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REV: 03-30-26 VR <br />Set up and monitor construction “hotline” phone number, publicly available for community to call for <br />information/complaints. Track calls and complaint resolution. <br />On-site availability and public facing skills to meet with community and Caltrans RE/Construction <br />contractors for complaint resolution meetings with and without public. <br />On-site availability to create and distribute flyers (using approved template) to impacted communities <br />as needed. Ensure City PIO, Caltrans PIO and Consultant have copies of noticing and the distribution <br />map. <br />Take photos and manage photo files for outreach related use, including but not limited to: <br />construction progress, interesting construction activities for use in social media, problem solving, <br />problem/complaint related issues. <br />Help identify and take first draft or provides QC for social media posts, as requested. <br />TASK A DELIVERABLES <br />1. Project Charter between City and Caltrans for the Construction Phase. <br />2. Contract Amendments for Consultant contracts and Change Orders for the civil construction <br />contracts. <br />3. Construction Phase Communication Plan (draft and final). <br />4. R/W Appraisals and other acquisition documentation. <br />5. Approved Utility Certification. <br />6. Approved R/W Certification. <br />7. Request for Proposals for Landscape design and Tree Removal contracts. <br />8. Public information materials (fact sheets, progress reports, FAQs, notification templates). <br />9. Digital content (website updates, social media, email newsletters). <br />10. Stakeholder engagement and special events (groundbreaking Fall 2026, opening ~2030). <br />11. Public inquiry management (hotline operations, tracking database, response coordination). <br />12. Media materials and emergency response support (press releases, media advisories, incident <br />communications). <br />13. Quarterly construction communications reports. <br />14. Comments and scoring for landscape design and tree removal contract evaluation and selection. <br />15. Comments and responses related to the landscape design and tree removal. <br />Task B – Project Controls and Contract Administration <br />Task B.1 Project Controls <br />B.1.1 Development of Project Management Plan <br />Construction Charter required by the Construction Phase Cooperative Agreement will take the place of <br />the Project Management Plan for the Construction Phase. <br />B.1.2 Cost Management and Reporting <br />As part of tracking expenditures, Caltrans will furnish an electronic file of general ledger project <br />expenditures and transactions within two (2) business days following each month close, starting a few <br />months prior to the start of construction. Consultant will develop a method for updating the Project <br />expenditure file with this data generated through construction that will then be included as part of the <br />overall project reporting. <br />Reporting will contain all Caltrans and other project costs, including risk status (B.1.3), will track progress <br />against the schedule (B.1.4), and will assess the trends related to major cost impacting issues. Reporting <br />will also include preparation of a quarterly construction progress and budget health report. <br />ATTY/AGR.2026/Amend. No.3/William R. Gray and Company DBA Gray-Bowen-Scott(84/101 Interchange Reimagined) (Page 7 of 13)