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All of the factors will be captured and tracked on a series of worksheets. These
<br />worksheets will be updated throughout the project for the Public Works, as part of an
<br />overall "Department Snapshot" to ensure that everyone is, quite literally, on the same
<br />page and will serve as the master reference for tracking the project's program, scope,
<br />and detailed requirements.
<br />In addition, the team will create a list of "Design Imperatives". Like the Departmental
<br />Snapshots, the Design Imperatives will stay with and inform design decisions for the
<br />duration of the project. A list of proposed Design Imperatives for your project might
<br />include:
<br />A. Provide a consolidated facility that serves the department and community for up
<br />to 50 years
<br />B. Improve operational efficiencies and safety standards for staff
<br />C. Align building materials and design aesthetics to city standards for staff
<br />D. Good stewardship of public funds and resources
<br />E. Be a good neighbor
<br />The Design Imperatives are a litmus test for all future decisions and will help the design
<br />align with the original goals of the project as it progresses. This ensures that everyone
<br />stays on task and on target and that all decisions are vetted and viewed through the
<br />same lens, keeping everyone on the same page.
<br />Departmental Snapshot examples below:
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<br />PROJECT MANAGEMENT & PROJECT COORDINATION: Entire Duration of Project
<br />Overall management of the project's process will be administered by Thomas
<br />Stromsodt from Oertel Architects. Our approach to the management of projects of
<br />any size is to keep the project moving forward, this is especially critical in this project
<br />in order to maintain the City's anticipation that construction begins in 2025. Early in
<br />the process we will identify critical informational exchanges and milestones within the
<br />project timeline to ensure that forward momentum. Some processes will rely on the
<br />expertise of the design team to advance work products, other processes need to allow
<br />for the presentation of materials to the City Stakeholders for feedback and critical
<br />direction.
<br />KICK-OFF MEETING- 2-3 Hour Meeting A
<br />The kick-off meeting will be the formal introduction of the project to the entire team.
<br />This meeting will consist of the review of the project goals, review of project objectives,
<br />discuss any preconceptions from members of the project team, and refine the schedule
<br />for the process moving forward. A successful kick-off meeting requires project team
<br />and stakeholder participation and feedback. Oertel will provide the agenda for this
<br />meeting, take minutes, and distribute those to the attendees and keep them filed for
<br />reference. This meeting would also be considered the first of the monthly check -ins.
<br />BI-WEEKLY CHECK -INS I 9M
<br />We will implement bi-weekly check -ins with the City Project Management Team,
<br />to monitor progress on the project and review deliverables. The objective of these
<br />quick check -ins is to cover any immediate and formal informational requests, inform
<br />the client Project Manager on current work activities and any accelerated or delayed
<br />activities or events within the process. These check -ins can be conducted in person
<br />or over video conference and will be formalized with a simple agenda and will help
<br />both the client and design team manage the project. These check- ins occur during
<br />the entire project process, and depending on the content of the meeting, could be
<br />expanded based on the needs of the project.
<br />�KES MEETINGS
<br />As part of communication and inclusivity, we will present progress documents to the
<br />City Stakeholders, the Public Works Department, City Administration, and the City
<br />Council as required. The presentations and meetings may be considered to inform
<br />the rest of the community of the scope of the project and the anticipated design. We
<br />have included time for presentations to the City Stakeholders to illustrate the process,
<br />results, and recommendations of the project management team.
<br />PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY
<br />OERTEL ARCHITECTS- 11
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