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

Browse Search

REV: 06-22-2023 JB Task B – Project Controls and Contract Administration Task B.1 Project Controls B.1.1 Development of Project Management Plan The Consultant Project Controls Manager will lead the effort to develop the Project Management Plan (PMP) that will: Detail the project scope and project delivery approach; Detail the organization of the project and the issue resolution process, including documentation of the change management procedure. This effort will be closely coordinated with City staff to ensure adherence and optimization of existing processes; Establish a staffing plan to identify persons responsible for performing different portions of the Project scope; Establish the baseline complete cost estimate, including assessment of escalation, risk contingency and potential financing costs; Establish the baseline high-level project schedule with identification of current assumptions; and Identify reporting requirements and frequency for all stakeholders (i.e., City staff, City Council, ESC, grant funding partners). The reports, at a minimum, will document progress of project against baseline schedule, provide summary budget status with cost report of expenditures against funding, and include an assessment of project risks and contingency. B.1.2 Cost Management and Reporting Consultant will prepare a complete baseline project cost estimate to manage project cost through completion. The Consultant Project Controls Manager will lead the effort to review all cost estimates, executed contracts, and expenditures to date to develop a cost-tracking document that will meet the reporting requirements defined in the PMP. This effort will include assessing existing project cost reports and cost reporting software to ensure efficient and accurate updates to expenditure tracking. Consultant will track project expenditures against the approved, funded project budget and in close coordination with the Funding Plan Implementation task described in Task C to ensure accurate and timely reimbursement of grant funding. Consultant will track approved and forecasted changes to the baseline project cost estimate in accordance with the change management procedures. Consultant will develop the project cash flow in coordination with Task C and update it regularly to ensure that final estimated project costs are tracked against the approved funding available. B.1.3 Risk Management Consultant will prepare a detailed risk register to identify, manage, and communicate project risks. The risk register will be used to develop the baseline project risk contingency and will quantify potential cost and schedule impacts, identify the level of exposure, and describe mitigation strategies and responsible parties. Consultant’s Project Controls Manager will coordinate regular updates to the risk register to track and report risk exposure against baseline contingency and ensure the timely implementation of selected mitigation measures. B.1.4 Schedule Development and Management The baseline high-level project schedule established in the PMP will be further defined into a detailed critical path method (CPM) schedule for the PS&E and ROW phases with supporting documentation to ATTY/AGR.2023.120/Gray-Bowen-Scott (101-84 Project Delivery) (Page 17 of 24)