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REV: 06-22-2023 JB <br />Sub-team Meetings: Purpose: provide a forum for team members to communicate and resolve issues as <br />they arise. In Task A.3’s various subtasks, meetings of those Project Team members engaged in the work are <br />planned for and estimated separately from the rest of the meetings listed here. Led by: GBS/sub-consultant <br />Task Manager. Members: consultant team members performing subject work. [Budgeted for in specific <br />tasks.] <br />Caltrans Project Development Team (PDT) Meetings: Purpose: ensure the Project fulfills Caltrans <br />requirements of all projects and facilitate regular Project communication and issue resolution between the <br />agencies. These monthly meetings involve key members of the Project Team along with Caltrans functional <br />group representatives. The specific Caltrans participants will be agreed upon by City and Caltrans PMs to <br />avoid wasting project funds. Led by: GBS PM or delegate. Members: City Transportation Manager, GBS/sub- <br />consultant Task Managers depending upon subjects, other city and consultant staff when needed for specific <br />subject, Caltrans functional unit representatives. <br />Project Leadership Team (PLT) Meetings: Purpose: assist the GBS PM, the City’s Transportation Manager <br />and the Caltrans PM with resource decisions, issue resolution, conflict resolution, and accountability. These <br />meetings will begin once the Charter with Caltrans is signed and will initially be for 2 hours once a month. <br />Once the Project Team’s momentum is established, these meetings will be as needed. Between the start of <br />this contract and the Charter, there will be meetings with the City’s management engaged in the Right of <br />Way acquisition. The GBS Team will prepare agendas and produce meeting minutes for each of these <br />meetings. Led by: GBS PM. Members: City Community Development & Transportation Director, Caltrans’ <br />Principal PM-Peninsula, Caltrans Principal Construction Manager- Peninsula. <br />Executive Steering Committee (ESC) Meetings: Purpose: support delivery of the Project as needed, by <br />making policy-level decisions; establishing the mutually agreed upon Project scope, schedule, and budget; <br />resolving conflicts as needed. These meetings will begin once the Charter with Caltrans is signed and will take <br />place once a quarter or as needed to support the Project Team. The GBS Team will prepare agendas and <br />produce meeting minutes for each of these meetings. Led by: appointed member. Members (anticipated): <br />City Mayor, Caltrans District 4 Director. Other attendees: GBS PM, Caltrans PM, City Community <br />Development & Transportation Director, City Transportation Manager, Caltrans Principal PM Peninsula, <br />Caltrans Principal Construction Manager-Peninsula. <br />Project Issue Focus Meetings: Purpose: facilitate expeditious resolution of issues. These will be held as <br />needed with key Project Team members and Project Stakeholders involved in the issue requiring resolution. <br />Construction Management Team (CMT) Meetings: Purpose: make timely decisions to keep the construction <br />contractor on schedule. These will be held once construction work begins and include City representation <br />from the GBS Team along with the Caltrans Resident Engineer (RE) and selected staff. Led by: Caltrans <br />Construction Manager or Resident Engineer. Members: Caltrans Structural Representative, GBS PM or <br />representative, and other Caltrans or consultant staff as needed. <br />Change Management Board (CMB) Meetings: Purpose: make timely, agreed upon change order decisions <br />with input from both agencies. The CMB will meet regularly at the start of construction and then as needed <br />to review and approve all change orders that meet the requirements of Caltrans Headquarters’ approval. <br />Their process and authority will be defined in the Project Charter as amended for the construction phase. <br />Led by: GBS PM or Caltrans CM. Members: Caltrans RE, Caltrans Structural Representative, City <br />Transportation Manager, and other Caltrans or consultant staff as needed. <br />A.2.3 Stakeholder Relationships and External Meetings <br />GBS’s PM will serve as the face of the Project for the City Council and stakeholders in the community. <br />GBS will conduct meetings with the various stakeholders to hear their perspectives of the Project, their <br />ATTY/AGR.2023.120/Gray-Bowen-Scott (101-84 Project Delivery) (Page 13 of 24)