expectations for work products — Confirm project lines of communication — Identify additional City-owned source documentation or data necessary to support the project — Address outstanding scope or schedule questions that City stakeholders may have Before the Project Kick-Off meeting, GHD will issue a request to the City for available documents and information. Information such as existing process maps,the internal CMMS evaluation/audit,if documented; copies of paper work orders for all divisions(photocopies of completed if possible);any spreadsheets or log sheets used to track inventory, maintenance, and/or readings;work request sheets; SOPs; copies of street sweeping zone maps; are a great starting list to compile. Additionally, we will need the City's IT Vendor access application so we can start the process to remotely access the Development or Test environment for MaintStar. Prior to Kick-Off, GHD requests the City provide a list of all the employees that would need access to the SharePoint site to upload or share materials or who may require editing permissions. We would like to have these accounts set up before kick-off, if possible,to simplify the file sharing process. Subtask 1-3:Invoicing and Progress Reporting GHD will work with the City to manage the project budget and schedule. The City's project manager will be informed of the budget expenditure status through a progress summary accompanying the monthly invoice. Ms. Zynda will develop, maintain, and manage the project budget, track actual costs, address variances, and forecast total project costs in conjunction with GHD's established project management protocols. The Power of Commitment 11227916 I Proposal for Workflow Development&Integration into MaintStar CMMS Scope Update and Fee 2