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a :. � Civil/Environmental Engineering RFQ#12-04-02 review of background site related information, such as City or County records, or other public databases, may be appropriate at this stage. Development of a Task-Specific Project Approach For projects of significant complexity, ECT will develop a proposed conceptual task-specific pro- ject approach for the City's review and concurrence. Initial pre-application discussions with per- mitting agency personnel may also be appropriate at this stage, and further discussion between ECT and the City may be required in order to achieve clarity concerning specific City expecte- tions for satisfactory completion of the project, and to reach agreement between the City's pro- ject manager and ECT on a task-specific project approach. For relatively straightforward projects, City review in this step may not be needed and in such cases, ECT will develop a task-specific project approach and then progress to development of a Work Order/Purchase Order proposal reflective of this approach. Development of a Work Order/ Purchase Order Proposal After an appropriate task-specific project approach is defined, ECT will prepare a proposal that includes a detailed level of effort (herein, "scope of services"), a project schedule and staffing plan in conformity with the task-specific project and schedule requirements. The proposal will al- so identify any applicable project deliverables. Fee Negotiation A firm fixed price for the proposed task-specific scope of services will be negotiated based on the predetermined rate schedule (hourly labor rates and/or unit pricing) included in the contract at the time of contract execution. Depending on the nature of the specific task involved, some work orders may be billable on a time and materials basis subject to completion of designated milestones and documentation of hours expended. ECT understands that payment in all cases will be subject to successful completion of tasks and the City's acceptance of deliverables ' and/or project milestones. Work Order/ Purchase Order Issuance Upon successful completion of fee negotiation, the City will issue a task-specific Work Order / Purchase Order to ECT, authorizing the proposed scope of services, project schedule and fee for services. It is understood that no work is authorized until a Work Order / Purchase Order is fully executed by the City's Purchasing Agent. Task Performance ' Following ECT's receipt of a project-specific Work Order / Purchase Order from the City, ECT will pro- ceed with completion of the authorized scope of services according to the project schedule. ECT's pro- ject manager will keep the client apprised of any significant deviations from the established project schedules and steps being taken to address any delays. Typically, performance of the kinds of tasks contemplated in the RFP will generally proceed as follows: Project Kick-Off ECT will schedule and conduct internal and ECT-City kick-off meetings appropriate to the au- thorized statement of work and project schedule. Internal kick-off meeting participants will typi- cally consist of ECT project team professional staff and in some cases may include subcontrac- MIS Environmental 28 Consulting > b>c