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73IWFLFTLD016838.2026 <br />ARCHITECTURAL AND ENGINEERING CONSULTING SERVICES <br />(CCNA) RFQ # 26-07-01 <br />CONTINUING PROFESSIONAL <br />CONTROLS TO MAINTAIN SCHEDULE AND BUDGET <br />Based on our project team’s collective experience managing on-call and task work order contracts, Kimley-Horn has <br />developed proven project management and reporting procedures to track progress against established schedules and <br />budgets. These procedures provide our project managers with the information needed to identify issues early, make <br />timely adjustments, and maintain accountability throughout each TWO. <br />PROJECT DEFINITION/SCOPING. Working closely with City staff, we will prepare a detailed statement of services <br />defining the major tasks, deliverables, schedule, staffing requirements, and estimated fee for each TWO. The scope <br />will be developed through coordination with the City’s Project Manager to establish a mutual understanding of the <br />assignment, expectations, and anticipated level of effort before work begins. <br />PROJECT IMPLEMENTATION. As appropriate, we will coordinate with regulatory agencies early in project <br />development to confirm requirements and obtain input on our proposed approach before proceeding with detailed <br />design and formal submittals. Early coordination helps reduce the potential for permitting delays, redesign, and <br />unexpected impacts to the project schedule or budget. <br />PROJECT MANAGEMENT. Our TWO Project Managers and Discipline Leaders will keep the City’s Project Manager <br />informed of progress through regular communication, including weekly telephone and email updates and periodic <br />project meetings. Each team will work from the approved scope, budget, staffing plan, and project schedule, including <br />clearly identified milestones and critical deadlines. Schedules will be reviewed and updated monthly. If a task begins to <br />fall behind, we will identify the cause and adjust resources or work sequencing as necessary to recover the schedule. <br />BUDGETARY MONITORING. Our TWO Project Managers will actively monitor charges to each work order at least <br />twice monthly and evaluate expenditures using an earned value management approach. Comparing actual expenditures <br />with completed work allows us to confirm that project spending is progressing in accordance with the planned level of <br />effort and to identify potential budget concerns before they become significant. <br />PROJECT MONITORING. <br />Kimley-Horn project managers receive <br />detailed project reports every two <br />weeks and monthly summary reports <br />showing expenditures by task, while <br />also maintaining continuous access to <br />our project accounting system. These <br />tools are used to monitor progress, <br />prepare invoices and progress reports, <br />and evaluate remaining budgets. In <br />addition, our proprietary PM App <br />provides real-time visibility into project <br />spending, budget status, and overall <br />performance. This continuous monitoring <br />allows us to identify potential schedule or <br />budget issues early, make the necessary adjustments to keep the TWO on track, and identify opportunities to improve <br />project delivery, management, or design. We will apply this same disciplined approach to the City’s assignments under <br />this contract. <br />We maintain a Milestones Sheet for every TWO, updated after each <br />internal and external project meeting to track progress and confirm <br />timely delivery.