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Our intent is to keep the City's Project Manager well informed at all times of the project issues; however, recognizing that helshe may be managing multiple projects at the same time, we will strive to minimize his/her day - today involvement by: 1) Obtaining needed information ourselves, 2) Maximizing electronic information transfer (e- mail), 3) Conference calls, and 4) Providing prompt meeting minutes. One thing that is very dear to us is that construction activities will take place at the location where residents expect to rest and enjoy their lives, at home. We intend to partner with the City and residents to manage the expectations of residents and to keep them well informed at all times of current and upcoming construction activities. The Design/Build Team intends to make every effort to partner with the City and residents. Our goal will be to proactively work with the residents and City to address issues before they become problems. The main goal of the 'partnering' efforts will be to keep the public informed about the project during the design and construction phase. Below is a description of the proposed methods for planning, scheduling, controlling, and coordinating the design, permitting, and construction efforts required to complete this project successfully. INVOLVEMENT OF CITY STAFF The key to any successful project is the ability of the Design/Build Team to build a coalition between all involved parties including the owner. Upon receiving the Notice to Proceed No. 1, we will schedule a meeting with the City prior to any Design Submittals so that we can gauge the type of information the reviewers will be looking for. During those initial meetings with the City, we can discuss alternative design, cost saving ideas and ideas that could help the project. These simple meetings can cut down in the review process since it will allow us some insight as to what the reviewer are willing to approve. Furthermore, we do plan to schedule design review meetings with the City so that concurrent reviews can occur during the different design stages. This could hopefully cut down on the review time so that we can move this project forward as quickly as possible. PARTNERING DURING DESIGN PHASE ' At the City's request, the Design/Build Team can hold formal or informal meetings with City officials, residents, and other stakeholders. These meetings will keep all concerned parties informed about the progress of the project. We can be proactive in 1 identifying impacted residents, businesses, and other institutions and develop communications that concerns them specifically. The Design/Build Team is available to attend Commission meetings and community meetings to provide a status update of the project and answer potential questions. We are fully prepared to participate in any of these types of meetings. 1 PARTNERING DURING CONSTRUCTION PHASE Prior to starting Construction, the Design/Build Firm can hold a Pre - Construction Meeting with all stakeholders This will allow us to answer each stakeholder's particular concerns. In an attempt to partner with the City and the community, the Design/Build Team can perform the following tasks to help notifying the residents. 1 Advance Notification — Our Design/Build Team will provide weekly notifications for the upcoming by prior Wednesday of every week. This will be sent to the City and residents on the email list every week. • Website - Our Design/Build Team will establish a project website within the RMI's webpage that will provide answers to questions about the project's status, progress, and technologies involved. The web site will be updated regularly showing the project's progress through construction. All project handouts will include the web address so that residents can view this regularly. • Newsletters- Newsletters are essential public information materials that will provide straight forward information to the 0 public and key stakeholders. The newsletter will be written in a clear and concise and will be widely distributed to the project's electronic mailing list. The newsletter will be sent out monthly in which it will advise residents of the progress, pending work and any potential issues that are outstanding. e 69