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Consulting Services Agreement between City of San Leandro and Last revised June, 2025 NCE for Lewelling Blvd. Class IV Bike Ways Project Exhibit A – Page 2 of 8 It is critical to establish effective lines of communication with and coordination amongst the various stakeholders from the start to ensure delivery of a high-quality project within budget and on schedule. At the Kick-Off Meeting, key deliverables for each Task and the Project Schedule would be reviewed and adjusted accordingly to meet City needs. Throughout the Project, NCE staff will be available to attend up to 11 monthly progress meetings (assumed design phase duration) with the City to maintain frequent communication and efficient decision-making with the City. Meeting summaries will be prepared and submitted to the City that include a completed activities summary, scheduled activities for next month, any issues identified from field review or data collection, updated project schedule, budget status, and other important project information identified in the kick-off meeting. The purpose of the progress meetings will be to identify and resolve any design or funding issues in a timely manner, present design alternatives and recommendations to City staff, and continue coordination with project stakeholders as necessary. Specific design submittal review meetings with City staff will be scheduled at each submittal milestone. Project management tasks, including maintaining the project schedule, invoicing, and progress reports, will be completed. This will also include assistance with semi-annual progress reports and invoices to ACTC. All invoices must meet the requirements of the ACTC’s Measure BB grant and include a list of contract tasks, dates and percentage of work performed per task, classification and rates for consultant staff, and back up documentation if needed Task 1A Deliverables: Kick-off/Progress Meeting Agendas and Summaries; monthly invoicing; project schedule. 1B Utility and Agency Coordination NCE will share notification letters to applicable utility providers with a preliminary project schedule, followed by planned treatment or excavation depth and approximate utility location information. This notification will occur at the time of the project kick-off to allow utility providers to perform maintenance on their facilities prior to the utility cut moratorium on the street paving area and evaluate the need for utility adjustments/lowering. NCE will document all utility coordination notifications, conversations, and meetings with utility contacts and information in a matrix format with dates of correspondence. NCE will also keep the City informed of any project delays related to utilities. Task 1B Deliverables: Utility notification letters and utility contact matrix. 1C Public Meetings NCE will participate in and support the City in up to three (3) public meetings including those with the Bicycle Advisory Committee (BPAC), the Facilities and Transportation Commission, and City Council to share and discuss the proposed design improvements with the community. The task shall include developing exhibits, figures, and presentation slides per the City’s requirements and needs to share the project information and facilitate discussion. Task 1C Deliverables: Public outreach exhibits, figures, and supporting materials for public meetings. Task 2 – Data Collection, & Review 2A Civil Design Data Gathering and Review