Agmt23 William R. Gray and Company DBA Gray-Bowen-Scott

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REV: 06-22-2023 JB Consultant, with help from the PMT, will draft a Project Charter, or equivalent, to be approved by the ESC. City and Consultant will work collaboratively to prepare language for the Charter documenting the specific details of the ESC structure, staffing and the agreed-upon procedures that establish the delivery framework. City and Consultant will also work collaboratively to establish the mid-level management team and PMT participants, which will also be documented in the Charter. Task A.2 Project Meetings and Communication A.2.1 Manage Team & Communications Consultant Project Manager (PM), Leo Scott, will lead the Project Team. (Refer to the Project Organization Chart below). The PM will report directly to the City’s Transportation Manager and provide direction as needed to city staff, city consultants, Caltrans, other stakeholders, and Consultant Team members. While the Transportation Manager will be the PM’s primary source of accountability, both are accountable to the PLT and ESC, along with the City Council for the proper expenditure of funds to deliver the Project. The PM will be the primary link to the Caltrans PM assigned to the Project along with other key staff. As the Project Team lead, the PM will oversee the development of the Project Communications Plan by Apex Strategies which will clarify how information will flow between members of the Team and to those outside the Team (i.e., the City Council and stakeholders). The document will convey specific guidance about the Project Team organization, City Council engagement, Team meetings, and stakeholder relationships and meetings. It will also include talking points and Project Fact Sheets, as needed, to successfully advocate for the Project. The Communications Plan will also provide instructions on how the Team will utilize the City’s public outreach resources to communicate with the press and public. Given the importance of this Project to the City Council, Consultant will follow existing public communication protocols as much as possible and include those protocols and the Redwood City Style Guide in the Plan. Project Fact Sheet development under this task will be guided by the Communication Plan as well as directions for use of them by the electeds at each level of government. in addition, the Plan will outline a clear, expedient process for responding to citizens’ questions and concerns. This Plan will be in the form of guidelines for easy reference by Project Team members and guide the on-going work of this Task A.2.1 as well as Task A.2.3. A.2.2 Internal Project Team Meetings These are meetings that cross Tasks A, B and C for the benefit of the entire Project. The budget for task team specific meetings are accounted for in those tasks for which they apply. Transportation Manager/PM Meetings: Purpose: ensure both the City’s Transportation Manager and the Consultant PM are in agreement on development of the Project. These will be weekly status calls to discuss key issues and contract needs of the Project. From time to time, others may attend when a topic of discussion necessitates doing so. Hours for these calls are part of the other PM tasks. Led by: Consultant PM. Attendees: City Transportation Manager, others as needed. Project Team (Task Managers) Meetings: Purpose: provide for consistent leadership of and communication to those leading the Project. These will be held at least once a month and include all the Project Team’s key consultant leaders along with key City staff. As the Project ramps up all of the Project’s activities, these meetings will be held two times a month, but the frequency will change over time to reflect Project needs. Led by: Consultant PM. Members: Consultant and sub-consultant Task Managers, City’s Transportation Manager, other City staff as determined necessary. ATTY/AGR.2023.120/Gray-Bowen-Scott (101-84 Project Delivery) (Page 12 of 24)